General Rules for Invoice Processing

Each invoice must have a unique number. Do not reuse invoice numbers.
Follow the invoice document rules defined by each retailer in the Fulfillment portal.
Complete a Purchase Order Acknowledgement (POA) before submitting an invoice where required by the trading partner.
Some retailers only allow one invoice per PO, or one PO per invoice, or one invoice per shipment.

Correcting or Resubmitting Invoices

Invoices cannot be edited or recalled after transmission. Create a new invoice with corrected details.
Use a new or modified document number to avoid duplicate rejections (e.g., append “A” or an extra digit).
Notify your trading partner about the correction. Some may want you to re-send; others cannot accept a second copy.
To submit a corrected invoice: it will be treated as a replacement. Optionally notify your buyer that it is a correction.

Some retailers utilize a standalone Credit/Debit Memo EDI document. Others may have a Credit Memo option on their regular invoice.
To issue a credit for a pricing discrepancy: complete the Credit Memo field on the credit document with the original invoice number it references. This ensures the trading partner recognizes it as a credit.
If the Credit Memo field is not visible: switch the document to Full View to access it.

To configure discounts that auto-populate on invoices: go to Settings > Auto Sourcing, open the trading partner invoice document, and complete the Allowance/Charge Information section on the Summary tab.
For line-level discounts: open the invoice, navigate to item/detail tab, go to Line Allowances/Charges (may be labelled Service/Allowance), select an Allowance or Charge Type, and enter the amount or percentage. This must be done manually during invoice entry.
Discount amounts will automatically deduct from the invoice total when the amount fields for each allowance/charge line are completed.
Always enter allowance amounts as positive values. The system treats them as deductions automatically. A negative sign will cause miscalculation.

Cash Discount Percentage must be between 0 and 15.
Complete either Discount Due Date or Discount # of Days — not both.
If the Discount Percent field is required: enter a plain number (e.g., 2 for 2%), then provide either a Discount Due Date or Discount Number of Days.
If the date selector is not visible: switch to Full view by clicking the SHORT toggle.
Terms Discount Days Due: if this field is populated, Discount Percent becomes required. Clear the Terms Discount Days Due value if no discount is intended.

Payment terms on invoices are usually sourced from the PO if payment terms were sent by the trading partner.
If a discount term appears but was not agreed upon, review the original PO. Terms are defined by the PO and must be updated with the trading partner at the PO level.
To enter payment terms manually: enter Discount Percent, set Discount Due Date or number of days, and set Net Days and Net Due Date as appropriate.

If the PO was not received via EDI: Some retailers all the use of an Invoice Free Form option to manually create an invoice from scratch. Enter SKU/UPC, quantity, and unit price. Alternatively, request your trading partner to send the PO.
If you cannot find a PO in search results: click Clear Fields to reset filters, then search again. Check the Transactions tab and Fulfillment Monitor.

Pending PO change: if the PO has a pending change, the New invoice button will not appear until the change is accepted or declined.
Cancelled workflow: if a cancellation PO Change was accepted, the workflow is closed and invoicing is no longer available.
Closed workflow: if the workflow was manually closed by mistake, contact SPS Support.

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