What invoice number will be used?
We will be creating the invoice and with that will come a generated invoice number. Any invoice can be viewed by searching the PO or Invoice number in the Waiting to be Paid or Paid sections of the Purchase Orders tab.
You will have the ability to reassign an invoice number to each invoice. *Please see steps outlined in the training below for further instruction.
What needs to happen with any open invoices/units prior to the auto invoicing start date?
Any available units for invoicing prior to the start date will require a manual invoice upload. From the Waiting for Payment tab, you will be able to view: Units Shipped/Received, Units Invoiced Already, Unit to be Manually Invoiced, and Units to be Auto Invoiced. You will only need to submit an invoice against the Units to be Manually Invoiced.
What is the process when units sold don’t match units available to invoice?
Please notify your Account Manager as soon as possible with any invoicing issues.
How are my payment terms calculated?
Because shipments will be batched weekly into an invoice, payment terms will begin from the earliest date of tracking uploaded for that batch. For example, you upload tracking on Monday, Tuesday and Friday. Saturday your invoice will be generated with payment terms kicking off from Monday. You will see expected payment date on your invoice details, as well as, the payment terms that were agreed upon during contracting.
If I have issues on my payment, whom do I contact?
Any general questions regarding this process, please direct to your Account Manager. Issues regarding actual payments, please direct to goodsAP@groupon.com
Tracking upload and the start of invoicing process
Once you have uploaded your tracking file for open orders, those units will then become available for invoicing. On Saturday’s the auto invoicing system will submit an invoice for all the units shipped to date. Once that invoice has been posted, you will receive a version of the email below.
To view a copy of the invoice, track invoicing progress, and to update the invoice number please locate the purchase order from the Waiting for Payment tab. You can either find this by following the link in the invoice email or by searching in the Search function on the far right corner.
From the details screen you will be able to view important information such as: Units Shipped/Received, Units Invoiced Already, and Total $ Amount open for invoicing
Once an invoice has been submitted, the available units that were previously listed will be added to the Units Invoiced Already and the Invoice will be added under the Invoice Line Item Details. Under the Invoice Line Item Details, you will be able to view important information about invoice date, payment due date, amount invoiced, and this is where invoice numbers can be updated with a unique vendor invoice number.
To drill down for a more detailed view of the invoice, click on the Invoice Product Information. From this view, you will be able to view the SKU(s) invoiced, Product name/description, units invoiced and total amount invoiced. As mentioned before, the new invoicing system will allow for you to export a PDF version of your invoice.
Once your payment terms have been met for various invoices, you will begin receiving emails alerting you payments have been posted. You will receive a version of the email below with the amount paid, processed date, and transaction number.