HOW DO I INVOICE SOMETHING IF THE BACKORDER WAS NEVER ACKNOWLEGED THROUGH THE EDI SYSTEM?

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WHEN ACKNOWLEDING ORDER # 4617087212 WE HAD AN ITEM ON BACKORDER.  I CHANGED THE SHIP DATE FOR THIS LINE ITEM BUT THIS WAS NEVER ACKNOWLEDGED BY THE EDI SYSTEM AS A BACKORDER, I NOW HAVE AN INVOICE THAT I CAN'T SUBMIT BECAUSE IT LOOKS LIKE THE ORDER IS COMPLETE.
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KATHY BOLIVER

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Posted 3 years ago

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Katrina Wolyniec, Employee

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Hello,

Thank you for posting in the Support Center!

I have looked into this situation and I see that when you sent the POA, you indicated that the item had the ship date of 4/14, but that you were shipping the other items on 3/18.

Usually, when you sent a POA, Grainger will not send a document back changing the PO.  They will just absorb the information and change their internal systems to the correct date you will be sending the items.

Then, when you ship the items, you will need to not include the item that is backordered on the ASN.  This will allow you to send an ASN that reflects what is in the shipment they are receiving.  I took a look at the ASN and see that the back ordered item was included in the ASN.  Unfortunately, this communicated to them that it was coming in that shipment.  A best practice for the future will be to delete that item from the ASN and when you do ship that item, create a second ASN with the shipment information for the item on it.

For the invoice, you should be able to delete that item from the invoice and only send an invoice for the 4 items that were shipped over.  I would recommend then creating a new ASN for the item when you ship it and then you can invoice from that ASN.

However, to be able to send that new ASN, you will need to reach out to Grainger and let them know you need to do that as they have placed tight restrictions on their POs and we are not able to reset them to allow you to send a new ASN for that item.

So, your first step will to remove the back ordered item from the invoice and send that over for the items they have in hand.  After that, reach out to Grainger and let them know the back ordered item is not in the shipment and ask how they would like you to proceed with the final item.

Thank you,

SPS Commerce Infinite Retail Power

 Katrina Wolyniec

Senior Analyst | Fulfillment Support 

P: 1-888-739-3232

niservices@spscommerce.com

 

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