I sent an invoice on February 13th, and everything looked fine. Now my vendor says the invoice is not appearing on their end.

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I sent an invoice on February 13th, and everything looked fine.   Now my vendor says the invoice is not appearing on their end.   My trading partner is Kent Building Supply, and the invoice in question is 126263
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Sandra

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Posted 4 years ago

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Jordan, Software Engineer

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Hi Sandra,

Welcome to the Support Center!  Given the age of the document, I am unable to fully track it out of the system.  I can, however, retransmit the document to your trading partner.  Would you like me to do so?

Let me know and I can retransmit immediately!

Jordan
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Jordan, Software Engineer

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Sandra,

Just checking to see whether this has been sorted out?  As stated above, I'd be happy to retransmit.

Best,

Jordan
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Sandra

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Yes, thank you.  Please re-transmit the document.  

I am surprised that the document is too old to be tracked in the system.  

I find the possibility that invoices sent are not being seen by the other side as very disturbing, especially when I won't even know there is a problem until the payment is late.   And, once the payment is late, the document is too old by then to trace.  

It is good to know that the document can be re-sent, but my vendor will take the date of retransmission as the invoice date, and I will have to wait yet another 30 days for payment.  This essentially extends their payment terms and if it continues to occur, it will not be acceptable to my Controller. 
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Jordan, Software Engineer

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Sandra,

I am going to address this in two parts.

1. The Invoice has been retransmitted through the system.  Depending on how your trading partner picks up their documents (1 by 1 or batch), it may be a couple hours before it enters their system.  Please do let me know if you receive notice that they have not received the Invoice.

2.  I 100% understand your concern and the impact it has on your business!  In the end, it is about receiving that payment.  With this particular trading partner, a 997 (Functional Acknowledgement) is not required.  This is a business decision that was made by the retailer.  This is unusual as the 997 is a very simple way to confirm whether or not the document has entered your trading partner's system.  On the topic of being "too old to be tracked" - the connection method used by this trading partner is AS2.  In short, our AS2 hands the document off to their AS2.  The AS2 system only allows tracking for 7 days.  That being said, I was able to track the document to successful transmission to our AS2 folder.  I just did not want to falsely advise you that the document reached their system, when it is only trackable to the out-most point of our system.

I hope the lengthy response did not bore you, I am just looking to provide you with a little background.  I, too, find it unsettling that you are not made aware of a "missing" invoice until the payment date.  There should not be any issues with the transmissions going forward, but technology can be unpredictable at times.  Please let me know if there is anything else I can help with and have a fantastic day!

All the best,

Jordan

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