Usage Notes
Please provide as much data as possible about the Invoice and the Purchase Orders. At a minimum, we need to identify the Purchase Order.
You may find it easier to create an invoice from a pre-existing shipment.
Purchase Order Level
Purchase Orders for your invoice must already exist in our system. In order for us to identify the Purchase Order(s) in your invoice, you must provide back to Spring Systems either our po_id (given to you in the initial PO data), or retailer_id, retailer:tp_name, and po_num. Note that po_rel_num, mark_for_location:tp_location_id, and/or mark_for_location:tp_location_code are also mandatory if they are used for a particular PO.
Invoice Item Data
First priority, if you include detailed invoice data within the <invoice_po> and it’s child <invoice_po_item>, this is what will be used to build the detailed invoice line item data.
Second priority, if you do not include <invoice_po_item> but do include <invoice_ship_info>, then all relevant data including invoice line item data will be pulled directly from the shipment.
Third priority, if you do not include either of the above, the your invoice will built directly from the Purchase Order specified with . It will be assumed that you are invoicing the PO completely, e.g. no adjustments to quantity or price.
Invoice Numbering
If <invoice_num> is provided it will take priority. If not provided, our system will increment by one from the last invoice number used. It will skip over any previously used invoice numbers.
Consolidated vs. Non-Consolidated Invoices
When dealing with multi-location Purchase Orders (multiple mark for’s), most retailers prefer non-consolidated invoices. E.g. one invoice per store (mark for location). However some retailers mandate that you consolidate invoices by Purchase Order & Shipment (e.g. a multi-location (mark for) Purchase Order could get one invoice per PO & Shipment. For retailers that ask for consolidated invoices, you should list one invoice number and multiple <po_id>. Another approach could be one invoice number and one <ship_info_id>. Note that if this shipment contains multiple base PO numbers, we would need to split this into multiple invoices and we would increment sequentially above the invoice number provided.
Mandatory Fields
Once the Purchase Order and Shipment and Items have been identified, you must of course also provide all mandatory Invoice information (retailer dependent). If this detail is provided in your Invoice data, that will take priority. If not provided in your Invoice data then we will attempt to pull the data from the Shipment. An error will be thrown if mandatory fields are not provided and can not be pulled from the Shipment or PO.