If JJ inv# is written on the invoice, search the JJ inv# in pinnacle by pressing F5 and type the JJ inv# on invoice number.

If there is no PO# found in Pinnacle and salesperson name is indicated on the invoice and you cant find by above steps – create a ticket in Zendesk asking salesperson for the PO#.

If there is no PO# found in Pinnacle and salesperson is not indicated on the invoice and you cant find by above steps – create a ticket in Zendesk asking supplier for the name of our salesperson and when you have it create a sub ticket asking salesperson for the PO#

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What if amount or details on suppliers invoice is different to amount on P.O

we call this a variance , see link to guide below on how to deal with this

LINK TO VARIANCE ARTICLES/GUIDES IN ZOHO

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WHAT IF P.O IS CANCELLED ? PO# has been cancelled when you see the grey part on the lower part of PO#

Click add note in Pinnacle add the filename and invoice number (SI 15012016006 – inv#51772)

Enter invoice in Xero like usual process, enter 2^nd line in description as CANCELLED and make the amount negative.

Then send an email to the salesperson requesting RTS paperwork for that cancelled PO. 

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What if we have an invoice that has two supplier or suppliers invoice number but the same P.O number or JJ AUTOPARTS Invoice number?

Step 1. Email both invoices to salesperson

Step 2. Request and advise salesperson one PO one invoice from supplier

Step 3. Request from salesperson – what is happening with the original part  - we do not want to pay 2 suppliers for one part

                WE CANNOT HAVE 2 SUPPLIER NUMBERS AGAINST ONE JJ AUTOPARTS INVOICE

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    What if we have an invoice that has two supplier?

    Email both invoices to salesperson by creating ticket in Zendesk.

    Request and advise salesperson one PO one invoice from supplier

      Request from salesperson – what is happening with the original part  - we do not want to pay 2 suppliers for one part

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     What if 2 invoice used same PO#?

Enter invoice the usual process. And “&” on the vendor invoice part to combine with the previous entered invoice number in Pinnacle. Make sure that the previous entered invoice is not the same part to the new invoice. This usually happen to multiple parts ordered in PO number in Pinnacle

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…….What if PO# has been credited already?

-         

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     What if there is Core/Subcharge indicated on invoice?   

 we don’t pay for CORE/SUBCHARGE so when entering invoice in Xero add another and put negative amount of subcharge or core.

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What if the part has not been invoiced yet? 

You'll know if the part has not been invoiced yet if the JJ invoice# is not indicated on the P.O. (see video)

Supplier invoice must only be entered in Xero if the part has already been invoiced. 

To know the exact date when the part will be invoiced, click on the WO# indicated on the PO.

Then look for the Date Expected under Workorder tab.

Create a ticket, assign it to yourself, set the due date of the ticket to be the date after expected invoice date, submit as ON-HOLD and then on that date check again the PO.

* don't forget to attach the invoice

What to do if the invoice is not scanned properly?

Sometimes you will encounter invoices that are not scanned properly/poor quality 

(ie. no invoice number, invoice date, amount, etc)

Copy what you have of the file as a ticket, that way you have a reminder to get this fixed

Step 1 : Email shipping@ to request for a clearer/better copy of the invoice. Attach the invoice that you have for their reference. 

Step 2 : If after 24 hours and no response, send again another email to shipping @

Step 3 : If still no response after further 24 hours, resend the request but this time CC MATT d email the supplier to ask for a clearer copy. Attach the scanned invoice for their reference.

HOW TO ADD BANK DETAILS IN XERO?

In Xero, click on Contacts > All contacts > Search for the the company name you'd like to add bank details. 

Edit button then go to Batch Payments and put the BSB and accnt# of the supplier. Please see screenshot for reference. 

In this example, BSB is 082401 and account# is 191305252.