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Create an Invoice

Suppliers create invoices and send them to the retailer. In the portal, you can create an invoice from an order or from a shipment. For every invoice field and format, see the Invoice Specification. Some retailers require more fields. Check the retailer's requirements in Partners › Document Standards.

In this article:

Start an invoice

Use one of these options:

  • From the order list: go to Orders, click Actions on the order row, then click Invoice.
  • From an order: open the order and click Invoice at the top of the page.
  • From a shipment: open the shipment and click New Invoice at the top of the page.

The Invoice option only appears while the order is still open. An invoice started from an order lists the ordered items, minus any cancelled quantity. An invoice started from a shipment lists the shipped items and quantities.

Fill out the invoice

The page opens as Create Invoice For Order followed by the order's reference number.

Remittance Address

Enter the address where you want to receive payment, or select one from the Address Book. If you set up a default remittance address, the portal fills it in for you. To set one up, go to Settings › Document Settings › Remittance addresses.

General Information

  1. Enter the Invoice Number. Use a number you have not used on another invoice.
  2. Check the Invoice Date. The portal sets it to today. You can change it.

Order ID, Reference Number and Payment Terms come from the order. You cannot edit them here.

Invoice Items

For each line, check Quantity Invoiced and Unit Price. The portal calculates Extended Price. You cannot invoice more than the quantity on the line.

Invoice Totals

  • Subtotal: the sum of the line amounts. The portal calculates it.
  • Discount: any discount you give on this invoice.
  • Shipping/Freight: the handling or shipping charge you agreed with the retailer. Enter a handling fee here.
  • Dropship Fee: a separate dropship charge. Do not use it for a handling fee.
  • Tax: the tax on this invoice.
  • Invoice Total: the portal updates it when you change the lines or the amounts above.

You can add a message for the retailer in Notes.

Submit the invoice

Click Submit in the top right. The page reloads and shows the invoice with its document ID. The invoice now opens read-only. Watch its status on the invoice page. If it fails, the page shows the error. See Failed Document Summary for what each status and error means. You can also find failed invoices in Reporting › Failed Documents.

Invoice failed with "Cannot Invoice Unshipped Items"

Who this applies to: suppliers who send invoices through the portal, EDI or API, for retailers that do not accept invoices for items that have not shipped.

What it means: the invoice reached Logicbroker before a shipment for those items, or the shipment for those items failed.

What to check:

  1. Open the order and look for a shipment for each invoiced item.
  2. If there is no shipment, create or send it.
  3. If the shipment failed, fix it first. Open the failed shipment, click More Actions › Edit, correct it, then click Submit.

The fix: after the shipment is in Logicbroker, open the failed invoice and click More Actions › Retry. Retry reprocesses the same invoice unchanged.

How to check it worked: the invoice leaves Failed and moves on to Complete.

To prevent it: send the acknowledgement, then the shipment, then the invoice. Do not send the shipment and the invoice at the same moment. Even a one-minute gap helps.

Handling fee is missing or in the wrong field

Who this applies to: suppliers whose retailer agreement includes a handling fee. Some retailers require the fee in a specific field.

What it means: the fee was left at 0 or entered in Dropship Fee instead of the handling amount, so the retailer may not pay it.

What to check:

  1. Confirm the fee amount in your agreement with the retailer. If you do not charge a handling fee, you do not need to do anything.
  2. Open a recent invoice and check Shipping/Freight in the Invoice Totals card.

The fix:

  • Portal: enter the fee in Shipping/Freight before you click Submit.
  • EDI 810: send the fee in a SAC segment. The default code for handling is G821. Some retailers require a different code, such as D500. Use the code in your retailer's EDI specification.
  • API: send the fee in HandlingAmount.

If you charge the same fee on every invoice, Support can add it to your invoices by default. A default fee is added after you submit, so you do not see it on the draft.

How to check it worked: the submitted invoice shows the fee in Shipping/Freight, and the Invoice Total includes it.

Invoices you already sent: Logicbroker cannot add the fee to them. Ask the retailer how they handle adjustments.

Invoice failed with "Duplicate Invoice Numbers Are Not Allowed"

Who this applies to: suppliers whose retailer requires a unique number on every invoice. This is set per retailer.

What it means: you already used this invoice number on another invoice to the same retailer, either for another order or for this order.

What to check: open the failed invoice and read the error details. They say whether the number is used on another order or on this order.

The fix: send a new invoice with an invoice number you have not used before. Retry does not help, because it reprocesses the same number. In the portal, start the new invoice from the order or the shipment. EDI and API suppliers send a corrected invoice from their system.

How to check it worked: the new invoice moves to Complete.

When to contact Support: if the new invoice fails with a different error, such as "Cannot Over-Invoice Lines", or you cannot start a new invoice because the order is closed.

I need to correct an invoice I already submitted

Who this applies to: all suppliers.

What it means: a submitted invoice opens read-only, so you cannot edit it in the portal.

The fix depends on the status:

  • Failed, and the invoice itself is correct: fix the cause, such as a missing shipment or acknowledgement, then click More Actions › Retry.
  • Failed, and the invoice data is wrong: send a new, corrected invoice. If it fails with "Cannot Over-Invoice Lines", contact Support.
  • Complete: the retailer may already have it. Contact the retailer first. Some retailers lock an order once it is Complete.

When to contact Support: include your company name, the retailer, the PO number, the invoice document ID, the exact error and what you already tried.

Send the shipment before the invoice

Who this applies to: suppliers who send shipments and invoices through the portal, EDI, API or a connector. It happens most often when a system sends the shipment and the invoice at the same moment.

What it means: Logicbroker processes each document as it arrives. If the invoice arrives before the shipment, or at the same time, one of two things happens:

  • The invoice fails with "Cannot Invoice Unshipped Items". Only retailers that do not accept invoices for unshipped items show this error.
  • The invoice is accepted, but the order stays in Ready to Invoice instead of moving to Complete.

What to check:

  1. Open the order and note its status.
  2. Open the invoice and note its status.
  3. Open the shipment and check that it is Complete, not Failed.

The fix depends on what you see:

  • The invoice is Failed: follow Invoice failed with "Cannot Invoice Unshipped Items". Once the shipment is in Logicbroker, Retry reprocesses the same invoice. EDI and API suppliers do not need to resend it.
  • The shipment is Failed too: fix the shipment first, then retry the invoice.
  • The invoice is Complete but the order is still Ready to Invoice: do not send another invoice. Contact Support and ask them to move the order to Complete.

How to check it worked: the order shows Complete, and the invoice shows Complete.

To prevent it: set up your system to send each invoice only after the shipment for that order is in Logicbroker. See Failed Document Summary for the other reasons a document can fail.

When to contact Support: include your company name, the retailer, the PO number, the invoice document ID and the order status you see.

The order is Complete but I never invoiced it

Who this applies to: suppliers on any connection. It can happen, for example, when a connector moves orders to Complete once they ship and auto-invoicing is not turned on.

What it means: the Invoice button only appears while an order is open. Once the order is Complete, you cannot start an invoice from it.

What to check:

  1. Open the order and confirm that its status is Complete.
  2. Check that the order has no invoice. If it already has a Complete invoice, the retailer has it and you do not need to do anything.
  3. Ask the retailer whether they still need an invoice for the order.

The fix:

  • Orders that are already Complete: send Support the list of PO numbers. Support can move the orders back to Ready to Invoice so you can create the invoices. Then follow Start an invoice.
  • Future orders: ask Support whether auto-invoicing suits your connection. With auto-invoicing, Logicbroker creates the invoice from the shipment.

How to check it worked: the order shows Ready to Invoice and the Invoice button appears. After you submit the invoice, the order moves to Complete.

When to contact Support: include your company name, the retailer, the PO numbers and whether you want auto-invoicing for future orders.

I used the wrong invoice number

Who this applies to: suppliers on any connection. For a number that is rejected as already used, see Invoice failed with "Duplicate Invoice Numbers Are Not Allowed".

What it means: a submitted invoice opens read-only, so you cannot change its number in the portal. What you can do depends on the invoice status.

What to check: open the invoice and note its status and the Invoice Number it shows.

The fix depends on the status:

  • Failed: send a new invoice with the correct number. In the portal, start it from the order or the shipment. You can then mark the old invoice ignored with More Actions › Ignore. If your account shows Change Status instead, use it to set the old invoice to Ignored.
  • Complete: the retailer may already have the invoice. Contact the retailer first. Do not send a second invoice for the same items unless the retailer agrees. Support can sometimes correct the number in Logicbroker. Once the retailer's system has received the invoice, it may not accept the change. In that case, Support can mark the old invoice Ignored and move the order back to Ready to Invoice so you can send a new invoice with the correct number.
  • The number changes to the PO number after the invoice completes: some retailer setups replace the invoice number with the PO number. If you no longer want this, contact Support.

How to check it worked: the invoice page shows the correct Invoice Number, and the invoice is Complete.

When to contact Support: include your company name, the retailer, the PO number, the invoice document ID, the wrong number, the correct number and whether the retailer already has the invoice.

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We're updating this article. Some steps and screenshots may not match the portal yet. If anything is unclear, contact support@logicbroker.com.