Submit a manual GFR invoice if PO can't be located on iSupplier

Overview

If you find that an advance search does not return your PO, you can follow this process to manually add an invoice.

Actions

1. Log into iSupplier
   Note: must be a validated domain.
   
2. Select JLP iSP GFR Invoice Entry
   
3. Go to the Invoices & Payments tab and click Create Invoice

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4. The Invoice Entry screen will appear blank for you to complete - these will not prepopulate

   

   Field Guide
   Operating Unit Select the area of the John Lewis Partnership you are invoicing, this can be found on your Purchase Order	Supplier Site Should default. You may have more than one supplier site Supplier Site number, which you can search for using the magnifying glass icon. A pop up will appear, click Go next to the empty search box, this will then list all sites associated with your account	VAT Reg Number Should default - check your VAT/GST Reg Number is correct and change if necessary
   Invoice Number The invoice number as used in your finance system. This Invoice Number must be a unique number; invoice numbers cannot be reused	Invoice Currency This will default to GBP but can be overridden if required. If you're entering an invoice with VAT in a currency other than GBP, for UK supplies, in the Tax Rate of Exchange field, enter the exchange rate used to convert the amount of VAT into GBP to enable us to declare the same figure- see HMRC Notice 700 para 7.7 for details. Similar rules apply for GST in Jersey. Otherwise, leave the Tax Rate of Exchange field blank	Invoice Date This will default to today's date. Amend this to match the Invoice Date invoice date used in your finance system. This cannot be a date later than today's date
   Tax Point Date Tax point date used in your finance system. By default this Tax Point Date will use the same date as the Invoice Date. No future dated invoice dates or tax point dates will be accepted.	Ship-to-Location The 4 Digit location number of the branch or distribution centre where the products or services have been sent to. This can be found on your Purchase Order	Invoice Type The two options for this field are 'Standard' for creating an invoice and 'Credit Memo' for creating a credit note. For credit note guidance, click here

5. Try searching for your PO number in the ‘Match to purchase orders’ section, if the order still does not appear, scroll down to the invoice line section.

   
6. Underneath Invoice Lines click Add Another Row at the bottom of the page to create lines for your invoice - you must complete all fields.
   
   

   Field Guide
   Item Number For John Lewis Division this is the Dissection followed by Stock Number. For Waitrose Division this is the line number (6 digit number)	Description Description of the item	Case Size The number of units per case
   Qty The number of cases	UOM Unit of Measure, eg. Each, Metre, Square Metre (Metre, Square UOM, Metre - John Lewis Division only)	Unit Price The unit price of the goods supplied
   VAT Code Enter a VAT/GST code even if you are not charging VAT (in which case enter 'OUT OF SCOPE'). You can enter the first letter of the tax code and click tab key on your keyboard which will auto-fill the VAT Code & amount. Alternatively, you can select a VAT code by clicking the VAT Amount. This should calculate after a VAT code is selected		PO Number Please enter your 6-digit PO number in this box, excluding PO Number any letter prefixes. If you do not have a PO number, please enter your delivery note number

7. Please ensure that each line has a PO number in the final PO number field.
   
8. After all lines have been added, please press ‘recalculate’ and ensure that the Net Amount, VAT Amount and Gross Amounts have populated in the top right hand corner
9. If you need to add an attachment, click here for further guidance
10. Once you are happy the invoice lines and totals are correct, you can press Submit in the top right hand corner

    
11. A confirmation message will appear to check you wish to proceed, click OK.
12. If you receive an error message, click here for further guidance

Next steps

Once submitted the status on the invoice will change to Ready for Import, this will update overnight when the invoice integrates into our live systems.