Overpayment on Waitrose GFR invoice

Supplier Actions

Overview

If you have received an overpayment on your invoice and you know the reason for the difference, please provide a credit to return the difference.

Actions

Log onto iSupplier
Note: must be a validated domain
Please go to the Invoices and Payments tab and click Create Invoice

You will need to complete all of the blank fields at the top of the invoice as these will not pre-populate

Field Guide
Operating Unit Select the area of the John Lewis Partnership you're invoicing, this can be found on your purchase order. You won't be able to search for a purchase order until an operating unit has been selected	Supplier Site Should default. You may have more than one 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. The 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 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	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.

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
Under the invoice line section, you will be able to click Add another row, which will bring up a blank invoice line row. You will need to 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 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

Please ensure that each line has a PO number in the final PO number field
After all lines have been added, please click recalculate and ensure that the Net Amount, VAT Amount, and Gross Amounts have populated in the top right hand corner
Once you are happy the invoice lines and totals are correct, you can click Submit in the top right hand corner
A confirmation message will appear to check you wish to proceed, click Ok
The invoice has now been submitted

Next steps

If you'd like guidance on checking the status of the invoice click here.