Using JDSN e-invoice tool to submit invoices to John Deere

Transcription

1 1. Locate your John Deere purchase order. You will need to know the following information from the purchase order to submit the invoice. John Deere billing unit John Deere purchase order number John Deere supplier number or John Deere item number A sample purchase order is shown here with the above fields highlighted. e-invoice Page 1 Copyright Deere & Company June 2013

2 2. Go to and click on Create Invoice to begin the process Page 2 June 2013 e-invoice Copyright Deere & Company

3 3. You will be presented with an e-invoice end use agreement. Review and click the I Accept button to continue. 4. Next, select the John Deere billing unit that issued the Purchase Order, enter the Purchase Order Number and depending on order type, enter supplier number or any item number represented on the PO. Click the Create Invoice button to begin the invoice creation process. Note: Note: Only units listed can accept invoices processed through the JDSN e-invoice tool. e-invoice Page 3 Copyright Deere & Company June 2013

4 5. The Create e-invoice screen will be displayed. To create the invoice: Enter the Invoice number Invoice numbers cannot be reused. Enter your address. A copy of the invoice as it is submitted to John Deere will be sent to your as verification. Enter the phone number where Deere can contact someone with any questions about this invoice. Enter the invoice date by clicking on the calendar icon or by entering the date manually. Enter the ship date if required. 6. Use the Browse button to locate and attach an electronic copy of the original invoice in the format of a PDF, Word, or Excel document. In the attachment field use the browse button to locate the file on your computer. If an electronic copy of the invoice is not available, click the button to Enter Invoice Details manually. o To attach a file, from the Choose File window, change the Files of Type to All Files o Locate and select the file you wish to attach to the invoice. File names must consist of a-z, 0-9, period, dash, or underscore. File names with any other characters cannot be uploaded. o Document types that may be attached at Word, Excel, Acrobat.PDF, and Plain Text.txt files. Page 4 June 2013 e-invoice Copyright Deere & Company

5 7. The line item detail will display in one of two different formats depending on the type of purchase order. Blanket purchase order lines have fields for quantity and dollar amount as shown in Figure 1. Regular purchase order lines have fields for packing list or invoice number, price and quantity as shown in Figure 2. Figure 1 Invoice line item detail for a blanket, authorized dollar purchase order. Figure 2 Invoice line item detail for a regular purchase order. 8. For blanket purchase orders (see Figure 1), use the check boxes on the left to select the lines to include on the invoice. Then enter the quantity and dollar amount for each selected line. Lines that are not checked will not be included on the invoice. The line item extended price and invoice total will be automatically calculated as each field is completed. 9. For item quantity purchase orders (see Figure 2) use the check boxes on the left to select the lines to include on the invoice. Then enter the invoice quantity for each selected line. Lines that are not checked will not be included on the invoice. The line item extended price and invoice total will be automatically calculated as each field is completed. Note: If the price that is displayed is not correct it can be changed to reflect the invoice price (note that this may delay the processing of the invoice). The extended price and invoice total will automatically calculate as each field is completed. 10. Enter the appropriate values for other charges, freight charges, or tax as necessary. The invoice total will be automatically calculated as each field is completed. Note: If any other or freight charges are entered these charges must be documented with a separate attachment or using the notes field at the bottom. A message will be displayed when other charges or freight are entered and there are no notes or attachments included. Using JDSN e-invoice tool to submit invoices to John Deere e-invoice Page 5 Copyright Deere & Company June 2013

6 11. Additional details can be provided using the Notes/Comments field or by including an electronic attachment in the form or a PDF, Word, or Excel document. In the attachment field use the browse button to locate the file on your computer. The selected file will be attached to the invoice when it is submitted. File names must consist of a-z, 0-9, period, dash, or underscore. File names with any other characters cannot be uploaded. 12. When all invoice information is correct and the related electronic files have been attached, use the Submit button to save the invoice and send it to John Deere. You will receive the following message indicating the invoice has been submitted. From the action bar beneath the confirmation message, you can edit, print, save, or delete the invoice just submitted and if necessary create another one. Note: If the browser back button is used during the creation of an e-invoice or the browser session times out, one of the below error messages will be displayed. To return to the e-invoice application, go to or navigate to e-invoice from JDSN ( 13. Shortly after the invoice is submitted you will receive an acknowledgment that includes the supplier and invoice number at the address specified in step 6. If the invoice is not correct, it can be edited prior to being processed by Deere. An invoice cannot be changed, however, after it has been processed by Deere. Currently invoices submitted to e-invoice are processed at 4:00 p.m. Central Standard/Daylight Time each day. Page 6 June 2013 e-invoice Copyright Deere & Company