Amazon Invoices in Vendor Central | Complete Management Guide

Invoices in Vendor Central

Invoice Management Overview

The Invoices feature is part of the Payments section in Vendor Central, allowing vendors to create, submit, search, and manage their invoices efficiently. This comprehensive system enables vendors to handle all aspects of invoice management from creation to payment tracking.

Core Functionality

  • Invoice Creation: Vendors can create and complete invoices for products and services
  • Submission Management: Submit invoices and track their processing status
  • Review and Correction: Review rejected invoices and make necessary corrections
  • Proof of Delivery: Fix and submit proof of delivery documentation
  • Credit Note Management: Submit credit notes and manage credit memo processes
  • Dispute Resolution: Handle price discrepancies and other invoice-related disputes

Invoice Creation and Submission

Invoice Management Systems

Vendors can access invoice management through:

  • Current Invoice Management System: Latest interface with enhanced features
  • Legacy Invoice Management System: Older interface still available for certain functions
  • Bulk Processing: Handle multiple invoices efficiently through batch operations

Submission Process

Key Steps in Invoice Submission:

  • Invoice Preparation: Ensure all required information is accurate and complete
  • Document Upload: Attach necessary supporting documents
  • Review Process: Submit for Amazon’s review and processing
  • Status Tracking: Monitor submission status through the system
  • Follow-up Actions: Take required actions based on review feedback

Invoice Search and Detail Management

Search Capabilities

The invoice detail search functionality allows vendors to locate and view specific invoices based on various search criteria:

Search Options

  • By Date Range: Specify start and end dates to find invoices within a specific timeframe
  • By Invoice/PO Number: Enter specific invoice or purchase order numbers for targeted searches
  • By Status: Filter invoices based on their current processing status
  • Advanced Filters: Use additional criteria for more precise search results

Search Results Display

  • Header Information: Invoice header, amounts, and dates displayed at the top of results
  • Item Details: Complete listing of all products included in the invoice
  • Action Options: Status-specific actions available (viewing parent/child invoices, etc.)
  • Export Functionality: Download invoice details into Excel spreadsheets for analysis
  • Item Search: Narrow down to specific items using PO numbers, ASIN, or product titles

Invoice Status Management

Understanding Invoice Statuses

Invoice status provides real-time updates on the progress and current state of invoices from submission to payment:

Processing Statuses

  • Submitted: Invoice is under processing; vendors should wait unless contacted
  • In Review: Issues detected requiring review and potential vendor communication
  • Processing Proof of Delivery: POD documentation is being processed, no action needed
  • Processing Credit Memo: Credit note is being processed, no action needed

Action Required Statuses

  • Incomplete: Invoice creation started but not finished; completion required
  • Rejected: Errors found; revisions and resubmission necessary
  • Credit Memo Required: Submission of a credit note is needed for processing
  • Proof of Delivery Required: POD submission is required to proceed
  • Proof of Delivery Rejected: Errors in submitted POD; corrections needed

Resolution Statuses

  • Queued for Payment: Invoice approved with payment pending according to terms
  • Paid (Last 3 Months): Invoice has been paid within the past three months
  • On Hold Due to Matching Issue: Awaiting invoice matching; payment follows resolution
  • Cancelled: Auto-cancelled due to inactivity, typically after nine months
  • Price Discrepancy Identified: Pricing discrepancy found; vendor can contest
  • Price Discrepancy Dispute in Progress: Dispute being processed, no action needed
  • Price Discrepancy Dispute Closed: Dispute has been finalized and closed

Invoice Due Date Calculation

Payment Term Calculation

Invoice due dates determine when payments for products are made, based on agreed payment and shipping terms. Understanding this calculation is crucial for financial planning.

Calculation Methods

Due dates are generally set according to:

  • Base Date: The later of either the invoice date or when the invoice is received
  • Payment Terms: Added to the base date to determine the final due date
  • Freight Terms Impact: Shipping terms significantly affect the calculation timeline

Freight Terms Impact

  • Collect/Direct Fulfillment/Other: Payment terms begin from the later date of the invoice date or the invoice received date
  • Prepaid: Payment terms start from the latest of three dates:
    • Invoice date
    • Invoice received date
    • Goods’ arrival at fulfillment center

Multiple Arrival Dates

For shipments with multiple arrival dates, Amazon calculates a currency-weighted average arrival date to set the payment schedule, ensuring payment schedules accurately reflect product receipt timelines.

Invoice Identifiers and Contact Pathways

Understanding Invoice Prefixes

Invoice identifiers use specific prefixes to categorize different types of invoices, helping vendors determine the correct contact pathway for inquiries:

  • Prefixes 450, 460, 600: Return invoices requiring contact under “Payments & Chargebacks” → “CoOp / Vendor Returns VRET / Freight Cost Issues”
  • Prefixes 1010, 2020: Freight return invoices requiring “Payments & Chargebacks” contact

Dispute and Audit Invoices

  • VCBSINV, VCBSCB: Chargeback invoices requiring contact under “Chargeback Inquiry & Dispute”
  • IPAPDE, APAUDITFR: Audit invoices handled via “Payments & Chargebacks” → “Audit Claim”
  • Ending with SC: Shortage claims handled under “Payments & Chargebacks” → “Shortage Claims”
  • Ending with PC: Price claims handled under “Payments & Chargebacks” → “Price Claims”

Invoice Cancellation Process

Cancellation Procedures

Canceling an invoice in Vendor Central is a streamlined process to maintain financial accuracy:

Cancellation Steps

  1. Navigation: Go to the Payments section and select Invoices
  2. Invoice Location: Identify the specific invoice requiring cancellation
  3. Cancellation Execution: Use the search results table to execute cancellation
  4. Confirmation: Confirm the cancellation action

Alternative Methods

  • Current Invoice Management System: Use the modern interface for cancellation
  • Legacy System Access: Use the older system if needed
  • Direct Invoice Details: Open invoice details and cancel directly from the detail page
  • Actions Menu: Use the actions menu from the invoice list for quick cancellation

Submission Status Tracking

Status Categories

After submitting an invoice, vendors can track its progress through two primary submission statuses:

  • Submitted: Indicates invoice is being processed; no vendor action required unless contacted
  • In Review: Suggests issues within the invoice requiring resolution; vendors may be contacted

Best Practices for Status Management

  • Regular Monitoring: Check invoice status regularly to identify issues early
  • Proactive Response: Address “In Review” status promptly when contacted
  • Documentation: Maintain records of all submission statuses and actions taken
  • Timely Follow-up: If delayed, check for issues in financial records

Special Provisions for Advantage Vendors

Advantage-Specific Features

For Advantage vendors, additional resources and guidance are available focusing on:

  • Advantage-Related Invoices: Specialized handling procedures
  • Dedicated Support: Access to Advantage-specific invoice guidance
  • Enhanced Resources: Additional tools and documentation for Advantage program participants

Financial Integration and Reporting

Payment Management Views

The invoice system offers detailed views for different payment categories:

  • Payment-Approved Invoices: Invoices ready for payment processing
  • Pending Proof of Delivery: Invoices awaiting POD documentation
  • Credit Memo Review: Invoices awaiting credit memo review and processing

Financial Planning Benefits

  • Cash Flow Management: Track payment timelines for better cash flow planning
  • Financial Forecasting: Use due date calculations for accurate financial projections
  • Compliance Tracking: Monitor compliance with payment terms and conditions
  • Audit Trail: Maintain comprehensive records for financial auditing purposes

The comprehensive invoice management system in Vendor Central streamlines financial interactions between vendors and Amazon, providing tools for efficient invoice creation, submission, tracking, and resolution. Regular monitoring of invoice statuses and understanding of the various processes helps vendors maintain smooth financial operations and address any issues promptly.

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