IVIC - ELECTRONIC INVOICES AND CONFIRMATION

Note:    IVIC requires electronic invoices and confirmations received using the optional Electronic Ordering programs.

To open IVIC, press <Alt M> ("Menu") and follow the Menu path illustrated below, then press <Enter>, or simply enter <IVIC> in the "Enter Program Name" field and press <Enter>.

This program allows you to print the electronic order confirmation after you have sent an electronic order to, and received an acknowledgment from, a vendor.

Invoice

Invoices for items sent automatically will need to be requested before they can be printed.

Note:    If there is no invoice to print, you will get a blank sheet of paper. 

You may check to see if you have an invoice by going up to the Menu Bar to Utilities and choosing “View a File.”  The file name will be INV.xxx (xxx = the vendor number). The information in the file that says you have no invoices will not print, because it is not ANSI Standard.

 

Confirmation

Note:    To print an order confirmation, the order must have been sent electronically and an acknowledgment received in return.

Enter the vendor number for acknowledgments from a particular vendor, or enter <XNET> for a list of acknowledgments downloaded from X-NET. 

Note:    A “File #” of “FA” indicates a functional Acknowledgment from a vendor, with no details provided.  

After viewing or selecting to print, you will be given the option to “Adjust this P.O. for all Items Canceled, Backordered, NYP and OP Items?”  Select “Yes” at this message, and items that you will not receive will be canceled or backordered.  

• The report will vary for different vendors, because of the information returned in the acknowledgment, but will tell you what they have canceled or backordered.  It will also tell you what is NYP (not yet printed) or out of print.

• The confirmation file will be saved after printing, if SYS, Config File, Change Misc. Configurations, number 2088 “Save Confirmations Y/N” has been set to “Y.”

Note:    IVIC can automatically adjust purchase orders from multiple acknowledgments in either X-12 or BISAC format, as well as acknowledgments from point-to-point vendor orders

Note:    If choosing to automatically make changes to an order, you will need to re-print the order using the IVO “Print an Existing P.O.” option so you will have a copy of what you will be receiving.

Upon receipt of an electronic order acknowledgment from a vendor that supports multiple warehouses (Spring Arbor/Ingram is the only one at this time), in addition to the option to make adjustments for canceled items, there is an option, "Cascade Order," to automatically transfer canceled items to another vendor’s purchase order.

• This will either append an existing purchase order, or create a new one with a P.O. number that you choose.
• If a like item is on an appended purchase order, the items will be combined.
• If some item(s) of an order must be shipped from an alternate source, an extra P.O. number can be designated for that split portion of the order.
• The Cascade order can be viewed through IVO.