US Merchandise AP Visibility User Guide and FAQ

Transcription

1 US Merchandise AP Visibility User Guide and FAQ Home Page: The home page of AP Visibility contains links to each screen that can be used to research your account, Account Maintenance (adding a user) along with this User Guide/FAQ. The Message section is used for Best Buy to place important message s regarding AP Visibility data, system issues and a weekly tip for using AP Visibility. PLEASE NOTE: Within each tab of AP Visibility you will see a step by step guide in the upper left hand corner. This guide provides helpful instructions on how to best utilize the tabs. Document Search: Using this screen you will be able to find the status of invoices and deductions. The statuses are Paid, Pending, Unpaid or Disputed (DMC/DMQ that are in a disputed status). The deduction details are also available to view. You can search for invoices/deductions by the Invoice/Deduction Number, Reference Number (PO Number, RA Number, etc.), Document Type, Date Range and/or Status. If the account is on hold, hover over the hold reason to see why and if action needs to be taken. All payment/deduction detail is available on AP Visibility for 150 days from the check date. You can select a specific document type and/or a specific status.

2 Disputing from the document search screen Deduction must be disputed through AP Visibility within 90 days of the check date. To dispute a deduction from the document search screen select the radio button next to the deduction and you will be routed to the dispute form. Note: For Post Audit deduction detail the deduction number hyper link must be selected to save the backup. The detail will no longer be mailed or ed to the vendor. Enter: The amount that is being disputed Attach: Applicable backup Select: Submit Payment/deduction detail is available on AP Visibility for 150 days from the check date. If the deduction is >150 days old you will not be able to dispute using the radio button, you will need to complete the Deduction not Available on Site form. Page 2

3 Deduction must be disputed through AP Visibility within 90 days of the check date. Payment Summary/Detail: This screen allows the ability to search for individual check remits by using the check number and/or date range of the check being issued. After selecting the radio button the detail of the check is viewable and the detail can be printed or exported to Excel. The deduction details are also available to view and dispute. Disputing from the payment summary screen Deduction must be disputed through AP Visibility within 90 days of the check date. To dispute a deduction from the payment summary screen select the radio button next to the deduction and you will be routed to the dispute form. Note: For Post Audit deduction detail the deduction number hyper link must be selected to save the backup. The detail will no longer be mailed or ed to the vendor. Unpaid Documents: This screen allows the look up all documents (Invoices/Deductions) that are in an unpaid status. Search funtionality is by Invoice Date Range, Due Date Range, or by selecting the All Unpaid, Current Due, Future Due. Selecting the Current Due will provide a list of invoices currently due and if the account is in a daily debit balance. Page 3

4 The below screen shot shows the account is in a debit balance. The print and export functionality is also available. If a reason is in the account hold status column, hover over the reason to see why and if action needs to be taken. Ship it Right Dispute Search: This screen provides the status of all Ship it Right deductions that were disputed on the account. Search fuctionality is by Dispute Number, Dispute Type, BBY Document Number, Dispute Date Range, BBY Reference Number, location, or Status. The below screenshot shows the status of SIR disputes and by selecting the hyperlink on the dispute number will give you the reason for the status. Page 4

5 Reports: This screen provides reports that will help in researching the account. EDI Rejects: Lists all invoices that rejected and have not made it into the Best Buy Invoice matching system. Hovering over the Reason will give you information regarding the action that needs to be take to resolve the issue. Open Receipts: List of rececipts that are greater than 90 days old that Best Buy still shows open. Consignment Sales: Only for Consignment Vendors, This is a report detailing the consignment sales per month. Deductions: List all deduction details by a date range/check number and deduction type (does not provide ADV or FRT details currently). Disputes: List of deductions that have been disputed within the last 150 days this list DOES NOT give the status of disputes RGM Shipment Detail: Outbound tracking information on Returned product deductions (RGM). Search by date range or RGM #. Outbound tracking information is also available on the return dispute grid. RGM Resolution Report: List of RGM disputes that have been resolved. Denied Disputes: List of all other non-rgm disputes that have been fully or partially denied for payback Inquiry Form: This screen contains the forms to use for your inquiries to Best Buy based on your question type: Missing Invoice: This form is used if you are unable to find your invoices on the Document Search screen in a paid, unpaid or pending status and/or on the EDI Reject Report you will need to fill this Page 5

6 form out and submit to Best Buy to research. Please allow 2-4 days for a response. Copy Request: This form is used to request copies of deduction that are not provided on AP Visibility and/or are no longer available due to their age. Details of the deductions remain on AP Visibility for 150 days. There is a $5.00 charge for copies of deductions that are no longer on AP Visibility due to their age. Dispute Control Form: This form is used to dispute deductions that are on AP Visibility. Deductions are available to dispute for 150 days from the deduction date. Deduction must be disputed through AP Visibility within 90 days of the check date. Invoice Dispute: This form is used to dispute cash discounts and/or seasonal dating. You are able to dispute invoices for 150 days from the payment date. Document in a Pending Status: This form is used to inquire of invoices that are in a pending status with a create date >30 days and are PAST DUE. Status update on disputed deduction: This form is used to inquire on disputes that are unresolved for more than 90 days. Loss and Damage /Freight Claims: This form is used to submit a Loss and Damage form. Vendor must notate damages or shortages on proof of delivery or provide proof that the carrier was notified via fax or within 24 hours of delivery for concealed damages or shortages. Proof of delivery and photos of damages or shortages due to pilferage (tampered with cartons or shrink wrap) must be attached to the freight claim form. Debit Balance Cash Receipt: This form is used to clear your Debit Balance. Deduction not available on site: This form is use to dispute a deduction that is no longer on AP Visibility due to its age. NOTE: This form should not be used to inquire on a deduction that has been partially paid back or denied. You MUST submit the Appeal Denied Dispute form if you have already disputed the deduction once. There is a $25.00 fee for each deduction that is disputed once it is no longer on AP Visibility. Deduction must be disputed through AP Visibility within 90 days of the check date. Appeal Denied Dispute: This form is used to appeal a dispute that Best Buy denied for pay back. Appeals must be filed within 30 days from dispute denial date. Consignment Inquiry: This form is used to request a copy of consignment reporting as it is no longer on AP Visibility due to its age. This form is also used to dispute your Consignment Sales Payment. Additional Amount due to Best Buy: This form is used when you have additional credit that is due to Best Buy. Page 6

7 BBY AP Visibility Frequently Asked Questions How do I add additional USER login ID s? From the home page select: Account Maintenance From drop down select: Login/Module Maintenance and select go Select: Login Go to account maintenance and select Add Login if you have further questions contact EasyLink Customer Support. Why aren t I seeing all my information? If the information is not >150 days please check the home page for a message regarding any system issues that have occurred. This message will be updated when the issues are all fixed. How current is the information on BBY AP Visibility? The data represents the status of 1 business day prior. Example: Best Buy s Monday status is available Tuesday morning. Tuesday status would be available on Wednesday etc The delay is to facilitate the file transfers between Best Buy and Easylink. What internet explorer do I need to ensure all functionality works? This site requires Internet Explorer 7.0 or higher Select Compatibility view on browser by the address bar Address should say How long do the documents remain in BBY AP Visibility? 150 days after the document has been paid or deducted on a check How do I know what account to search on? Page 7

8 All the documents are located under the Payee supplier #. To figure out which supplier number a document is under follow the below steps: Select: Document Search Input: Search Criteria (Either Document Number or Reference Number) Select: Search Supplier This will pull up the correct supplier the document is under. Select: Search to pull up results How do I search by document number? The Document Number field is a contains field; if you enter 123 you will get all documents that contain 123. Using an * before and/or after the document number will pull up any document number that contains your search criteria. Example: RGM*2* - this search will bring up any document that starts with RGM and contains an 2 Can I search by more than 1 document number at a time? Multiple document numbers can be searched at one time by separating the document numbers with a comma in the Document Number field. There is no space between the comma and second number. After I have searched for all Unpaid documents the line count shows that there are 1,234 documents but I am only able to see 500 of them. How do I see the rest? To see all the documents you must select export, this will export all the documents that were found in the search into excel spreadsheet. How do I search by a specific document type to limit the retrieved data? In the document section using the drop down selection you can chose a specific document type to search by. Example: Selecting DMQ Debit Memo Quantity will bring back all DMQ documents that are currently in BBY AP Visibility How do I change my supplier name and retrieve data for new supplier name? Select supplier name you wish to search on and select new search criteria If I search by a document number looking for a PAST DUE invoice and no data is retrieved what else can I try? You can search using the reference field entering the Best Buy order number. This will retrieve any invoice that Best Buy has received containing this order number. If you still do not find the invoice in the Best Buy system; Select: Inquiry Forms Select: Missing Invoice Complete the Missing Invoice Inquiry form and attach missing invoice template. Select: Submit Note 1: If you have more than 1 Best Buy account, try searching under the other accounts prior to completing a missing invoice inquiry form. Note 2: Submitting the Missing Invoice Inquiry form does not transmit the invoices into Best Buy s system. An is generated by AP Visibility and sent to Best Buy with your potential missing invoices and Best Buy will notify you if they need to be transmitted. Page 8

9 Invoices are in an unpaid status and the due date in AP Visibility shows they are past due, how do I tell why payment has not been made? Select: Unpaid Documents link Select: Current Due Is the current due a Debit amount? Yes: Export detail and calculate due date based on current documents in the system Is there an Account hold status? Yes: Hover over the status for information regarding the hold Are the above questions No? Contact APSOS-Inquiry@bestbuy.com to find out why a payment has not been issued The Due Dates on my unpaid invoices are incorrect, how do I inquire on them? If the due date in AP Visibility does not match the due date you have on record you will need to validate the terms of your Purchase Order against the terms on your invoice. You will need to contact your sales team if there is a discrepancy regarding the terms. How do I inquire on invoices that are in a Pending status and past due? By using the following process: Select: Inquiry Forms Select: Document in a Pending Status Follow instructions on how to submit your inquiry My account is on hold due to a debit balance when will I get paid? If your account will not have a payable balance for a period in excess of 30 days send payment to Best By using the following process: Select: Inquiry Forms Select: Debit Balance Cash Receipt Follow instructions on how to submit payment If your account will have a balance within the next 30 days payment will be made once there is a balance due. How do I know if Best Buy received my recently transmitted invoices? To verify if Best Buy received your invoices please review the EDI997 Functional Acknowledgement that you would have received when the invoices were transmitted. If you did not receive the EDI997 Functional Acknowledgement send an to EDISupport@bestbuy.com with your ISA ID, the ISA control #, the date which the invoices were transmitted and the invoice(s) numbers. They will respond to you regarding receipt of the transmission. What is Account Hold Status? This tells you if your account is on hold. Hover over the hold reason to review action that needs to be taken. What does it mean if the document number is underlined? Page 9

10 If you select the document number it will bring up the detail of the deduction and can be exported into Excel. Details of the deductions remain on AP Visibility for 150 days. Ship It Right (SIR) Program Vendor Disputes The Ship It Right program has different timeframes than other AP Visibility deductions. Due to the time-sensitive nature of required documentation, ALL Ship It Right disputes must be submitted via the AP Visibility within 30 calendar days of the Document Date. o Disputes submitted outside of the 30 calendar days from the Document Date will not be accepted. For program information and training documents, please refer to the Ship It Right page on For any questions, please ShipItRight@bestbuy.com How do I request a copy of a deduction that is not available in BBY AP Visibility? By using the following process: Select: Inquiry Forms Select: Document Type Enter: Document that you need copies for (5 per form is allowed) Note: DMC, DMQ, RGM and PP deduction detail is available for 150 days. There is a $5.00 nonrefundable charge for each copy requested as the documents are available on AP Visibility due to their age. How do I dispute a deduction? 1. From the search results select: The Dispute radio button 2. From the Inquiry form select: appropriate deduction type 3. Select: Submit 4. Fill in: Disputed amount 5. Submit You can also dispute using the Inquiry form and picking the applicable deduction type Deduction must be disputed through AP Visibility within 90 days of the check date. If the deduction is no longer in BBY AP Visibility you will need to submit a Deduction no longer available on AP Visibility form. There is a charge of $25.00 for each deduction that is disputed that is no longer on AP Visibility. Note: You can only dispute a deduction 1 time so please make sure you are filling out the correct form for each dispute. How do I dispute if the deduction/invoice is no longer on AP Visibility? Page 10

11 If the deduction is no longer available in AP Visibility you will need to submit the form Deduction not available on Site. There is a charge of $25.00 for each deduction that is disputed that is no longer on AP Visibility. This does not guarantee the dispute will be reviewed if it is outside the 90 day window to dispute deductions. I am unable to dispute a deduction through the Inquiry Forms as it states the Document # is not valid. 1. Check to make sure you have entered the complete Best Buy deduction #. 2. Select: Deduction no longer available on AP Visibility form and follow the instructions to submit the form. How do I dispute my Consignment unit costs? Select Inquiry Forms Select appropriate consignment account Select Consignment Inquiry Select Report Type: Sales Select Request Type: Dispute Fill in required fields Attach: Required Documentation o Excel document with correct unit cost by Best Buy SKU and effective date o Communication to Best Buy for unit cost changes Deduction must be disputed through AP Visibility within 90 days of the Sales Report date. NOTE: Once your dispute has been received, the consignment team will work with the appropriate Best Buy Merchant team to review and update our system if applicable. How do I inquire on a previously disputed deduction that I submitted >90 days ago and do not see paid back or on the RGM Resolution report or Denied Disputes reports? Was the deduction disputed >90 days ago? For DMQ/DMC the document date of CMQ/CMC is <90 days No: Best Buy requires 90 days to review and take action on disputed deductions Page 11

12 Yes: Select: Inquiry Forms Fill in: Supplier Information Select: Status Update on Disputed Deduction Follow directions to complete the form and submit Note: If the disputed deduction is no longer available in AP Visibility check the RGM Resolution or Denied Disputes reports. Where are the details for my denied DMC/DMQ? These can be found on the Denied Disputes Report page Select: Deductions Input: Date Range (beginning date range should be the original document date of the DMC/DMQ) Select: Appropriate Type (CMC=DMC or CMQ=DMQ) Select: Submit This will bring up all denial letters within the selected date range These can also be found on the Document Search screen: Select Document Type: All Select Status: DENIED This will be up all denial letters still available in AP Visibility. Select hyperlink to retrieve details How do I dispute an RGM? Using the dispute radio button on the document search screen How do I review the status of my disputed RGM DEDUCTION? RGM Dispute Search: This screen allows you to review status of a RGM deduction that you have disputed. You can search by dispute number, dispute date range, BBY reference number, location and status (New, In-Progress, Approved and Closed, Denied and Closed, Partial Paid and Closed, Escalated or all). Page 12

13 Select: SEARCH, this will bring up high level detail of the data requested, this can be printed or exported to excel. Select: The Dispute NBR and the detail of the dispute along with the comments and BBY attachments are available if applicable. Page 13

14 For details of the resoltuion select the hyper link in the Resolution Reason field, which will take you to the RGM resoltuion report or you can go directly to the reports page from the home page. Select: Return to go back to the Dispute Search screen All dispute resolution detail is available on AP Visibility for 150 days from the reconciled date. Where are the details for my resolved RGM disputes? These can be found on the Reports page: Select: RGM Resolution Report Input: Date Range (beginning date range should be the original document date of the RGM) or RGM # Select: Submit How do I appeal a RGM deduction? The appeal process is available on RGM dispute search screen detail Enter: The RGM number to be appealed on the RGM dispute search screen Select the Hyper Link of the dispute number to be appealed Enter: The amount to be appealed Enter: Comments that are applicable to the appeal Attach: Backup that substantiates the appeal Select: Submit Appeal Page 14

15 Note: A denied RGM dispute can only be appealed once. How do I know if an EDI invoice rejected? Select: Reports Select: Edi Rejects This will give you a list of all invoices that rejected and the reject reason. Hover over the reject reason for details regarding the reject and action that needs to be taken. Note: If a vendor has EDI REJECTS a pop up will be received when first logging in to AP Visibility. If there is no pop up than your company does not have any rejects. What is the Open Receipt report? A report that contains a list of orders that have a receipt >90 days that is not attached to an invoice within the BBY invoice matching system. This report should be used to make sure that all invoices have been transmitted for the orders What is the deductions report? A list of deductions details for the selected date range. This list includes all details regarding the deduction and should be used to pull a date range of deductions instead of one by one. Deduction must be disputed through AP Visibility within 90 days of the check date. Questions regarding the below deductions: Please note: You must complete a Copy Request form if the details are no longer on the portal or if the deduction is not hyperlinked. Document Prefix: ADV, FRT, DEF(Advertising): FinanceCoop@bestbuy.com ( can also include Program ID VPA) Document Prefix: DMFTC, DMNN, DMNDD: Amy.Deters@bestbuy.com Document Prefix: DMACC, DMBST, DMEF, DMT, DMFSC, DMVNL, DMPRC: Page 15

16 Document Prefix: DMEP: Document Prefix: PP: Contact your Sales Rep or Best Buy Merchant team ManualProc Deduction: Inquiries for Magnolia Audio Video, BBY Canada and Expense should be routed to the applicable address below: Magnolia Audio Video Inquiry: Best Buy Canada Inquiry: Non Merchandise Expense Inquiry: General Inquiries: Consignment Inquiry: Post Audit Inquiry: Tax Exempt Certificates and Resale Certificates: General Tax Inquiry: Request for W9: Debit Balance issues: Anticipation/Seasonal Dating: Cash Discounts Inquiry: Price Protection Inquiry: Vendor Information Management Inquiry: Western Union: EDI Order & EDI Invoice Transmission Inquiry: Page 16