We have 2 options for invoicing Foodstuffs for the goods you supply:
Send an email to Foodstuffs with an attached pdf invoice in their specified format (as outlined here)
Submit e-invoices via our Foodstuffs integration
The benefits of submitting e-invoices are:
Payment on time, in full, due to reducing processing time within Foodstuffs
More robust data that helps to avoid errors and reconciliation issues.
Foodstuffs is aligning itself with the government's e-invoicing initiative and requesting suppliers move towards processing invoices digitally. We’re keen to help make sure this is as smooth and efficient as possible for you.
How does it work?
You'll process the order as normal and Upstock will still create an invoice/sales order in your system for accounting purposes.
Upstock will submit the invoice details to Foodstuffs when the order is marked as shipped. Upstock will not automatically email the invoice even if you use this setting - this is to to prevent duplication.
Your invoice number will be included on the e-invoice to assist with reconciliation when you receive your remittance.
You'll be able to see the submitted invoice details within the Foodstuffs Exchange.
How do I know e-invoices are being created?
To see when an e-invoice was created, check the timeline for an order in Upstock. This will show the invoice or sales order number that was used when submitting the e-invoice to the Foodstuffs Exchange.
You can also check in Foodstuffs Exchange, in the Document Tracking section. This details all of the messages sent between Upstock and Foodstuffs. To narrow the list down to invoices, select "INV" as the document type. You can also select a date range.
In the Foodstuffs Exchange, the dashboard displaying the status of invoices does not accurately update to reflect what has been e-invoiced. Foodstuffs are aware of this issue.
How do I know which invoices have been sent?
While Upstock automatically sends e-invoices, you may have other orders where invoices are manually sent.
You can check which invoices have been sent by Upstock in the Orders section. Choose Filter › Invoice sent by Upstock. You can then cross-reference the list of orders with your accounting system, to see what invoices still need to be sent.
Credit note & claims
Credit Notes and Claims are not processed via Upstock. Jump into the Foodstuffs Exchange to manage these transactions.
Stores that don't order via the Foodstuffs Exchange
Some Foodstuffs stores still order manually and you won't receive their orders via the Exchange or Upstock's integration. These stores may order manually through Upstock, though Upstock won't submit an e-invoice for these orders.
To invoice these stores, you'll email a PDF invoice to Foodstuffs.
If using Upstock's Xero integration, you can choose to automatically send invoices to your Xero contacts.
How do I get it set up?
It's simple to get set up with e-invoicing. We simply notify Foodstuffs you'd like to do so and switch at an agreed time. To do so, please get in touch