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Supplier FAQ

Here are the answers to some of the most pressing questions on your minds. Don’t see what you’re looking for? Contact our Supplier Relationship Management team directly at SRM@sdi.com

Can I change purchase order (PO) details in the Supplier Portal online after it’s been confirmed?

No, you can only confirm a PO once. If you need to make changes after the purchase order is confirmed, please contact the buyer.

Which PO details can I change on an unconfirmed PO?

Suppliers may edit the following fields during the self-confirmation process:

  • Manufacturer item ID

  • Vendor item number

  • UPC Code

  • Quantity ordered

  • Price

  • Delivery date

How do I confirm a PO in SDI ZEUS’s supplier portal?

To confirm a PO:
Step 1 - Click to open the main menu and choose PO Confirmation
Step 2 - Identify a location – click the drop-down arrow in the Limit PO by Location field
Step 3 - Choose your PO number – click the drop-down arrow in the Select Purchase Order field
Step 4 - Click submit. ZEUS loads the purchase order and opens the confirmation screen for editing
Step 5 - Confirm or edit the manufacturer’s item ID, vendor item number, UPC code, quantity ordered, price and delivery date
Step 6 - Confirm the individual PO lines by checking the Confirm box at the right end of each line
Step 7 - Click the Confirm button to submit the confirmed lines and exit back to the home page OR click the Select Another PO button to confirm the current lines and move on to the next PO to confirm.

The Unit of Measure is incorrect on the PO. How can I change it?

You have two options. Do the mathematical calculation and change the price to match the invoice quantity and unit price OR contact SDI’s buyer who is authorized to change the unit of measure on existing purchase orders.

I just confirmed a purchase order and it disappeared – what happened?

Once a PO is confirmed, it drops off the PO Confirmation list. If you need to view the PO again, use the PO Status function and type in the PO number. You will be able to see the PO confirmation and ASN status.

How do I send an ASN?

Step 1 - Click to open the main menu and choose Advanced Shipping Notice
Step 2 - Enter a PO number OR choose a location and choose a PO from the drop-down list
Step 3 - Fill in the following fields:

  • Packing Slip / Invoice No. – if available
  • Quantity – NOTE: Quantity shipped cannot exceed quantity ordered
  • Tracking # – Enter applicable tracking number – if using own truck, enter “own truck”
  • Ship Via – NOTE: If you choose Common as the shipper, you must enter the trucking company name in the Common Carrier field
  • Ship Date – Date material was shipped; click the calendar icon to choose a date from the calendar

Step 4 - Once you have all the required information entered, click the Submit to exit back to the home page OR Select Another PO, to submit the current PO and open the next PO in the ASN queue. The PO will disappear from the drop-down list when there is an Advanced Shipping Notice for each PO line

How do I enter an invoice on the portal?

Step 1 - Click to open the main menu and choose Voucher Entry
Step 2 - Enter a PO number OR choose a location and choose a PO from the drop-down list
Step 3 - Click the Submit button
Step 4 - Update the following fields:

  • Invoice number – exactly as it appears on your invoice

  • Invoice date – click the calendar icon to choose a date from the calendar. The invoice date cannot be in the past (earlier than today’s date). Don’t submit an invoice that is already late via the Supplier Portal!

  • Invoice amount (this must equal the total amount of the voucher).

Step 5 - Click submit

ZEUS creates a voucher entry confirmation page. You can print this page for your records.

The PO matches the invoices exactly. What should I do?

If the PO matches your invoice exactly, enter the invoice number, date, amount and click submit.

Your invoice is now submitted for payment.

Something on my invoice doesn’t match the ZEUS record. Can I edit a PO line item charge from the voucher entry page?

Yes. ZEUS displays the PO lines available for payment and will be on the voucher entry page.

To edit a line, click the word edit (right end of the line). That opens the Current Invoice QTY and Unit Invoice Price fields for editing. Make your changes to the quantity and/or price and click update.

If there is a partial shipment, can I invoice for just the quantities that have shipped?

ZEUS allows you to edit quantities and pricing. You may also remove PO lines that won’t appear in your current invoice. Click the word remove for those lines and submit. You can submit an invoice when the backordered items ship.

How far back can we invoice?

When performing voucher entry on the portal, you can enter invoices as much as six (6) months before today’s date.

How do I add a miscellaneous charge to the PO I see on the Voucher Entry screen?

Step 1 - Click on the Add Line button
Step 2 - A down arrow appears in the Item Description field. Click it and choose a charge type from the drop-down menu
Step 3 - Tab over to the quantity and price fields and update with the correct values
Step 4 - Click the word update at the right end of the line
Step 5 - Click the Submit button

What do I do if the unit invoice price is greater than or less than the allowable limit for the item?

If an item’s unit invoice price is different from the PO price, please contact the SDI’s Call Center at (888) 435-7734 for help.

What do I do if the total amount, including miscellaneous charges, is greater than allowed?

If the total miscellaneous charges are greater than allowed, special approval is required from the SDI buyer. Additional charges and higher prices must have the buyer’s approval and may require them to update the purchase order.

I contacted the buyer at SDI and they made the required changes. Now what do I do?

Once the miscellaneous line charges have been approved, click on update, key in the invoice amount to match the total amount of the voucher and press the Submit button.

How do I look up payment status for my invoice?

The Voucher Info function allows you to look up payments by:

  • Date range

  • Invoice ID

  • Payment ID

  • Voucher ID

Step 1 - Click to open the main menu and choose Voucher Info
Step 2 - Choose your country from the drop-down menu. Click the Send button
Step 3 - Select a report range from the Select Report drop-down menu
Step 4 - Check the box for Unpaid Vouchers or Paid Vouchers. Click the Go button
Step 5 - ZEUS returns a table with voucher and payment information.

Use the scroll bar at the bottom of the page to see additional columns of data.

You may also search by transaction and limit the search to a specific invoice and/or date range. Once you set the report parameters, the system displays the transactions for the chosen reporting period and displays the following:

  • Payment ID

  • Payment date

  • Voucher ID

  • Scheduled due date

  • Invoice ID

  • Amount

  • Payment status

  • Match exception status

  • Payment ID reference

 
 

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