Latest FAQs | October 2023
How do we send through questions for support with the new systems or ways of working?
1. Check Supplier Hub which is being regularly updated with info on any current issues, including FAQs
2. Email to m10accountshelp@mitre10.co.nz, Please be aware there is currently a backlog of queries which the team are working through.
3. Register for the supplier Q&A sessions every Tuesday and Thursday at 1pm to ask a question.
Some orders are showing as pending in SAP but not received through EDI? As we cut off September month end early, there is a backlog of order being processed so once that clears it should be resolved. Check back later in the week.
Should we be actioning PO in Mitre 10 Connect?
No, Mitre 10 Connect is a copy, and all POs will continue to be sent to suppliers by the B2B system. There may be a backlog initially as we get through the first week.
The exception to this is allocation orders where a copy will be sent via email as well as through the B2B system (EDI). There will be one email sent per store, so in the short term you may receive a higher volume of emails from us. This provides a safeguard in case there are any unexpected issues with the B2B system while we onboard suppliers onto Mitre 10 Connect. We’ll deactivate this as soon as all suppliers are up running on Mitre 10 Connect.
How long will it take to resolve blocked invoices?
This largely depends on the issue that blocks the invoice. SAP will automatically unblock invoices once the good receipt is actioned. Other issues will need to be worked through with the Mitre 10 shared services team.
Purchase Orders | Invoicing
Are we going to end up with multiple rejected invoices that will require POs if your receipting of goods process is not up to date?
Invoices will immediately block if we do not have a goods receipt or only a partial receipt. Stores will be sent weekly, possibly twice weekly reports of invoices without full goods receipt and confirm back to us that they do not have goods waiting for receipting. When goods are receipted in store, the invoice will automatically unblock. If goods remain unreceipted we will send a credit claim requesting a credit note.
Do we enter product that are out of stock and just leave the supplied amount as zero or should we not enter out of stocks?
Stores will only receipt what they receive.
How are differences between orders and what we can supply - does each one need a credit to be able to match the PO with the invoice?
The invoice will be matched to the price on the PO and the quantity on the GR. If the invoice is only issued for what is delivered at the price on the PO then everything will match, no blocks, no credit claims.
Currently we can enter our own code for the different branches, with the switch over I just want to confirm that this will not be available and we will need to use your generated store number?
Invoices will be processed based on the PO number (No PO, No Pay) the store details will be embedded in the PO in our system so technically we don’t need the store code, however we do need the delivery site in the invoice and the store code acts as that in the EDI.
Would store level discounting products invoices get blocked also? As long as the Pacsoft purchase order and the price put in Pacsoft is on the invoice, they should not be blocked.
If the PO will not be fully supplied within that month, will the partial invoice be paid? No, because it hasn't been fully receipted.
Will an invoice be blocked if the supplier is out of stock and could not supply the goods? If you have invoiced for something you have not actually sent to us, yes it will be blocked as it will fail the 3-way match.
What happens where a supplier provides product plus a service, and the service charges are determined after delivery of product? The store will raise a secondary purchase order.
Current EDI orders only have products - it does not show number of pallets on orders. Pallets are added by the supplier so how will this work for one PO? Will these PO's be updated by stores receiving order confirmations?
If we don't know there's a palette coming, then the store will raise the secondary purchase order and we will contact the store to match that purchase order up. If stores know in advance there is a palletised delivery coming, they should add this to the PO to make it simpler for you.
Will partial supplies stop / delay invoice processing (not short supply) as they will not match the PO upon receipting - will this have to go through the “credits release process” that a short supply would go through?
If it's a partial supply, we’ll be processing the invoice regardless, but it will go on block and then we will contact the store to resolve. The stores will get a regular report of these.
How about freight charges? Freight cost is not available until products are ready to go. do we need to go to the store to add freight or do we need to invoice the freight on a separate PO? No, although stores will validate freight charges on the invoice to make sure they are reasonable.
What if less item(s) invoiced due to supplier stock shortage when moving to SAP? - i.e. the supplier removed the item from the original PO when invoicing?We’ll go through the same process with the store, but it will block because there is a discrepancy, and we will check with the store to resolve.
How will we provide detail for a consolidated return done? Each item on the return will have its own return purchase order reference because it will be referenced to a separate invoice and the IRD requires that we can tie it back to the original invoice.
Will we have to mention the store name in the ‘ship to’ section? Or will the PO and invoice number do that? Our preference would be that you continue to do this as you do today, but we would be allocating the invoice based on the purchase order.
Will the process change for manual invoices for non ’SKUd’ products purchased? No.
Promotional prices are not always updated by stores when the promotion comes to the end. Will the invoice be blocked until the store rectifies their prices on their system?
We should see a lot less of this as part of the move to SAP.
If items are partially delivered and we work with the store in regard to the original PO, if a new PO is required would we need to issue a credit for the partial supply and issue a new invoice? If the invoice was only for the goods issued and receipted, the invoice would block until all goods on the PO were receipted or the store confirmed they were not expecting any further goods from the PO and the invoice would then be manually released for payment. A new Po would be required if alternate product had been agreed with the store.
If goods are over supplied, will we be able to see the PO's that are raised by the store rather than raised by the support centre team? Yes – you’ll be able to see the purchase orders raised by stores and goods receipting too.
What will happen with orders that cannot be supplied in full, for example they are back ordered? Will they be blocked for payment? Initially yes they will because we will have to follow up with the store, but it should be a simple yes. You’ll have full visibility of this in Mitre 10 Connect and able to contact us to ask about specific invoices or orders.
For a supplier of timber where the total quantity supplied will change by a few meters at invoice time, will this require a separate PO for the balance? If it is the same product but a different quantity in the Goods Receipt to the PO, stores will be able to adjust the Goods receipt. The invoice will not block a new PO won’t be needed.
Will supplier code issues be resolved before this change takes affect as currently this disrupts payments and processing? Yes
Credits
What if the credit doesn't relate to a specific purchase order or invoice?
On the rare occasion this happens they’ll be treated on a case-by-case basis. Let us know that there's an issue and we'll work through it.
With credit notes for a historical invoice/PO - will this be provided to on the credit request? Yes
Will credit claims be deducted from the remittance before the credit note is issued? We will block the invoice until it is resolved. It's really important that we’ve got up to date contact details for those credit claims. Credit claims will stop being transactional and will not be deducted from the remittance.
How is the problem with the store taking the credit twice going to be resolved? Credit claims will become non transactional. Currently we put a temporary credit on your account until you issue the credit note, this will stop and the invoice will block for payment until the issue is resolved.
What happens if a store submits a full credit for goods received, but we only submit a partial credit for example due to plant grading? That’s something that we'd work with both yourselves and the store.
With credit notes, do you require separate fields for invoice number and purchase number?
If you can, yes, please, and if you can't, we'll figure it out and work with you directly.
Will the wash up process change in terms of the credit process? There are some changes coming, but they're not huge, so the washup process is and the calculation is going to remain the same. Claims will be managed differently and we will go through this in the Finance webinar of 27 July 2023.
Claims issued by Mitre10 gets processed at the month end - do we now have to process them as they come through?
Yes, it is best practise to do this. We will be going through the changes to the General Terms of trade relating to the timing and management of credits at the Finance Webinar on the 27th July.
Mitre 10 Connect, suppliernet and Formats
In suppliernet, under contacts is the account manager the migration person?
At the bottom of the contact page in add new contact there is a drop down box for Supplier Portal Migration Contact
With regard to Individual user profile access, what if we job share and depending on the day of the week, who will be the best person to contact?
You will each need an individual profile, we may be able to capture who works which days in a free text filed on the business profile, we will look into this.
Will there be an option to see who the category managers and their assistant?
We will have a store and support centre team directory on Mitre 10 Connect, Category Mangers, their assistants and their categories will be available.
Should we apply for new log on details for Mitre 10 connect?
No, these will be provided to your contact person/key administrator and they will set up other users in your company as required. Make sure you have your contact person up-to-date in suppliernet.
Is there a limit to the number of Mitre10 Connect logins that we can set up for the rest of our team?
No limit, none whatsoever.
Will Mitre 10 Connect make it easier to adjust relevant information against active sku’s, EG new product images or more questions coming through?
Not initially, but we may look at this in the future.
In suppliernet under contacts is the account manager the migration person?
in your view. their is no migration officer title At the bottom of the contact page in add new contact there is a drop down box for Supplier Portal Migration Contact
Formats
Will we be able to change the PO's to pdf format?
When we go live on Mitre 10 Connect you will be able to view it and download it as a PDF.
Can we download your payment in Excel?
Definitely in CSV format, we will have to confirm if excel is an option as well.
We upload invoices via CSV file, does this need to be changed to PDF? Yes, before the end of September. We have more info about this coming soon.
Any info on needing to update EDI?
The good news is that right now, if you are an EDI invoice supplier with ASCII files that you do through SFTP or emailing to accounts.edi@mitre10.co.nz, you don't need to do any changes. There will be new options available for EDI in the future.
And what about FTP?
We will confirm any changes to FTP which will need to move to SFTP at some point in the future as well.
Which email address should statements now be sent to? Please send to m10accountshelp@mitre10.co.nz. Thanks!
Inventory
Stock on hand reports- will they be on this site?
Free weekly reporting is available from IIS (total Mitre 10 SOH). For store specific reporting contact deanedwards@iiservices.co.nz to discuss costs