Supplier Actions
Overview
The test transmission will only be successful if the connection is set up, please ensure that JLP are aware of any new connection requests.
If this has not been completed please complete the set up/changeover request form
Actions
- Send test invoice against live PO to JL production mailbox (5023949000004), qualifier 14
- Please check for the following common errors
- Application reference
When sending a test invoice please ensure that the application reference in the UNB segment is quoted as INVOIC.
Example
'UNB+UNOA:3+(yourANAnumber):(YourQualifier)+5023949000004:14+(dateYYMMDD):(t imeHHMM)+(interchange control ref.)+(PASSWORD)+INVOIC'
We do not have a testing environment so once you have finished testing stages and have been set live the application reference should still be sent as INVOIC.
- Using a Live PO for Testing
To ensure line-level detail on future invoices is correct, we need a test invoice using lines from a live purchase order. This may be the next live order that you have received via EDI, alternatively, this could be an old live order that has already been receipted and invoiced previously.
- The order does not have to have been sent to you via EDI for you to send a test EDI invoice against it.
- We please ask for you to submit just one invoice with one current purchase order for testing.
- The Purchase Order Number must be quoted in the RFF segment and contain the John Lewis 6 digit order number.
- Early settlement discount
If you have an early settlement discount applied to the payment terms on your account please ensure the test invoice is including the early settlement discount wording.
Under HMRC guidance, you must show both the Net and VAT values undiscounted on your invoice. When we pay your invoice, we will discount the Net and the VAT accordingly.
Your invoice must also carry the wording:
'A discount of X% of the full price applies if payment is made within Y days of the invoice received date. No credit note will be issued.’
Following payment you must ensure you have only recovered the VAT paid.
Suppliers using the EANCOM EDI format might find it useful to put this wording in the FTX segment in the Header section data element 4440.
Example
FTX+PUR+++(EarlySettlementDiscountWording)' - This FTX segment must go before the RFF segment.
There is a provision in the amended HMRC legislation for suppliers to issue credit notes for every use of early settlement discount. To ensure efficient processing of your invoices, the John Lewis Partnership has chosen only to support the method which does not involve issuing a credit note.
- Direct to Customer (D2C)
For suppliers that provide direct to customer orders they will need to provide the carriage charge in the invoice.
To add the carriage charge ensure this is under the ALC segment.
The ALC segment for your carriage charge must go before the LIN segment.
The fields must be completed as: 5463 = C 7161 = FC
The value then goes in the MOA+23 segment.
Example: ALC+C++++FC MOA+23:(CarriageCharge)
MOA+23:10’ *£10 this is the value of the carriage
- Suppliers with GB VAT codes must send corresponding TAXCON files with invoices, in order for us to validate VAT on batches - see INVOIC specifications and TAXCON specifications for guidance
- If you are unsure how to submit a test invoice, please contact your EDI provider.
