Create a DSD Invoice

Create a DSD Invoice or a Credit Note
Your invoices must comply with Sobeys business rules. Before you create an invoice, set up a product catalogue, an address book, and templates. This will save you time and keep you from making costly errors: Product Catalogue Address Book Templates. CREDITS: To credit an item or create a credit note, the steps are the same as below except for a few minor differences. The quantity invoiced must be in a negative format (i.e.: -4). Select the taxes with the name "credit" in them. Debits and credits can be part of the same EDI transaction. If the total amount and taxes are credits, they must be negative format (i.e.: -125.50). If you've entered a negative quantity, the software will calculate it as a credit. To create a new invoice from a template, open the software and depending on how many templates you created, choose one of these options: If you created one template, click on New → Sobeys Ontario Detailed Invoice DSD → OK. If you created multiple templates, click on New → Sobeys Ontario Detailed Invoice DSD → Templates. Select a template from the list and click on Use Selected Template. Start by adding items from the catalogue to the invoice. Select an item from the left-side catalogue pane and click on Add →. Enter the missing data or make changes. Quantity: Mandatory. UOM: Mandatory. Pack Info: Tge pack is mandatory. If you are invoicing by variable weight, enter the amount of cases shipped. Pack size and UOM are optional, but these two fields work together. Allowances/Charges: The taxes go in this section. They can be added to each item or to the invoice. To add taxes, allowances or charges to the item, follow these steps: Click on Add (bottom right). Choose an indicator. Choose a type. Careful when selecting the taxes - there are 2 taxes for debits and 2 for credits. Enter the amount. Do not put any minus signs in front of allowances or credits. The description is optional. Click on Save. To add another, repeat the steps. Click on Save. To add another item, repeat the steps. Enter the missing data on the invoice. Invoice number & date: Mandatory. Shipped Date: Mandatory. PO number & date: Not used for DSD. Ship to: Select from the address book. Terms of Sale: If you have terms and they are not already there via a template, enter them now. If days due or percent is populated then all three fields must be populated; however, net days can be populated by itself. Allowances/Charges: The taxes go in this section. If you already added the taxes to each item, do not add them here. To add taxes, follow these steps: Click on Allowance/Charge (right side). Click on Add. Choose an indicator. Choose a type. Careful when selecting the taxes - there are 2 taxes for debits and 2 for credits. Enter the amount. Do not put any minus signs in front of allowances or credits. The description is optional. Click on Save. Repeat to add another tax. Click on the Calculate Totals button. The module will calculate quantity x price + taxes + charges - allowances. Saving the invoice. There are two options: Draft: This is used if you don't have time to finish the invoice, but do not want to lose the data that you have already entered. It saves the invoice without validating the data. Invoices saved as drafts cannot be sent. Save: Click on this button if you are ready to send the invoice. If you have omitted any mandatory fields, the software will advise you. Enter the data and save again. The software will also advise for errors. If you bypass the errors, you may receive an error report. There are charges for error reports sent to suppliers. Also note that Sobeys may reject your invoice, and ask you to correct and resend it. Suppliers who resend an invoice will also be charged for that invoice. Please do not ignore the software warnings. Send the invoice. Click here if you require assistance on how to send invoices.

Create a DSD Invoice or a Credit Note

Your invoices must comply with Sobeys business rules.
Before you create an invoice, set up a product catalogue, an address book, and templates. This will save you time and keep you from making costly errors:

CREDITS: To credit an item or create a credit note, the steps are the same as below except for a few minor differences.

The quantity invoiced must be in a negative format (i.e.: -4).
Select the taxes with the name "credit" in them.
Debits and credits can be part of the same EDI transaction.
If the total amount and taxes are credits, they must be negative format (i.e.: -125.50). If you've entered a negative quantity, the software will calculate it as a credit.

To create a new invoice from a template, open the software and depending on how many templates you created, choose one of these options:
- If you created one template, click on New → Sobeys Ontario Detailed Invoice DSD → OK.
- If you created multiple templates, click on New → Sobeys Ontario Detailed Invoice DSD → Templates. Select a template from the list and click on Use Selected Template.
Start by adding items from the catalogue to the invoice. Select an item from the left-side catalogue pane and click on Add →.
Enter the missing data or make changes.
- Quantity: Mandatory.
- UOM: Mandatory.
- Pack Info: Tge pack is mandatory. If you are invoicing by variable weight, enter the amount of cases shipped. Pack size and UOM are optional, but these two fields work together.
- Allowances/Charges: The taxes go in this section. They can be added to each item or to the invoice. To add taxes, allowances or charges to the item, follow these steps:
  - Click on Add (bottom right).
  - Choose an indicator.
  - Choose a type. Careful when selecting the taxes - there are 2 taxes for debits and 2 for credits.
  - Enter the amount. Do not put any minus signs in front of allowances or credits.
  - The description is optional.
  - Click on Save.
  - To add another, repeat the steps.
- Click on Save.
- To add another item, repeat the steps.
Enter the missing data on the invoice.
- Invoice number & date: Mandatory.
- Shipped Date: Mandatory.
- PO number & date: Not used for DSD.
- Ship to: Select from the address book.
- Terms of Sale: If you have terms and they are not already there via a template, enter them now. If days due or percent is populated then all three fields must be populated; however, net days can be populated by itself.
- Allowances/Charges: The taxes go in this section. If you already added the taxes to each item, do not add them here. To add taxes, follow these steps:
  - Click on Allowance/Charge (right side).
  - Click on Add.
  - Choose an indicator.
  - Choose a type. Careful when selecting the taxes - there are 2 taxes for debits and 2 for credits.
  - Enter the amount. Do not put any minus signs in front of allowances or credits.
  - The description is optional.
  - Click on Save.
  - Repeat to add another tax.
Click on the Calculate Totals button. The module will calculate quantity x price + taxes + charges - allowances.
Saving the invoice. There are two options:
1. Draft: This is used if you don't have time to finish the invoice, but do not want to lose the data that you have already entered. It saves the invoice without validating the data. Invoices saved as drafts cannot be sent.
2. Save: Click on this button if you are ready to send the invoice. If you have omitted any mandatory fields, the software will advise you. Enter the data and save again. The software will also advise for errors. If you bypass the errors, you may receive an error report. There are charges for error reports sent to suppliers. Also note that Sobeys may reject your invoice, and ask you to correct and resend it. Suppliers who resend an invoice will also be charged for that invoice. Please do not ignore the software warnings.
Send the invoice. Click here if you require assistance on how to send invoices.