Creating an Invoice/Credit Memo

There are multiple ways to create an invoice within the CSP. To make a PO backed invoice, you can go to the Orders page and select the stack of gold coins to the right of the PO you would like to invoice, or by going into the PO and clicking ‘Create Invoice’ button.

First in the “General Info” section, enter your invoice number. Note: each invoice must have a unique number. Duplicate numbers cannot be processed.

In this section you can add any notes or relevant attachments as well as select your invoicing currency.

Please review all of your information in the “From” section to confirm accuracy. If any addresses need to be changed, you can select the magnifying glass next to the address.

The “To” information will be automatically populated based on what information is on the Purchase Order. If any information is incorrect, please contact the Whole Foods Market Buyer to have the information corrected.

All un-invoiced line items will be automatically generated on the invoice. You can adjust the description, qty, UOM, Price and Part number as necessary to reflect what is currently due.  Invoices can be submitted against a purchase order multiple times. Please select the red “X” next to any line items that you would not like to include on the invoice. Note: if change the quantity to zero rather than deleting the item Whole foods Market will not be able to process the invoice. Please ensure there are no $0 line items on your invoice.

Please enter all applicable tax. You can enter tax at the line level by selecting the check box above the lines, of you can enter it at the total level. You can enter tax either through typing in a percentage or typing in the amount. To add multiple types of tax, select the plus symbol. You can also enter any Shipping, Handling or Misc costs at the total level at the bottom.

Please note: any total level discounts should be entered as a negative amount in Misc.

If you are a Canadian vendor, you can automatically add the applicable GST, HST or PST by selecting it in the drop down.

Once you have entered all additional costs, you can select “calculate” at the bottom to generate the Total.

Multiple invoices can be submitted against a single purchase order.  Please ensure your Total reflects the cost of the invoice if less than the value of the purchase order.

After you have reviewed your invoice, to send the invoice to Whole Foods Market, please select “Submit” at the bottom.

 

If you receive the error “This invoice cannot be submitted.  Linked billing account on the order is inactive” please contact Coupa.support@wholefoods.com with your purchase order number to resolve the error.

Viewing Status Info

Go to the “Invoices” tab in the toolbar to view the status of your invoice.

Common Invoice Status meanings

Processing – Your invoice is on its way to Whole Foods Market but has not been received

Pending Approval – Your invoice has been received by Whole Foods Market and is awaiting approval

Approved – Your invoice has been approved and will be paid per your payment terms with Whole Foods Market

Rejected – Your invoice was rejected by Whole Foods Market. Please reach out to Whole Foods Market AP support at coupa.support@wholefoods.com to determine the reason

Disputed – There is an error with you invoices that need to be corrected. If your invoice is disputed you will receive an email and notification with the reason why it was disputed. You can also go into the invoice and the disputed reason will be listed.

To make a credit note go to the ‘Orders” tab and select the red coins next to the PO you would like to credit.

Creating a credit note is very similar to creating an invoice. You will need to populate a credit note number and optionally you can add the original invoice number and original invoice date.

You have the option to credit back a quantity or a price. Whole Foods Market recommends all POs that contain a quantity be credited back by the quantity.

On credit memos, anything being refunded should be negative and anything being charged should be positive. To credit back a quantity, enter the quantity we are receiving a credit for as negative. To credit back an amount, enter the amount we are being credited back as negative.

All refunds should appear as negative numbers.

To create an invoice using SAN, you will need to have a valid Whole Foods Market PO to invoice against. To create the invoice, locate the Purchase Order email sent from Coupa and select “Create Invoice” at the top of the page.

You will be taken to a web browser and will be prompted to create a remit-to address. In order for Whole Foods Market to be able to process and pay your invoice, you will need to create a remit-to address by selecting “Create New Remit-To”.

Please note : The Remit-To Address information will only need to be populated on your first created invoice.

Use this form to populate your company’s information, your Remit-To address and your Tax Registration information (if applicable).

Next you will see an area to enter your banking information. Please SKIP this section. Whole Foods Market does not accept any payment information through this section. All vendor payment information is stored in our ERP system. If you need to update your banking information or payment method, please contact WFMVendorMaintenance@wholefoods.com.

Once you have created you Remit to information, you can generate your invoice. First in the “General Info” section, enter your invoice number. Note: each invoice must have a unique number. Duplicate numbers cannot be processed.

In this section you can add any notes or relevant attachments as well as select your invoicing currency.

Please review all of your information in the “From” section to confirm accuracy. If any addresses need to be changed, you can select the magnifying glass next to the address.

The “To” information will be automatically populated based on what information is on the Purchase Order. If any information is incorrect, please contact the Whole Foods Market Buyer to have the information corrected.

All un-invoiced line items will be automatically generated on the invoice. You can adjust the description, qty, UOM, Price and Part number as necessary to reflect what is currently due.  Multiple invoices can be submitted against a purchase order. Please select the red “X” next to any line items that you would not like to include on the invoice. Note: if change the quantity to zero rather than deleting the item Whole foods Market will not be able to process the invoice. Please ensure there are no $0 line items on your invoice.

Please enter all applicable tax. You can enter tax at the line level by selecting the check box above the lines, of you can enter it at the total level. You can enter tax either through typing in a percentage or typing in the amount. To add multiple types of tax, select the plus symbol. You can also enter any Shipping, Handling or Misc costs at the total level at the bottom.

Please note: any total level discounts should be entered as a negative amount in Misc.

After you have review your invoice, to send the invoice to Whole Foods Market, please select “Submit” at the bottom.

Note: if you do not select the check box next to “Email me status updates for invoices I create this way” you will not receive any email updates regarding the status of your invoice.

Once you have entered all additional costs, you can select “calculate” at the bottom to generate the Total.

Multiple invoices can be submitted against a single purchase order.  Please ensure your Total reflects the cost of the invoice if less than the value of the purchase order.

If you receive the error “This invoice cannot be submitted.  Linked billing account on the order is inactive” please contact Coupa.support@wholefoods.com with your purchase order number to resolve the error.

If you are a Canadian vendor, you can automatically add the applicable GST, HST or PST by selecting it in the drop down.

Credit notes can only be submitted with a Coupa Supplier Portal profile.  For instructions on how to create a Coupa Supplier Portal account, here.