The North West Company E-Invoice user manual-Spice Insight Portal

This document outlines the scope of implementing e-invoicing within the Spice Insight Portal, focusing on creating invoices without the need for a Purchase Order (PO) and transmitting them through Electronic Data Interchange (EDI). Users can create invoices by entering necessary details, such as item descriptions, quantities, pricing, and tax calculations, without needing a PO. This initiative aims to streamline the invoicing process, enhance operational efficiency.

Spice Admin
46 steps
3 minutes

Spiceinsight

Navigate to <https://spiceinsight.io/>

Click on the Spice Insight Portal link to access the portal. Enter the user credentials in login screen and Click "**Login**" to enter into account.

Tip! In case user forgot your username/password it can be retrieved in email by clicking on Forgot password option.\ User can reach out to Support by email or phone if they continue facing issues\ • Email: [connectsupport@spicetg.com](mailto:connectsupport@spicetg.com)\ • Phone: 1-888-400-7950 x300

ITEM MANAGEMENT

**Item mapping** is a crucial and mandatory step in the process of creating E-Invoices. It involves the systematic organization and categorization of products business offers, ensuring that each item is accurately defined and uploaded before invoicing. To facilitate this process effectively, the item master must include essential attributes such as: 1. **GTIN (Global Trade Item Number)** 2. **Item Name** 3. **Item Description** 4. **Internal SKU (Stock Keeping Unit)** 5. **ATP (Available to Promise)** 6. **Unit Price** Follow below steps to upload Item Master: Once logged in Click on Settings.

To maintain the item details, the user needs to click on **Item Master** in the settings.

On the Item Master page, the user will see three options: - **Search Option**: To search for already added items. - **Browse Item Master File**: To add a list of items simultaneously using an Excel upload file. - **Add Item**: Allows users to add items one by one. In this case, we will use the **Browse Item Master File** option. The user needs to click on the browse icon and select the item master template file from their local computer.

Once uploaded, verify the details in the pop-up and click **Save**.\ Click on **Close** to exit the screen.\ Then, click on **Save** in the Item Master screen.

ADDRESSES

Updating the **Remit To** and **Ship From** addresses is a mandatory step before creating an E-invoice. Providing accurate and complete address information is essential to ensure EDI compliance. To add the **Remit To** and **Ship From** information, navigate to **Settings** and click on **Locations**.

Click on **Add Location** to update the **Remit To** and **Ship From** information.

Click on **UPDATE** to save the entered location details.\ After the address has been updated, click on **CLOSE**.

Click on **SAVE** on the location screen.

E-INVOICE

Once the settings are completed, the user needs to click on **Invoices** from the left menu to access the E-Invoice page.

Click on the **CREATE INVOICE** button.

The user can select a desired ship-to location by clicking on the **SELECT SHIP TO** dropdown. All saved ship locations for the trading partner will be visible for the user to choose from.

Click on the **Remit To** tab to select the Remit To address for the same trading partner.\ Choose the Remit To address from the dropdown menu.

Tip! To send an invoice, the user needs to complete several mandatory fields throughout the invoice process.

ORDER DETAILS

In the **Order Details** page, the user must enter the 10-digit TNWC Vendor Number in the **Internal Vendor Number** field.

PAYMENT TERMS

To include payment terms in the invoice, click on **Payment Terms** tab and specify the agreed-upon terms (e.g., "Net 30" or "Due on receipt"). Ensure the terms are clear and accurately reflect the agreement.

Click on **Terms Description** field and update the payment terms.

Click the **Net Due Date** field and update the net due to date.

SHIPMENT DETAILS

To include shipment details in the invoice, user can access the shipment details tab and enter relevant information such as the tracking number, carrier name, shipping date

The user needs to click on **Carrier Shipment Reference Number** or **Carrier PRO/Invoice Number** to update Carrier Number.

The user needs to click on the **Ship Date** field to update the shipping date.

The user needs to add the shipping method in the **Routing Description** field.

CHARGES AND ALLOWANCES

Alert! Please note that Charges & Allowances must be used only if you need to add charges or allowances to the E-invoice.

Click "Charges & Allowances" to add charge or allowance if any.

Click on '+' icon to add line

Click on indicator and select charges or allowance from the dropdown.

Select on charges or allowance code from the drop down.

Select the method of handling from drop down.

Either enter the percentage or the amount.

Add the description for the discount/allowance.

Click on (+) icon to add multiple lines.

TAX INFORMATION

Click on "Tax Information" and select the appropriate value.

Click on "TAX JURISDICTION" and select an option from dropdown.

Tax will be automatically added based on location selected.

Alert! Select TAX from the dropdown based on your requirement.

LINE DETAILS

Click "TYPE GTIN" to select the item/product.

Select the product from dropdown, this has been updated in Item master.

Click on UOM and select the UOM from drop down.

Enter the quantity of product in the quantity field.

To add Line level chargers or allowance, click on 3 dots next to the line item.

LINE LEVEL ALLOWANCE AND CHARGES

Click on Add SAC.

Add Allowance or charges based on your requirements.

Click on "SAVE" to save the invoice and verify the details entered.

Click on "SEND INVOICE" if the details are accurate.

Click "CONFIRM" on the pop-up and wait for invoice status to show sent.

Once the invoice status is updated to Sent, click on close.

E-Invoice will be sent through EDI to TNWC payment system for processing.