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Ingram Micro Invoices

For every shipped order the connector reads the invoices Ingram issued and brings them onto the purchase order: invoice number, due date and every surcharge. Ingram provides invoices through the API as structured data only — the invoice PDF is in Ingram's portal.

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Fields

Field Description
Invoice No. / Invoice Date Ingram's invoice number and date.
Invoice Type Invoice or credit memo.
Net Amount, Tax Amount, Freight Amount, Amount Due The amounts as Ingram reports them. A missing value never overwrites one read before.
Due Date / Payment Terms As on Ingram's invoice.
Charges Added The surcharges of this invoice are on the purchase order.
Hub Notified The invoice was reported to the Hub's invoice matching.
Hub Match Completed / Last Match Failure Result of the invoice matching.

Actions: Ingram Micro Order, Purchase Order.

What Is Written onto the Purchase Order

  • Vendor Invoice No., Vendor Shipment No., posting and document date from the oldest invoice not posted yet. With several open invoices no number is guessed; a number entered by hand is never overwritten.
  • The due date as Ingram states it — not the one derived from the vendor's payment terms.
  • A deviating payment term is reported in the sync log.

Surcharges as Item Charges

Ingram lists surcharges as free text ("FREIGHT", "FREIGHT AND HANDLING", "ENVIRONMENTAL RECYCLING FEE" …). The connector maps each to a charge kind — Freight, Insurance, Toll, Packaging, Recycling, Handling, Payment, Other — and, with Auto Add Shipping Charges, books it as an item charge line on the purchase order, assigned across the item lines:

Charge kind Item charge from the setup
Freight Shipping Charge No.
Insurance Insurance Charge No., otherwise Other
all others Other Charge No.
Tax none — tax is part of the tax amount

Without an item charge set up, the amount stays on the Ingram invoice and does not reach the purchase order. Every invoice is taken over once, however often the sync reads it.

Invoice Matching and Automatic Posting

Every new invoice is reported to the Hub's invoice matching — once, and again only when the amount changes. The matching compares it with the purchase order within the merchantCENTRAL tolerance. Credit memos and zero amounts are no match candidates.

With Auto Post Invoice the background run posts the purchase invoice once the match succeeds. Credit memos are never posted automatically.

Why an invoice is not posted

  • Auto Post Invoice is off by default.
  • The matching found a deviation — often an item charge is missing, so a surcharge did not reach the purchase order.
  • It is a credit memo.
  • No goods receipt has been posted yet.