Overview

There may be occasions where you are unable to locate your order number on iSupplier.

If you cannot find your purchase order to generate an invoice directly from the order; the below steps will show you how to create the invoice manually, linking to the purchase order number.

For our location code directory, click here.

Actions

1. Log onto iSupplier
   

   Note: must be a validated domain.

2. Please go to the Invoices and Payments tab and click Create Invoice
3. You will need to complete all of the blank fields at the top of the invoice as these will not pre-populate

   1. 

   Field Guide
   Operating Unit Select the area of the John Lewis Partnership you're invoicing, this can be found on your purchase order. You won't be able to search for a purchase order until an operating unit has been selected	Supplier Site Should default. You may have more than one supplier site number, which you can search for using the magnifying glass icon.  A pop up will appear, click Go next to the empty search box, this will then list all sites associated with your account	VAT Reg Number Should default - check your VAT/GST Reg Number is correct and change if necessary
   Invoice Number The invoice number as used in your finance system. The invoice number must be a unique number; invoice numbers cannot be reused	Invoice Currency This will default to GBP but can be overridden if required. If you're entering an invoice with VAT in a currency other than GBP (for UK supplies), in the Tax Rate of Exchange field, enter the exchange rate used to convert the amount of VAT into GBP to enable us to declare the same figure- see HMRC Notice 700 para 7.7 for details. Similar rules apply for GST in Jersey. Otherwise, leave the Tax Rate of Exchange field blank	Invoice Date This will default to today's date. Amend this to match the  invoice date used in your finance system. This cannot be a date later than today's date
   Tax Point Date Tax point date used in your finance system. By default this Tax Point Date will use the same date as the Invoice Date	Ship-to-Location The 4 Digit location number of the branch or distribution centre where the products or services have been sent to. This can be found on your Purchase Order	Invoice Type The two options for this field are Standard for creating an invoice and Credit Memo for creating a credit note. For guidance on creating an invoice with a credit note click here for Waitrose, or here for John Lewis

   
   

4. Try searching for your PO number in the Match to purchase orders section, if the order still does not appear, scroll down to the invoice line section
5. Under the invoice line section, you will be able to click Add another row, which will bring up a blank invoice line row. You will need to complete all fields

   

   Field Guide
   Item Number For John Lewis Division this is the Dissection followed by Stock Number. For Waitrose Division this is the line number (6 digit number)	Description Description of the item	Case Size The number of units per case
   Qty The number of cases	UOM Unit of Measure, eg. Each, Metre, Square Metre (Metre, Square UOM, Metre - John Lewis Division only)	Unit Price The unit price of the goods supplied
   VAT Code Enter a VAT/GST code even if you are not charging VAT (in which case enter OUT OF SCOPE). You can enter the first letter of the tax code and click tab on your keyboard which will auto-fill the VAT Code & amount. Alternatively, you can select a VAT code by clicking the VAT Amount. This should calculate after a VAT code is selected		PO Number Please enter your 6-digit PO number in this box, excluding PO Number any letter prefixes. If you do not have a PO number, please enter your delivery note number

6. Please ensure that each line has a PO number in the final PO number field
7. After all lines have been added including he Net Amount, VAT Amount, and Gross Amounts, please click recalculate 
8. Before submitting the invoice, please check invoice lines and totals are correct shown in the top right hand corner are correct
9. Please attach any supporting invoice documents, using the Attachments button
10. Once the above steps are complete, click Submit in the top right hand corner
11. A confirmation message will appear to check you wish to proceed, click Ok
12. The invoice has now been submitted

Next steps

If you'd like guidance on checking the status of the invoice, click here.