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Simple commercial invoice template for Planning

welcome to American Eagle Outfitters training video to learn how to build the commercial invoice in a EOS PLM website this enhanced functionality creates commercial invoices through PLM and no longer requires the sellers commercial invoice number in the packing list the PLM generated CI streamlines the vendors process by providing packing lists and commercial invoice information for immediate review allowing the opportunity to find any errors or discrepancies this in turn simplifies and expedites the creation of the payment this new PLM generated CI is the required CI for cargo handover customs clearance and payment no other commercial invoice will be accepted the approved status packing list along with the system-generated CI are the required PLN documents for handover and for customs clearance the PLM generated CI is also the only required document for payment as soon as the vendor approves the packing list in the system the next step is to build the CI in PLN once this required step is completed the CI is immediately visible from the commercial invoice screen in PLM as an attachment this gives the vendors access to review the CI instantly to reconcile any discrepancies before the goods handover this ensures accuracy for entry and payment a few other functions available with this new CI process will be demonstrated throughout the video but let's begin with the completion of the PLM packing list before handing over the cargo the established vendor requirement is to build an approved status packing list let's assume for this training that several packing lists are completed and in approved status the next step is to build a commercial invoice in PLM from the dashboard housed in the external links section click the CI builder commercial invoice builder the CI builder screen is displayed and defaults to the blue button create new invoice the available packing list section displays a list of packing lists ready for CI build based on three things the packing list must be an approved status purchase order status must be released r2 and not closed and finally no see I was previously assigned to the packing list to refine the search for a specific packing list utilize the search fields for this example we are building a CI for web POS select a EO Channel type is web with the mode of ocean collect click search the search list returns the packing list meeting this criteria the screen is very similar to the packing list or payment build screens however when selecting multiple packing lists to build onto the same CI use the ctrl key to select more than one record select the packing list to build onto the commercial invoice use the single arrow to transfer the highlighted records to the right side of the screen if a record was mistakenly selected click on it and use the single left arrow to return to the available packing list section for the vendors record there are two optional fields to enter data the vendor reference number and additional CI print verbage the vendor reference number can be the vendors internal system invoice number or a number relevant to your company's accounting I'm entering a vendor reference number additional details required for the CI should be entered here in the additional CI print verbage text box examples for this box is to add GST ID or the CAFTA dutiable versus non dutiable values or any required statements about the merchandise next proceed to click the generate CI button once the button is clicked three actions occur first the PDF of the system-generated CI appear with the PLM assigned CI number please note the number for future reference next the PLM CI number populates on every packing list built onto this commercial invoice then the commercial invoice record is instantly created in the system in new status with this PDF CI attached to it at this point the vendor must review all details in the CI for accuracy determine from your company who will be the responsible contact to perform the CI review is it the agent the vendor or the factory it is vital that the review be performed prior to handover to avoid chargebacks for discrepancies during this review it is imperative that you confirm the transportation mode beneficiary tax ID manufacturer the purchase order number HTS code quantity unit price and total values are all accurate for Pio data inconsistencies impacting invoice costs modes factories etc contact the a EEO production or merchant team to resolve these are checks that should have been addressed well before handover however if discovered rawad viewing the commercial invoice details this is the last chance to contact the teams to update the purchase order with the revisions the vendor has the functionality to update the existing packing lists and commercial invoices with the accurate details before handover in addition the CI is associated to a version number the vendor reference number I entered prior to the generating the CI has populated at the bottom by the version number take note of the version number as any time a change is needed on a packing list or CI the version number will change and the most updated version of the PDF CI automatically attaches in the commercial invoice record in PLM also populated at the bottom of the PDF print is the additional CI verbage details I entered previously finally save the CI PDF to email to the freight forwarder also print the PDF as the CI must be submitted at time of cargo handover along with the printed PDF of the packing list later in this demo I will show how and when vendors can add or remove packing lists or update the vendor reference or CI verbage information on an existing CI but only prior to cargo handover to sum up the new CI builder task as soon as there are approved status packing lists return to the aeo home screen and click CI builder to generate the commercial invoice the next section demonstrates the streamlined steps in the payment builder tasks with instant visibility to the commercial invoice it is critical that the vendor review all the details in the CI prior to handover if there are discrepancies discovered after the good ship and AEO teams have to revise any of these required PLM records the vendor will incur chargebacks only the vendor access and PLM with either the finance role for our international vendors or the domestic vendor role have permissions to perform payment functions this is the view of the home screen of the International Finance vendor any commercial invoice created via the CI builder task will appear in that review new invoices query click review new invoices from the list of new status invoices click the hyperlink to open the record to view the commercial invoice that was generated previously from the CI builder click more details than attachment click on the PDF file open and once again review print or save for future reference the emphasis is on reviewing all CI details as the final check to ensure accuracy before the goods hand over and before proceeding to the next step payment builder after confirming all details are accurate on the CI change the status from new to reviewed and click Save next click a AEO to return to the home screen and proceed to the payment builder task to build the invoices onto a payment click payment builder then show all to view all invoices in reviewed status all payment requests must be built with the same entity a EO is for store and web and a EEO could also be for franchise a EC is for Canada a AEM for Mexico ACN for China and a HK for Hong Kong o franchise invoices must be built onto a separate payment from a EEO wholly owned invoices the type fill distinguishes the International license and voices from the wholly owned a EEO invoices international type is franchise wholly owned type is own use the search menu to filter for invoices with the same company and type select the records to build the payment click the single arrow to move selected items to the rate if the wrong invoice was selected click on it and use the single arrow to return to the left side next you want to review the amount in the payment summary box to confirm that the total of all selected invoices net any discount supplied before you continue with the final step of building the payment when all is confirmed click build payment the summary screen appears and this completes the payment task no other documents are needed as the only document required is the new PLM generated commercial invoice previously created via the CI build a task just a few more items to reference on the payment summary screen the original draw amount is automatically filled in note that the payment status is new however the invoice status remains in reviewed status once the FCR dates populate on all invoices the statuses will both update to submit the latest handover date from any of the invoices populates here and the payment due date is calculated using the same date and autofills here take note of the bank reference number for funding details in this section I will demonstrate the vendors ability to revise and approve status packing lists previously built onto a commercial invoice only when the following three criteria are met can the vendor make these changes the cargo has not hand it over no FCR date the PLM CI must be in new status if the CI is in reviewed status the vendor must go back into the commercial invoice screen and change it back to new status and save if the PLM see I was in reviewed status and then built onto a payment the revisions cannot be done by the vendor contact merchandise compliance team with the requested revisions for this example I'm making a revision on an approved status packing list previously built onto a commercial invoice in new status from the packing the screen you were able to update the packing list and with one simple click update the commercial invoice at the same time begin by navigating to the PLN packing list click on the hyperlink to open it notice the commercial invoice number is now populated along with the vendor reference number that was added in at the CI build task from the process button select submit packing list is now in pending status and revisions can be made once the revisions are completed in the packing list save the data the packing list status now shows CI change and a message appears prompting the user to complete the task by clicking the refresh CI data and approve PL button before you can perform this action new barcode labels will need to be printed to match the quantity change the PRT has disappeared from the barcode status field and the packing list cannot be placed back into approve status until you reprint the barcodes click in the square at the beginning of the line and click print barcodes save or print the PDF file when all the revisions are complete click the Refresh CI data and approve packing list button the updated CI PDF is generated and this new version CI is also immediately accessible from the CI record and PLM refresh the PLM screen to see the status now shows approved on the packing list failure to click the Refresh CI data and approve PL button keeps the packing list status and CI change and the CI will not reflect the updated data and the packing list be sure to complete the task by clicking the refresh CI data and approve PL button the vendor is responsible to handover the final updated version of the CI at the time of handover along with the approved status packing list not supplying these required PLM documents at the time of handover is a violation and subject to chargebacks packing list and CI revisions cannot be made by the vendor if the FCR date is populated in the packing list if this is your situation contact the transportation support team include the PDF copy of the packing list print this clear documentation of the requested revisions the vendor may also update an existing commercial invoice with additional approve status packing lists but only if the goods have not handed over to the freight forwarder and the existing invoice has not been previously built onto a payment this has accomplished in the CI builder the second function available to vendors in the CI builder click the CI builder link next click update existing invoice to find the specific CI record enter the search criteria and click search to add a packing list to the existing invoice filter the search for the available packing list section to ensure packing list with the same owner channel type and transmode of the existing packing lists on the invoice select the record use the single arrow to transfer it to the right if you need to remove a packing list from the existing CI click on their record to select it then use the single arrow to place it back in the available PL section any other revisions can be added at this point as well once all packing lists are selected click the generate CI button to generate a new version of the CI PDF the updated PDF is available for immediate print and attaches to the CI record in PLM reflecting this latest update now listed as version 2 there is a link from the dashboard of support vendors for packing lists and CI revisions the packing lists and CI change query alerts the vendor of any packing lists that were revised but now need reverted to approve status by clicking the refresh CI data and approve PL button domestic vendor packing list vendor and finance roles in PLM all have this query on their dashboard once the FEC our date is populated on the packing list no further edits in the packing list or commercial invoice can be made by the vendor some final thoughts once the packing list is complete and an approved status the vendor is required to access the CI builder to build the packing list onto a commercial invoice when generating the CI you may encounter an error message like the one below preventing the CI to build contact the appropriate AEO partner to resolve the issue the PLM generated commercial invoice and packing list print are the required PLM documents for handing over the cargo before shipping failure to hand over these documents will result in chargebacks the vendor can make revisions on both the packing list and the commercial invoice but only prior to handover if updates are needed on the packing list after the CI has been created upon completing the revisions the vendor must click on the Refresh CI data and approve PL button to ensure all changes are recorded in both documents once the CI is built or revised the most updated version is always accessible to print from the commercial invoice record in PLM for requested revisions on an approved status packing list with an f CR date that's populated contact the transportation support team if the commercial invoice needs to be revised contact a EO merchandise compliance when support is needed please contact the following aeo supply chain partners to assist with the corresponding PLM tasks thank you for reviewing the a EO PL m CI and payment builder training video