Formstack

Formstack is a dashboard used by the AP team to flag invoice and pricing issues that we must resolve.

Key things to watch out for before submitting a formstack

Check that the price you're comparing on the supplier's invoice is after any discounts (and is ex GST). Your final GST price for the QTY (can be seen on NAV) should match their inc GST price.
Check if there is any discount on the line you're updating on NAV (make sure you take this into account).
If the difference is due to a discount on the purchase line, check first if this was part of an agreed deal (if nothing in the queue, check with the person who raised it). If it's just an unended purchase line discount after a price change, make sure to end that on the item's card.
Do not update pricing on an item card based on formstacks. Pricing should only be changed based on a pricelist or written confirmation from the supplier.
If you need to make outreach to the supplier/PRM or another department to resolve the formstack, reference the FS number in the subject line and CC AP

Formstack - Lower than PO price.mkv

Ticket : https://winning.formstack.com/admin/workspace

Open the PO to compare our price with theirs
Amend unit cost ex GST to supplier invoice price.
On the formstack, select "Unit price on item is now updated or added correctly to PO" and submit.
Check the item(s) pricing history to determine why our PO does not match the invoice (previous price lists, special offers, timing of the change vs the time the PO was ordered/requested for delivery).
- Skip step 7 if the POs that are impacted are older and there has been a price change in the meantime. Some suppliers make the error of invoicing at the new price when there has been a long backorder.
If you can't explain it, check the next few formstacks to see if there are similar issues for that supplier. If so, gather the examples in a format similar to this and then send it to the supplier (with the PRM on CC) requesting a price list once you have finished your formstacks.
- Explain to them that going forward, they must adhere to the price change process, where they inform us of the change 30 days before it takes effect and supply the price list in a spreadsheet format.
- Make sure you do one sheet per supplier to avoid sending price information to a different supplier.
- If there are no other formstacks with pricing issues for the supplier, we can assume it was an error and leave it at that.

Fromstacks - Fixing No pricing.mkv

Check the item(s) pricing history to get background knowledge (price lists and offers).

If the invoice looks correct or is less than expected, update the PO to match.
If the invoice looks wrong, check the next few formstacks to see if there are similar issues for that supplier. If so, gather the examples in a format similar to this and then send it to the supplier requesting a price list once you have finished your formstacks.
- Make sure you do one sheet per supplier to avoid sending price information to a a different supplier.
- If there are no other formstacks with pricing issues for the supplier, we can assume it was an error.

To avoid future POs with blank pricing, correct whatever issue caused this on NAV.
- If it's a CST Invoicing PO, ensure the MOQ is only present in the Replen Tab. If it's in the Purchase Price tab, add a new line with the pricing and 0 MOQ.

If you are accepting the price, select "Unit price on item is now updated or added correctly to PO".
- Ensure the PO now has a price.
If you are rejecting the price, select "Other" and attach the proof (screenshot of special offer or the latest price list) and state why you're not accepting the supplier's price and submit.
- Ensure the PO now has a price.

Formstack - Rejected Price Claim.mkv

Open up Claim / PO ( if not on formstack po into posted documents and go to posted purchase CR/Adj notes

Check history of pricing to get background knowledge ( if you have the price list check both, check in supplier pricing )

If invoice price matches price list or latest loaded price then reject the claim

Formstacks Price greater than ours.mkv

Check the item(s) pricing history to determine why our PO does not match the invoice (previous price lists, special offers, timing of the change vs the time the PO was ordered/requested for delivery).

If the supplier's price is correct, update the PO and select "Unit price on item is now updated or added correctly to PO".
- Check the next few formstacks to see if this is a recurring problem. If so, it may be best to bulk update any other POs that have the wrong price in the system (ensure you only update the ones for the appropriate period).
If the supplier's price is incorrect, attach the price list (or email screenshot if it was agreed on a thread) to prove the PO's price is correct. Select "Other" and briefly explain the PO is correct and submit.
- Skip step 7 if the POs that are impacted are older and there has been a price change in the meantime. Some suppliers make the error of invoicing at the new price when there has been a long backorder.
Check the next few formstacks to see if this is a recurring problem. If so, gather the examples in a format similar to this and then send it to the supplier (with the PRM on CC) requesting a price list once you have finished your formstacks.
- Explain to them that going forward, they must adhere to the price change process, where they inform us of the change 30 days before it takes effect and supply the price list in a spreadsheet format.
- Make sure you do one sheet per supplier to avoid sending price information to a different supplier.
- If there are no other formstacks with pricing issues for the supplier, we can assume it was an error and leave it at that.

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