Publix EDI Invoicing Additional Requirements

Payments to direct store delivery suppliers

The following additional EDI guidelines pertain to DSD suppliers:

1. Each EDI invoice must also contain the following information:
   • Store number
   • Store address
   • Vendor number
2. Suppliers delivering to multiple sub departments for the same vendor must invoice each sub department separately.
3. Credits for returned product may not be included on a delivery invoice. All credits must be issued on a separate credit memo. Suppliers issuing credit to multiple sub departments for the same vendor must issue separate credit memos for each sub department.
4. Terms are automatically set to 30 days from Monday following the week ending date for all deliveries made in a given week unless we receive notification of a discount.
5. Publix DSD Payables department process EDI invoices for payment based on the product received during the check in process supported by valid proof of delivery.
6. Valid proof of delivery for products delivered by the supplier consists of:
   • store stamped and signed copy of the supplier’s EDI invoice
   • copy of the signed Publix generated EDI invoice (created at the time of delivery based on the products received) along with a copy of the supplier’s invoice.
7. Valid proof of delivery for products delivered by a third party carrier consists of a copy of the supplier’s invoice, invoice tracer, and manifest with the signature of the Publix associate that signed for the delivery. For proper referencing, the delivery tracking number must be printed on the invoice or the supplier’s invoice number must be printed on the manifest. These numbers may not be hand written.
8. Discrepancies between the supplier’s EDI invoice and the Publix generated invoice can result from cost or pack differences, shortages, damages, or unauthorized products.

Researching outstanding invoices for direct store delivery suppliers

The following guidelines apply to inquiries regarding past due invoices for direct store delivery suppliers:

1. Publix DSD Payables department does not research outstanding invoices until they are at least 30 days past due.
2. All outstanding invoices with valid proof of delivery must be submitted to Publix DSD Payables within 6 months from the EDI invoice date. Publix DSD Payables will not research any research any outstanding EDI invoices not submitted within 6 months of the invoice date.
3. Inquiries for past due invoices should be sent weekly and include the following information:
   • A spreadsheet listing in store number order all outstanding invoices for the specified time frame. The spreadsheet must include the following information:
     • Store number
     • Invoice date
     • Invoice number
     • Invoice amount
     • Total amount due.

Learn more about Publix EDI Invoicing Basic Requirements