In this article, learn about:
Publix invoice requirements
How to navigate the Publix Taulia accounting portal
How to invoice Publix
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Publix has specific financial and accounting guidelines that all suppliers must follow. These guidelines are in place to make sure payments are accurate and punctual. Non-compliance can lead to payment delays or inaccuracies.
Product Invoice Requirements
When product suppliers are invoicing Publix for a shipment, they are required to include the following:
The supplier's full name and address
The date and number of the invoice
The GTIN number, item description, and details about the item pack and size
Quantity of units delivered
A detailed breakdown of unit costs, including list cost, allowances, and any third-party charges (except for DSD suppliers)
Extended cost and total cost of the invoice
Payment terms
If applicable, cash discount information
Additional Invoice Requirements
Invoices for products delivered to a Publix distribution center or manufacturing facility must also include:
The complete purchase order (PO) number, including any applicable prefixes or suffixes
A separate listing of taxes and legislative levies
DSD (Direct Store Delivery) Supplier invoices must also have:
The store number and address
The vendor number
Navigating the Publix Taulia Accounting Portal
Once a partner becomes a supplier in Publix, they are required to enroll in the Publix Taulia Accounting Portal. Once access has been granted, suppliers can add users within the organization.
The Publix Taulia Accounting Portal is used to:
View invoices and payment information
See account information
Track invoice statuses
Search for invoices and credits
Communicate about payment information with Publix through the messaging board
How to Invoice Publix
Invoices for products delivered to Publix distribution centers or manufacturing facilities must be sent electronically via EDI. Faxed invoices are not acceptable.
DSD Invoicing
DSD Supplier invoices must be transmitted using Direct Exchange (DEX) or Network Exchange (NEX) receiving methods.
The difference between Direct and Network Exchange is the mode of invoicing. DEX uses a handheld device to create an invoice and transmit it directly to the store. NEX, on the other hand, uses EDI (894s) to invoice Publix with the invoice, then forward from the corporate office to the individual store.
Proof of Delivery for DSD Shipments
For DSD Suppliers, valid proof of delivery must be included with the invoice, such as a store-stamped and signed copy of the vendor's invoice or a copy of the signed Publix-generated invoice along with a copy of the vendor's invoice.
If a third-party carrier is used, a copy of the DSD supplier’s invoice with the delivery tracking number, an invoice tracer, and a manifest with the signature of the Publix associate who accepted the delivery is required. The invoice number should be printed on the manifest, and the store's address should be listed in the delivery section.
Payment Terms
Products with extended terms must be billed separately because Publix doesn’t pay partial invoices.
As with many other retailers, Publix is willing to pay faster if offered a cash discount, and, in that case, a payment via Automated Clearing House (ACH) is preferred. Payment terms of less than 30 days are not accepted without a suitable discount. Payment dates are based on the agreed-upon terms from the date the product is received or the invoice date, whichever is later.
For DSD supplier invoices with valid proof of delivery, the payment terms are 30 days from the Saturday following the week ending date for all deliveries made in a given week, unless otherwise agreed to or prohibited by law. Publix is willing to pay faster if offered a cash discount, and, as before, ACH payment is preferred in that case.
Invoice Reconciliation
Publix reconciles invoice prices and quantities against previously submitted cost offers and quantities in their receiving systems. It is essential that the cost structure on the vendor invoice matches the cost offer exactly. Incongruence between these can result in unpaid invoices.
Discrepancies
Discrepancies between DSD Supplier invoices and Publix-generated invoices can result from cost or pack differences, shortages, damages, or unauthorized product deliveries. The driver is responsible for correcting the supplier’s invoice and forwarding the information to Publix.
Separate Invoices
Because Publix doesn’t take partial pay invoices, suppliers must provide separate invoices in the following situations:
Products with extended terms
DSD Suppliers delivering to multiple sub-departments
Regulated alcohol products separate from non-regulated products
Inquiries About Past Due Invoices
For Warehouse Suppliers, Publix Merchandise Payables does not research invoices until they are at least 15 days past due. Suppliers using EDI must transmit outstanding invoices via EDI, while suppliers sending paper invoices must mail a copy with a valid proof of delivery.
Inquiries should be sent to the specified Publix address:
Publix Super Markets, Inc.
Merchandise Payables
P.O. Box 32012
Lakeland, FL 33802-2012
Credits and Deductions
Unauthorized Products and Credits
Unauthorized products will be refused, and Publix will not pay for them. They will have to be returned at the supplier’s expense.
Credit for returned products cannot be included on a delivery invoice but must be issued on a separate credit memo. Vendors issuing credit to multiple sub-departments must issue separate credit memos for each.
Deductions from Payments
Publix can deduct disputed amounts, liens, allowances, performance issue fees, shortages, damaged items, bill backs, returns, and other receivables from payments due to the supplier. Publix can also demand payment by check for past-due balances.
These deductions can add up over time, so keeping a close eye on them is key.
Payments
Requests for Payment Information
Requests for payment information (i.e., reimbursements, payment amount clarification, and/or copies) must be in writing on the supplier’s company letterhead. For security purposes, Publix does not respond to independent auditor requests for account verification.
Supplier Payments to Publix
Payment terms for Supplier payments to Publix are net 15 days from the invoice date. If an invoice is not paid in 15 days, Publix will deduct the amount from the next payment to the Supplier.
Payments must be sent to the specified Publix Payment Processing address (see the address in the Inquiries About Past Due Invoices section of this article), not to the Publix Buyer or Primary Contact. Correspondence should be sent to the Publix Accounts Receivable address.
Payments Audit Policy
For pricing and promotional discrepancies, Publix conducts post-payment audits, complying with Food Marketing Institute (FMI) and Grocery Manufacturers Association (GMA) Invoice Deduction Guidelines. Publix's goal is to submit claims within 24 months of the end of the calendar year of the deal, but Publix reserves the right to submit claims within 48 months.
Post Payment Audit Claims
Publix deducts post-payment audit claims from current payments to the Supplier and can bill the supplier for balances that cannot be deducted. Publix includes supporting documentation with each claim but does not provide documentation previously sent by either party.
This support documentation will not include the original invoices and the check remittances, so it’s important for suppliers to keep their own documentation in case of an audit.
Disputing Post Payment Audit Claims
Suppliers must dispute post audit claims in writing.
Publix will respond within 30 days. If the supplier receives no communication within 60 days of Publix's response, the dispute is considered resolved.
Suppliers cannot deduct post-payment audit claims from current-year promotional funds.
Publix Supplier Coupons Policy
Publix supports manufacturer coupons, and suppliers must adhere to Publix's policies for proper handling.
Coupon Processing and Invoicing
Manufacturer coupons are redeemed and collected at Publix stores and processed by an external agency that separates, counts, and bills the manufacturer.
Coupon invoices are calculated based on the face value of the coupon, and Publix may charge additional fees. These could be:
Handling fees
Shipping and postage fees
Insurance fees
Deduction fees
Re-handling fees
Hard-to-handle fees
Payment Terms for Coupon Invoices
Payment for coupon invoices is due within 21 days of the invoice date, and payments must be sent to the address on the invoice. If an invoice is not paid within 21 days, Publix can deduct the amount from the next payment to the Supplier.
If Publix is unable to deduct the amount from the next payment, the supplier may be notified by the Publix AR department of an outstanding amount due. Suppliers should be able to find the invoice number and deduction amount on the deduction form, and more information may be available from the redemption agent.
Discrepancies in Coupon Valuation
Publix's coupon processor uses approved quality control methods, and invoices must be returned for verification within 20 days of the invoice date if a discrepancy exists. After 20 days, Publix's processor's count/valuation is considered correct.
Expired or Invalid Coupons
Customers are discouraged from redeeming expired or invalid coupons. However, if coupons are redeemed, payment is expected, since they still result in product movement.
Suppliers are responsible for ensuring coupons affixed to products have sufficient redemption periods. Publix does not allow suppliers or their representatives to remove coupons from products in stores unless replaced with a coupon of equal or greater value and an expiration date in the future.
Correspondence
All correspondence regarding manufacturer coupons must be in writing on company letterhead and mailed to the specified Publix Accounts Receivable department address:
Publix Super Markets, Inc.
Accounts Receivable
P.O. Box 407
Lakeland, FL 33802-0407
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