Vendor Guide Invoicing Standards

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Vendor Guide Invoicing Standards

In order to avoid any delays in payment, we strongly advise Vendors review all information being submitted to avoid any chargeback fees (see Section 11). Your invoice must comply with the below requirements prior to submitting invoices for payment. Any changes made to invoices after they have been submitted to AKIRA will not be accepted unless the change was made at AKIRA’s request or is otherwise approved by AKIRA. If you are unable to comply or need further clarification regarding the below requirements or for payment information, please contact Accounts Payable (“AP”) directly via email at [email protected] for assistance.

AKIRA requires ONE invoice / excel per shipment. A non-compliance expense offset fee of $100 per invoice will be assessed for every non-consolidated invoice. See Section 11 for full details on Invoicing Chargeback Fees.

Please remember that our Billing Address is different from our Shipping Address:

Billing Address: 200 N. Fairfield Ave, Chicago, IL, 60612
Shipping Address: 150 E Crossroads Parkway Bolingbrook, IL 60440

The following information is required on Invoices:

Purchase Order (PO) Number
Vendor Name
Invoice Date
Unique Invoice Number
Units per carton and units per size (packing list)
Unit Cost and Total Cost per style
Total Units Shipped (per invoice, excluding ‘back ordered’ or ‘no charge’ items)

Total Cost (special charges itemized separately)
Invoices missing any of the required fields or which include freight charges will be rejected
Vendors must provide accurate banking and wire information to AKIRA (failure to do so will result in delays on payment).

Questions contact [email protected].
Email copies of invoices to [email protected].

Upon shipment of merchandise, email all invoices and reference the INVOICE NUMBER in the subject line to [email protected].

Direct any correspondence related to invoicing and payment including a reference to the INVOICE NUMBER you are inquiring about in the subject line to [email protected].

OVER/UNDER SHIPMENTS & SUBSTITUTIONS:

AKIRA does not accept the following unauthorized changes to purchase orders:

- Short shipments
- Overages
- Substitutions

Any changes to purchase orders must be approved with our finance team prior to shipping. Written communication of confirmation is required with your Buyer (please see Purchase Order Standards in Section 5). In the instance an unauthorized change is found, an email will be sent alerting the vendor to said findings.

Outcomes include, but are not limited to, the following:
- *Over Shipments:
  - AKIRA will return the merchandise to the vendor for a credit, or
- *Under Shipments:
  - AKIRA will always request a credit with a credit memo.

It is the sole responsibility of the vendor to ensure these emails are responded to, confirmed, and resolved in a timely and satisfactory manner. Be sure to include [email protected] and your Buyer in any emails for Over/Under shipments.