Datadog Supplier - Invoicing

Invoicing

Datadog uses Zip to process invoices from our vendors. The below steps will guide you on how to use the portal to submit invoices. All invoices should abide by the invoicing golden rules. If you have any questions, please reach out to AccountsPayable@DatadogHQ.com

Invoicing

The vendor portal can be a convenient place to review and download your customer’s purchase orders (POs). You can also upload invoices for POs that you have received via the vendor portal.

Note: The option to upload an invoice via the vendor portal is only available for POs that have been sent via the vendor portal.

When your customer sends a PO via Zip, Zip emails you directly with the PO as an attachment.

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If you click View PO, you are automatically logged into the vendor portal and shown the purchase order document.

vendor-help/invoicing/zip-po-viewer-interface

The purchase order page uses your browser’s default PDF viewer functions. For example, you may be able to zoom in or out, navigate multiple pages of the PDF document, and download or print the document as needed.

In the left-hand navigation pane, you can also click any request to view the tasks associated with the request.

vendor-help/invoicing/zip-navigation-pane

Uploading an Invoice

When your customer has sent a purchase order to you via Zip, you can upload an invoice for the PO directly from the Zip vendor portal.

Note: The option to upload an invoice via the Vendor portal is only available for PO’s that have been sent via the vendor portal. Invoice documents must be in PDF format.

To do this, click View PO in the purchase order email message you received from Zip.

vendor-help/invoicing/zip-po-details-form

On the purchase order page, you can click Create Invoice to upload an invoice for the PO, or click the Invoices tab near the top of the page to view a list of invoices you have previously uploaded to the customer via the Zip vendor portal.

vendor-help/invoicing/zip-create-invoice-interface

When you click Create Invoice, Zip prompts you to browse to and select the invoice document. Once you select the file, Zip uploads it and displays a preview of it. Click Submit at the top right-hand corner of the page to finish submitting the invoice.

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The Invoices tab of the purchase order page appears, listing all invoices that you have uploaded to the customer via the Zip vendor portal, and their statuses.

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You can click the link in the Invoice # column to return to the preview image of the invoice document, or click Create Invoice to create an additional invoice.

Invoice Statuses

The Status column of the purchase order page shows one of the following statuses for your uploaded invoice:

Submitted - The customer has not yet reviewed and coded the invoice
Processing - The customer has coded the bill and it is going through the approval process
Paid - The customer has initiated payment for the bill
Rejected - The customer has archived the bill