Invoice Payment Cycle
Indigo has two payment cycles per month: mid-month and month-end. The below examples illustrate when an invoice gets paid based on the terms of payment:
- Any invoice which is due for payment from the first of the month to the 15th will be paid on the 15th of the month.
- Any invoice which is due from the 16th of the month will be paid on the month end cheque run.
- Please note that invoices are aged from the date of the invoice and are due for payment based on the terms of payment.
Important notes:
- Any discrepancy between the vendor invoice and our receiving data may result in a payment different than the value shown on the invoice (i.e. short shipment will result in short payment).
- Where an initial Purchase Order is cancelled by Indigo and a new Purchase Order No. is provided, the invoice must quote the new Purchase Order No.
Billing for Vendor Discounts, Allowances, Rebates, Compliance Chargebacks
Where your organization has entered into an agreement with Indigo for vendor support programs, including, but not limited to, sales support (co-op), markdown support and vendor rebates, or has incurred compliance chargebacks as a result of non-compliant shipments, all amounts owing will be billed through Indigo debit notes. Please refer to the Deductions article for an explanation of the kinds of debit notes.
Unless otherwise stipulated by Indigo, please do not send a credit memo or cheque*. Indigo will provide a vendor with all appropriate sales data related to the billed vendor support program.
(* a cheque should only be sent by vendor in the event that the vendor account is in a debit balance due to co-op/markdown support/vendor rebates)
About Traverse:
Traverse is an external platform Indigo uses to facilitate the transmission and disputes of compliance chargebacks. As a vendor you will have dedicated contacts added to your Traverse account who can view and dispute charge reports. For further information on traverse and the dispute process please refer to the Compliance Program/Chargebacks article.
How to Send Your Invoices
EDI vendors: Invoices are received via the 810 EDI document only. Any invoices sent via email by EDI vendors will not be processed for payment.
Non-EDI vendors are the only exception; these vendors may send paper invoices, or preferably, a PDF version of the invoice by e-mail to the respective A/P contact at Indigo.
Invoice & Billing Inquiries
All inquiries regarding invoice and payment status should be directed to Indigo’s Accounts Payable Department:
- General Merchandise (Toys, Gifts, Games, Paper Product): Sharon Garzon at sharon_g@indigo.ca
- Music, Entertainment, Videos/DVD and Electronics: Genieve Carridice at gcarridice@indigo.ca
Please note: Our business hours are Monday to Friday, 9:00am - 5:00pm (EST)
Deduction Codes on Invoice: The following are the most common codes you may notice on your Invoice in the event of a deduction. For further information on a specific deduction and all other invoice inquiries please submit the form Vendor Deductions Support.
| Code | Definition |
| OTD NC Fee | On time Delivery Non-Compliance Fee |
| Indigo SC Charge | Service Charge (Non-Compliance Deduction) |
| Indigo NC Charge | Non-Compliance Charge |
| 57 Late Booking | Late Booking Charge |
| 51 Late Shipment | Late Shipment Charge |
| 42 Rework Required | Rework conducted on Purchase Order |
| Indigo Volume | Volume Rebate (Contractual Deduction) |
| Indigo TMD Supp | Vendor Support (Contractual Deduction) |
| Credit Memo | Accounts Payable Credit |