9/15/15
ACCOUNTS PAYABLE INVOICE REQUIREMENTS
The following information is required to ensure invoices are paid accurately and timely. These procedures apply to
electronic and paper invoices. Failure to comply with these requirements will result in additional processing that
may cause late payments.
810 EDI Invoicing:
Stein Mart requires vendors to submit invoices using EDI 810 (electronic data interchange) to assist us
in processing your invoices efficiently and accurately. See 810 Invoice EDI Implementation Guide
posted on our Supply Chain Vendor Portal. Stein Mart requires one invoice per purchase order for each
store (no master invoice for all stores).
1.
2.
3.
4.
5.
6.
7.
8.
EDI 810 invoices are for merchandise only. Stein Mart does not pay freight charges listed on
merchandise invoices. Freight charges must be billed by the carrier not the vendor.
Merchandise must be shipped according to Stein Mart shipping guidelines as outlined on our
Supply Chain Vendor Portal.
Invoices must include Stein Mart standard terms of Net 10 EOM + 30. Exception to these
standard terms must be negotiated with our CFO prior to invoicing. Merchandise shipped on or
after the 20th of the month will be considered next month’s business.
Stein Mart will compute the discount period from the date of delivery OR the receipt date of the
invoice, whichever is later.
All invoices must be received for processing no later than 48 hours from the date merchandise
is shipped. In the event of the Seller’s failure to submit invoices for payment within 180 days
from the date of shipment, Stein Mart Inc. shall have no further obligation to pay Seller for
goods shipped.
All items on the 810 Invoice EDI Implementation Guide with an “M” are mandatory. If this
information is not sent, your invoices will not be processed for payment until they are corrected.
Detail Merchandise identifier should be SKU or UPC or Model number. You must return the
type of merchandise identifier sent to you.
Vendor number must match the PO for which you are billing (vendor number is transmitted on
the 850 document in the REF02 of the IA) in order to be processed for payment.
Remit-to information should match to the current remit-to address Stein Mart has on file.
Address changes must be submitted in writing to vendorservices@steinmart.com. See
Accounting Vendor Portal website for Vendor Remit Change Requirements.
Invoice details must include:
 The “Ship To” address must show the Distribution Center number, the purchasing
store’s number and store address.
 Valid Stein Mart purchase order number (6 digits) and merchandise department number
(3 digits).
 One unique (up to 10 digits) numeric invoice number for each invoice. The invoice
number (BIG02) must not recycle within a minimum of 36 months.

Invoice date MUST be the same date as your date of shipment unless otherwise
negotiated. The Merchandise AP Department will not accept any post-dated invoices or
invoices prior to shipment.
 Ship via, PRO or BOL number, ship weight and number of cartons by purchase order for
each shipment.
 If invoice is factored, this must be clearly indicated on each invoice.
9. Invoices will be rejected and vendor must resend invoice for the following reasons:
 Invoice number blank
 Invalid invoice date
 Invalid ship date
 Invalid due date (greater than 90 days from invoice date)
 Total invoice dollars equal zero
 Invalid PO number
 Invalid location number
 Total invoice dollars not equal total extended item dollars
 Vendor number does not match vendor number on PO
 Invalid or missing item sku or UPC
 Duplicate invoice = same invoice number, same PO, same supplier number, same cost
10. Invoices must include valid item sku number listed on Stein Mart Purchase Order. Invoices with
sku number missing will not be processed for payment.
11. Vendor must bill for actual items shipped. In case of substitution, Items billed on invoice but not
received will be deducted from payment. Payment for items shipped but not billed on original
invoice require the vendor to submit a second invoice for the substituted items that were
shipped. It is the vendor’s responsibility to send invoices for these substituted items.
Paper Invoices
The following requirements are in addition to previously listed electronic requirements. Failure to comply with
these requirements will result in additional processing that may cause late payments.
1. Paper invoices must be mailed in one envelope (as opposed to one invoice per envelope). Do
not staple invoices together or staple invoices to envelopes.
2. The “Bill To or “Sold To” address should be Stein Mart’s corporate PO Box address shown on the Stein
Mart Accounting Portal.
3. The “Ship To” address must show the Distribution Center number, purchasing store’s number
and store address.
4. Valid Stein Mart purchase order number (6 digits) and merchandise department number (3
digits).
5. Invoices must contain correct vendor remit name, corporate address, phone and fax number,
remit or payment address.
6. If invoice is factored, this must be clearly indicated (sticker, stamp or printed) on each invoice.
7. Invoices must contain unique (up to 10 digits) invoice number for each invoice. The invoice
number MUST appear on each page of a multiple page paper invoice and the invoice number
MUST NOT recycle within a minimum of 12 months.
8. For multiple invoice pages, indicate total cost on last page only.
9. Invoices must contain invoice date, ship date & a due date that corresponds to terms stated on
invoice.
10. Invoices must include Stein Mart standard terms of Net 10 EOM + 30. Exception to these
standard terms must be negotiated with our CFO prior to invoicing
11. Invoice must contain Ship via, PRO or BOL number, ship weight and number of cartons for each
shipment.
12. Invoices must include valid item sku number listed on Stein Mart Purchase Order and
description. Invoices with sku number missing will not be processed for payment.
13. Vendor must bill for actual items shipped. In case of substitution, Items billed on invoice but
not received will be deducted from payment. Payment for items shipped but not billed on
original invoice require the vendor to submit a second invoice for the substituted items that
were shipped. It is the vendor’s responsibility to provide these substituted items.
14. Invoices must contain quantity shipped per item, unit cost of item per Stein Mart Purchase
Order & extended cost per item. Invoices must also include Grand Total of quantity shipped &
Total extended cost of invoice.
15. List all items in the same sequence as listed in the purchase order.
16. Do NOT send copies, screen prints, acknowledgements or duplicate invoices unless requested.
17. All form feed perforated invoices must be separated into single pages.
18. Do NOT mail paper copies of invoices if transmitting via ED.
19. Do NOT mail copies of invoices to stores or include in shipments. (Packing lists are no longer
required for vendors who send ASNs.) Vendors who still ship direct to store will need to
continue providing packing lists.