Update to New Merchandise Invoice Matching Tool

Best Buy’s implementation of the new merchandise invoice matching tool has been delayed. A revised launch date will be communicated once confirmed; however, it will not occur before March 16, 2026. 

During this interim period, vendors who are not yet including the Department Supplier number on their invoices are expected to continue progressing toward compliance with this requirement. No action is required from Supplier Direct Fulfillment (SDF) vendors. If you have issues or questions regarding adding the Dept Supplier number to your EDI invoice, please contact EDISupport@Bestbuy.com.

For additional inquiries, please reach out to AccountsPayable@bestbuy.com.

Additional information

As part of the transition, vendors must include the Department Supplier number on EDI 810 invoices per Best Buy’s EDI Guidelines. This requirement is essential to ensure invoices are processed correctly and without delay. Please contact your internal EDI team to confirm that your invoices reflect the correct Best Buy Department Supplier number. If your EDI team verifies that you are transmitting the Department Supplier data in compliance with our EDI Guidelines, no additional action is needed. The EDI 810 Guidelines (page 8) are available through our Partner Portal (login required).

https://partners.bestbuy.com/-/edi-guidelines-merch

The invoice matching requirements will also remain unchanged. A three-way match – PO Quantity and Cost, Receipt Quantity and Cost, and Invoice Quantity and Cost – is required for full payment. Vendors must ensure invoice unit cost matches the BBY PO unit cost, as these are used for invoice resolution. If updates to PO unit cost are needed, coordinate promptly with the Category Team before shipping and product receipt at Best Buy locations.

What else will be changing for our vendor partners as part of this transition?

Previously, Best Buy issued separate DMQ (Debit Memo Quantity) and DMC (Debit Memo Cost) documents to address quantity shortages or cost discrepancies. This process will remain in place for invoices processed in the legacy system.

For invoices processed in the new matching tool, a single Credit Memo (CM) will be issued to capture both quantity and cost discrepancies, formatted as “Invoice#CM (with “CM” added as a suffix to the original invoice number).” Please be aware that this is a change from the current format of adding a prefix of “DMQ or DMC” to the original invoice number (e.g., DMQInvoice#). Details for the CM will be broken out by quantity and cost, if applicable, on our AP Portal (AP Visibility). Disputes for quantity, cost, or both must be submitted through the AP Portal (AP Visibility) as one complete request, covering all discrepancies. Detailed instructions and video guides will be available on the AP and Partner Portals at go-live.

A few reminders:

Disputes must be submitted through the AP Portal within 90 days of the DMQ, DMC, or CM document date. Submissions after this period will not be accepted. Appeals must be filed within 30 days of a dispute denial.

Please contact Accounts Payable if you have any questions.