Users with the Vendor User role can create and submit disputes via the webform or file upload.
You can create a dispute directly from the application’s web form. This method gives you the opportunity to draft a dispute, save the draft and return to it at a later time, delete a draft, or review it before submitting it to Office Depot.
Here is how:
1. Log in
2. From the Activity Center in the Home Page, click Create a new dispute
3. Enter the dispute details:
A. INVOICE #
i. required
ii. valid characters: alpha and numeric
iii. maximum character length: 17
B. INVOICE DATE
i. required
ii. valid format: MM/DD/YYYY (example: ‘01/03/2012’ for January 3, 2012); or select date from calendar tool
C. PO #
i. required for the following dispute types: Unpaid, Shortage Chargeback, and Pricing Chargeback
ii. optional for dispute type: RTV
iii. valid characters: alpha and numeric
D. LOC #
i. Required
ii. valid characters: numbers only
iii. must be valid Office Depot location #
iv. Location # is 5 characters in length, so if you enter ‘12’, the system will convert it to ‘00012’
E. INVOICE TOTAL
i. required
ii. valid characters: numbers only
F. DISPUTE AMOUNT
i. required
ii. valid characters: numbers only
G. DISPUTE TYPE
i. required
ii. select from dropdown
H. FREIGHT CARRIER
i. optional
I. VENDOR COMMENTS
i. optional
4. Add an attachment
a. If you have proof of delivery or any supporting documentation, you can attach one or more PDF files to dispute
5. After you have completed the form, click one of the following action buttons on the page:
a. save as draft: save dispute as a draft; this does not submit your dispute to Office Depot
b. delete draft: delete draft from system
c. submit to office depot: submit the dispute to Office Depot for resolution
NOTES:
If you save the dispute as a draft or submit it to Office Depot, the system will validate the dispute. If there are errors, the system will display a message and prompt you to correct the errors before the dispute can be successfully saved as a draft or submitted to Office Depot.
If you are submitting an unpaid dispute, the system will verify that there is not a record in the system of the invoice having been set up for payment or paid before allowing you to submit the dispute.
If you are submitting a Shortage Chargeback, Pricing Chargeback, or RTV dispute, the system will verify that there is a record in the system of the invoice having been set up for payment or paid before allowing you to submit the dispute.
The system will also indicate whether the dispute can be submitted based on the invoice date. For example, you will not be able to submit a dispute on an invoice whose invoice date is within 5 days of the current date, or if it falls within the settlement period established by Office Depot and the vendor