How does IBPI get purchase amounts?

Every calendar quarter, IBPI sends our vendors a current member list.  Our vendors use this list to create a report of purchases for each member.  

How can Members view their purchase amounts?

Each Member has been assigned a permanent dashboard link which includes your company’s profile in our database, such as your IBPI ID number, the date the member joined, and the company’s contact information.  It also includes the amount each vendor partner has reported for purchases occurring during the year.  This amount is updated quarterly.   Last, it includes the amount each member has accrued in rebates since joining IBPI as well as the employee contact information.

About six weeks after each quarter closes, IBPI will update the members’ dashboards with the purchase amounts for the previous quarter.  Again, this information is provided to IBPI from our vendor partners.

How can I get the link to my dashboard?

There is a “Member Area” link on the IBPI website.  It is the only link that requires the member to login using their business email address and password.  Once you are logged into the Member Area, there is a link titled, “Purchase Report”.  You can request the dashboard link there by clicking on “Request Report”.

Acquisitions or Child Companies

If a member acquires another company, IBPI designates the acquired company as a “child company.”  If the Child Company changes their name to the Parent Company’s name, no further action is required.  However, if the Child Company purchases under their original name, then an IBPI Member Application needs to be completed.  There is no fee associated with the application, but without this information our IBPI Vendor Partners cannot track what your Child Companies are spending with them. This results in lower rebate checks for your company.

What to do if you find a discrepancy?

Discrepancies do not happen frequently.  However, in order to keep corrections closely tied to each quarter, there is a 30 day window of opportunity to reconcile any discrepancies that do occur. So, when IBPI posts new data 6 weeks after each quarter closes, members will have another 4 weeks to send in your documentation of discrepancies.  We cannot process discrepancies without members’ supporting documentation. This information should be sent to jean@ibpi.net.

To document your discrepancies, IBPI needs a digital spreadsheet for each Vendor discrepancy which lists the Vendor invoice numbers, dates, totals and grand totals.  You may also use PO numbers, dates, totals, and grand totals.  Again, please remember NOT to include freight costs, or unpaid invoices. In addition, credits and returns are NOT eligible for rebates and will, therefore, not appear in your purchase totals.

To assist you in your audit process, our friends over at CEO Juice have devised an e-view in e-automate that will allow you to see your purchases from IBPI Vendor Partners. You can compare this data to the documents that I have attached. It will be useful for you to use during the annual audit, as well as purchase reviews. The instructions for creating this e-view are here.

In addition, now, CEO Juice has automated this process!! CEO Juice will send IBPI your purchases quarterly from your eAutomate system so that we can help you match your records with our vendor reports.

In order to make this happen, we need you to do 2 things:

1. Sign Up For CEO Juice ID 934
2. Email help@ceojuice.com and give your permission to share your IBPI purchases with us.
3. Please follow the link below to watch a video about how to set up ID 934. When you click on this link, please click on "visit link" in the top right corner of the window.
4. https://support.ceojuice.com/hc/en-us/articles/360049345231#h_01EY98N3MZB7E4F1MZFC424RA3

Many thanks to Gary Lavin and his team for putting this together for IBPI Members!!