This article will show operators how to receive orders with exceptions.

Overview

Decision Logic can integrate with distributors that have the capability to allow orders to be sent electronically.  When integration occurs during implementation, managers place an order from our web or mobile application directly to the distributor.  This creates a smooth transaction between a store and a distributor.

Receiving orders means verifying the items delivered against what you ordered.  Receiving orders in Decision Logic is a way to account for the product you ordered to generate the most accurate Cost and Variance reports.

Distributors fulfill the order and send an electronic invoice directly to the Decision Logic platform.  At times, the invoice may not populate in our system because:

  • The distributor has not yet sent it to the platform.

  • The purchase order number did not get assigned to an invoice.

But don’t worry - you’ll get a paper invoice (the bill) with the delivery.  Further down are steps for receiving with or without an electronic invoice. 

Video

Check out this video on how to receive orders, including exceptions, or keep reading!


What is exception-based receiving?

There may be times when you update your received invoice because an item may have a substitution, the price is incorrect, or there is a catchweight item on your order when delivered.  Adjustments to orders are called Exception Based Receiving (EBR).

Catchweight are items whose weight fluctuates for each delivery, for example, meat or cheese.  Managers will order the product by the case(s); however, they will receive by the pound(s).

For example, one case may weigh 10 pounds this week and 12 pounds next week.  Instead of receiving the number of case(s), you enter the total weight of the case(s) by the pound. The distributor will have the weight on the electronic and paper invoice.

All catchweight items are considered exceptions.  You can easily distinguish if an item is a catchweight if you see “per pound” on the order guide.


Receive electronic orders with an invoice that has exceptions

Receiving orders with exceptions is similar to receiving an electronic order, but with a few extra steps.  The additional steps will be written in green for you to spot quickly.

Begin by navigating to:

Operations > Direct Order Entry > Ordering Home

  1. Select the Company, Region, Group, and Store.

  2. Highlight an order within Orders To Receive.

  3. Right-click your mouse and click Receive.

  4. Select the associated Invoice.  The invoice is highlighted in green.

  5. Select the Date the order was Received (delivered to your store).

  6. Click Next.

  7. Toggle “Exceptions Only.”  This will help you quickly identify your exceptions.

  8. Select the Reason why there is an exception for each item.  For example:

    1. Catch Weight

    2. Subbed Item

    3. Price Adjustment

    4. Not on Truck

    5. Damaged

  9. Click Post Received.  The order will move to Order History.

Receive electronic orders without an invoice that has exceptions

Receiving orders with exceptions is similar to receiving an electronic order, but with a few extra steps.  The additional steps will be written in green for you to spot quickly.

All order-related actions take place by navigating to:

Operations > Direct Order Entry > Ordering Home


  1. Select the Company, Region, Group, and Store.

  2. Highlight an order within Orders To Receive.

  3. Right-click your mouse and click Receive.

  4. Select the Date the order was Received (delivered to your store).

  5. Click Don’t Use Invoice.

  6. Input the Invoice # from the paper invoice sent with delivery.

  7. Check Create Invoice box.

  8. Select the Invoice Type from the dropdown.

  9. Click Next.

  10. Select the Reason why there is an exception for each item.  For example:

    1. Catch Weight

    2. Subbed Item

    3. Price Adjustment

    4. Not on Truck

    5. Damaged

  11. Click Post Received.  The order will move to Order History & Invoice History.


Affected Reports


Receiving orders impacts:

It is essential that you carefully review the orders you are receiving and receive them when the order is delivered.

Table of Contents

For additional questions or assistance, please submit a support ticket by visiting the Decision Logic Service Center.