How do I receive Electronic Invoices (e-Invoice) from integrated distributors?

This article shows operators how to receive orders placed electronically to integrated distributors within the Decision Logic platform, excluding orders with exceptions.

Overview

Decision Logic can integrate with distributors 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.

There may be times when you need to adjust the received quantity or price during the receiving process. For example, this may occur because an item may have a substitution or a catchweight item delivered.

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 it 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.

Adjustments to orders are called Exception Based Receiving (EBR). Reasons are required when making adjustments.

Follow this link to learn how to receive orders with exceptions.

Video

Check out this video on how to receive orders or keep reading! Although this article does not include exceptions, the video will.

Receive electronic orders with an invoice

All order-related actions take place by navigating to:

Operations > Direct Order Entry > Ordering Home

Select the Company, Region, Group, and Store.
Highlight an order within Orders To Receive.
Right-click your mouse and click Receive.
1. Orders will display if it has an Exception or if there are No Exceptions.
Select the associated Invoice. This will be highlighted in green.
Select the Date the order was Received (delivered to your store).
Click Next.
Verify the items, quantities, & prices are correct.
Click Post Received. The order will move to Order History & Invoice History and update COGS, IvA, TvA, and Cost and Variance reports.

Unmapped Bid File Item

Unmapped bid file items will be automatically created by Decision Logic in that distributor for that order. If the item is part of an existing distributor within the same distributor group, Decision Logic will copy the bid file’s attributes and apply them for that item. A warning message will appear. Admins will need to verify and complete any missing bid file information if needed. Users will select a Reason from the dropdown.

Receive electronic orders without an invoice

All order-related actions take place by navigating to:
Operations > Direct Order Entry > Ordering Home

Select the Company, Region, Group, and Store.
Highlight an order within Orders To Receive.
Right-click your mouse and click Receive.
Select the Date the order was Received (delivered to your store).
Click Don’t Use Invoice.
Input the Invoice # from the paper invoice sent with delivery.
Check Create Invoice box.
Select the Invoice Type from the dropdown.
Click Next.
Verify the items, quantities, & prices are correct.
Click Post Received. The order will move to Order History & Invoice History.