How do I receive electronically placed orders with ‘Exceptions’ & what does that mean?

 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, it lets 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 that you have verified the items that were 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. 


What is exception-based receiving?

There may be times when you will 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, for example.  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).

This is because one case may weigh 10 pounds this week and 12 pounds next week.  Instead of counting the case(s), you enter the total weight of the case(s). The distributor will have the weight on the electronic and paper invoice.

All catchweight items are considered exceptions.  An easy way you can distinguish if an item is a catchweight is 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 easily spot.

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.  This will be 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 easily spot.

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 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 directly impacts:

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

Check out some helpful links below.

What are the features of the Ordering Home page (overview)?

How do I enter or post an electronic order?

How do I receive electronically placed orders?

How do I manually receive invoices?

How do I manually receive electronic credits (e-credits)?

How do I view, edit, or delete a posted order (Order History)?

How do I arrange my Order Guide from sheet to shelf & set pars?

How do I transfer to & receive products from another store (IUT)?

How do I place an order through the mobile app (Manager’s Toolbox)?


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