Exception Based Receiving (EBR)

Using the EBR method to Receive Orders

Navigate to Ordering Home > Orders to Receive 

  • Right-click with your mouse to see your options for receiving an Electronic Order

  • Select Receive 

Select Receive Order > Select E-Invoice 

  • If Decision Logic has received the E-invoice from the Vendor that includes the PO Order #, then the invoice for the order will be highlighted in green. 

  • Please see the example in the screenshot below. 

  • Select the highlighted invoice to receive. 

  • Adjust Date Received as needed

  • Select Next 

 

Invoices that do not include a PO #

If Decision Logic did not receive the PO # from the Vendor in the invoice you may receive the following message: 

  • We could not find a matching purchase order, but we found the following invoices to match to validate your order to. 

If you do not have a PO # associeted with each electronic invoice, then you will want to reach out to the distributor and ask that they include the PO #. 

If the distributor does include the PO # then Decision Logic will be able to suggest the Invoice that matches its corresponding order. 

If you do not have the invoice, or if you need to bypass any items from the invoice that do not have bid files, select the Don't Use Invoice button.

When the invoice is not available, you will want to check the box to create an invoice (if your company allows it). 

  • Verify the Invoice and Define Exceptions

  • Users will be able to Change Unit Price as long as it has been enabled.

  • You will want to contact the Decision Logic helpdesk to enable or disable this function.

Unmapped Bid file Items

Before an E-Invoice can be received, you will receive an alert for items that are on the invoice but are not in the bid file.

This ensures that all invoiced items report into an account on your Cost of Goods Sold and IvA reporting.

To ensure these items are tracked for Cost of Goods you must add the item to the bid file before you can post the invoice.

See Bid File Maintenance > Create Bid Files 

  • Create bid file item

  • Map to ingredient

  • Ensure ingredient is on Inventory Set 

  • The Unmapped Bid file items will report in the Unknown Invoiced Items listed under the Notification bell on the top right side of your Decision Logic screen. 

  • It is best to have your Decision Logic Administrator map all items on this list daily

  • Please note, assigning an Accounting category for the Unknown Invoiced items does not replace the need to map the bid file to an ingredient, and will not auto-assign an account for future invoice incidents. 

  • Mapping the bid file will tie it to an ingredient and each ingredient is assigned to an Accounting Category. 

  • Mapping the bid file does resolve the issue of an item being on the Unknown Invoiced Item list for future Invoices. 

  • If the bid file does not get mapped to an ingredient, then every time the item is invoiced, it will be added to the Unknown Invoiced Item list. 

Exception Reasons

  • When all items are mapped you can receive the order by exception

  • Select a Reason for each exception

  • Select Post to complete the receiving process. 

Post Receive

  • Once an Invoice has all exceptions and reasons defined, select Post Receive. 

EIMR/ Electronic Invoice Manual Receive method

To Enter a Manual Receive  using the EIMR method, you will want to Select E-Invoice for the following use cases:

  • Will Call or Special Order Items Invoiced Separately

  • Any Orders to your Electronic Vendor not placed through Decision Logic 

  • Credits

To Begin:

  • Enter Manual Receive > Select Receive method: Receive from e-Invoice

  • Do not enter the invoice number

  • Select Next

  • Select an Invoice

  • Adjust any quantity receive, catch weights reason, and post order.

  • Users will be able to change the Unit Price if that option has been enabled.

  • If you need the option to change Unit Price enabled, then your Decision Logic Administator will want to contact the Decision Logic helpdesk to make that request. 

Using the EIMR method to Receive Credits 

You will want to go to Order Home> Manual Receive tab.

Select the Receive Method drop-down list to view all of the options.

Select the Recieve from the E-Invoice option. 

Select your distributor. 

Select Next. 

Enter the receive date that matches your Credit Invoice date. 

You will want to enter a negative quantity. 

The unit price will remain as a positive amount, but since you enter a negative quantity, then the extended price will be negative. 

The total will also reflect a negative total amount. 

Once all items have been entered, the total amount should match the Credit total.

Select Post Received

To reach COGS Reconciliation that does not have any variance, all Credit Invoices will need an order received for them.

For clients that are order-based COGS, receiving an order for the credits will be reflected in COGS, IvA, and TvA reporting.

Receiving Catchweight Items

You can now receive Catchweight items by the case or by the pound.

See Bid File Maintenance > Catchweight Items > Receive by Both Case or Each

  • This option can be found in Bid file Maintenance on the catch weight items.

  • If the bid file is set to be received by the case then the EBR process will not auto-populate the pounds for you and you will need to enter the total pounds.

  • If the bid file is set to be received by the pound then the EBR process will auto-populate the pounds, based on what was invoiced. 

Receiving Subbed Items

To Receive subbed Items using EBR, you will be required to enter a quantity and Exception reason for the item that was ordered as well as the item that was subbed. 

If the bid file has not been updated prior to your transaction, then you will first need to contact your Decision Logic Admin to ensure that the bid file for the subbed item has been mapped to an ingredient. 

Multiple Orders for one Invoice

You can have more than one order that is tied to a single Invoice #, however, the invoice will only be available for the EBR/ EIMR receiving method once. 

Ideally, you will want to use it for the largest order. 

You will still want to enter the Invoice number for any additional orders that are received for that invoice. 

Multiple Invoices for one Purchase Order

In some situations, you may have multiple invoice numbers for one PO number. 

This can be solved operationally a few ways listed below:

  • Don't add products to the order by calling them in.

  • If the stores do need to add on products, ask the Distributor service rep to put them on a separate order from the original electronically transmitted order.

  • Teach the managers to identify the correct invoice based on the order that they intend to receive via EBR.