When do I need a V5 DL Update & how do I do it?

This article provides Decision Logic Administrators a quick look at when and how your brand may need to run a DL Update or submit a ticket to Decision Logic to update COGS, IvA, and TvA reports for the V5 platform.

Overview

DL Updates in the web browser is an umbrella feature for updating COGS for the current week and IvA and TvA reporting for past weeks, all in one central location.

Brands may need to perform a DL Update because of a change in the Bid Files or Ingredients, such as measurements or price. Changes affect:

Cost of Goods Sold (COGS)
IvA
TvA

Table of Contents

1 Overview
2 When is a COGS update needed?
3 How do I update COGS?
4 When is an IvA or TvA update needed?
5 How do I update IvA or TvA?
6 What information is needed when submitting a ticket for COGS DL Updates?
7 Best Practice

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

When is a COGS update needed?

A COGS update may be needed when changes to the Bid File or Ingredient information occur after inventory is posted or after orders are received into Decision Logic.

Example:

Correcting a mistake that affected your COGS beyond the current week, which you will need to submit a ticket
Changes to the Bid File affecting your COGS moving forward, which is completed in DL’s web application

If the changes are made before the following inventory or purchases that are received, they will reflect when users post their following inventory or receive their next purchase.

How do I update COGS?

Cost of Goods Sold (COGS) report update can only run for the Current Week.

Users can update COGS Bid File or Ingredient settings for the current week’s inventory by navigating to:

Maintenance > Product > DL Updates

Select Parameters (Company, Region, Group, and Store).
Click Next.
Check the COGS box.
Check the box next to each store or region that needs updating.
Click Run Updates on Checked Locations.

A successful COGS Update will populate as Processed in the COGS column.

If you wish to update COGS beyond the current week, you must request a COGS DL Update in the Decision Logic Service Center.

When is an IvA or TvA update needed?

IvA and TvA reporting closely tie in with each other. Both updates can only be run for weeks before the current week and should be updated simultaneously.

TvA updates may be needed when a change affects the dollar amount of actual usages, such as a change or error in the Bid File price.

IvA updates may be needed when there is an error or change in the actual product used, such as quantity.

How do I update IvA or TvA?

Users update the IvA and TvA report inside the web application by navigating to:

Maintenance > Product > DL Updates

Select Parameters (Company, Region, Group, and Store).
Select the appropriate prior week. It cannot be the current week.
Click Next.
Check the IvA or TvA box(es). We recommend checking both.
Check the box next to each store or region that needs updating.
Click Run Updates on Checked Locations.

A successful COGS Update will populate as Processed in the IvA or TvA columns.

Complete a COGS update for the current week before updating IvA and TvA if you plan to update COGS, IvA, and TvA reports. Then, when the status on the COGS update says Processed, you can proceed with IvA and TvA updates to correct prior weeks.

What information is needed when submitting a ticket for COGS DL Updates?

Before submitting a ticket, ask your brand what the correct ticket submission process is.

If you need to update COGS beyond the current week, please include the following information when submitting a ticket to our Service Center:

Date Range the update is necessary for
Ingredient name needing updating
Distributor name
Item number (#) from the Distributor
What changed in the Bid File (optional - but very helpful!)

Best Practice

Limit DL Update access to high-level users to prevent errors from the store level that can impact your entire brand.
Consult your accounting department to determine how far back an update is required.
Notify your teams when changes are made to the Ingredients or Bid File, so they can evaluate if past reporting for COGS, IvA, and TvA needs to be corrected.