Distributors Maintenance

Distributors Maintenance controls the stores' ability to place orders from different distributors in Decision Logic, defines the ability to create manual receives, and allows invoices from these distributors. It is also the maintenance page for the Distributor's Order Schedules and Vendor Portal. 

Navigate to Maintenance > Company > Distributors

Create a Distributor

1. Select New.

2. Enter Name.

3. Define Type.

   1. Auto: used for electronically integrated Distributors.

   2. Manual: used for non-electronic.

   3. Select the PPC Vendor.

      1. This is the vendor set up in PPC maintenance > Create Vendor

      2. Address, City, State, Zip Code, Contact, Phone, and Fax are optional fields.

      3. Customer # 

         1. Enter Fintech Vendor ID prefixed with FIN for Fintech customers.

4. Select the Distributor Group if one is created.

   1. Scroll down to the Distributor Groups section to learn more.

5. Allow Off Cycle Orders.

   1. Turn on to allow orders off schedule.

6. Allow Invoices from Manual Receive.

Open

Example 1: Auto Distributor with Off-Cycle orders, Predictions, and Actual usage prediction method enabled.

Example 2: Manual Distributor with Fintech ID and Invoices from Manual Receives allowed. No Off-Cycle orders or predictions.

Link Distributor To Stores

Link stores to the distributor from which they will be ordering either automatically through electronic integrations or with a manual entry for inventory and invoicing purposes.

1. Select Distributor from the drop-down box.

2. Select New.

3. Select the Store Name.

4. Enter Cust ID for Electronic Integrations.

   1. The Distributor must provide each store's Cust ID. When setting up the integration, it's essential to ask the distributor what # they expect Decision Logic to use when placing orders and request that the same # be used when the distributor sends back e-invoices. This is to ensure that the invoice maps to the appropriate store. Do not always assume Cust ID is simply the store account number. Always validate the number used for ordering and sending invoices to the distributor. For example:

      1. Fresh Concepts Restaurant Database ID.

      2. Fintech Retailer Store ID.

      3. McLane Customer ID.

      4. US Foods Customer Number.

5. Enter the Cust Store number. For example:

   1. Performance Food Service Opco # 

   2. FINTECH Retailer Store ID

   3. Cheney Brothers Opco #

   4. Fresh Concepts Distributor Code

   5. McLane Customer Store Number

6. Enter the Delivery Delay.

   1. This will be ignored if an Order Schedule is set up in favor of the delivery dates on the schedule.

   2. Select Schedule if applicable.

      1. See related topic Order Schedules

Open

Order Schedules

Set up automatic order scheduling for stores and distributors.

1. Select New.

2. Enter the Schedule Name.

3. Check the box next to the days stores can order from Order Days.

4. Enter Delivery Delay in the number of days.

   1. Delivery days from the Distributors tab will be ignored when a distributor is assigned to an Order Schedule with Delivery Delay.

      1. For example: “Ord Tue/Fri Del Wed/Sat” indicates stores on this schedule will order Tuesday and Friday for Delivery on Wednesday and Saturday.

5. Click Save.

When a Distributor is placed on an Order Schedule with a store assigned, the dates will automatically populate as those store's options for ordering upon Order Entry in Decision Logic.

Stores cannot order outside of the schedule unless Off-Cycle Orders are enabled.

Schedule Stores

Assign Stores to Distributor's Order Schedules.

1. Select a Distributor from the drop-down menu.

2. Select a Schedule from the drop-down menu.

   1. You may have multiple schedule options if you create multiple schedules for the distributor selected in Order Schedules.

3. Select a store from the Available Stores left pane and use the “>>” to move the store into the Assigned Stores pane on the right. This effectively assigns the store to a particular Distributor and Order Schedule.

4. Repeat Steps 2-3 until all stores are assigned to their schedule options.

Schedule Detail

Generate schedule detail dates for the future. Manually enter dates that can fall into the schedule as an off-cycle order due to holidays.

To automatically generate dates:

1. Select Distributor, Year, and Month.

2. Click Go.

3. Select the Schedule from the left notice, and the selection becomes highlighted in orange.

4. To Generate dates for the selected Distributor, Order Schedule, and Year, Click Generate.

   1. A message from the webpage will notify you that this option overwrites any manual additions.

   2. This function generates order dates for the entire year.

   3. Manually add dates as exceptions.

Manually Enter Scheduled Dates

1. Select Distributor, Year, and Month.

2. Click Go.

3. Select the Schedule from the left notice.

4. Select the Order Date.

5. Select the Receive Date.

6. Enter Notes where needed. This section is typically used for notes regarding changes or additions to the schedule based on holidays.

7. Click Save.

8. Continue steps 1-7 until all dates are entered.

Distributor Groups

Admins can create distributor groups that help them change items of the same number across all distributors in that group rather than one by one. This will save time and ensure accuracy across the distribution group. A best practice would be to group all DCs of the same company to reduce the number of edits required to maintain bid files.

1. Click New.

2. Enter a Name for the group.

3. Select a Distributor from the Available Distributors.

4. Click the right arrow to move to Assigned Distributors.

   1. Add as many distributors to the Assigned Distributors box.

   2. Users can move an Assigned Distributor to an Available Distributor by selecting a distributor and clicking the left arrow.

5. Click Save.

Bid File Admin

This feature is available by request. This tab gives users access to certain DCs on the Bid Files page. For example, a franchise group uses a produce DC, but only their stores use it. Using this Bid File Admin tab, a site’s administrator can grant access to the Bid Files page just for that produce DC.

By Distributor

Selecting the Distributor button lets the site admin give access to multiple users at a time.

1. Click By Distributor.

2. Select a Distributor from the drop-down.

3. Click on a User(s) from Unassigned Users.

   1. Hold the Shift key to highlight multiple users.

4. Click the right arrow to move the Unassigned Users to Assigned Users.

By User

Selecting the User button lets the site admin give a single user access to bid files for multiple DCs at a time. When selecting User, checking the Global Admin box gives the user access to bid files for all DCs.

1. Click By User.

2. Select a User from the drop-down.

3. Click on a Distributor(s) from Unassigned Users.

   1. Hold the Shift key to highlight multiple distributors.

4. Click the right arrow to move the Unassigned Users to Assigned Users.

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