Importing order guides allows you to automatically update vendor prices for order guide items on each item's Vendor Info tab (Restaurant Inventory Items) in Compeat. This ensures that when orders or invoices are created in Compeat, the most up-to-date vendor prices are used.
Note: Importing order guide pricing only updates the pricing used on orders and invoices. It DOES NOT affect item valuation.
You can setup templates for importing order guides under Electronic Transmissions.
Access the screen under Inventory > Import Order Guides.
You can automate a price update process with a vendor that supports electronic ordering and order guides using this screen.
Toolbar buttons are available on the screen to perform the following actions:
Web Address Click to connect to the vendor web or ftp site specified in the order guide template.
Reprocess Use to go through the matching process again after you have added inventory items into Compeat.
Import Click to import the order guide specified.
View Log Click to view the log file, if you receive a message during the import that errors occurred.
Accept All Exact Matches Clicking this button will update the price in Compeat and change the Status of all items marked Exact Match to Accepted.
Accept Clicking this button will update the price in Compeat and change the Status of the highlighted item to Accepted, if there is a match.
Note: You can highlight multiple items using Ctrl+Click and a range using Shift+Click.
Process Vendor Items Clicking this will update the pricing for all accepted exact matches, and update the ignored list for all ignored items.
Find Match Shows potential matches for highlighted item (use with Match status items).
Delete Deletes the highlighted item.
Delete All Deletes all items from the list.
Ignore Flags the highlighted item to be added to the ‘Ignored Order Guide Entries’ list when clicked.
Find Item Opens a search window for locating a specific item in the list.
Here is how the process works:
Define an order guide template for the vendor on the Order Guides screen (Setup > Electronic Transmissions).
Find your vendor on the Vendors screen (Setup > Accounts Payable > Vendors > Vendor Info tab), and specify the template in the "Order Guides" field, under Electronic Distributors.
Select your vendor from the Vendor drop-down list in the Import Order Guide screen.
Download the order guide from the vendor's website (click on the URL in the Compeat toolbar to access the vendor's website). In the 'File Name' field, navigate to the file in the location you downloaded it to. If the order guide is retrieved from an FTP site, skip this step, leaving the 'File Name' field blank.
Click the Import button Items from the order guide file populate the screen, each having an indicated Status (see Status Column below).
Compeat will attempt to match the items on the order guide to items in
the restaurant inventory. Based on your order guide template settings,
Compeat will compare the item code, split case indicator, variable weight
indicator, and/or pack size that are on the order guide, to the entries
on the Par Levels/Vendor info tab of the restaurant inventory items. If
an exact match is found, ‘Exact Match’ is entered in the item’s ‘Status’
column. This means that the price can be accepted, and assigned
to the item in Compeat when the items are processed. For some items,
Compeat may enter ‘Match’ in the item’s status column. This can
be for several possible reasons:
The vendor and vendor item code are assigned to multiple items in the restaurant inventory.
The vendor item code and/or pack size is defined for multiple purchase units for the same restaurant inventory item, on the item’s Par Levels/Vendor Info tab.
The item is available as a split case item, but the item is not correctly defined as a split case item in Compeat.
The item is a catch or variable-weight item, but the item is not correctly defined as a catch weight item in Compeat.
If a record exists more than once in an order guide file, and can be matched to an item in the restaurant inventory, ‘Multiple Match’ is entered in the status column. Multiple match items can be resolved by deleting one of the offending order guide records from the file and reprocessing.
If Compeat is unable to find any match for an item on the order guide in the restaurant inventory ‘New’ is entered in the status column. This usually means that the vendor and item code aren’t assigned to any restaurant inventory item in Compeat, or the item itself isn’t defined in Compeat.
(Optional) Resolve unmatched items If items remain marked New or Match and you would like to include these in your price update, they can be resolved as follows:
For items marked ‘Match’, double-click the item or highlight its row and click ‘Find Match’. A window will open with a list of the possible matches for the item that Compeat found in the restaurant inventory:
Double-click the entry that is an exact match for the entry on the order guide. Compeat will accept this as an exact match, and the status will change to ‘Exact Match’. If you wish to ensure that the match you selected is an Exact Match every time you import the order guide for the selected vendor, either remove the other matching entries from the inventory item(s), or check the ‘Order Guide Default’ box next to the entry on the item’s Par Levels/Vendor Info tab.
For items marked ‘New’, you can create an Exact Match entry to a restaurant inventory item by double-clicking the item. A window will open, allowing you to choose a restaurant inventory item and purchase unit to match the item to:
When ‘OK’ is clicked after the item and purchase units are selected, the item’s status will change to ‘Exact Match’, and the vendor information from the order guide will be added to the Par Levels/Vendor Info tab of the Restaurant Inventory Item when the items are processed. If the item is not set up in Compeat as an inventory item, this will need to be done before you can assign order guide vendor info to it and update its pricing.
Click the ‘Accept All Exact Matches’ button. Doing so will change the status of all exact match items to ‘Accepted’, and the row color will change to green:
You can also highlight individual rows in the grid and click ‘Accept’ to accept individual items.
Once all of the desired Exact Matches are accepted, click ‘Process Vendor Items’. The pricing on the ‘Accepted’ items will be updated, and the items will be removed from the order guide screen.
Many vendors list all items they have available for ordering in the order guide file. Many of these items may be unused in your restaurant, but they will still be displayed when an order guide is imported. If you wish to prevent these items from being displayed, highlight the row the item is on and click the ‘Ignore’ button. The item’s status will change to ‘Ignored’, and when the items are processed it will be added to the ignored items list. Any items on this list will no longer appear when the order guide is imported. The ignored items list can be viewed at Inventory > Import Order Guides > Ignored Order Guide Entries:
