Purchase Exceptions
Purchase Exceptions
Tip: Use CDBWin to spot discrepancies
between orders and deliveries
One of the realities of the c-store business is that the vendor invoice
sometimes does not match up.in terms of item cost and/or quantity ordered.to the
submitted order.
Locating and reconciling discrepancies on large orders with many items is time
consuming, tedious and leads to user error, but CDBWin's Purchase Exception feature
automates the process so ordering discrepancies can be identified quickly and with
precision.
Orders may be
generated by manually selecting items on a transaction or by using the
Inventory: Reorder report, which allows you to base reorder quantities on your actual sales history. Order transactions may be printed or may be sent electronically to the vendor
(if supported by CDB and vendor). Line item purchases may be recorded four ways.by manually keying
them, through the EDI
Conversion feature, through the Recurring Paidouts feature, and using Hand-Held Data
Processing's (HDP) DSD feature.
While the Purchase Exception feature works with every kind of order and
recorded purchase handled by CDBWin, it can be especially helpful when you want to compare your Computer Assisted Order (CAO) against a paidout created by CDBWin's EDI Conversion showing what you received from the vendor.
To compare your order transaction to your invoice transaction:
- from the Daily
Work menu, click Purchases/Payables. With the Purchases window
open, on the File menu, click Purchase Exceptions. A window like
the following appears:
- The top part of the window displays a list of ordered
invoices, with the bottom displaying the delivery
invoices in the same sort sequence.
- To determine the specific differences between an order transaction and
an invoice transaction, select the records in question by clicking on
each of them
and then click Compare. An Exception Report displays:
- Here you can view a specific comparison of what was requested and what was
received, including Quantity Received vs. Quantity Ordered, and
Price Requested vs. Price Paid. Quantity Variance is automatically
recorded along with the Total Variance (Quantity Variance multiplied by
Price Requested). With this document you can then contact your vendor and
get the differences straightened out.
|
