FAQ - Receive Without Invoice

What is Receive Without Invoice?

This new feature allows restaurant managers to reconcile a vendor order in Net-Chef, even if they have not received an invoice (paper or e-invoice) with the delivery. Previously, the delivery of an invoice was delayed for any reason, managers would have to leave the order unreconciled, which in-turn impacted inventory accuracy.

Important: If you choose to use this feature, it will give users the option to reconcile orders in a two-step process, which may have downstream implications. Please review the questions below to ensure you are fully information before enabling this feature. If you have additional questions, please contact your CSM. 

What are the key benefits?

• Improve inventory accuracy by entering deliveries in real time, with or without an invoice. 
• Avoid delays or blocks to your inventory posting. 
• Transfer products between stores without waiting to reconcile an order. 

What should I consider before enabling this feature? 

If you are exporting purchasing data to an external system, you will need to define what information you want to include in a specific export export or report, and when you want to receive it: 

• If you're exporting inventory status data, you now need to include physically received orders too. 
• If you're exporting data for invoice payment purposes, then for vendor orders going through the new step process, you'll need to wait until the invoice is received before the transaction is exported. 

Depending on how your exports are currently configured, you may need to make some additional changes before enabling this feature. You may also choose to set up a separate export specifically for orders pending invoices. 

How do I enable this feature? 

There are two new User Group Controls that allow users to utilize the reconcile without an invoice feature:

Screen Name	Control Name	Description
NC-Purchasing	Reconcile Without Invoice	Controls the Continue without Invoice button in the Reconcile pop-up window.
NC-Purchasing	Edit Invoice for Posted Periods	Allows adding/editing of invoice data to a physically reconciled vendor order in a posted period.

If a vendor requires e-invoices for their orders, then the Allow E-Invoice Processing after Reconcile setting will also need to be enabled from the Pricing Rules tab of the vendor's profile in Enterprise Manager. 

Where can I find an order that was received without invoice? 

When an order is received without an invoice, it will appear on the Recent Vendor Order screen in the new 'Awaiting Invoice / Reconciled' status.

You will also see these orders on other purchasing reports, such as the Purchase Journal and Consolidated Vendor Order reports. 

Tip: Keep an eye out for blank Invoice Number fields, as this may indicate a reconciled order that is still waiting on an invoice. 

What if the invoice is different from what was physically received? 

No worries! Regardless of whether the invoice was received electronically or entered manually, the system will update the invoice data even if the period has already been posted. 

• If the invoice is processed for an open period, the system will update the product pricing and quantities based on the actual invoice values. The order will remain editable. 
• If an invoice is processed for a posted period, the price and quantities on the order will be updated based on the actual invoice values, but will not affect the product cost to inventory. 

If necessary, the product cost can be corrected from the Assign Storages screen in Enterprise Manager. 

Can I fix an incorrectly reconciled order? 

Similar to standard reconciled orders, the order can be corrected so long as the period is still open, with the exception of being able to edit invoice data at a later time. Here's a quick summary:

• If fixing physical data (included the Actual Delivery Date), corrections can be made so long as the order is not in a posted period and has not been exported. 
• If fixing invoice data, corrections can be made up until the transaction is exported or the period in which the invoice was originally entered is posted, whichever happens first. 
  
  

Which vendors does this apply to?

Orders from all non-CTX vendors can be received without an invoice. 

Does this feature work with the Inventory mobile app? 

This feature is not currently supported in the Inventory mobile app, but is expected to be available later this year. Until then, all non-invoiced received orders will be visible in the mobile app as "reconciled" orders.  

What training materials are available?

We have two new Quick Start guides to help you learn the new workflow:

NCQS - Receive Vendor Order

NCQS - Process Invoice