The US Foods EDI Interface has three sections:
- Quotation feed
- Order Transmission/Punch-through Confirmation
Quotations are managed at the Corporate level or at the Property level, dependent on the site hierarchy.
If Corporate, the feed is applied to the Corporate site. Then applicable pricing is automatically pushed to the property site by Vendor Product Number (referred to as VPN in Purchasing & Inventory, SUPC in Sysco).
If Property, the applicable pricing is applied directly by VPN. Quotations are loaded in the week for the week.
- At the property level, the Product Price Quotation Report can be run
Fig.2 - Results from the Product Price Quotation Report
Order Transmission/Punch-through Confirmation
To initiate the electronic data interchange (EDI) ordering process, the user must first transmit the order to the supplier.
- From the Purchase Order Details screen, use the Transmit button in the upper left corner of the window
Fig.3 - The Transmit button on the Purchase Order Details screen
- If there are multiple transmission interfaces (multiple US Foods accounts), there will be a drop-down option for choosing which one to transmit to
Fig.4 - Selecting transmission interface
- Select Send
A message will appear to confirm the sending of the order to the transmit queue.
This action will send an electronic purchase order to the vendor for fulfilment. The US Foods site will then automatically open within Purchasing & Inventory, showing the status of the items that have just been ordered.
If any substitutes are required, this will be indicated and they can be searched for and selected if necessary.
Fig.6 - Options for substitute products
Searching for substitute product is shown below in Fig.7.
Fig.7 - Searching for substitute product(s)
- Once substitute product(s) have been selected, complete the order
The last part of the EDI integration is the feed of the invoice directly into Receiving Center.
When opening the Purchase Order to receive, the Invoice tab will already be populated with the invoice - see Fig.8.
Fig.8 - Invoice tab open when going to receive an Order
If there is a discrepancy between the invoice and purchase order amount, verification of any applicable rates or changes to quantity/price will be required to balance the Purchase Order before posting.