Setup for Receiving Alberta Invoices

SETUP FOR RECEIVING ALBERTA INVOICES

To ensure smooth receiving and accurate invoice reconciliation in Barnet, proper vendor and SKU setup is essential. This guide outlines best practices to help you avoid manual adjustments, balance invoices correctly, and maintain accurate product costing and reporting.

Vendor Setup

Barnet supports direct invoice import for select Alberta vendors. Each of these vendors requires a Vendor Code, which tells the system how to interpret the invoice file format.

Taxes and Deposit: Set each vendor’s tax and deposit preferences in their Vendor setup. Most AB vendors include both in their pricing (e.g., Connect, BDL, Sleeman, Big Rock), but some, such as West of 5th, include deposit but exclude tax. Confirm each vendor’s pricing structure to ensure correct cost setup.

Order / Receive by Case: Enable this setting for vendors who sell by the case (e.g., Connect, Sleeman). For vendors like BDL who sell by unit, leave this unchecked. This setting affects how costs display in the receiving window (case vs. unit cost).

SKU Setup for Receiving

Accurate SKU setup ensures proper costing, pricing, and margin reporting. Pay close attention to Deposit, Units per Case, Units per Pack, and the Single flag.

Deposit: Assign the deposit value based on how you sell the product. For example, if a 4-pack is sold as singles, set the deposit at $0.10 per single unit.

Units per Case: This must match the vendor's configuration. Examples:

• Wine (750ml): 12/case

• Boxed wine (4L): 4/case

• 12-pack beer: Often 2/case when packed in 6-packs

Use the ‘Price List’ tab in <Product Maintenance> to verify Connect's case configurations.

Units per Pack & Single Flag: Used when selling items in a different format than supplied.

Example: A 4-pack sold as singles, where 6x4-packs = 24 singles/case:

• Units per Case = 6

• Units per Pack = 4

• Single = Checked

• Deposit = $0.10 (per single)

BDL-Specific Setup

BDL invoices are priced by unit, not case. For example:

• 710ml cans (case of 12):

  • Sell as singles: Units per Case = 1, Units per Pack = 12, Single = Checked, Deposit = $0.10

• 473ml cans (case of 24):

  • Sell as singles: Units per Case = 1, Units per Pack = 24, Single = Checked, Deposit = $0.10

Substitute CSPC Numbers

If Connect Logistics substitutes a CSPC, do not create a new SKU. Instead, add the new CSPC to the product’s Alt Barcode/SKU table in <Product Maintenance>. This avoids duplicate barcodes and inventory tracking issues.

Best Practice: Keep all substitution activity under a single SKU to maintain accurate reporting.

• Permanent change (e.g., switch from Connect to BDL): Update the SKU’s primary CSPC.

• Temporary substitution (e.g., seasonal packs): Add the new CSPC as an Alternate SKU.

How to Identify Substitutes (Status S Skus)

1. Go to: Ordering>Closed/Final Closed in LiquorConnect.

2. Click the ‘Web ID’ of the order.

3. Sort by Status:

   • Red (O) = Out of Stock

   • Yellow (S) = Substitution

4. Substitutes will also display a bottle icon in the upper-right corner on the Connect website.

Before importing, ensure alternate CSPCs are added to their respective products in Barnet.