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PBI, Non-Petty Cash

Working with the Cutoff Times for Delivery​

Each location within an account has a cutoff time identified for each vendor. For an order to be considered for delivery, the order must be submitted (not just saved). In other words, if you create an order and save the order but never click the Submit button, the order will not be placed. You can only submit the order if you are within the allotted time frame.

Example 1:

You have a 2:00pm cutoff for Sysco deliveries on Tuesdays and today is Tuesday. You have an order saved in the system (not submitted).

If you want to edit the order and submit the order, you must do so by 2:00pm on Tuesday.

If you try to edit and submit after 2:00pm, there will not be an option to submit, only to save.

Example 2:

It is June 15th and the school has closed for the summer. You will need to place a Sysco order for the

September 7th opening.

Place the order by September 5th at 2:00pm for a September 7th delivery.

If you create an order and click Submit on June 15th with a September 7th delivery, the delivery will arrive on June 17th.

If you create an order on June 15th and save the order (but not submit), the order will not be submitted and IT has to be contacted to make the order "active" again. You cannot schedule delivery for later in the month. If an order is submitted, DineCentral will send it for the next available delivery date.

Cancel a Vendor Order​

You can cancel orders only up until whatever cancellation date/time is defined in DineCentral as part of the vendor setup. If the cutoff day/time has not passed, you may see an option to delete the order. If the cutoff date/time has passed, you won't see an option to remove the order. A ticket to IT should be created by either calling the Help Desk at 631-750-4300 or creating a ticket through the portal.

Copy a Previous Order​

One of the time saving functions in DineCentral is the Copy function. It allows the user to copy a previous order from the Vendor Summary screen.

  1. Click the Copy icon button of the purchase order with the same vendor that you want to copy. Choose any of the locations within the account and select a new delivery date.

  2. Click the Go button, the system will open with the quantities for the products that were placed for the order that was copied. You have the ability to modify these quantities and proceed and submit the order as normal.

  3. Click Add Selected Products. A new PO number is generated.

  4. Click Submit Order

Note

A copied order is a new order and modifications to a copied order will not impact the original order.

Another time saving option is to Load Last Order which will pull up the last order.

  1. Click the +Add button from the Vendor Order Summary screen.

  2. Load Last Order button.

  3. DineCentral will copy the last order placed.

  4. Click +Add to add products for the new purchase order.

  5. Click Submit Order button.

Purchase by Invoice (PBI)​

PBI is used for all system-ordered purchases that will be entered into DineCentral to be processed and paid. Upon receiving an invoice from a PBI vendor, verify that service has been performed or product was received in full. Once confirmed, proceed to Dine Central.

Note: The following vendors have been removed from PBI: WB Mason Company, Inc., Ultimate Image, LLC, IPS Laser Express, Sam Tell, Allegra Princeton, Saf-Gard.

  1. From the left panel, click on ERP. Select Purchase and select Purchase by Invoice.

  2. The PBI screen will appear. Existing invoices will be listed. To add an invoice, click Add.

The Create Invoice popup will appear. Enter:

  • Account

  • Location

  • Vendor

  • Invoice date -- must be the same date as the invoice

  • Upload a scanned copy of the invoice

  • Category -- crates, etc

  • Value -- dollar amount

  • INVOICE NUMBER - When creating a PBI, you MUST enter the invoice number in the INVOICE NUMBER Field.

Enter each category of item received. Click Add to add additional items. Click Submit. "Purchase By Invoice Successfully Submitted."

A PBI can be entered as a negative dollar amount. You are able to edit your PBIs while they are in "Submitted" status.

  • Do not submit a helpdesk ticket for these types of changes.

  • To edit your submitted PBI, click on the pencil icon next to the PBI record that you want to edit. You will be able to edit them until the status has been changed to "Posted". After an invoice is posted you will no longer be able to modify it.

  • Please note that PBIs will be posted on the same schedule as your regular purchasing Invoices

NOTE:

Several PBI vendors will now require a PO from DC before placing a vendor order. Create a vendor order, exactly as you do for any of our suppliers in DC. You won't place the order in DineCentral, you will just generate a PO. The actual order will be placed as you do so now, outside of DineCentral.

In the quantity field add a "1" and Submit. Once submitted, open the Purchase Order, obtain the PO number.

Once you place your vendor order (outside of DineCentral), enter the PO in the vendor's order page. PO field has a PO data entry field to enter), enter the PO number and attach the PDF PO to the vendor order in your Purchase Journal. As a reminder, it is your responsibility to follow up if you do not receive an invoice from any of these vendors.

In addition, our policy mandates you cannot place any orders from non PBI suppliers in DC unless you have created a PO prior to the order being placed with the vendor.

Missing Electronic Invoices "Awaiting E-invoice"​

Electronic invoices systematically are transmitted to Whitsons from the following vendors:

  • Sysco

  • Costa

  • Imperial

  • Creamoland

  1. From the left panel, click on ERP. Select Purchase and select Vendor Order.

  2. The Vendor Order Summary screen will appear.

  3. Refer to the "Status" column to search for the status of "Awaiting E-invoice".

  4. Use the following guidelines for receiving E-invoice:

VendorLead Time Electronic Invoices
ByrneWithin 2-3 days, also manually reconcile
CostaNext day by 10:30am
CreamolandOn Fridays and any Saturday sales will import on Monday by noon
GarelickWithin 2-3 days, also can manually reconcile
Imperial24-48 hours before 4:00am
SyscoNext day by 5:00am
  1. If the timeframe for receiving the E-invoice has passed (e.g. 5 business days have passed since the Sysco delivery), create a help desk ticket. IT will investigate the import.