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Purchase Overview

Dine Central's Purchase module supports the ability to order products based on planned menus. This user guide focuses on the tasks need to effectively navigate within the Purchase module.

Included in the Purchase section of the User Guide:

  • View the order guide as well as an order guide for a specific vendor

  • View Product Specs

  • Place an order from a vendor

  • Create a Change Request to the order guide (add or remove items)

  • Create purchase orders

  • Copy/edit an existing purchase order

  • Create a purchase by invoice (PBI)

  • Reconcile an invoice

  • Run a purchase journal

Purchase Orders are "wish lists". A purchase order can be compared to the "shopping list" you may give to your spouse to use when making a trip to the supermarket. Let's use an example. A "shopping list" (Purchase Order) indicates 10 cans of tomatoes. Sometimes the supermarket does not have enough cans of tomatoes and your spouse comes home with only 8 of the 10 cans requested. The Invoice can be compared to the supermarket store receipt. It is the record of what was purchased (8 cans of tomatoes). Remember that 10 cans were not purchased, 8 cans were purchased.

Tips & Tricks

  • Requests to add or remove items to/from the Order Guide must be approved by Procurement via Order Guide Change Request transaction in DineCentral.

  • When creating a PBI, you MUST enter the invoice number in the Invoice Number field. The entry must be accurate.

  • DineCentral can be accessed from home at the following url: https://dinecentral.com

  • Once you have identified that the invoices match the Purchase Journal, both must be scanned to ap@whitsons.com (AP Scanned Invoices). There is no "posting" in DineCentral

  • 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 will see an option to delete the order. If it is past the cutoff date/time, you won't see an option to remove the order. Create an IT ticket.

  • Make sure that your browser allows pop-ups from DineCentral

  • The Dashboard is used to push notifications

Procedure for Invoices NOT IMPORTED into DC for Imperial, Sysco and Cream O Land) effective May 15, 2020. **Vendor Related Issue (Request for Electronic Invoice to be Imported into DC)**

In an effort to increase response time and streamline invoices, we have updated the procedure and have added Sysco Operating Companies (#7 below) to the list of vendors following this procedure.

Vendors are listed in Vendor Related Issues in Salesforce as follows:

  1. Sysco Electronic Invoices

  2. Cream O Land Electronic Invoices

  3. Imperial Electronic Invoices

Choose the ISSUE in Salesforce as Problem with Invoicing

Follow the steps below for electronic invoices not imported into DC.

  • Do not email the issue to Procurement.

  • Do not enter as a help desk ticket.

  • Any missing imported invoices need to be sent by the vendor to expedite. Follow the following procedure:

  1. In your account, select the NEW VENDOR RELATED ISSUE tab

  2. In the Record Type drop down box you will have a choice of selecting vendor issue or new product request. Select VENDOR ISSUE. Then click continue.

  3. Select the DATE of delivery.

  4. Enter in your ACCOUNT NUMBER.

  5. Enter the ADDITIONAL LOCATION field.

  6. Select the VENDOR that distributes the product from the vendor drop down box.

    a. Cream O Land Electronic Invoices

    b. Imperial Electronic Invoices

    c. Sysco <MUST select your Sysco Operating Company>

    • Sysco Albany

    • Sysco Boston

    • Sysco CT

    • Sysco Long Island

    • Sysco Philly

  7. Choose the ISSUE in salesforce as Problem with invoicing.

    Note If you choose the wrong one, use the left arrow to move it over and then choose the correct complaint and right arrow.

  8. Enter the invoice number.

  9. Type the ITEM NUMBER as 0000 in the box-no drop down selections is available in this field.

  10. Type the DETAILS of the issue.(Invoice has not been imported into DC)

  11. In the credit request section, enter NO for requesting credit.

  12. Hit SAVE and the request will automatically be sent to the vendor.

Note If you have any questions or concerns, please contact Procurement directly.

View the Order Guide​

The items for your account, menus and recipes have been loaded and are available in the order guide. Viewing the order guide will display all items available to an account. A printable Order Guide by Vendor is available and the directions are located later in this section.

Note

If you find that your order guide is missing any items, place an Order Guide Change Request (as explained in Create an Order Guide Change Request to Add or Remove Items).

If you find that you want to streamline your Order Guide and remove unwanted items, place an Order Guide Change Request to Add or Remove Items.

  1. Hover over ERP. Select Purchase. An expanded list of functions opens to the right. Select Order Guide.

The accounts that you have access to will display with the following fields.

  • Accounts -- name of account

  • LOB -- line of business in the account

  • Market -- state where the account resides

  • Last Modified By -- name of user that last made change to the order guide

  • Last Modified Date -- date of last change to the order guide

  • Icon representing "view"

Note

In the top right corner of the screen is a bell icon. This is your Notification Bell telling you if you have any new notifications. For example, approvals or rejections of Change Requests, etc.

  1. Choose the appropriate account.

  2. Click on View button. The items in the order guide will display.

FieldField Descriptions
Product CodeThe Whitsons identifier of a certain product. Can be searched.
Product NameName of specific product. Can be searched.
ManufacturerCompany that produces the item.
Purchase UnitThe type of quantity the item can be purchased (case, each, box, etc.).
Inventory UnitThe type of quantity the item can be reported for inventory purposes.
CategoryThe type of product (grocery, bakery, ala carte, beverage, produce, dairy, janitorial, paper, government commodity, convenience, meat)
Start DateDate a specific product can start to be ordered.
Expiration DateDate a specific product will no longer be able to be ordered.
Product SpecsLink to the product’s spec sheets
Note

In the top right corner of the screen is a bell icon. This is your Notification Bell telling you if

You can pull spec sheets directly from the Order Guide function.

  1. Hover over ERP. Select Purchase. An expanded list of functions opens to the right.

  2. Select Order Guide.

  3. Click the View icon (eyeball).

  4. The Order Guide will display all the products available for you to order

  5. Search a product, scroll to the right and click on the memo icon (clipboard)

  6. A PDF file of the product spec sheet will download for you (lower left side of screen)

A printable Order Guide by Vendor is available.

If you find that your order guide is missing any items, place an Order Guide Change Request (Create an Order Guide Change Request to Add or Remove Items ) being sure to document fully the issue.

  1. Hover over ERP. Select Purchase. An expanded list of functions opens to the right. Select Order Guide.

  2. Choose the appropriate account.

  3. Click the Print OG by Vendor button, choose vendor and PDF or Excel. Click Export.