Introduction
When you use Acquire for ordering and for invoicing, and Enterprise to manage your stock, the Delivery Service will ensure that the relevant information is sent from Acquire to Enterprise, which consists of placed orders, orders that have been accepted, and returns.
Important note
Old placed orders will not be displayed in Enterprise prior to using the Delivery Service.
Ordering by Department
If you wish to place an order in a specific department in Acquire, you will need to ensure that the department’s name is the same in Acquire as the cost centre’s name in Enterprise because this will define which cost centre the order / delivery will be allocated to in Enterprise, once an order is placed / accepted in Acquire.
Example: You have Food, Drink, and Retail cost centres in Enterprise. Each cost centre is responsible for its own orders and stock movements (waste, transfers, etc), and will have its own stock results. Therefore, when an order is created and accepted from the Drink department in Acquire, the order / delivery will be allocated to the Drink cost centre in Enterprise.
Order states in Acquire and what they mean in Enterprise
When an order is “Placed” in Acquire
When an order is created and then placed in Acquire, it will be displayed as an order on the Orders page in Enterprise. This will give you the visibility of what orders you should expect to be delivered.
Important note
The orders in Enterprise will not affect your stock results.
When an order is “Accepted” in Acquire
When an order is dispatched and then accepted in Acquire, the order will be removed from the Orders page, and it will be displayed as a delivery on the Deliveries page in Enterprise.
Important note
The deliveries in Enterprise will affect your stock results. Therefore, you must ensure that the delivery date and the items and their quantities are all correct before accepting an order in Acquire.
Part accepting an item on an order in Acquire
When an item is part accepted on an order in Acquire, only the accepted quantity of the item will be part of the delivery in Enterprise.
Supplier dispatches part of an order
When a supplier only dispatches part of an order and then the relevant item is part accepted on the order by the outlet in Acquire, only the accepted quantity of the item will be part of the delivery in Enterprise.
When an order is cancelled
When an accepted order is cancelled in Acquire, the order / delivery will be removed from the Orders / Deliveries page in Enterprise.
Important notes
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As Acquire has no concept of stock periods, if an order is cancelled in Acquire and the delivery is in a finalised stock period in Enterprise, the delivery will be removed from Enterprise regardless of the status of the stock period it is in.
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Only Acquire Admin Users can cancel an “Accepted” order.
When re-instating a cancelled order
When a cancelled order is re-instated in Acquire, the delivery will be displayed again on the Deliveries page in Enterprise, using that delivery date when the order was originally accepted.
Editing an “Accepted” order
When an accepted order is edited in Acquire (e.g.: updating an item’s quantity, etc), the delivery will be updated automatically in Enterprise.
Important notes
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If you cannot edit the quantity of an item in an accepted order, this is due to the “Enable GRNs” field is still being flagged for your company in Acquire.
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If an accepted order is edited in Acquire but the delivery was allocated to a previous stock period, the delivery will not be updated in Enterprise. It is important to note that the delivery must be either in the current or in a future stock period in Enterprise when editing an accepted order in Acquire.
Explanation of the delivery’s columns in Enterprise
Order Qty - the quantity that was ordered in Acquire.
Delivery Qty - the quantity when the order was accepted in Acquire.
Invoice Qty - not applicable because Enterprise does not hold invoice information from Acquire.
Invoice Price - the price of an item in Acquire at the time when the order was accepted. If the supplier sends an invoice into Acquire at a different price to what was accepted, this will not update the invoice price in Enterprise.
System Price - the price of an item as it is configured in Enterprise. It is good practice to keep these prices the same to avoid invoice reconciliation issues when the invoice is received / created in Acquire.
Line Item Price - equals to “Delivery Qty” multiplied by “Invoice Price”.
Important notes
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If there is a price difference for an item between Acquire and Enterprise, you will be able to see this by comparing the “Invoice Price” column with the “System Price” column for the item.
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The “VAT Amount” field is not applicable in Enterprise because the VAT is handled in Acquire. When placing an order in Acquire, the net total will be displayed on the order in Enterprise.
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If there is a minimum order charge on an order in Acquire, it won’t be displayed in Enterprise and will not contribute to the total order / delivery value in Enterprise.
Stock period considerations
Acquire has no concept of stock periods so it is very important that you always accept your orders with the correct date because once an order is accepted,
the delivery will not be added into a finalised stock period in Enterprise.
you won’t be able move the delivery into a previous stock period even if you un-finalise your stock period in Enterprise.
you won’t be able to move the delivery into a future stock period in Enterprise.
Example: You are in a stock period in Enterprise that has a date range of 11th November 2024 (Mon) until 17th November 2024 (Sun). You will need to ensure that all orders that have been delivered and received physically are accepted in Acquire before you finalise your stock period in Enterprise. If you finalise your stock period but then accept an order in Acquire that was received for 16th November 2024, the delivery will appear in your current stock period for the 18th November 2024, which is the first day of your current stock period.
Rectifying the unknown amount of a delivery in Enterprise
If a product is added to an accepted order in Acquire but it doesn’t exist in Enterprise, the delivery will be displayed with an unknown amount in Enterprise, which is the difference between the sum of all order lines and the net order total received from Acquire.
If a product is created in Enterprise but it has been made inactive and that product is added to an accepted order in Acquire, the delivery will also be displayed with an unknown amount in Enterprise.
If you would like to rectify the unknown amount for a delivery in Enterprise, please follow the below steps.
Ensure that the products are still active and flagged under their “Order” fields in Enterprise.
Ensure that the product codes are the same in Acquire and in Enterprise.
Click on the "Reprocess Acquire Order" button on the delivery’s Details page.
Returns
When a return is raised against an order in Acquire, a credit request will be created automatically in Enterprise.
Important notes
A return can only be done in Acquire once the order has been invoiced.
Once an order is invoiced, it can no longer be edited in Acquire.
If you cannot see the "Return Items" button in Acquire, this is due to the “Enable GRNs” field is still being flagged for your company in Acquire.