Receiving and Balancing Connect Logistics Invoices

RECEIVING AND BALANCING CONNECT LOGISTICS INVOICES

To accurately receive and reconcile Connect Logistics invoices in Barnet, follow these steps. The required file format for import is Traditional Format with GST (.ord file). Since the .ord file is not human-readable, you’ll also need the PDF version of the invoice to confirm totals, including GST and deposits.

Step 1: Retrieve the Invoice from LiquorConnect

1. Log in to liquorconnect.com.

2. Navigate to Ordering>Closed/Final Closed.

3. Click the Web ID# of the invoice you wish to import.

4. Sort by Status to check for any yellow-highlighted products (indicating substitute CSPC numbers).

5. If substitutes are listed, add the new CSPC# to the Alt Barcode/SKU table in <Product Maintenance> before importing.

Step 2: Export the Invoice

1. Click Export.

2. Select Traditional Export with GST.

3. The .ord file will save to your Downloads folder. (Optional: move to a dedicated folder for organization.)

The file looks like this when you open it in Notepad:

To verify the totals:

• Go to Downloads>Invoices.

• Click the invoice to view the PDF version.

• Save or reference the PDF to compare totals—Invoice number is in the top right, total details in the bottom right.

Step 3: Import into Barnet

1. Go to Inventory>Receiving Invoices.

2. Click the green + New button and select Receiving Invoice.

3. Search and select the appropriate vendor.

4. Click the green Import button, then Import Invoice.

5. Use Choose File to upload the .ord file.

6. Wait for processing, then click Continue and Import once the file is ready.

Step 4: Product Setup (If Required)

If the invoice contains new SKUs:

• A setup window will open automatically.

• Details such as CSPC, barcode, name, Units/Case, Units/Pack, and Deposit will auto-fill.

• You must assign a Category and Unit of Measure (Size).

• Hover over product names to see full descriptions.

• Adjust product names and pricing as needed for clarity or shelf label formatting.

• Use the Deposit amount as a clue for product sizing, if uncertain.

Step 5: Review and Finalize the Invoice

1. Once all products are set up, the invoice will load in full.

2. Verify the Order Total and Deposit Total match the PDF.

   • Small GST rounding differences are common.

   • Deposit total should match exactly.

3. If totals are correct, click the blue button Save Invoice. *If totals do not match, reference the troubleshooting section at the end of this document

Cost and Pricing Adjustments

• If SKU costs have changed, a prompt will ask if you wish to update the Product Table.

  • Click Apply to update all.

  • Or uncheck specific SKUs to selectively apply changes.

• You’ll also be prompted to activate new selling prices.

  • Choose Yes to review suggestions now, or No to activate them later via Products > New Prices Activation.

Troubleshooting

Deposit Doesn’t Match?

This usually indicates:

• Incorrect or missing deposit values.

• Incorrect Units/Case or Units/Pack configuration.

Solution:

• Review products within the Receiving screen.

• Compare with the CSV export of the Connect invoice.

• Export Barnet Receiving to Excel for side-by-side comparison using formulas if needed.

GST Discrepancies?

If GST is significantly off:

• Verify product Category settings, as these control GST.

• Common causes include:

  • Misclassified non-alcoholic SKUs.

  • Incorrect setup of the Liquor Connect Order Charge SKU.

Correction Workflow:

1. Fix product details in Product Maintenance.

2. Delete the Receiving entry.

3. Re-import the invoice after all corrections are made to ensure accurate future imports.

If you encounter balancing issues caused by incorrect SKU setup, refer to the knowledge base document "Setup for Receiving AB Invoices". Using the .csv file with GST option may help resolve these discrepancies.