© 2025 Crunchtime - All Rights Reserved | www.crunchtime.com | 1 Reconcile a Vendor Order Quick Start Guide Document Details Document #: 160_RVOQS_250605 Release Version: 11.00.00.00 Version Release Date: October 2023 Related User Group Permissions % Screen Name Control Name Description ID #s 97 NC-Other Store Tasks View/Edit Recent Vendor Orders Enables Recent Vendor Orders on the Purchasing menu. [135][251] 79 NC-Purchasing Attach Files Allows users to upload and link files to a vendor order. [145][466] 15 NC-Purchasing Create Back Order during VO Reconcile Allows users to create back orders for items not completely fulfilled on a Vendor Order. [145][373] 08 NC-Purchasing Edit Conversion during VO Reconcile Allows users to edit the Conversion value. [145][540] 20 NC-Purchasing Edit Electronic Invoice Allows edits to an e-invoice data uploaded for an order. [145][453] 61 NC-Purchasing Edit Reference # during VO Reconcile Allows reference number to be edited during reconcile. [145][374] 13 NC-Purchasing Edit Tax Code during VO Reconcile Allows tax code to be edited during reconcile. [145][375] 19 NC-Purchasing Labels Allows users to print labels during reconcile. [145][484] 24 NC-Purchasing Override Check Number Requirement Displays a check box beside the “Check Number” field in the Reconcile screen; when unchecked, this clears and disables the “Check Number” field. [145][413] 95 NC-Purchasing Reconcile Allows users to complete the reconcile process. [145][11] Download the latest version of this document here: https://links.crunchtime.com/NCQS-ReconcileVendorOrder … or scan the QR code to the left. Watch the video tutorial: NCO 103 - Reconcile a Vendor Order

© 2025 Crunchtime - All Rights Reserved | www.crunchtime.com | 2 QUICKSTART GUIDE Net-Chef Reconcile a Vendor Order Getting Started 1. Select Reconcile to get started. 2. Enter the following information: • Vendor Invoice # • Total Invoice Value • Actual Delivery Date • Invoice Date 3. Choose Continue. (Continued) 1 3 What if I don’t have the invoice? If you haven’t yet received an invoice from the vendor, either paper or electronic, in step 3 authorized users can select Continue Without Invoice (not shown) to proceed. If you would like instructions for reconciling without an invoice, check out the Receive Vendor Order guide here: https://links.crunchtime.com/NCQS-ReceiveVendorOrder E-Invoice Note: If an e-invoice was already received for this order, you will be brought directly to the reconcile screen, skipping the pop-up. 2 Net-Chef > Purchasing: Recent Vendor Orders 1 2 3

© 2025 Crunchtime - All Rights Reserved | www.crunchtime.com | 3 Net-Chef Reconcile a Vendor Order (Continued) 4. Review and update the following fields as necessary: • Invoice Quantity – The quantity of product the vendor is charging for on the invoice. • Physical Quantity – The quantity of product physically received at the location. • Invoice Price – The price the vendor is charging for each product. 5. Select the Show/Hide Order info icon to display additional order information and continue reconciling the order. (Continued) Net-Chef > Purchasing: Recent Vendor Orders > Reconcile B 4 A C 5 A B C 5

© 2025 Crunchtime - All Rights Reserved | www.crunchtime.com | 4 Net-Chef Reconcile a Vendor Order (Continued) 6. If necessary, update the Reference Number. • This field can be edited only when the “NC-Purchasing > Edit Reference # during VO Reconcile” permission is enabled for your User Group. 7. If necessary, enter the Check Number. • This field will only appear if the COD setting is enabled in the Vendor record. • When the “NC-Purchasing > Override Check Number Requirement” permission is enabled, users can bypass this step by unchecking the Check Number box. 8. Enter any Tax, Freight/Shipping, or Miscellaneous charges. 9. Confirm the Invoice Totals are equal, and the Over/Short value is zero (0). 10. Select Reconcile. Net-Chef > Purchasing > Recent Vendor Order: Reconcile 6 7 8 9 10 Net-Chef > Purchasing: Recent Vendor Orders > Reconcile 6 7 8 9 10

© 2025 Crunchtime - All Rights Reserved | www.crunchtime.com | 5 QUICKSTART GUIDE Net-Chef Reconcile a Vendor Order Provide Vendor Feedback Vendor Feedback allows you to enter comments on your overall experience with the order. This information helps inform the corporate team on trends with the vendor’s performance, allowing them to make a more informed decision when establishing future contracts. 1. Select Vendor Feedback line in the header of the vendor. 2. Check the box next to the evaluation that applies to the order. 3. Select Save to finish adding your feedback. Note: The Vendor Feedback link will be available only if Vendor Evaluation options have been defined in Enterprise Manager. Users can be required to enter Vendor Feedback by enabling the “Vendor Feedback is Necessary” purchasing preference. 1 2 3 Net-Chef > Purchasing: Recent Vendor Orders > Reconcile 1 2 3

© 2025 Crunchtime - All Rights Reserved | www.crunchtime.com | 6 QUICKSTART GUIDE Net-Chef Reconcile a Vendor Order Allocate Products The Allocate tab allows you to provide comments on individual products, as well as receive products into specific storage locations. • The Product Name link opens a pop-up window to assign product to more than one Storage Location and if necessary, apply a separate Qualitative Judgment for each. o Choose the Add (+) icon. o Assign products to a particular Storage Location or give them a Qualitative Judgement. o Select Save. • Select a Qualitative Judgement to comment on the quality of a product. This may be required to record why a product was received at a quantity other than the Invoice Quantity. • Edit the Storage Location to receive product into a storage other than its primary storage. Note: The Over/Short value must equal zero and Vendor Feedback must be applied (if required) before the Allocate tab can be opened. Tip: The Allocate page is pre-filtered to display only products that require action. If you don’t see all or any of the products, select the Funnel (filter) icon, and uncheck the Storage Location Required and Qualitative Judgement Required filters. A 1 2 3 B C Net-Chef > Purchasing: Recent Vendor Orders > Allocate A 3 2 1 C B

© 2025 Crunchtime - All Rights Reserved | www.crunchtime.com | 7 QUICKSTART GUIDE Net-Chef Reconcile a Vendor Order Add a Substitute Product Any alternative products that were sent by the vendor can be accounted for by using the Substitute function. This allows you to easily account for any unexpected replacement products, while keeping your inventory costs accurate. 1. Select the Substitute button. 2. From Substitution For menu, choose the Product that was originally ordered. 3. Enter the Product # and Description from the invoice for the product that was physically received. 4. If necessary, update the Conversion and Vendor Unit. To determine the conversion, ask yourself “How many Inventory Units are in one Vendor Unit?” 5. Update the Quantity and Price to match the invoice. 6. Select Save to add the substitute product. Tip: The substitute product will be added into inventory, counted, and depleted as if it were the original product. Note: These instructions are for manually adding a substitute product to a vendor order upon reconcile. If an E -Invoice is received with a substitute product, then the order will automatically update to reflect the accepted substitute. 1 2 3 4 5 6 Net-Chef > Purchasing: Recent Vendor Orders > Reconcile 2 3 4 5 6 1

© 2025 Crunchtime - All Rights Reserved | www.crunchtime.com | 8 QUICKSTART GUIDE Net-Chef Reconcile a Vendor Order Apply Catch Weight There are instances where vendors may send product that varies in size between orders. Selecting Catch Weight allows you account for the varying size by receiving product by the Inventory Unit, rather than the Vendor Unit. This ensures you receiving into inventory exactly as much product as was sent by the vendor. 1. From the Vendor Reconcile screen, check the Catch Weight box. 2. Update the Invoice Quantity and Physical Quantity to the amount of product that was invoiced and received (in Inventory Units). 3. If necessary, update the Invoice Price to match the price on the invoice. Tip: There are several fields on the vendor order that will automatically update when Catch Weight is selected for a Product: • The Invoice Quantity and Physical Quantity will update to reflect the Order Quantity in Inventory Units (rather than Vendor Units). • The Unit updates to match the Product's Inventory Unit (rather than Vendor Unit). • The Conversion updates to '1' since the Unit and Inventory Unit are now the same. • The Invoice Price updates to the reflect the cost per inventory unit (rather than the cost per Vendor Unit). 1 2 3 Net-Chef > Purchasing: Recent Vendor Orders > Reconcile 2 3 1

© 2025 Crunchtime - All Rights Reserved | www.crunchtime.com | 9 QUICKSTART GUIDE Net-Chef Reconcile a Vendor Order Create a Back Order Overview When a vendor cannot fulfill a complete order for one or more products, the missing products may be placed on Back Order, and shipped to the location at a later date. Requirements A Back Order can only be created when the following conditions are met: • The reconciling user has the “NC-Purchasing > Create Back Order during VO Reconcile” permission enabled. • The vendor order has not been saved or reconciled previously (the application will not perform this check if a reconciled order is edited and re-reconciled). • The Invoice Quantity is less than (<) the Order Quantity for any product on the order where the Invoice Quantity is not equal to zero. Create Back Order 1. Select Reconcile. 2. In the pop-up window, select Create Back Order. The original vendor order will be reconciled, and a new vendor order will be created containing the products that were not included on the original order. Alert: The Back Order will appear on the Recent Vendor Orders screen in “submitted” status but will not be transmitted to the vendor. 1 2 A Net-Chef > Purchasing: Recent Vendor Orders > Reconcile A 1 2