If a new Bidfood agreement is to be added to IndiCater, please ensure that you have communicated this with both your Bidfood and IndiCater account managers. Bidfood and IndiCater have a weekly call and all new integrations are reviewed as part of this call to ensure the set up is done correctly.
Create the supplier record in IndiCater using the below guide:
In the Primary Contact field, enter NAE-Commerce&Central@bidfood.co.uk as one of the email addresses. This is a business continuity measure only and ensures that if an order fails to send electronically, an emailed order will go to this email address which is as per the ways of working agreed with Bidfood.
In the Additional Contacts section, create a new user as per the below selecting EDI Disputes as the role. This is the address that the email will go to if the user disputes an invoice at the EDI invoice approval stage. Please confirm the correct email address with your Bidfood account manager as it may differ to the one in point a above. If the EDI Disputes Role is not available to select, please request this as a data change by IndiCater support ticket
If your Bidfood account manager advises that your credit note requests are to be sent to the relevant local depots, please enter these, together with the correct email address, in the Additional Addresses section and then assign the correct depot to each outlet in the Delivery Setup area.
The Catalogue Approval section of the supplier record should be completed as per the below. This ensures you can still buy an item even if you decline a price change in the latest catalogue upload (if catalogue are not auto-approved)
Complete the delivery set up section as normal. Please note that the standard Bidfood order cut off time is 4pm and the standard order lead time is day one for day two (ie 1 in the Adv column). This may be different for you if agreed so with your account manager at Bidfood
Ensure the Back Order option in the supplier record is not ticked as Bidfood do not support back orders
If Bidfood are to submit electronic invoices, tick the EDI Supplier box and add the agreed activation date
Once the supplier record is set up correctly, the supplier needs to be mapped in the portal - please raise a support ticket with IndiCater. We will also set up the database with the agreement number provided from Bidfood.
Product Substitutions are agreed with Bidfood on a client by client basis. If an item is substituted the user will be advised in the order response. If a substitute product is given in the order response, the original item will be marked as out of stock and the user will see the new item in the order modified notification. When booking off the order, the user is responsible for changing the quantity of the original item to 0 and adding in the new item if they choose to accept it. If Bidfood order response includes notification of an out of stock product with no substitute offered, the outlet is responsible for placing a new order for a different product.
