How To Integrate With US Foods

This guide can be used to configure an electronic integration with Crunchtime and this vendor. This information is based on the last known setup and requirements from the vendor.

Submit a new request to your sales rep and include this completed form: https://links.crunchtime.com/USFSetupForm

For troubleshooting needs or updating feeds to Crunchtime, email ServiceDesk.Shared@usfoods.com and include your US Foods Trading Partner ID. *Pricing questions should be directed to your sales rep.

Integration Points

• Purchase Order – US Foods uses a punchthru functionality
• Confirm Receipt – not available
• Confirm Terms - not available
• Invoice – US Foods specific format
• Bid Sheets – Standard format or US Foods specific format

Vendor Setup - Header

You must only have 1 Vendor record per US Foods Trading Partner ID

• Vendor Code – If using the Standard 200.txt order guide format, you must use the Trading Partner ID (minus 'EC') as your vendor code. If you are not using this order guide, the Vendor code is not referenced in US Foods' integration
• VO Mode - Phone
• Interface - US FOODS
• URL - https://pto.usfoods.com/punchthru/vpt/legacyOrder

Vendor Setup – Location Details

• Account # - 8-digit account number
• Reference - not used. Leave blank
• User Name/Password – US Foods will provide the credentials to the order punch-through per location
• Trading Partner ID - US Foods' identifier for your account. This is usually 8 characters and starts with 'EC'
• Vendor District ID - 4-digit code used to identify the warehouse servicing the location

Vendor Setup – Pricing Rules

• E-Invoice Required - enabled
• Import E-Invoice Product Tax Values as Lump Sum - enabled

Vendor Setup – Charge and Credit Codes

This is a list of common codes found on invoices:

• TAX
• C850 / H850 - tax
• C650 - Fuel Surcharge
• G040 - Delivery Fee
• G690 - Bottle Deposit
• G970 - Short Order
• H625 - Beverage Tax
• A170 - Price Correction
• B950 - Damaged Credit
• I170 - Direct Ship Savings
  • Allowances must be mapped to Charge Code type = Misc 1 to be allocated as a credit during Reconcile

Vendor Bids

• The Market assigned to the Locations (Primary Market) must be the market where US Foods Bids are assigned. *If bids are configured in a secondary Market, split products are not sent properly - they will be sent as a Case instead of Each
• If using the Standard 200.txt order guide file format from US Foods, you must set the Market names to match the Market name list at the bottom of this page.
• Vendor Product Numbers are 7 digits
• Special Order items can only be called in and cannot be ordered via the integration, but they can be received on Invoices.
• US Foods uses simple 2-character package types for products on its order guide, including CS, EA, and LB. The units on the bid sheet must match those on the US Foods order guide. We have seen instances when invoices are received for Splits, and if the Unit is not set to EA for the split in Vendor Bids, the order will be received by the primary vendor unit (CS) instead.
• Order Guides that come in with Catchweight items will be sent with the Vendor Unit listed as LB; however, you should configure the vendor bids with a vendor unit = CS for ordering with the average case price
• There is no flag for Substitutes in the US Foods order guide file
• Duplicate Vendor Product Numbers are not allowed to be configured for multiple secondary bids in Vendor Bids. US Foods may have instances where there are multiple Alternate Vendor Products with the same Vendor Product Number for a single Company Product (eg. one brand of Cream Cheese comes in a CS and EA; a substitute brand also can come in a CS and EA). You'll need to consider narrowing down the Vendor Product items since Crunchtime only allows splits to have the same Vendor Product # as the Primary and not other Substitutes.

Other Considerations

• US Foods invoices use the package type ‘CA’ in place of ‘CS’; however, the system will ignore the unit of measure for validating invoices, so this package type should NOT be used when setting up Vendor Bids. It only needs to exist in the Package Types setup screen in Enterprise Manager.
• Order Guides are sent out each Friday from US Foods, and a monthly order guide is sent out on the last day of each month as well. They are broken out by distribution center
• If you are using the US Foods formatted order guides instead of the Standard 200.txt format, you must pick up the files from US Foods' FTP server. These files cannot be imported through a CDP to be automatically imported to Crunchtime. They can only be uploaded 1 at a time through the Import and Process Bids screen in Enterprise Manager.
• When submitting an order from Net-Chef, the integration uses an XML Punchthrough process to transmit the file. When the user clicks ‘Submit’ in the Net-Chef Vendor Order screen, the application opens a new browser window, logs in to the US Foods website using the credentials set up on the Vendor Location Details screen in Enterprise Manager. The screen populates the web page with the order details. The user then makes adjustments for any exceptions and submits from this page (on the US Foods site), or may see that there are no exceptions and the order was successfully submitted. This requires that any pop-up blockers allow the US Foods website to open a new window in the browser. It is also not recommended to use a mobile or tablet device to submit the order.
• Unknown Product #’s submitted on orders will fall off the orders once processed in the US Foods system. They will not be seen as exceptions on the US Foods webpage screen, and an alert will not notify users that they will not be included in the order. US Foods currently does not track when products get kicked out for errors.
• If you would like to receive tax at the Product level, do not enable the Vendor > Pricing Rules setting "Import E-Invoice Product Tax Values as Lump Sum”. Tax Codes will need to be assigned to Products in Vendor Bids. A "tax" type Charge Code is still required to be assigned.​​​​​​​
• Confirmation emails can be set up by Location. The list would need to be sent to the US Foods Business Analyst setting up the integration. Alternatively, a user with a login to the US Foods site can configure alerts and confirmations under their account preferences.
• Auto-Order functionality does not work for submitting US Foods orders.
• The Mobile Inventory app will not submit the US Foods order. It can be used to create and save the order, to then be submitted from a desktop computer using Net-Chef.
• The integration setup with Crunchtime will be the same for the customers who are set up on clean POD Invoices for their locations. This is where adjustments are made within the invoice and then invoice is sent through Crunchtime's feed with accurate information of the delivery.
• If a credit is created after delivery, once the invoice is closed, it will be processed separately at the time it is entered into the system.
• You may request US Foods to map the Invoice numbers as ‘Invoice Number-YYYYMMDD’ to avoid duplicates, since US Foods recycles their Invoice numbers.

Distribution Centers List