How to submit a self sourced item reimbursement request

For partners: This article details the bounds that PWB sets for servicing ingredients reimbursement requests and a step-by-step guide to submitting a request

Background:

Under the PWB performance model, partners will have the costs for ingredients covered by PWB in order to fulfil customer orders. These ingredient orders will be placed according to a predetermined schedule and will be generated by PWB based on sales projections. 

Overview:

In the instance that an ingredient item is ordered through Apicbase but the PWB preferred supplier cannot service this order, the restaurant partner will be expected to source these items independently and PWB will issue a reimbursement for this purchased item.

Reimbursement particulars:

• Alternative supplier cost variation - PWB will reimburse for the same pack size but up to 125% of the value
  • Example: 10 burger buns are purchased in Apicbase for £10 but are out of stock. PWB will reimburse up to £12.50 for the replacement pack of burger buns.
• Proof of order - PWB will only issue reimbursements for items that can be proven to be ordered and not delivered through Apicbase and the preferred supplier
• Method of processing - Reimbursements will be credited to your bi-weekly (on a Thursday) payout amount from PWB

Reimbursement request process:

1. Open the request submission form - here
2. Fill in the shown fields:
   • Store name: The name of your site
   • Order ID: This can be found either 1) in your order confirmation email from Apicbase or 2) in the Receive Orders section of your Apicbase account
   • Notification type: Select Exception email if notified through an email from JJs or Item not delivered if the item is missing from your delivery note
3. Input the item codes and quantities of the items that won't be delivered
   • Item codes are in the form XYZ123 (three letters followed by 3 numbers)
   • Make it clear when inputted more than one item code, for example:
     • ABC123 - quantity = 2 ; DEF456 - quantity = 1
4. Upload images showing proof of reimbursement
   1. Exception email
      
      • Take a screenshot of the email received from the supplier, example below:
        
      • Take a picture of the receipt of purchase for the items you have sourced independently, outlining which items are to be reimbursed as clearly as possible
   2. Item not delivered
      • Take a picture of the delivery note that you have received, ensuring the entire note is visible and clear in the image
      • Take a picture of the receipt of purchase for the items you have sourced independently, outlining which items are to be reimbursed as clearly as possible and ensuring that prices are clear and visible