Encompass Automated Order Exception Flags
Every hour, WebRun scans today's open orders in Encompass for exceptions including shorts, item substitutions, quantity overrides, and out-of-stock lines, logs each exception to a Google Sheet with order and customer details, and posts a summary of new exceptions to your ops Slack channel so the team can act before routes depart.
How do I automatically catch order exceptions before foodservice delivery routes leave?
WebRun scans every open order in Encompass each hour for exceptions like shorts, substitutions, and out-of-stocks. It logs each new exception to a Google Sheet and posts a grouped summary to your Slack ops channel, so your team can resolve shorts and swap substitutions before routes depart and customers are left short.
- Exception list in Slack every hour so routes leave with full information
- Only new exceptions alerted so the team is not flooded with repeats
- Full exception history logged in Google Sheets for end-of-day review
Built for foodservice distributors · broadline distributors · operations managers · dispatch teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.encompasstech.comin a real browser with your saved login - no setup, no API keys. -
1
Encompass - scan open orders for exceptions
encompasstech.com
WebRun opens Encompass to scan open orders for exceptions. - Open Encompass and navigate to today's open orders
- Scan each order line for exception flags: shorts, substitutions, quantity overrides, out-of-stock, and missing items
- Capture the order number, customer name, route, item code, exception type, and quantity affected
- Compare against the previous run to identify only new exceptions since the last check
Done when All new order exceptions since the last hourly run are captured with full order context.
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2
Google Sheets - log each new exception with full context
google.com
WebRun opens Google Sheets to log each new exception with full context. - Append each new exception as a timestamped row to the daily exceptions log sheet
- Include order number, customer, route, item, exception type, quantity, and timestamp
- Color-code rows by exception type for fast visual scanning
Done when All new exceptions are logged in the daily Google Sheet with full context.
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3
Slack - post new exceptions to ops channel
slack.com
WebRun opens Slack to post new exceptions to ops channel. - Post a summary of new exceptions to the ops channel, grouped by exception type
- Include total count of new exceptions and which routes are affected
- Provide a link to the full Google Sheet log for detail
Done when Ops team is alerted in Slack about all new exceptions with route and customer context.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it modify or cancel orders with exceptions automatically?
No. WebRun only reads order data and surfaces exceptions. Any modifications, substitutions, or cancellations are made by your team in Encompass after reviewing the exception list.
How does it avoid posting the same exception twice?
Each run compares the current exceptions against the previous run's log, so only newly appeared exceptions trigger a Slack post. Ongoing exceptions stay in the sheet but do not re-alert.
Can it flag exceptions on specific high-priority accounts?
Yes. Set up a list of VIP account numbers and WebRun will highlight their exceptions at the top of each Slack post with a priority label, even if the exception count is small.
Related templates
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