Ovato (Gotch) has sent this email to some newsagents today:
Dear Retailer,
Due to a corrupted file a number of EDI returns were unable to be processed by us. We have identified the agents with missing returns and we are emailing you as we need you to re-send your EDI returns from 4th or 5th April through xchangeit as soon as possible so we can process your returns.
You can resend your returns from your POS or by choosing to resend the file through the Xchangeit website.
https://xchangeit.lpages.co/xit-main/#info-for-newsagents/
Log on using your account number and password
Choose the file and click on resend.
Regards
National Contact Centre
Retail Distribution
I’m told 400 newsagents have been affected. Ovato sent the email without advising software companies. Why does this matter? The software companies are the first line of contact. had they been forewarned they could have been proactive with advice rather than taking calls and scrambling to understand what has actually happened.
This is an own goal by Ovato, with companies like my own Tower Systems left to fund the cost of helping newsagents.
If Ovato did not inform XchangeIT then the failure is even greater.
Asking the files to be resent is problematic operationally. It can be done. However, getting 400 newsagents to do this is the issue, especially this week before Easter.
Given how Ovato handles returns claims disputes this could cause a significant waste of time and money for newsagents.
UPDATE 18/4/19 5:59AM:
The help desk traffic from this is immense already. While it is easy to resend the file, many have never done it and, naturally, they call for support to make sure they are not making a mistake.
What a failure by Ovato. Not the original problem and that can happen. No, the issue here is the poor communication by people at Ovato. They decided to not advise the software companies or XchangeIT before advising newsagents. That decision added workload to everyone and added unnecessary stress for newsagents.
UPDATE: 18/4/19 8:41am. Tower Systems now has the list of affected newsagents and is therefore better equipped to provide advice. That we had to chase this and did not get it until now is appalling.