Purchase Order Processor

Transcription

1 Purchase Order Processor

2 Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved ii

3 Table of Contents PO PROCESSOR... 1 SETUP... 5 CONNECTION SETTINGS... 5 Overview... 5 PO Processor Settings Manager... 5 PROVIDING LOCATION INFO IN POS... 8 Overview... 8 How to Link Equipment with the Sales Order Item How to Include a Routing Label in the Shipping Instructions ACCESSING PO PROCESSOR ACCESSING THROUGH SALES ORDERS Overview How to Access PO Processor through the Sales Order List Window ACCESSING THROUGH PURCHASE ORDERS Overview How to Access PO Processor through the Purchase Order List Window ACCESSING THROUGH THE START MENU Overview How to Access PO Processor through the Start Menu PREPARING PURCHASE ORDERS SELECTING VENDORS FOR SALES ORDER ITEMS USING THE SPLIT PICKER Overview How to Use the Split Picker SELECTING A DIFFERENT VENDOR FOR EACH ITEM Overview How to Select Individual Vendors Per Item BILLING/SHIPPING TAB SUBMITTING PURCHASE ORDERS SUBMITTING ORDERS Overview How to Verify and Edit Purchase Orders How to Submit the Order PO RECEIVER ACCESSING PO RECEIVER Overview Access from PO Processor Access from e-automate AUTOMATICALLY RECEIVING PO INVOICES Overview How to Receive PO Invoices Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved iii ii

4 Purchase Order Processor UPDATES UPDATES Overview FILTERS USING THE FILTER EDITOR Overview Getting to the Transaction Basic Info Groups Conditions EDITING COLUMNS Overview Moving Columns Around Adding Columns Removing Columns Adjusting Columns Putting Columns in Ascending or Descending Order GROUPING COLUMNS Overview Group by Column Group by Box Removing Groupings Expanding and Collapsing Groupings CREATING A CUSTOM AUTO-FILTER CREATING A BASIC AUTO-FILTER Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved iv iii

5 PO Processor PO Processor is a purchasing application that allows you to shop multiple vendors for the best prices and deals on supplies in real-time; PO Processor allows you to see vendor pricing as soon it updates. With PO Processor you not only gain access to the most up-to-date pricing for each participating vendor, but you can also view the quantity each vendor has in stock of each item, and each vendor s cost. Participating vendors currently include: Supplies Network Tech Data Synnex LMI Solutions West Point Imagestar ACM Tech PO Processor can be accessed from both the sales order list screen and the purchase order list screen in e- automate as well as the Start menu. Multiple instances of PO Processor may be run simultaneously. You begin by analyzing this information and then selecting the vendor(s) from whom you want to purchase the item(s). PO Processor provides an analyzation tool called the Split Picker to help you select which vendor(s) you want to purchase the items from. The Split Picker calculates and displays each vendor s cost and margin for: Purchasing all items on the PO from that vendor The best split (which vendor(s) have the lowest prices for each item) The best single (the vendor that will give you the best overall price on the entire PO). After you have made your vendor selections you can then generate electronic purchase orders, and submit them to your vendors in real-time. The PO Processor is separated into two steps. The first window that displays after launching PO Processor is where you can view the sales order details, compare multiple vendor pricing, and select the vendor(s) with the best pricing from which to order. The second step involves preparing the PO for submission by verifying and/or specifying purchase order information. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 1

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7 The following flowchart illustrates the steps necessary to properly utilize the PO Processor. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 3

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9 Setup Connection Settings Overview The PO Processor Settings Manager is where you define your PO Processor settings regarding your connections and vendor default information. The Settings Manager should be defined during the install process. If you need to make changes to the settings they can be accessed through PO Processor's File menu. The PO Processor Settings Manager is split up into three regions: the Public API Settings region, the Vendor Connector Settings region, and the Vendor Settings region. To ensure the correct information is displayed, you must test the settings using the test functions provided. Each previous section must test successfully in order to move on to the next section. The image below shows the PO Processor Settings Manager before the information has been tested. Also from the PO Processor File menu, you can specify whether or not you want the ability to submit vendor PO's to e-automate and whether or not you want to have the ability to submit PO's directly to the vendor. PO Processor Settings Manager To edit the PO Processor Settings, do the following: 1. From the File menu, select Connection Settings... The PO Processor Configuration Settings window opens. 2. In the Public API Settings region, enter the public API URL in the Url field and click [Test] to verify the API URL you entered is correct. If the test is successful the [Test] button displays with a checkmark. If the test was unsuccessful, the [Test] button displays with an X and a message displays in the yellow field letting you know the test was unsuccessful and why. Note: To view the entire error message, click on the yellow field. A dialogue box displays with the entire error message. 3. In the Vendor Connector Settings region, do the following: Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 5

10 a. Complete the following fields as appropriate: Vendor Connector: Displays the vendor connector address. This field should automatically populate with the appropriate address. Dealer Auth Token: Enter the Dealer Authorization token provided by Digital Gateway. Dealer Pass Key: Enter the Dealer Pass Key provided by Digital Gateway. b. Click [Test] to verify the above information is correct. If the test is successful the [Test] button displays with a checkmark. If the test was unsuccessful, the [Test] button displays with an X and a message displays in the yellow field letting you know the test was unsuccessful and why. Note: To view the entire error message, click on the yellow field. A dialogue box displays with the entire error message. 4. In the Vendor Settings region, do the following: a. To load the participating vendors, click [Load Vendor Settings]. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 6

11 b. After the vendors are loaded you must map or link the loaded vendors with vendor names as they appear in e-automate. To map the vendors, click in the e-automate Name column of the vendor you want to map and select the e-automate vendor name. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 7

12 c. If you want the vendor to use the default e-automate costs, check the box in the Default to e-a Costs column. 5. To add the PO Processor option to the right-click menu in the Sales Order and Purchase Order consoles in e-automate, click [Insert Menu Links]. A window displays informing you the menu links have been added. 6. Acknowledge the dialogue by clicking [OK]. 7. Click [OK] in the PO Processor Configuration Settings window to save your PO Processor settings and to close the PO Processor Configuration Settings window. Providing Location Info in POs Overview You may have location information on your equipment record in e-automate that you want to provide to your vendor when submitting a PO. The information on the equipment record in e-automate, including location remarks, can be sent in the POs per line item that are submitted to Supplies Network and LMI. Currently Supplies Network and LMI are the only two vendors that support receiving this type of information. If you want to provide the information from the equipment record in POs sent to these two vendors, you must have Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 8

13 the most recent version of PO Processor and PIP, and you must make sure the items on the sales order are assigned to the equipment as related items. The equipment location information that is sent is information similar to what is included on an item routing label that some vendors place on their products. The item routing label indicates the specific location to which the item must be delivered as seen in this example of an item routing label. The location information is pulled and compiled from various areas on the equipment contract record. The equipment number, serial number, and location remarks are pulled from the respective fields on the Location tab of the equipment record. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 9

14 The contact is pulled from the Shipping contact region on the Billing/Contact tab of the equipment record. To setup your system to provide location information from the equipment record in e-automate, you need to create and assign a custom property to all customers for whom you want this information sent. Once the custom property has been assigned to the customer the option, Supply Routing Label, will be available in the Instructions dropdown menu on the vendor card. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 10

15 Selecting the Supply Routing Label option places the location information, that is pulled from equipment record, in the Remarks column for each line item that is linked to the equipment. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 11

16 How to Link Equipment with the Sales Order Item 1. From the e-automate menu, click [Item]. The Item window opens. 2. Select the desired item from the item list. 3. Click [Edit]. The Edit inventory item window opens. 4. Click the Related items tab to bring the tab forward. 5. In the Item field, use the lookup icon to select the related item. 6. In the Yield override field, enter the expected yield for the supply item when used in this equipment item. Note: This field overrides the Copy yield field on the supply items. 7. Click [QuickAdd] to add the related supply item to the list. 8. To enable an item to be purchased by the customer online using e-info, do the following: a. Select the item b. Click [e-info Enable]. 9. Click [OK] to close the Edit inventory item window. How to Include a Routing Label in the Shipping Instructions To include a routing label in the shipping instructions of the PO, you must create and assign a custom property to each customer for which you want the routing label to be included. To create the custom property needed you, first, create a custom attribute and, then, create a configuration to which you assign the custom attribute. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 12

17 1. From within e-automate go to the Tools menu and select Lists and codes. The Lists and Codes window opens. 2. From the Select a list or code type field use the dropdown menu to select Attributes. 3. Click [New]. The New attribute window opens. 4. In the Attribute name field, enter POP_ROUTING_LABEL. 5. In the Description field, enter a brief description for this attribute. For example, if you are creating this attribute for a participating vendor you could enter <Vendor Name> Routing Label. 6. In the Data type field, use the dropdown menu to select Yes/No. 7. Check the Active checkbox to enable this attribute. 8. Click [OK] to save the new attribute and close the New attribute window. 9. You must now assign the newly created attribute to the Sales Orders configuration. If you do not have a Sales Orders configuration, you must create the configuration and assign the newly created attribute. Back in the Lists and Codes window, in the Select a list or code type field use the dropdown menu to select Configurations (custom properties). 10. Do one of the following: If you do not have a configuration for Sales Orders created, do the following. a. Click [New]. The New tracking configuration (List) window opens. b. In the Name field, enter a name that indicates this configuration is for sales orders. c. In the Description field, enter a brief description of this configuration. d. In the Group field, use the dropdown menu to select Customer Properties. e. In the Available attribute(s) field, use the dropdown menu to select POP_ROUTING_LABEL. f. Click QuickAdd to add POP_ROUTING_LABEL to the Selected attributes list. If you have a configuration for Sales Orders already created, do the following. a. From the list of configurations, select the one you created for sales orders. b. Click [Edit]. The Edit tracking configuration (list) window opens. c. In the Available attribute(s) field, use the dropdown menu to select POP_ROUTING_LABEL. d. Click QuickAdd to add POP_ROUTING_LABEL to the Selected attributes list. 11. You must now assign the configuration to each customer for which you want to send the supply routing label information with the POs. From the Lists and codes window, select the configuration you just created. 12. Click [Assign]. The Tracking configuration assignment window opens. 13. Use the QuickSearch to narrow your list, if necessary. 14. Once you have all customers to which you want to assign the configuration displayed in the list, click [OK]. All customers that were listed are now assigned this custom property on the Custom properties tab of the customer record. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 13

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19 Accessing PO Processor Accessing through Sales Orders Overview PO Processor allows you to shop multiple vendors, in real-time, for the best prices for items on sales orders and purchase orders; you can see all participating vendors' pricing as soon it updates, decide which vendors you want to purchase the items from, and then submit orders online to those vendors using the selections you make in PO Processor. PO Processor can be accessed through one of the following areas: The Sales Order List window in e-automate The PO List window in e-automate The Start Menu You have the ability to access PO Processor directly from the Sales Order list window within in e-automate thru a right-click option. Making the right-click option available is accomplished through the Connection Settings window. See Connection Settings for information on how to add the right-click option. How to Access PO Processor through the Sales Order List Window Once the right-click option has been added, you can access PO Processor through the Sales Order list window. Do the following: 1. From the Sales menu in e-automate, select Sales Orders to display the sales order list. 2. Right-click on the sales order you want to open in PO Processor and select PO Processor to launch the application. Accessing through Purchase Orders Overview PO Processor allows you to shop multiple vendors, in real-time, for the best prices for items on sales orders and purchase orders; you can see all participating vendors' pricing as soon it updates, decide which vendors you want to purchase the items from, and then submit orders online to those vendors using the selections you make in PO Processor. PO Processor can be accessed through one of the following areas: The Sales Order List window in e-automate The PO List window in e-automate The Start Menu You have the ability to access PO Processor directly from the Purchase Order list window within in e- automate thru a right-click option. Making the right-click option available is accomplished through the Connection Settings window. See Connection Settings for information on how to add the right-click option. Because purchase orders are already defined, accessing PO Processor through the purchase order list is different from accessing from the sales order list. It bypasses the first screen of PO Processor and takes you directly to the second screen where you prepare the PO for submission. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 15

20 How to Access PO Processor through the Purchase Order List Window To access PO Processor through the Purchase Order list window, do the following: 1. From the Purchasing menu in e-automate, select Purchase Orders to display the purchase orders list. 2. Right-click on the purchase order you want to open in PO Processor and select PO Processor to launch the application. The first window of PO Processor is bypassed and opens the second window where you prepare the PO for submission. Accessing through the Start Menu Overview PO Processor allows you to shop multiple vendors, in real-time, for the best prices for items on sales orders and purchase orders; you can see all participating vendors' pricing as soon it updates, decide which vendors you want to purchase the items from, and then submit orders online to those vendors using the selections you make in PO Processor. PO Processor can be accessed through one of the following areas: The Sales Order List window in e-automate The PO List window in e-automate The Start Menu When accessing PO Processor through the Start menu, you will open the application and then load a list of all sales orders and purchase orders. This list only displays sales orders and purchase orders generated in the last 30 days. From this list you can then select one to process. How to Access PO Processor through the Start Menu To access PO Process from the Start, do the following: 1. From the Start menu, select All Programs > e-automate > PO Processor > PO Processor to launch the application. The PO Processor Login window displays. 2. Enter the appropriate information in the following fields. Most of the fields populate automatically. Username: Your e-automate login username. Password: Your e-automate login password. Company: Company database you want to connect to. Version: Version of e-automate you are currently using. Public API Url: Public API Url that allows PO Processor to connect with your vendors. 3. Click [Login] to open PO Processor. 4. Do one of the following: To select a sales order, do the following: a. Under the Choose a Sales Order or Purchase Order heading, click [List SOs] to pull all open and backordered sales orders into the menu list. b. Use the dropdown menu adjacent to the [List SOs] button to select the appropriate sales order. When you select a sales order, the information for that sales order displays. To select a purchase order, do the following: a. Under the Choose a Sales Order or Purchase Order heading, click [List POs] to pull all open and backordered purchase orders into the menu list. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 16

21 b. Click the dropdown menu adjacent to the [List POs] button to select the appropriate purchase order. When you select a purchase order, the application takes you to the purchase order verification and submission window. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 17

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23 Preparing Purchase Orders Selecting Vendors for Sales Order Items In the first window of the PO Processor you view the sales order details, compare multiple vendors, and select the vendor(s) with the best pricing from which to order. This window displays for sales orders only. If you are creating electronic purchase orders for purchase orders currently in e-automate, PO Processor bypasses this window and opens the second window of PO Processor as the vendor has already been selected on the purchase order in e-automate. If an item is available at one or more vendors, a check displays in the checkbox and the default vendor selected during the setup displays. However, you can view pricing for all vendors and select the one with the best price or that meets your current needs. If you have opened PO Processor from your desktop icon or the Windows Start menu, you must select the sales order for which you want to view information and create electronic purchase orders. This first window is broken down into two regions. The left region displays the sales order number, the date the sales order was created, the date the sales order has been requested fulfilled, and the customer attached to this sales order. The left region also displays the Split Picker. The Split Picker displays the following information: The cost and margin for each vendor if you were to purchase all items on the order from that vendor. The cost and margin for purchasing each item from the vendor with the best price, called the Best Split. The cost and margin the vendor that will give you the best overall price on the entire order, called the Best Single. The right region, or Details region, contains two tabs; the Items tab and the Billing/Shipping tab. The Items tab is where you verify, view, and select vendor information for each item on the sales order. The Items tab is divided into two regions. The upper region displays all the items on the sales order and the lower region displays detailed vendor information regarding the items. On the Billing/Shipping tab you can view the Bill to and Ship to information as well as the payment terms and preferred shipping method for the sales order. If the sales order contains an item that none of the participating vendors supply, the checkbox to the left of the item is unchecked, the Mfg. No. column in the upper region displays 'NONE FOUND' in red letters, and the Stock Whse column in the lower region displays 'not available' in red letters. If the participating vendors generally supply the item but do not currently have it in stock in any of their warehouses, the checkbox to the left of the item is unchecked and the Stocking Whse columns in both the upper and lower regions display not available in red letters. If you want to update the vendor pricing for all items included for any reason, click [Refresh pricing] located in the lower left corner of the window. Doing so automatically pulls the vendors' most current pricing During the vendor selection process you can select vendors from which to purchase your items by using one of the following methods: The Split Picker Selecting a different vendor for each item Using both the Split Picker and Selecting a vendor for each individual item Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 19

24 Using the Split Picker Overview The Split Picker displays a breakdown of cost and margin for each participating vendor as well as the cost and margin for the best split and best single. From the Split Picker region you can select to have all items on the sales order purchased from the same vendor, select vendor(s) with the lowest prices for each item, or have the PO Processor select the vendor that gives you the best overall price on the PO. If you have unchecked any items on the Items tab, they are not considered in the Split Picker region. How to Use the Split Picker To select the vendor(s) from which you want to order the items, do the following: 1. Do one of the following: Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 20

25 If you want all items on the sales order to be purchased from the same vendor despite prices, in the Split Picker region, select that vendor card. The information for that vendor updates appropriately on the Items tab. Note: If a vendor does not have all items available that you have selected, the application does not allow you to select that vendor card. If you want PO Processor to select the vendor(s) that have the lowest price for each individual item on the sales order, in the Split Picker region, select the Best Split card. The vendor information updates appropriately on the Items tab. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 21

26 If you want PO Processor to select the vendor that will give you the best overall price for the sales order, in the Split Picker region, select the Best Single card. The information for that vendor updates appropriately on the Items tab. Note: This card will not display if there are no vendors that have all of the items in the list. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 22

27 2. If at any time during the vendor selection process you decide you do not want to consider an item, do the following: a. Uncheck the checkbox, next to the item(s) you do not want to consider. b. Click [Refresh Pricing] to update the list. This may take a moment to process. c. Repeat step 1 to select the vendor(s) from which you want to order the checked item. 3. Click [Prepare Electronic PO(s)] to create a purchase order from the sales order and to open the PO Processor submission window. See the Submitting Orders topic for instructions on electronically submitting the newly created purchase order. Selecting a Different Vendor for Each Item Overview The Items tab has two columned areas, the upper and lower regions. The upper region displays each item on the sales order along with the item number, manufacturing number, default vendor (defined in the initial Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 23

28 set up), stocking warehouse, item description, quantity, item cost, and the default vendor price for that item. The lower region displays all vendor pricing for the item selected in the upper region along with the item number, manufacturing number, vendor, vendor stocking warehouse, and cost. PO Processor gives you the ability to order each item on the sales order from a different vendor. How to Select Individual Vendors Per Item To select a vendor from whom to purchase an individual item, do the following: 1. Verify the Items tab is forward. 2. In the upper region, verify the checkbox next to the item is checked. 3. Select the item for which you want to select a different vendor. Pricing for all participating vendors as well as the following fields display in the lower region. Item: Item number Mfg No.: Vendor manufacturing number for selected item Vendor: Vendor name Stocking Whse: List of vendor warehouses with available stock of selected item Cost: Cost of selected item with that vendor. 4. If you want to view different stocking warehouses for the displayed vendor, in the lower region, select the vendor whose warehouses you want to view and use the dropdown menu in the Stocking Whse column field to view the list of warehouses. Note: Each vendor calculates the closest warehouse to the ship to address and automatically assigns that warehouse. This dropdown menu is just for viewing what the stock levels are at each of the vendor s warehouses. 5. In the lower region, select the vendor from which you want to purchase the item. The new vendor choice displays in the Vendor column field in the upper region. 6. After you have made your selections, click [Prepare Electronic PO(s)] to create a purchase order from the sales order and to open the PO Processor submission window. See the Submitting Orders topic for instructions on electronically submitting the newly created purchase order. Billing/Shipping Tab On the Billing/Shipping tab you view the Bill to and Ship to information as well as the payment terms and preferred ship method for the sales order. The Bill to and Ship to information cannot be edited in this window. If you want to edit or change the shipping information you may do so in preparing electronic purchase orders window of PO Processor. See the How to Verify and Edit Purchase Orders subtopic of the Submitting Orders topic. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 24

29 Submitting Purchase Orders Submitting Orders Overview In this portion of the process you verify and specify purchase order information and electronically submit the purchase order to your vendors. If you have created a purchase order from an e-automate sales order, this will be the second step of the process. If you are electronically submitting e-automate purchase orders, this will be the only step in the process. The window displayed gives you a Purchase Summary offering any of the following information. The information that displays depends on whether you created a purchase order from an e-automate sales order or you are simply electronically submitting a purchase order previously created in e-automate. PO Num: Purchase order number assigned to this PO when created in e-automate. PO Date: Current date/time that will be applied to this PO when submitted. Cust PO: Purchase order that may have been assigned to this Sales Order, if any. SO Num: Sales order number you selected in e-automate. SO Date: Date the sales order was created. Ship: Ship method selected for this sales order. SO Total: Total amount of this sales order. PO Total: Total amount of this purchase order. Ship To: Ship to address for this sales order. The location that displays here by default is determined by the ship to address you selected on the Order/Shipping tab of the purchase order or sales order in e-automate. The right side of the purchase order submission window displays vendor cards for each vendor on the purchase order. By clicking on a vendor card you can view what item(s) will be purchased from that vendor along with specific item information. Each vendor card displays the following information: e-automate PO: Purchase order number assigned to this PO in e-automate after the PO has been submitted to the vendor. Vendor Confirmation: Displays a confirmation number for this PO after the PO has been submitted to the vendor. Total: Total price of the PO. Ship Via: Shipping method you want for items purchased from this supplier Instructions: Any specific instructions you want on this PO for this vendor. Note: Imagestar is unable to receive PO Instructions. If you enter any information in this field for Imagestar, they will not receive it. Note: Supplies Network does not accept orders after hours. If you send an order to them after hours you will receive an error. All other vendors accept orders 24 hours a day. The item(s) you want ordered from the selected vendor display in the lower region along with the following information: Item: Item number. Mfg No: Selected vendor manufacturing number for the item. Description: Description of the item. Quantity: How many of the item you are ordering with this PO. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 25

30 Cost: Cost of the item. Remarks: Any delivery instructions specific to that line item. These remarks will appear on the shipping label. For information on adding shipping label information see Providing Location Info in POs. The following columns do not display by default. If you wish to view this information, you must add these columns. See the Adding Columns subtopic of the Editing Columns topic. Availability: Availability of the item. Back Order: Quantity of the item on back order with the selected vendor. Old Cost: Cost that displayed previous to clicking the Refresh Costs button. Price: Vendor price for the item. Ship Code: Ship code for this item. SO Detail ID: The number displayed tells you what line item number the item is on the e-automate sales order. How to Verify and Edit Purchase Orders 1. Select the vendor card for which you want to display purchase order information. The item(s) being purchased from that vendor will display in the lower pane. 2. If you want to select a ship to address different from the one displayed, click the Switch ship to location... link located in the left pane. If the order originates from a sales order the address will be sent only if the warehouse on the sales order is listed as drop-ship. If the warehouse listed is an actual warehouse, the ship to address will be the address of the warehouse. If the order originates from a purchase order, the ship to location changes to the warehouse selected on the purchase order in e-automate. This is because the Ship To field on the sales order is technically for the end customer. 3. The cost initially loaded on the purchase order or sales order is the item cost that is stored in the e- automate database and not necessarily the vendor's current cost. To have PO Processor retrieve the most current cost from the vendor and place the order with that cos,t you use the Refresh Cost functionality. If the live cost you pulled from the vendor is different from the e-automate cost, you can update both the cost that is currently listed on the purchase order as well as the cost saved in the e-automate database to reflect the cost pulled live from the vendor. The Refresh Cost feature is more useful when starting from a purchase order, because prices are not automatically checked like they are when starting from a sales order. Do the following: a. Click [Refresh Costs] to update the items with the vendor's current costs. If the specific vendor does not support real-time pricing, the Cost column displays the item cost as it is in e-automate. b. If you want to pull the cost from the purchase order and place the order with that cost, click [Use e-a Costs]. The vendor cost displays in the Cost column, and the previous cost displays in the Old Cost column in red. c. To apply the retrieved cost to the items on the purchase order, leave the Update PO cost checkbox checked. d. To update e-automate with the retrieved cost, leave the Update e-a cost checkbox checked. 4. If you want to select a different shipping method, click on Ship Via: X, located in the vendor card, to display a dropdown menu from which you select the appropriate shipping method. 5. If you want to add any special instructions for this PO, click on Instructions to display a comment field and enter any instructions you want to add. Click [OK] to save the instructions. How to Submit the Order Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 26

31 1. Click [Submit Electronic PO(s)] to submit this PO to the appropriate vendor(s). Once the purchase order has been submitted to the vendor(s) the PO will display a Send Method of Print (Sent) in the Purchase Order list window in e-automate. The confirmation number will display in the Description field of the purchase order overwriting the previous description. Note: Supplies Network does not accept orders after hours. If you submit orders to them after hours you will receive an error. 2. Review the vendor confirmation that displays in the vendor card. 3. Click [Done] to exit PO Processor. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 27

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33 PO Receiver Accessing PO Receiver Overview With PO Receiver you have the ability to automatically receive and input purchase order invoices from vendors to whom you have sent purchase orders using PO Processor. When prompted, PO Receiver automatically inputs all necessary PO invoice information into e-automate. Using PO Receiver for this process significantly cuts down on the time it takes for users to manually enter this information. Inventory orders must first be received by the vendor before they will show in PO Receiver. Open drop ship orders will also show up in PO Receiver. PO Receiver can be accessed from two different locations; from within PO Processor and from within e- automate. Access from within PO Processor is available from the File menu after you install the version of PO Processor that includes PO Receiver. Access from within e-automate can be available from the Tools menu. In order to have the ability to access PO Receiver from the Tools menu you must add the PO Receiver option to the e-automate Tools menu using the Add-in Manager. Access from PO Processor To access PO Receiver from within PO Processor, do the following: 1. From the File menu, select Launch PO Receiver.... The PO Receiver window displays. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 29

34 Access from e-automate If you want to have access to PO Receiver from within e-automate you must first add the option to the e- automate Tools menu using the Add-In Manager. To add PO Receiver to the e-automate Tools menu, do the following: 1. From the e-automate Tools menu, select Add-in Manager to open the Add-In Manager window. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 30

35 2. In the Menu text field, enter a name for the Add-In you are adding. We suggest PO Receiver. 3. In the Command line or web URL field, click the folder icon to the right of the field to browse your computer and locate the eapoprocessor.exe file. The default location is C:\Program Files\eautomate\POP. 4. In the Command arguments field, enter receive. This is case sensitive. 5. Click [QuickAdd] to add PO Receiver to the Add-ins on Tools menu region. 6. Click [Close] to exit the Add-In Manager. The PO Receiver option now displays on the Tools menu. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 31

36 Automatically Receiving PO Invoices Overview With PO Receiver you have the ability to automatically receive and input purchase order invoices from vendors to whom you have sent purchase orders using PO Processor. When prompted, PO Receiver automatically inputs all necessary PO invoice information into e-automate. Using PO Receiver for this process significantly cuts down on the time it takes for users to manually enter this information. Inventory orders must first be received by the vendor before they will show in PO Receiver. Open drop ship orders will also show up in PO Receiver. How to Receive PO Invoices Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 32

37 1. From the File menu, select Launch PO Receiver... to open the PO Receiver window. 2. In the Vendors field, use the dropdown menu to select the Vendor from whom you want to receive purchase order invoices. The list populates with all appropriate purchase orders. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 33

38 3. From the purchase order list, select the purchase order number for all purchase orders you want to receive invoices. Note: To select multiple consecutive purchase order selects a purchase order, hold down the Shift key and click on another purchase order number. All purchase orders in between will be selected. To select multiple purchase orders that are not consecutive, hold the Ctrl key and click on each purchase order number you want. 4. In the How to handle freight charges region you identify how you want freight charges distributed in the purchase order. You can choose whether you want warehouse and drop-ship orders to be evenly distributed across the entire purchase order or added as a separate line item. Selecting Capitilize will distribute the freight cost evenly across all items on the entire purchase order. Selecting Expense adds the freight cost as a separate line item using the specified freight item in your system. You must supply the freight item number to Digital Gateway Customer Care in order for us to enter the number in on the back end. To identify how to handle freight charges, do the following: Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 34

39 a. In the Warehouse Orders field, use the dropdown menu to select either Capitilize or Expense. b. In the Drop-ship Orders field, use the dropdown menu to select either Capitilize or Expense. c. In the Add SO Shipments use the dropdown menu to determine whether or not you want to add sales order shipment records on drop-ship orders. 5. Click [Import]. When the invoices have been imported, the PO Receiver - Import window opens displaying the invoices that have been imported into e-automate. 6. Click [Close] to exit the PO Receiver. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 35

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41 Updates Updates Overview As we are continually making improvements to PO Processor, we have designed a way for you to easily update your PO Processor application with the latest improvements. If there are updates available, when you login to PO Processor, a message will display at the top of the PO Processor window that says, New Updates Available. These updates include minor improvements to full PO Processor upgrades. To access the PO Processor updates, do the following: 1. Before installing the new updates, you must upgrade PIP to the latest version. 2. Either click on New Updates Available or from the File menu select Update PO Processor... to display the updates window. 3. In the Available Versions field, use the dropdown menu to select the most recent version displayed. The Version Notes field displays any fixes or enhancements that are included in this update. 4. Click [Update now!]. A confirmation window displays. 5. Click [Yes]. The Update Phase 1 of 2 complete. window displays. 6. Click [OK]. The Update Complete window displays. 7. Click [OK]. 8. After the updates have been installed, you must retest your connection settings. See Connection Settings. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 37

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43 Filters Using the Filter Editor Overview In the Filter Editor you can modify a filter to show the specific information you want to view. When editing a filter, you can add several levels of filter criteria to meet your needs. The levels of criteria are broken down into groups and conditions. When editing a filter you must first define a group. Examples of groups are and, or, not and, and not or. Groups determine how you want to filter the information. You can add groups under existing groups, if necessary. Once you have groups created, you can add conditions under those groups. Adding a condition adds a top level condition in the logic statement. For example, the filter would consider condition 1 AND condition 2 OR condition 3. Adding a group adds a sub-group of conditions in the logic statement. If condition 2 and 3 are added under a group then the logic result is: condition 1 AND (condition 2 OR 3). Getting to the Transaction 1. Right-click on the column header of the column for which you want to edit the filter. 2. Select Filter Editor to open the Filter Builder window. Basic Info 1. If you want to change the filter group, see the Groups heading below. 2. If you want to change the condition, see the Condition heading below. 3. Click on the green operator to display a dropdown menu. 4. Select the appropriate operator. 5. Click <enter value> to display a field and enter the appropriate value. Groups When you first open the Filter Editor, a group and condition are already added to the Filter Builder window. The default group is And. The condition will be the column you right-clicked on in the original window. You may change the group and condition as appropriate. When editing a filter, you can add several levels of filter criteria to meet your needs. The levels of criteria are broken down into groups and conditions. Examples of groups are and, or, not and, and not or. You can add groups under existing groups, if necessary. Once you have groups created, you can add conditions under those groups. You can add as many conditions to groups as necessary to fit your needs for your filter. A condition is the column by which you want to filter. Adding a condition adds a top level condition in the logic statement. For example, the filter would consider condition 1 AND condition 2 OR condition 3. Adding a group adds a sub-group of conditions in the logic statement. If condition 2 and 3 are added under a group then the logic result is: condition 1 AND (condition 2 OR 3). To change a filter group, do the following: 1. Click on the group name that appears in red letters to display a dropdown menu. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 39

44 2. Select the appropriate group filter. To add another filter group, do the following: 1. Click on the group name that appears in red letters to display a dropdown menu. 2. Select Add Group to add another group to the filter 3. Follow the steps under Basic Info to define the new group s filter settings. 4. Repeat steps 1-3 to add as many groups as necessary. To remove a group, do the following: 1. Click on the group name that appears in red letters to display a dropdown menu. 2. Select Remove Group to remove the group from the filter. Conditions When editing a filter, you can add several levels of filter criteria to meet your needs. The levels of criteria are broken down into groups and conditions. Examples of groups are and, or, not and, and not or. You can add groups under existing groups, if necessary. Once you have groups created, you can add conditions under those groups. You can add as many conditions to groups as necessary to fit your needs for your filter. A condition is the column by which you want to filter. Adding a condition adds a top level condition in the logic statement. For example, the filter would consider condition 1 AND condition 2 OR condition 3. Adding a group adds a sub-group of conditions in the logic statement. If condition 2 and 3 are added under a group then the logic result is: condition 1 AND (condition 2 OR 3). To change a condition, do the following: 1. Click the blue condition name that appears in brackets to display a dropdown menu. 2. Select the appropriate condition. To add a condition, do one of the following: 1. Click the [+] next the group in red letters to which you want to add a condition. A new condition appears connected to that group. 2. Click the group in red letters to which you want to add a condition to display a dropdown menu and select Add Condition. To remove a condition, do the following: 1. Click the [x] at the end of the condition row to remove the condition from the filter. Editing Columns Overview In the POBroker, you have the ability to move around columns to better fit your needs and to also add more columns and remove ones you do not want. Once removed, columns can be easily added back to the window. Columns can also be placed in either ascending or descending order. Moving Columns Around Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 40

45 You can move columns around so you can view them in any order you want. To move columns around do the following: 1. Click on the column header and drag it to your desired location. 2. Repeat until all columns are in your desired location. Adding Columns You have the ability to add certain columns to the default columns that appear in the window. These columns are limited to the database query built to build the grid. To view what columns can be added and to add those columns to the window, do the following: 1. Right-click on any column header and select Column Chooser to open the Customization window. 2. In the Customization window, click on the column header you want to add and drag it to the appropriate location. 3. Repeat steps 1 and 2 until all appropriate columns are added. 4. To close the Customization window, click the [X] in the upper right corner. Removing Columns You can remove columns from the window if you want to simplify what columns display in the window. The columns are not permanently deleted. They are just removed from your view in the window giving you the ability to place them back. You can remove the columns from view using either drag and drop functionality or right click functionality. To remove columns from your window, do one of the following: Use drag and drop functionality by clicking on the column you want to remove from view and dragging it to a an empty area of the window. Use right-click functionality by doing the following: a. Right-click on any column header and select Column Chooser to open the Customization window. b. In the window in which you are editing columns, click on the column you want to remove and drag it to the Customization window. c. To close the Customization window, click the [X] in the upper right corner. Adjusting Columns You can have the POBroker automatically adjust column sizes to fit in the window so you can best view all information. You can automatically adjust each column separately or you can automatically adjust all columns at the same time. To automatically adjust columns do one of the following: To automatically adjust a column to its best fit in the window, right-click on the column header you want to adjust and select Best Fit. To automatically adjust all columns in the window so you can best view all information in all columns, right-click on the column header you want to adjust and select Best Fit (all columns). Putting Columns in Ascending or Descending Order 1. You can put columns in Ascending or Descending order to suit your needs. 2. To sort the columns in ascending or descending order, do one of the following: Right-click on the column header for which you want to sort column information and select Sort Ascending or Sort Descending appropriately. Click on the column header and the column will sort in the opposite direction. Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 41

46 3. To clear the sort filter and return the column to the default sort order, right-click on the column header for which you want to sort column information and select Clear Sorting. Grouping Columns Overview Some column headings in the PO Processor are equipped with Auto-Filters that allow you to narrow the list in the column you are viewing. There are different methods you can use to manipulate your lists. You can change the format of the window and organize the information by the column. You can sort by as many columns as you like adding several sorting tiers. For example, you can group the list of items on the selected quote by Vendor and then add a second group tier and group the items by price. The images below displays this example. Window without Grouping Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 42

47 Window with Grouping You have the ability to sort using the right-click functionality or the drag and drop functionality. To sort using the right-click functionality, you use the Group by Column method. To sort using the drag and drop functionality you use the Group by Box functionality. Both methods accomplish the exact same task; they are just separate ways of achieving your goal. These options may not be available in all windows of Digital Quote Manager. Group by Column The Group by Column option allows you to select a specific column and group the information in the window by the column you choose. This option is the same as the Group by Box option, the only difference is this option is utilizes right-click functionality. You can group the information by as many columns as you want. To group by columns, do the following: 1. Right-click on the column header by which you want to group the list. 2. Select Group By This Column to organize the list by the selected column. 3. Repeat steps 1 and 2 until you have organized the list appropriately. Note: You can select Group By Box any time during this process to view a breakdown of groups in a small region directly above the list. Group by Box Last Update: 6/26/13 Digital Gateway, Inc. All rights reserved Page 43