po processor installation and configuration guide€¦ · e-automate setup providing location...

PO Processor Installation and Configuration Guide

Revised: 06/06/2014 ©2014 Digital Gateway, Inc. - All rights reserved

Table of Contents

OVERVIEW ................................................................................................................................................................ 3

HOW TO INSTALL PO PROCESSOR .............................................................................................................................. 3

PO PROCESSOR SETTINGS MANAGER ........................................................................................................................ 6

E‐AUTOMATE SETUP ............................................................................................................................................... 10

PROVIDING LOCATION INFORMATION FOR POS ......................................................................................................................... 10 How to Link Equipment with the Sales Order Item .................................................................................................... 13 How to Include a Routing Label in the Shipping Instructions ..................................................................................... 13

RICOH VENDOR SETUP ......................................................................................................................................................... 14 SAS Status .................................................................................................................................................................. 15 Lease/Finance Company Setup .................................................................................................................................. 18 Multiple Ricoh Vendors .............................................................................................................................................. 20 Admin Rights for Ricoh PO Processor Users ............................................................................................................... 20


Overview 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 participating 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 for each item, and each vendor’s cost. 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. 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. After you have installed PO Processor, you must enter the correct settings in the Settings Manager. The PO Processor Settings Manager automatically opens once the installation is complete. There are three parts to installing PO Processor. First, you install the software, then you must enter PO Processor settings through the PO Processor Settings Manager and finally you must run a script that enables the right-click access to PO Processor in e-automate. All settings entered in the Settings Manager are stored in the config file. Settings entered during the initial setup will remain through uninstall and reinstall of PO Processor; an uninstall does not delete the config file. The config file is a text file that can be edited through the text file itself, if necessary. You must have the Partner Integration Platform or PIP installed in order to be able to install PO Processor. PIP enables 3rd party integration. For more information contact Digital Gateway Customer Care.

How to Install PO Processor To install PO Processor, use the following steps. 1. Navigate to the directory location where you saved the files. 2. Double-click on the POProcessorSetup.msi file to launch the Install Wizard.


3. Click [Next>] to display the Select Installation Folder window.

4. Browse your network to select the location where you want to save PO Processor. 5. If you want to view the amount of space this application will use, click [Disk Cost…]. 6. Do one of the following:

If you want to install PO Processor for anyone who uses this computer, select the Everyone radio button.

If you want to install PO Processor for just yourself, select the Just me radio button. 7. Click [Next>] to display the Confirm Installation window.


8. Click [Next>] to confirm and begin the installation. The Installing PO Processor window displays.

The Installation Complete window and the PO Processor Login window display simultaneously.


9. In the Installation Complete window, click [Close]. 10. In the PO Processor Login window, enter the following information.

Username: Username for e-automate user that has rights to use PO Processor. Password: e-automate password for the e-automate user. Company: Company database associated with PO Processor. Version: Version of e-automate you are currently using. Public API Url: PIP service URL.

11. Click [Login]. The PO Processor Settings Manager window opens. 12. Click [Close] in the installer window to exit the installer.

PO Processor Settings Manager The PO Processor Settings Manager is where you define your PO Processor settings regarding your connections and vendor default information. The PO Processor Settings Manager is split up into three regions: the e-automate PIP 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.


Po Processor Configuration Settings with Untested Information

To define your PO Processor settings, do the following. 1. From the File menu of PO Processor select Connection Settings. The PO Processor… 2. In the Public API Settings region, enter the Public API URL 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: 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].


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.

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.

e-automate Setup

Providing Location Information for POs 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 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.

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.

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.


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.


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.

Ricoh Vendor Setup The way Ricoh handles electronically submitted orders is comparatively different from the way other vendors handle electronically submitted orders. Because of this, the PO Processor setup is also significantly different.


Ricoh requires additional information from orders other than what is generally provided when PO Processor automatically sends the orders through. Ricoh has what they call SAS customers. SAS customers are customers that provide special pricing for items. When orders are sent, Ricoh must be able to tell which orders contain items with SAS pricing. Ricoh must also be able to tell which orders are being paid by lease. If you have Ricoh as one of your vendors there are a few extra things you must set up in e-automate in order to provide the correct information to Ricoh when the orders are sent through PO Processor. In addition, all of Ricoh’s item information including current standard prices and SAS prices is pulled into PO Processor from Dealer Gateway. Therefore, you must have Dealer Gateway set up with all Ricoh’s item information. For more information on Dealer Gateway, see the Dealer Gateway Documentation.

SAS Status In order for PO Processor to be able to recognize orders as SAS orders, you must properly configure the sales order and purchase order records in e-automate. You must, first, create attributes that will allow Ricoh to identify the orders as having SAS items. For example. you can create an attribute that allows you to enter the customer registration number on sales orders and purchase orders that include SAS items. This allows Ricoh to cross reference the customer registration number with the number on the SAS list to verify the customer is a SAS customer. After the attribute is created, the attribute must be assigned to a custom property and that custom property must then be assigned to the sales order or purchase order. You may assign the attribute to an existing custom property or create a new custom property to which you can assign the attribute. For a more detailed explanation of attributes and custom properties, see the Creating Attributes and Creating Custom Property Configurations topics in e-automate STEPS. Note: You must have custom properties enabled in e-automate. See the Enabling Custom Properties topic in e-automate STEPS. Unfortunately, custom properties do not carry over from the Sales order to the purchase order when you use the Inventory Logistics Console to create the purchase order or when you right-click the sales order (from the Sales Order list window in e-automate) and choose Create purchase order. To carry over the custom properties, the sales order must be processed in a purchase order from within PO Processor or you have to manually edit the purchase order in e-automate and add the Lease company information to the Configuration on the Customer properties tab. IMPORTANT: Once the attribute has been created, you will need to give the attribute to Digital Gateway Customer Care so that they can enter them into the Vendor settings on our end. If the attributes is not given to Digital Gateway Customer Care, the system cannot recognize the sales orders and purchase orders as SAS orders. Besides properly configuring e-automate, there are a couple other factors you must take into consideration when creating SAS orders.


SAS orders do not allow you to assign a ship to customer that is out of territory. If you have an

order that is out of territory, contact Ricoh for information for the best way to handle this situation.

SAS sales orders and purchase orders can include only equipment items and accessory items for customers that are on the SAS price list. Supplies and parts cannot be included on SAS sales orders and SAS purchase orders. You can create orders that have only accessories and no equipment.

When adding the accessory items to a sales order, if you include the equipment number for the item the serial number of the equipment will be sent with the item to Ricoh when the PO is created and sent.

To allow Ricoh to recognize SAS orders, do the following.

1. Create the SAS specific attribute by doing the following.

a. From the Tools menu, select Lists and codes to open the Lists and codes window. b. In the Select a list or code type field, use the dropdown menu to select Attributes. c. Click [New] to open the New attribute window. d. Complete the following fields as appropriate.

Attribute name: Name of this attribute. If, for example, you are using the customer registration number for SAS orders, you could name this attribute CustRegNo. Description: Brief description of the purpose of this attribute. If you are using the customer registration number example, you could enter Customer registration number for SAS orders. Data type: Select Text Box from the dropdown menu. Active: When checked, this attribute is active in the system.

e. Click [OK] to save the attribute.

2. Create a custom property to which you want to assign the new attribute by doing the following. You may also assign attributes to an existing custom property.

a. On the Tools menu, select Lists and codes to open the Lists and Codes window. b. In the Select a list or code type field, use the dropdown menu to select Configurations

(custom properties).


c. Click [New] to open the New tracking configuration (List) window. d. In the Name field, enter a name for this custom configuration. e. In the Description field, enter a description of the custom configuration. f. In the Group field, use the dropdown menu to select Purchase Order Properties if this is a

custom property for purchase orders or Sales Order Properties if this is a custom property for sales orders. Note: You must create a separate custom property for purchase orders and sales orders.

g. In the Available Attribute(s) field, use the dropdown menu to select the SAS specific attribute you have created.

h. Click [QuickAdd] to add the attribute to the Selected Attributes list. i. Click [OK] to save the SAS custom property.

3. Assign the custom property to the sales orders and purchase orders by doing the following.

a. Open the sales order or purchase order list. b. Locate the sales order or purchase order to which you want to assign the custom property

and double-click or click [Edit] to open the Edit customer window. c. Click the Custom properties tab to bring it forward. d. In the Configuration field, use the Lookup to select the SAS property you just created.


e. Click in the empty field and enter the appropriate information. For example, if you are using the customer registration number example, enter the customer registration number in the empty field.

f. Click [OK] to save the custom property on the sales order or purchaser order record.

Lease/Finance Company Setup In order for Ricoh to be able to recognize the sales orders or purchase orders that will be paid by lease or finance company, you must properly configure the sales order or purchase order records in e-automate. How you configure e-automate depends on how you have your Lease company set up in your e-automate database; whether you have the lease company set up as a customer or as a vendor. You must, first, create attributes that will allow Ricoh to identify the order is being paid by lease. After the attribute is created, the attribute must be assigned to a custom property and that custom property must then be assigned to the sales order or purchase order. You may assign the attribute to an existing custom property or create a new custom property to which you can assign the attribute. For a more detailed explanation of attributes and custom properties, see the Creating Attributes and Creating Custom Property Configurations topics in e-automate STEPS. Note: You must have custom properties enabled in e-automate. See the Enabling Custom Properties topic in e-automate STEPS. Unfortunately, custom properties do not carry over from the sales order to the purchase order when you use the Inventory Logistics Console to create the purchase order or when you right-click the sales order (from the Sales order list window in e-automate) and choose Create purchase order. To carry over the custom properties, the sales order must be processed into a purchase order from within PO Processor or you have to manually edit the purchase order in e-automate and add the Lease company information to the Configuration on the Customer properties tab. IMPORTANT: Once the attribute has been created, you will need to give the attribute to Digital Gateway Customer Care so that they can enter them into the Vendor settings on our end. If the attributes is not given to Digital Gateway Customer Care, the system cannot recognize the sales orders and purchase orders as Lease/Finance orders. The attribute you create for lease customers must be something that will allow Ricoh to identify the customer on the sales orders and purchase orders as the lease customer. How you set up this attribute differs depending on how you have your Lease company set up in your e-automate database; whether you have the lease company set up as a customer or as a vendor. To allow Ricoh to recognize orders as those being billed to a lease/finance company, do the following. 1. Create the lease specific attribute by doing the following.

a. From the Tools menu in e-automate, select Lists and codes to open the Lists and codes window.

b. In the Select a list or code type field, use the dropdown menu to select Attributes.


c. Click [New] to open the New attribute window. d. Complete the following fields as appropriate.

Attribute name: Name identifying this attribute such as SAS, LeaseCo, FinanceCo, and so on. Description: Brief description of the purpose of this attribute. Data type: Select Lookup from the dropdown menu. Lookup type: Select the appropriate lookup menu you want to display on the custom property. If the lease company is set up as a customer record, you can select Customers (Name-Number), Customers (Name), or Customers (Numbers). If the lease company is set up as a vendor record, select Vendors. Active: When checked, this attribute is active in the system.

e. Click [OK] to save the attribute for lease customers.

2. You may now assign the attribute to an existing custom property or create a custom property to which you want to assign the new attribute by doing the following.

a. On the Tools menu, select Lists and codes to open the Lists and Codes window. b. In the Select a list or code type field, use the dropdown menu to select Configurations

(custom properties). c. If you are creating a new custom property, click [New] to open the New tracking

configuration (List) window. If you want to assign the attribute to an existing custom property, locate the custom property and click [Edit] Edit tracking configuration (List) window.

d. In the Name field, enter a name for this custom configuration, if necessary. e. In the Description field, enter a description of the custom configuration, if necessary. f. If you are creating a new custom property, in the Group field, use the dropdown menu to

select Purchase Order Properties if this is a custom property for purchase orders or Sales Order Properties if this is a custom property for sales orders. Note: You must create a separate custom property for purchase orders and sales orders.

g. In the Available Attribute(s) field, use the dropdown menu to select the lease specific attribute you have created.

h. Click [QuickAdd] to add the attribute to the Selected Attributes list. i. Click [OK] to save the custom property.

3. Assign the custom property to the sales order or purchase order, by doing the following.

a. Open the sales order or purchase order list. b. Locate the sales order or purchase order to which you want to assign the custom property

and double-click or click [Edit] to open the Edit customer window. c. Click the Custom properties tab to bring it forward. d. In the Configuration field, use the Lookup to select the Lease/Finance property you just

created. e. Do one of the following:

If the custom property is to identify SAS status, click in the empty field and enter the appropriate information. For example, if you are using the customer registration number example, enter the customer registration number in the empty field.


If the custom property is to identify the lease customer, use the Lookup to select the

information you want displayed on the sales order or purchase order that identifies the lease customer.

f. Click [OK] to save the custom property on the sales order or purchase order record.

Multiple Ricoh Vendors You are required to have at least two vendors set up for Ricoh in your e-automate database, one for parts and one for supplies (which includes equipment and accessories). When you create the purchase orders, you will assign the Ricoh vendor to the order that is specific to the type of items being placed on that order. Creating these two vendors is necessary because Ricoh requires that your supply orders only have supplies and/or equipment and/or accessories and your parts orders have only part items. For example, if you have parts and supplies that you need to order, you must place one order for all the parts and another order for all the supplies. You can set up more Ricoh vendors to differentiate between types of orders, but you are required to have at least these two. After you have created all needed Ricoh vendor records in e-automate, you must map (or link) those vendor records with each Ricoh vendor in the Vendor Settings region of the PO Processor Connection Settings. See the PO Processor Settings Manager section above for directions on mapping (or linking) vendors.

Admin Rights for Ricoh PO Processor Users In order for a user to be able to process orders intended for Ricoh, the POP user must have the correct user rights. The rights are tied to e-automate, so you grant these rights in e-admin. The following rights must be given.

Right Description View Edit Create Delete

A/P Vendors V e A/R Customers V

I/C Items V e I/C Warehouse

V

Purchase Orders

V e c

Sales Orders V e Service Equipment

V


Shared Ship Methods

V


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