A new option has been added to the Purchase Order: ‘Submit eOrder…’. This option will submit the purchase order to your vendor via email and mark the purchase order as ‘ordered’. The email contents are formatted in XML.
You can use eOrders if the following conditions apply:
· You have a network internet connection (DSL, Cable, etc.). Your workstations must be configured so that they have access to your email server via TCP/IP networking. Email is difficult to use with a dial-up connection because of the time required to establish a connection.
· Your email provider must process outgoing mail using SMTP protocol and must not require a secure (SSL) connection.
·
You will need
to check with each of your vendors individually to see if they can process
email purchase orders with this XML format.
If they can, you’ll need to obtain an email address to which you can
submit the purchase orders.
· Obtain the following information from your internet/email provider, or check the account configuration in your existing email software (Outlook, Netscape, Eudora, etc.)
o the name of your outgoing (SMTP) email server
o the TCP/IP port for outgoing mail (usually it is port 25)
o a valid email account as a return address
o whether the email server requires authentication
o a valid email account user ID, and password if required by the email server
· Obtain the following information from each of your vendors that will accept/process email purchase order in this XML format.
o An eOrder email address. This is the address to which you must send your email purchase orders in order for the vendor to properly receive and process the order.
o Your account number with the vendor. A alpha-numeric code up to 20 characters in length that uniquely identifies you to your vendor.
o Your phone number: a number the vendor can call in regard to purchasing inquiries.
Submitting an eOrder is the same as changing the status of the purchase order to ‘ordered’ with the exception that the email is sent before changing the status. Only ‘unordered’ purchase orders can be ‘eOrdered’. To access this feature,
1) Open the purchase order to be submitted.
2) Right click on the purchase order (anywhere except on the grid) and select ‘Submit eOrder…’. This will display the eOrder form.
3) Complete the required vendor information.
a. ‘Send eOrders To’: This is the email address the eOrder will be sent to. Each vendor that will be accepting eOrders will need to supply you with an email address to use.
b. ‘Your Account Number’: This is an account number that uniquely identifies you from the vendors other customers. This number must be provided to you by the vendor. Each vendor that will be accepting eOrders will need to supply you with an account number to use.
c. ‘Your phone number’: a number the vendor can call in regard to purchasing inquiries.
Once you submit your first eOrder for a vendor, this information will be saved for subsequent eOrders to the same vendor.
4) Complete the required purchase order information.
a. ‘Contact Name’: This is the name of an individual that the vendor can contact should there be any question regarding this order.
b. ‘Contact Email Address’: This is the email address that the vendor can use for any email correspondence regarding the order.
c. ‘Shipping Note’: Your vendor may ask that you put specific information in this field when submitting eOrders.
d. ‘Set as default…’: if this is checked when you select ok, the purchase order information entered here will be saved and used by default for subsequent eOrders for this vendor.
5) If you have not yet completed your Email Setup, do so now by clicking the ‘Setup’ button (see ‘Email Setup’ below).
6) Click Ok to submit the eOrder with the information as entered and mark the purchase order as ‘ordered’.
The Email Setup used for eOrders is the same setup for Email Paging. If you use Email Paging, this will already be set up. If you use SuccessWare21 on the ASP (as opposed to on your own network) the Email Setup will be preconfigured for you and you will not have access to it. If you run SuccessWare21 on your own network, and you have not set up Email Paging, then you will need to complete your Email Setup.
1) ‘E-Mail Server’: Enter your email server (e.g., mail.adelphia.net)
2) “E-Mail Port’: Enter the port your email server listens on. This is normally port 25. If you are uncertain, leave this at 25.
3) ‘Use Authentication’: If your email server requires authentication, check this box and enter a valid user name and password.
4) ‘E-Mail User ID’: If you checked the ‘Use Authentication’ box, then enter a valid user name for your email server.
5) ‘Password’: If you checked the ‘Use Authentication’ box, then enter a valid password for your user name.
6) Click ‘test’ to test a connection to your email server using this information. If the connection fails, you’ll need to verify the information you’ve entered. To do this, check with the administrator or provider of your email service.
7) Click ok to accept your email setup.