Installation Instructions and Users Guide

6/23/2004   v.12.1

The Perfection Software Electronic PO Transfer system allows you to transfer your Purchase Orders directly to your vendor.

Minimum Requirements

The following are minimum requirements necessary to run Electronic PO Transfers. Please get all of the following items from Perfection Software, Inc. before starting.

1. Perfection Management Windows® Version 11.6 or later
2. Vendor Login ID and Password
3. Vendor Account Number per location
4. Dedicated High Speed Internet Connection
5. AccuTerm© for compressed view on screen.

Once the minimum requirements are met, you are ready to begin. Please call Perfection Software, Inc. if you have any questions at 800-766-7530.

The Electronic PO Transfer program requires an initial setup.  After setup, you may begin transferring your Purchase Orders through your dedicated Internet connection.

Included in this document is the following:

Vendor Setup........2

Electronically Transferring a Purchase Order........7

Transmission Results........8

View Status........9

Please read these instructions entirely before starting the installation.

Vendor Setup

The Perfection Software Electronic PO Transfer depends on setups made in the Vendor Entry program.  Certain entries must be made before a transfer can take place.  In Perfection Management, go to Vendor Entry (7.6.1 or 3.5.1.1), page 2-4, entries 19-30.  Remember to Save the Vendor File when you are done.

19. Transfer Format:  MISG

20. Host Address:  The host address is:  ftp://ftp.translink.geis.com/%TRANSLINK%XMLPO%%b.

21. Login: Get a Login and Password from Perfection Software, Inc.

22. Password: The Login & Password is unique to your business.  Please contact Perfection Software, Inc. for these entries. Make sure the login and password are entered exactly as they are given. These entries are case sensitive.

23. Secondary Login:  Get a Login and Password from Perfection Software, Inc.

24. Secondary Password:  The secondary password is unique to your business.

       

25. Local Directory:  PO.TRANSFER.3M

       Enter the above file for 3M. There may be other vendors using this program so please contact Perfection Software, Inc. if there is any question.

26. Location: Enter the locations on your system with the associated account number from the vendor.

Billto Account # and Shipto Account #: The Billto and Shipto Account Numbers are unique number to your business. This is the customer’s main account number from the vendor. If Billto is left blank then the Shipto Account will be used, and if that is blank the regular vendor account (field 1 Page 1) will be used. Please contact your Vendor for these numbers.

27. Your Units and Vendor Units:

The Vendor Unit lists the Unit of Measures for the Vendor’s part numbers.  This gives you the ability to cross-reference your unit to your vendors unit if necessary.

To Build Your Unit List: At the <ENTER SELECTION> prompt at the bottom of the screen, enter a <U> and press <ENTER>.  This procedure may take a while depending on the size of your system.

The following is a sample list of Vendor Units to put in for 3M. If you leave the Vendor Unit blank then the program will just use Your Unit when transferring the PO. Fill all Blank Vendor Units with EA since part numbers are unique in 3M and this will allow orders to go through without giving an error.

SAMPLE list of Units of Measure:

28. Shipping Description:

This entry is Vendor specific. LEAVE BLANK. This field is not used for 3M at this time. If you want to communicate special shipping instructions, put these instructions in the Special Instructions or the Comments of the PO.

29. Email Addresses: This is a field to enter in the vendor’s email addresses followed by a short description. This field is used to store email addresses for emailing PO’s to your vendor. These email addresses are not used for Electronic PO’s in any way so it can be ignored for now.

30. Electronic PO Conversion Functions: It may be necessary to write user defined functions for converting part numbers into vendor specific part numbers.

When you enter <?> you get the following help.

The following functions are available for converting your data during an Electronic PO so that it matches your vendor's part number. The function should be entered followed by a Part Number or Manufacturer Code then any specific parameters.

CONVERT

- Ex. CONVERT 3M "-" TO ""  (This will remove all dashes in Parts for 3M)

CONVERTU

- Ex. CONVERTU 3M "-" TO "" (Remove all dashes in Units for 3M).

DROPUNIT

- Ex. DROPUNIT 3M    (This will drop all units for 3M)

PREFIX

- Ex. PREFIX 3M 020   (This will prefix 020 to the front of every 3M part)

POSTFIX

- Ex. POSTFIX 3M 00   (This will postfix 00 to the back of every 3M part)

These functions will be applied when sending Electronic PO's in PO Entry.

Use these Conversion Functions along with Source Part Number (see example in screen shot below) setup in Costs and Prices Entry (5.1.2) to match any vendor part number.

Fill the Source Part number with another part for 3M and Duramix 3 digit and 4 digit parts. 3M wants the parts with leading zeros when doing Electronic PO's so this program was created to fill in the source part automatically.

Ex. 3M.988 source part will be 00988. 3M.1020 becomes 01020.

Usage at TCL: FILL.SRC.PART  Mfr.Code  Vendor.Code

Ex:        FILL.SRC.PART  3M     3M        (3M)

       FILL.SRC.PART  DUR  3M        (Duramix)

It is also important that you instruct the customer that any future part numbers that are added for 3M that are 3 or 4 digits have to have the 5 digit number entered manually in the source part number field in Inventory Costs and Prices Entry.

Congratulations, setup is completed.  You are ready to proceed with electronically transferring a Purchase Order.

Electronically Transferring a Purchase Order

Electronic PO Transfers are done in the Purchase Order entry screen (3.2.2 from the Main Menu).

Below are the steps for electronically transferring a Purchase Order.

1. Make sure your Dedicated Internet Connection is established.

2. Create and Release a Purchase Order through the Perfection Management Purchase Order Module (3.2.2).  NOTE:  A Purchase Order must be Released before transferring.

3. Electronically Transfer Purchase Order: This is done in Purchase Order Entry (3.2.2). 

Shipping/Payment Terms:  If there are special terms available (Ex. Promotional terms) then you can request these special terms by putting in a comment to the PO. Just enter <CO> for Purchase Order Comment or <I> for Special Instructions. Just write a free form message and a 3M Customer Service Representative (CSR) will get the message automatically. It is also important to realize that any comment that you enter into an order will cause the order to be put on hold until a CSR reviews the order. So, if you want your order created as quickly as possible avoid any unnecessary comments.

Electronic PO:  At the Purchase Order Enter Selection prompt, enter an <E> and press <ENTER>.  NOTE: This option is only available on Released Purchase Orders.

You will get the following options if the PO has already been sent one time:

PO Already Transferred. PO Status => Released.

Enter <S> to Send again, or <V> to View Status:

See View Status example below.

The Purchase Order will now transfer. You will see a message “Now Transferring Via MISG Please Wait” Once completed the results of the transmission will be displayed.  You will receive a Code=”200” – SUCCESS and “No Errors Detected” message.  If you do not receive this message then your PO did not transfer properly. Make sure your Internet connection is functioning properly. If everything checks out then please call Perfection Software Support.

See Transmission Results example below.

To get a report of your Electronic PO’s the Outstanding Purchase Order Report (3.2.3) gives an option to print PO Status on the report. This will give a quick view of the status of all your outstanding PO’s. Use option <E> on the report.

Transmission Results

Once the transmission has been sent, the results of the transmission will be displayed.

Below is an example of a “result” of a transmission.

You then have a choice of <P> to Print or <C> to Continue.

View Status

If this Purchase Order has already been transmitted to your vendor enter <V> to View PO Status. This screen will show history of the Electronic PO transfers.

Enter <P> to print.

Enter <T> to Toggle between wide screen and regular screen view.

Enter <S> for Summary Mode.  If in Summary mode, enter <D> for Detailed mode.