Installation Instructions and Users Guide

1/2/2004   v.11.6

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 to the Perfection Server
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........8

Transmission Results........9

Receiving........11

Troubleshooting Guide........12

Error Codes and its Meaning........12

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:  PS  - PS stands for Perfection Software transfer program.

20. Host Address: PS is a predefined setting for communicating with Perfection Software, Inc. When Testing enter PSTEST and then you can run test PO’s through the system. Otherwise, you will be making orders with your vendor.

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 – Leave blank
24. Secondary Password – Leave blank

25. Local Directory:  PO.TRANSFER.DUP Exact spelling is very important. 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.  It is important that this list be kept up-to-date.  You may not transfer an item not on this list.  You should rebuild the unit list after a price update for this vendor or new part number units of measure are added for this vendor.

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.

Very important! Fill in the Vendor Unit of measure. If you do not manually enter the Vendor Units, the PO transfer will fail.

The following is a sample list of Vendor Units to put in for DuPont. If your unit does not exist here then you must determine the best Vendor Unit to use. If you leave the Vendor Unit blank then the program will just use Your Unit when transferring the PO. PO transfers will most likely fail if this table is incomplete or incorrect.

SAMPLE list of Units of Measure:

If there are additional units that have no corresponding Vendor Unit then you should contact your vendor for these entries.

28. Shipping Description: This entry is Vendor specific. The terms must be exact or the PO will be rejected.

The Shipping Description: Type in the specific description. The Shipping Description can be used more than once for different Order Types and Payment Terms.

Order Type: This entry is very specific and must be typed as specified by your vendor.  The DuPont Order Type is usually made up of a two-digit number, followed by a space, and then the description.  (Example:  10 Stock). The description after the space does not have to be exact.

Payment Term Codes: The entry is very specific and must be typed as specified by your vendor. The DuPont Payment Term Code is usually a four-character code, followed by a space and the description (example: A022 Regular Terms). The description after the space does not have to be exact.

Enter the Shipping Description you use most frequently on the first line, this will be your default entry for PO’s for this vendor.  The default code will automatically be displayed when doing a Purchase Order. 

Dupont Specific Example:

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 anyway 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 hit <?> 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 DUP "-" TO ""  (This will remove all dashes in Parts for DUP)

CONVERTU

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

DROPUNIT

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

PREFIX

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

POSTFIX

- Ex. POSTFIX STA 00   (This will postfix 00 to the back of every STA 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.

       

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). 

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.

Shipping/Payment Terms:  The default shipping/payment terms will be displayed.  To accept, just press <ENTER>.  To change to another term, enter a <?> and press <ENTER>.  A list of available terms will be displayed.  Enter the selection number of the new term, and press <ENTER>.

Sending:  You will now see the prompt:  Enter <Y> to transfer now.  To transfer the Purchase Order, enter a <Y> and press <ENTER>. 

The Purchase Order will now transfer. You will see a message that the “File submitted is waiting for transfer” and then the “Transfer is waiting for results.”  Once completed the results of the transmission will be displayed.  You will receive a “Shopping Cart” number.  After the order is received from your vendor and processed this number will be changed to an “Order” number.  You may not change the Purchase Order or Resend it once an order number has been assigned.

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

Enter <U> to immediately update the PO status.  This option is given to allow you to check for updates immediately. Otherwise, the system will automatically update the PO Status every 15 minutes. Just use the <V> option below to check for updates periodically.

Enter <S> to re-send the purchase order at the “E” option of the Purchase Order.  If you have an Order Number you will not get this option.

Enter <V> to View Status.   See the example on page 10.

The Outstanding Purchase Order Report (3.2.3) now 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.

Note : if you need to do a drop ship, you must call Customer Service at Dupont to manually change the shipping address on the order.

Transmission Results

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

If an error occurs, this Results page will state what action to take.

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

       

You then have a choice of <U> to continue to Update, <V> to View Status, <P> to Print or <C> to Continue.

Enter <V> to View Status.

View Status

       

       

       

       

If this Purchase Order has already been transmitted to your vendor enter <V> to View PO Status. This screen will show updates to your Order including Shipping information.

       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.

       Enter <U> to Update for up-to-the-minute status.

Receiving

You may automatically Receive from an Electronic Purchase Order.

To enable the system to receive an Electronic Purchase Order go to Receiving Setup (4.3.4, #19).

At the Enable Field (#19) you have the following three choices:

Enter <Y> to allow Electronic PO (EPO) Quantity shipped to integrate with Receiving.  You will be prompted that the PO is an Electronic PO and asked if you want to use the Advice of Shipment (ASN) Quantity to Receive.

Enter <P> to allow integration on the Electronic PO without having to answer a prompt every time an EPO is received.

Enter <N> to not allow EPO integration.

Once setup you may now Receive from the Advice Shipment Notice at Receiving Entry (4.1.1).

At the Receiving Number enter <P> to allow the entry of a Purchase Order Number and press <ENTER>.  Next, enter the EPO number and press <ENTER>.  If prompted to allow ASN, enter <Y>.

You may have multiple ASNs for one EPO.  The list will then be displayed.  Enter the number of the ASN to Receive.  If only one ASN, these items will automatically be displayed. 

Continue with the Receiving procedure.

Troubleshooting Guide

If you get a message similar to the following messages:

<Status text="A problem occurred when trying to create the order: Invalid SKU 150K GALLON found at line number 0" code="550"/>

Solution: The part number (150K) is not a valid vendor part or the Unit of Measure (GALLON) is not a valid vendor unit of measure. If the Unit of Measure is the problem check Your Units and Vendor Units above. You must maintain the table to translate your units into vendor units.

If the transfer worked you will most likely get one of the following codes and messages listed in the following chart. This does not mean the PO is actually good. Please read all responses carefully.

1. Error Codes and its Meaning

The table below outlines the messages that could be returned and their associated status codes.  The element body contains a description of the specific error that occurred.  In the example 4 a status message is “Status Code: 406-01. Parser Error: cXML DTD validation failed”. The status message always starts with a text Status Code + unique error code as “Status Code: 406-01”. This error code should display to end-user. The words in blue indicate the variables that will change from response to response.

Example 4. PO Response

<cXML payloadID="9949494.2654@perfectionsoftware.com”

timestamp="2000-01-12T18:39:09-05:00" xml:lang="en-US">

<Response>

<Status code="406" text="Not Acceptable">Status Code:406-001. Parser Error: cXML DTD validation failed.<Status>

</Response>

</cXML>