Submit to ERP in Sherpa

Submit to ERP

 

 

Submit to ERP:

Compass will allow a user to submit a closed sale's equipment into either E-Automate, OMD, or Forza using the Submit To OMD/E-Automate/Forza button in the Financials tab.  The Order Processor can then go into their ERP and turn it into an order.  If you are using E-Automate or OMD before you can use this function you will need to add a Compass Account into your ERP System for Compass to use when submitting the order.  You will then need to add the ERP customer number in the Control Panel in the Administration Menu under the ERP tab.

Submit to E-Automate:

In E-Automate, the product numbers you have listed for the equipment and accessories, must match the product numbers you have listed in Compass.

You will also have to enter the miscellaneous product codes for Install Charges, Connect Fees and Buyouts in the ERP tab under the control panel in Compass.  These will show as separate line items when the order is submitted.  You can also decide if in their database they want the buyout to go in as a negative or positive number by checking the submit buyout as negative box.

In Manage Users you will also need to add the Reps ERP ID added so the deal will default to them when the deal is submitted.

When a deal is submitted through the Financials tab, Compass will check to see if the product numbers match.  If they don't you will get the following message when submitting the order, and the order will not be submitted.

E-Automate also has set Meter types.  The Set Meter Types button in the ERP tab in the Control Panel in Compass is used to identify the types of meters you want to see in the Compass interface – this is a copy of your table in E-Automate.

When the user clicks the Submit to E-Automate button in the Financials tab a pop-up will appear where the user can edit certain fields in a grid for Price, Install Fees, Connect Fees, and Buyout Charges.  If the user changes the pricing, they must ensure that the totals equal the totals from financials.  If they do not, a warning message will show, and a Manager Override button will populate you will need to know that Override password in order to have the Submit button be ungrayed out.

 

 

They will then get a message to choose to include Buyout, Install and Connect fees with the quote; these will default to Yes/No based on if the Buyout, Install and Connect Fee fields are filled in in the financials of the deal.

Once the order is submitted out of Compass into E-Automate, and if your account you submitted the quote from has a valid ERP #, the quote will go to that account in E-Automate automatically.  If there is no valid ERP # on the account in Sherpa, the quote goes to the Compass holding account in E-Automate.  If you are submitting your quote(s) by location from Movement Forms, each quote will go to the account with the ERP# listed in Movement Forms for that location.  If no ERP# (or an invalid ERP #) is listed there, it will submit the quote to the holding account.  In the quote in E-Automate, the customer's name will be in the Description field, and all the equipment and financials will come through as well.  Note that we take the out cost from Solution summary for each item and determine the percentage of the total deal that the item is. Then we take the final sales price from Financials and apply that same percentage for each item to determine the final line item price for each item that includes any margin or other edits made in Financials.  If the user who submits the quote to E-Automate has the proper ERP ID set up for them in Manage Users, then the rep who submits to E-Automate will be assigned to the quote in E-Automate.  If the ERP ID is not set up, no user will be assigned to the quote in -Automate.

You will then right click on the quote and move it to the actual customer record in E-Automate that the order is for.

Note that once an order is submitted in EA (turned from Quote to Order), you can't resubmit from Sherpa; you must create a new proposal and resubmit.  If the Quote has not been turned into an order yet in EA, you can resubmit from Sherpa; it will ask you if you would like to override the current information in the Quote area in EA.

Submit to E-Auto from Movement Forms

Submitting from Movement Forms uses the Ship to Location information for determining which customer in E-Automate to submit to.  Note that we take the out cost from Solution summary for each item and determine the percentage of the total deal that the item is. Then we take the final sales price from Financials and apply that same percentage for each item to determine the final line item price for each item that includes any margin or other edits made in Financials. 

It will push the actual price point values into E-Automate instead of Cost values.  Provides the ability to submit more than one quote per financial or you can still do a single quote.  A user can make it to where each main model gets its own quote or set it so that each location gets its own quote.

Once you set your model options in Movement Forms, then choose to Submit to E-automate and it will provide you with some options.  You can either Group by location, Group by Item, or All items on one quote.

• Group by location will group all items with the same Ship To location together onto one quote.
• Group by item will group each separate movement form main item and all assigned accessories into one quote.
• All items on one quote puts all items into a single quote (this is what the Submit to E-Auto from Financials would do).

If the proposal had more than one financial, the user will need to choose which financial to use for pricing.

Once the user has chosen a financial or if there was only a single financial on the proposal, a pop-up will appear where the user can edit certain fields in a grid for Price, Install Fees, Connect Fees, and Buyout Charges.  If the user changes the pricing, they must ensure that the totals equal the totals from financials.  If they do not, a warning message will show and the Submit button will be disabled.

If there were Connect Fees, Install Fees, or Buyout Charges on the financials, the user can decide whether to include those fees with the quotes.

E-Auto Contract Export:

For E-Automate you can also import in the equipment for MPS contracts from the Printer Pricer tab.  You will have to contact E-Automate to have the ability to "Import Service Contract" option turned on.  E-Automate doesn't charge for this, but it will not be on as a default in your E-Automate system.

Once you have all the printers you are going to be covering imported into Printer Pricer, priced out, and closed, you can then import the printers into E-Automate.  Under the Reports menu, select the E-Auto Contract Export option.  You will be asked to choose a destination to save a .txt file; you can save this anywhere on your computer.  When you click Save the .txt file will be saved to the chosen destination.  Here is an example of what our .txt file will look like:

In E-Automate, you will choose to Import Service Contract and choose the last option, to import from a text file.  Browse to the .txt file you saved and import the file.

 

You will then be asked to select the fields you want to import, these are the required fields:

You will also need to have following highlighted required fields filled in:

Submit to OMD:

Before a user can submit to OMD, the Administrator must configure the RBTD01 .csv file located in OMD and place it in their OMD directory (see OMD instructions and sample .csv file at the end of this section).

In OMD, the product numbers you have listed for the equipment and accessories, must match the product numbers you have listed in SKU field in Compass.

When the user clicks the Submit to OMD button, they will get the following message to choose a user to send the XML file to that contains the order.  The only users that will show here are users with Manager rights and higher, so you want to make sure that your Order Processor or OMD Admin is set up as a Compass user as well.  This dropdown does show Unauthorized users as well, so even if your OMD Admin is not a Compass user, you can still set them up without using a user license.  

 

Choose the correct user from the dropdown and click on the Generate XML button and an Outlook email will pop up with the XML file attached and the email address of the OMD Admin in the to: field.  The OMD Admin, upon receiving the email and attached file, can then import the file(s) into OMD.

If the account already exists in OMD, you will want to import the file into that customer's record in OMD.  If it is a new customer and has no record in OMD yet, when you import the file it will go into the customer number that is set up in the Control Panel in Compass.  You can then transfer the order from the Compass account to the new account in OMD once it is set up.

Instruction from OMD on setting up your OMD system to accept orders:

Contact OMD with questions regarding this process.

Order Import Utility

Program: RBTD01                Version 1.04                Releases 24000 thru 99999

Programs required: RBTD01, RBTL01, RBTL02, REQL82

Programs accessed: ACI107S, INV220S, UTL601S, FNL400S, UTL010S

Purpose: This program will build backorders, Po’s, and receipts in the OMD system. The program will read an xml file as input.

Destination Directory of Attached Files:

Windows

RBTD01.csv        \\Servername\omd\CompanyPathname

RBTD01.doc        \\Servername\omd\programs

RBTD01.int        \\Servername\omd\programs

RBTL01.int        \\Servername\omd\programs

RBTL02.int        \\Servername\omd\programs

REQL82.int        \\Servername\omd\programs

UNIX

RBTD01.csv        /Driveletter/CompanyPathname (i.e. /u/OMD  or  /u1/OMD)

RBTD01.doc        /usr/src/obj/REQ

RBTD01.int        /usr/src/obj/REQ

RBTL01.int        /usr/src/obj/REQ

RBTL02.int        /usr/src/obj/REQ

REQL82.int        /usr/src/obj/REQ

Screen Accepts:          Input directory name, Input file name

Input Files:        perdtl, pmast, vendor, RBTD01.csv

Temp Files:        ORDAPI*.LOG, RBTD01EM, RBTD01f, RBTD01x

Updated Files:         bkord, parts, conmas, cusact, cusmas, pofile

Report:        none

Special Instructions:

• Before running this program, the user must create a directory under their company pathname called APILOG, this is where the log files will be created.
• Before running this program, the user must enter needed data in the control file used by this program. The control file will be named RBTD01.csv and will be located in the same directory as the OMD commas file. The Control file may be edited with Excel. Below is a sample of the control file, and a description of each field.

Items with Only 1 Entry
Dealer Email Address	dealer@omdcorp.com
Dealer from Email Address	dealer@omdcorp.com
Default OMD Order Category Regular	BACK
Default OMD Order Category Drop Ship	DROP
Default OMD Order Category Wrap Label	BACK
Default OMD Order Category Error	ERRO
Default OMD Tax Exempt Code	TE
Default OMD Product Prefix	0R
Default OMD Location	BT0000
Default OMD Location Override	BT0000
Default OMD AR Code	BT
Default OMD Vendor	BRT01
Default Create PO	YES
Default Create Receipt	NO
Default Use Manufacturer Prefix	NO
Items with Multiple Entries	Supplier Code	OMD Code
Table Product Class	Furniture	0F
Table Product Class	Toner	0T
Table Product Class	Lights	0L
Table Product Class	S.P. Richards	SP
Table Product Class	United Stationers	UN
Table Vendor	Action Emco	ACT01
Table Vendor	Arlington Industries	ARL01
Table Vendor	Azerty	AZE01
Table Vendor	Dallas Pen	DAL01
Table Vendor	Educators Resource	EDU01
Table Vendor	Horizon	HOR01
Table Vendor	Lagasse	LAG01
Table Vendor	Mid-Continent	MID01
Table Vendor	S.P. Richards	SPR01
Table Vendor	Supplies Network	SUP01
Table Vendor	United Stationers	UNI01
Table Location Email Address	SL	slbranch@omd.com
Table Location Email Address	KC	kcbranch@omd.com
Table Location Email Address	JC	jcbranch@omd.com

 

Items with Only 1 Entry – This is just a heading row, do not edit or delete.

Dealer Email Address – This is the email address all messages and errors will go to at your site. If you need more than one email address, separate them with an; in the same column.

Dealer from Email Address – This is the from email address all emails will be coming from.

Default OMD Order Category Regular – This is the order category that will be used for backorders that are not drop ship or wrap and label. Be sure this order category is not set up for partial shipments.

Default OMD Order Category Drop Ship – This is the order category that will be used for backorders that are drop shipped. If not doing drop ship orders, use the same order category that was used in the default OMD order category regular

Default OMD Order Category Wrap Label – At this point in time wrap and label orders are handled the exact same way as regular orders. Use the same order category in this field as you did on the regular order category field.

Default OMD Order Category Error – This is the order category that will be used for backorders that are in error due to a price or unit of measure difference. If not concerned with a different order category for the error orders, use the same order category that was used in the default OMD order category regular

Default OMD Tax Exempt Code – This is the tax-exempt code that will be used when this program builds products, if the product is flagged as tax exempt.

Default OMD Product Prefix – This is the product prefix that will be used when building products if the product prefix is not found in the table section of the control file.

Default OMD Location – This is the location the Products will be created under if the first two positions of the customer number and then four zeroes are not a valid location.

Default OMD Location Override – This is the location the Products will be created under, no conditions apply. The program will always use this location. If this table entry is left blank the program will use the default OMD location or the first two positions of the customer number and then four zeroes, as described above.

Default OMD AR Code – This is the AR code that is used when building all backorders.

Default OMD Vendor – This is the vendor the products will be built for if the vendor is not found in the table section of the control file.

Default Create PO – If this entry is populated with YES then the program will create a purchase order for all non-stocked items. The PO will be created for the default OMD vendor that is in the table. The PO number will be the invoice number. Any items that are flagged as stocked items will not be on the PO, but the program will check to see if there are enough of them for the PO, If not the dealer will be sent an email.

Default Create Receipt – If this entry is populated with YES, and the incoming XML tells the program the order is drop ship, a Receipt will be created.

Default Use Manufacturer Prefix – If this entry is populated with YES, the incoming SKU number will be used as-is when searching for or building products in the OMD system. If this entry is populated with NO, the program will remove the first three positions of the SKU number before searching for or building products in the OMD system.

Items with Multiple Entries – This is just a heading row, do not edit or delete. The supplier code column is the data the supplier will be passing to OMD, and the OMD code column is the translation of this data. All entries in this portion of the table may have between zero and infinite entries.

Table Product Class – The product class supplier code is passed from the supplier, and the OMD code is whatever product prefix you would like used when building a product with this supplier codes product class. You may also put the vendor name in the product class supplier code and assign an OMD prefix to that particular supplier. If the first position of the prefix is numeric the product will be built as a part, otherwise it will be built as a supply.

Table Vendor - The vendor supplier code is passed from the supplier, and the OMD code is whatever vendor you would like used when building a product with this supplier codes vendor.

Table Location Email Address – If you need emails to go to the location were the customers data was shipped from put entries in this area. Example, I have two warehouses and the customer that ordered the items was not coming from the main warehouse but from another, I would put the first two positions of the branch and then the email in which I would like it to go.

• Messages and errors will be emailed to the addresses listed in the table above. Below are listed the errors that may occur and what they mean.
• Did Not Process XML File - The xml file did not process correctly, and no order will be built.
• External Order Id: xxxxx – This is the order number that was processed
• Did Not Process Entire XML File – There was more than 250 orders in the document or more than 250 items on one order, the order was still processed.
• Order Category in Table Is Spaces – The order was not processed
• Tax Exempt Code in Table Is Spaces – The order was not processed
• Default Product Prefix in Table Is Spaces – The order was not processed
• Location in Table Is Spaces – The order was not processed
• AR Code in Table Is Spaces – The order was not processed
• Vendor in Table Is Spaces – The order was not processed
• Order Category Invalid in OMD – The order was not processed
• Tax Exempt Code Invalid in OMD – The order was not processed
• Product Prefix Invalid in OMD – The order was not processed
• Location Invalid in OMD – The order was not processed
• AR Code Invalid in OMD – The order was not processed
• Vendor Invalid in OMD – The order was not processed
• Cannot Issue Partial Payment - If invoice total equals total paid and balance due equal zeroes, the record is valid. If invoice total equals balance due and total paid equals zeroes, the record is valid. Otherwise this error will occur, and the order will be skipped.
• Invalid OMD Customer Number - The order was not processed
• Location Invalid for Customer, Used Default - The program will check to see if the first 2 positions of the customer number along with 4 zeroes is a valid location, if so then it will be used as the shipping location, if not the default from the table will be used and this error could occur.
• Invalid OMD Stocked Item - If the Item passed is stocked the program will check to see if it is in OMD, it will check and find cross reference records. If the item is not found in OMD this error is given and the entire order will be skipped.
• Unit of Measure Not Equal - If the item was found and the unit of measure did not equal the xml uom, order still created.
• Price Not Equal - If the item was found and the price did not equal the xml price, order still created.
• Internal Reference Control Error – The program could not determine the reference number; the order will be skipped.
• Cannot Use Internal Invoice – cannot use the invoice number that was passed and will try to use the next OMD invoice number.
• Internal Invoice Control Error - The program could not determine the invoice number; the order will be skipped.
• Internal Cannot Update bkord qty in parts – order will still be processed.
• Internal bkord Write Error – OMD file is in error
• Internal cusact Write Error – OMD file is in error
• Internal Cannot Update cusmas Balance – OMD file is in error
• New OMD Invoice Number: xxxxxx – This will occur when the program cannot use the number passed to the system for the invoice number, instead the program will generate a number by reading the control file.
• Qty on Hand for Item is Low – The item that was ordered was a stocked item but the quantity on hand is less than the quantity ordered, order will still be processed.
• Cannot Generate New PO Number – The PO number already existed in the OMD system and the accounts payable setup control record in OMD could not be found, The PO was not created.
• OMD PO Number Created: xxxxxx – If the PO number already existed in the OMD system, the program will generate a new PO number by using the accounts payable setup control record in OMD. Either way this message will appear if a PO is created.
• Stocked Item xxxxxx Low on Quantity – The quantity on hand for the stocked item that was ordered is lower than the quantity ordered. The order will still be created.

The customer may also run the customer and product export program RBTL01, which will create 2 ASCII delimited files of OMD customers and products. The customer portion of the program will accept a customer number range to process. The product portion of the program will accept a product number range, a vendor number range, and a date range to process and will only export products that have had usage within the date range. The dealer will also accept a directory name in which the program will create the export files. The export files will be named EXPCUST and EXPPROD. These 2 files may be uploaded into the system that is initially accepting the order so that OMD data may be used and passed back to the main order program. Below is the format of the two files.

Customers

OMD customer number = OMD customer number

OMD bill to number = OMD bill to number

Company Name = customer name 1

Billing Address 1 = customer address

Billing Address 2 = customer name 2

Billing Address 3 = blank

City = customer city

State = customer state

Zip = customer zip

Phone = customer telephone

Fax = customer fax

Minimum Order Amount = 0

Tax Exempt (Y or N) = if customer tax exempt code > spaces use “Y”

Terms = “NET??? DAYS”

Name Verification Field = N

Accounts Payable Rep = customer attention field

Sales Rep = using sales rep name from OMD

Tax Rate = using base tax rate from HJ for the tax code for that customer

Items

Item Number = vendor product number

Vendor = supplier name

UOM = unit of measure

List = price

Cost = cost

Short Description = blank

Long Description = description

Keywords = blank

Sales Copy = blank

UPC Code = blank

Type (non-inventory, inventory or service) = “inventory”

Taxable = if product is exempt put “Y”

Thumbnail = blank

Large Image = blank

What location? = blank

The program emails errors and messages to the users specified in the table. For the program to be able to email, the user must have Planet Watch installed and running. If the user does not want the log files emailed they may leave the email addresses blank, or they may choose not to set up a watch process to email the log files. If assistance is needed. please contact OMD technical support.

• Special notes about the program:
• The buffer size for the program is 42887500, which will hold up to 250 orders with 250 items on each order.
• This program will build the backorder, the PO for non-stocked items, and the receipt if the incoming order is a “drop ship”.
• OMD will create inventory products, with an inventory status of special, of all items marked as non-stocked. If the non-stocked product already exists, and the price is not the same, an error will be emailed, but the order will still be processed. If the unit of measure is not the same, an error will be emailed, but the order will still be processed.
• If the order is marked as paid, it means that the customer paid for their order via a credit card. OMD will build the order, and will also build a pre-payment.
• If the dealer uses commissions, they should calculate them off gross sale instead of gross profit.
• Not all fields are used from the incoming XML document, below are listed the fields used, and a brief description of what they are used for in the program.
• Order-number – This is the OMD invoice number
• Order id account number – This is the OMD po number.
• Ship – Either DropShip or WrapandLabel, used for order category
• Account-number – This is the OMD bill to customer number
• Verification – This is used as the OMD po number
• Account-number (under the shipping section) – This is the OMD ship to customer number.
• Name – Customer name, used for error listing only.
• Address – Customer address, used for error listing only.
• City – Customer city, used for error listing only.
• State – Customer state, used for error listing only.
• Zip – Customer zip, used for error listing only.
• Notes – Used for email message only
• Dateordered – This is used as the invoice date in OMD.
• Total – The total invoice amount
• Totalpaid – The total amount paid on the invoice.
• Balancedue – The balance due on the invoice.
• Vendor – This is translated into the OMD primary supplier.
• Sku– This is used as the vendor product number in OMD.
• Long-description – This is used as the product description in OMD.
• Uom – This is used as the unit of measure in OMD.
• Taxable – If this is false, then the product is tax exempt.
• Price – This is used as the product price in OMD.
• Cost – This is used as the product cost in OMD.
• Qty-filled – The is the quantity of the item that was filled.
• Item-type – This tells the program whether or not the item should be in inventory in the OMD system.
• Classification – This is translated into the OMD product prefix.

Sample .csv file from OMD:

Items with Only 1 Entry
Dealer from Email Address	demail@omdcorp.com
Dealer Email Address	demail@omdcorp.com
Default OMD Order Category Regular	BACK
Default OMD Order Category Drop Ship	DROP
Default OMD Order Category Wrap Label	WRAP
Default OMD Order Category Error	ERRO
Default OMD Tax Exempt Code	TE
Default OMD Product Prefix	0B
Default OMD Location	BT0000
Default OMD Location Override	BT0000
Default OMD AR Code	BT
Default OMD Vendor	BRT01
Default Create PO	YES
Default Create Receipt	NO
Default Use Manufacturer Prefix	NO
Items with Multiple Entries	Supplier Code	OMD Code
Table Product Class	Furniture	0F
Table Product Class	S.P. Richards	SP
Table Product Class	United Stationers	UN
Table Product Class	Toner	0T
Table Product Class	Lights	0L
Table Product Class	Stool	0S
Table Vendor	Action Emco	AME01
Table Vendor	Arlington Industries	ARL01
Table Vendor	Azerty	AZE01
Table Vendor	Dallas Pen	DAL01
Table Vendor	Educators Resource	EDU01
Table Vendor	Horizon	HOR01
Table Vendor	Lagasse	LAG01
Table Vendor	Mid-Continent	MID01
Table Vendor	S.P. Richards	SPR01
Table Vendor	Supplies Network	SUP01
Table Vendor	United Stationers	UNI01
Table Location Email Address	SL	sldemail@omdcorp.com
Table Location Email Address	KC	kcdemail@omdcorp.com
Table Location Email Address	JC	jcdemail@omdcorp.com

 

Submit to Forza:

In Forza, the product numbers you have listed for the equipment and accessories, must match the product numbers you have listed in Compass.

These will show as separate line items when the order is submitted.  

When a deal is submitted through the Financials tab, Compass will check to see if the product numbers match. If they match you will get the Quote submitted successfully message and if they don't you will get the following message when submitting the order, and the order will not be submitted.

   

Once the order is submitted out of Compass into Forza, you will go into your Forza database and turn the Quote into an Order.  In the quote in Forza, the it will tell you the order has been submitted from Sherpa in the Description field, and all the equipment and financials will come through as well.  Note that we take the out cost from Solution summary for each item and determine the percentage of the total deal that the item is. Then we take the final sales price from Financials and apply that same percentage for each item to determine the final line item price for each item that includes any margin or other edits made in Financials.  You will also need to assign a Sales Rep to the quote but will default to the Rep who is assigned to the account in Forza.