Difference between revisions of "Placing Purchase Orders Electronically"

Revision as of 15:40, 21 February 2019

Summary

This article explains how to place purchase orders electronically for certain suppliers.

More Information

In Purchase Ordering, you can send purchase orders electronically to certain suppliers. For a list of compatible suppliers, click here.

If this is not already set up for you, Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page who will be happy to assist further.

In Detail

The process for sending orders electronically (EDI) to your suppliers depends on the supplier in question, but the suppliers split into two categories. Further in this documentation, the requirements for each individual supplier will be shown.

Follow this link for details on how to create a purchase order.
Once the order has been created, either manually or by a re-order report, you then need to process the order depending on the category of supplier.

Category 1

Locate the relevant purchase order and press <F7> to go to the order items.
Once in the order, press <A> to autotag all the lines to be submitted to EDI.
Press <Shift+F4>.
Click [Proceed].

BMW

At this point you will be asked whether the order type is 'Main' or 'VOR'.
Select the relevant order type and then open up the BMW ETK Software and import the order and transmit to BMW.

Kawasaki

At this point you will be asked for an order type. It defaults to, and usually is 'T'.
Enter a delivery address if you want the items sent elsewhere.
To finish, press <Esc>.

Suzuki

At this point, you are asked if you want the order posting to EDI. Click [Yes] to continue, or [No] to cancel.

Yamaha

At this point you will be asked whether the order type is 'Stock' or 'Emergency'.
You then need to select whether you want Saturday delivery or not and any special instructions.
To finish, press <Esc>.

Club Catalyst

Ordering via Club Catalyst, EDI options above will be available provided you have entered the supplier's Club Catalyst ID in their " Supplier Properties".
Ensure as well that you have supplied them with your own CCI so their system can match up your orders with your account on their system.

Category 2

Locate the relevant purchase order and press <F7> to go to the order items.
Follow the instructions below for your supplier.

Ducati

To run this report, click [Reports] on the toolbar and then [Ducati EDI Export].
Now enter in your order number and change the order type accordingly depending on whether it is for parts, apparel, urgent etc.
Press [Start] to export to EDI.

Triumph

To run this report, click [Reports] on the toolbar and then [Triumph EDI Export].
Now enter in your order number and change the order type accordingly depending on whether it is for parts, clothing, urgent etc.
Press [Start] to export to EDI.

Harley-Davidson

To run this report, click [Reports] on the toolbar and then [HDE Net Order File Export].
You are now presented with a number of text fields to fill in. Your mailbox code should be filled out automatically. Now enter the current time, order type and order number.
Press [Start] to export to EDI.

Moto Guzzi

To run this report, click [Reports] on the toolbar and then [Moto Guzzi EDI Export].
Now enter in your order number and change the order type accordingly depending on whether it is for parts, clothing, urgent etc.
Press [Start] to export to EDI.

Piaggio

To run this report, click [Reports] on the toolbar and then [Piaggio EDI Export].
Now enter in your order number and change the order type as relevant.
Press [Start] to export to EDI.

Honda

To run this report, click [Reports] on the toolbar and then [Honda EDI Export].
Open up the Honda ExtraNet Software and go to " Orders Create Order".
Set the order type and any order reference.
Click on [Import from EPC].
The Extranet will ask if you want to allow access to the clipboard.
Click [Allow].
The items that you have reported out should now be shown.

Category 3 - Order Export Report Facility

These following supplier exports utilise the "Order export report" facility of the Purchase Order Processing.

Goto " Purchase Order Processing Add/Edit/Process Purch. Orders".

Select the supplier and order you wish to export.
Use the [Export] button or <Shift+F3> to export the order to the export file in your user profile 'Downloads' directory.
Navigate to your suppliers ordering website.

Feridax

Selecting this option from the Purchase Ordering, will output the items in the current order to 'Feridax.csv' in your user profile 'Downloads' directory.

To upload this file, log on to your Dealer account in the Feridax eCommerce site, and select " Quick Order" from the top menu.
From the Quick Order screen, click the [Choose file] button, browse to your 'Downloads' directory.
Select 'Feridax.csv' and click [Open].
This will fill in the name of your file next to the [Choose file] button.
Now click on [Import].
You can now review availability and pricing.

This function requires that either your Feridax supplier account is linked to the Feridax Stock Shadow Supplier, or that the Feridax Order Export report '~FE' is explicitly associated with the account on the [Ordering] tab.

AgroParts

Selecting this option from the Purchase Ordering, will output the items in the current order to '<supplier_code>.txt' in your user profile 'Downloads' directory.

To upload this file, log on to your account in the agroparts site, and select the basket and " Load".
Select [Choose File] and select '<supplier_code>.txt' and click [Open].
Now click on [Load].
You can now review availability and pricing.

This function requires that either your supplier account is linked to the AgroParts Stock Shadow Supplier, or that the AgroParts Order Export report '~LX' is explicitly associated with the account on the [Ordering] tab.

Kramp UK Ltd

Selecting this option from the Purchase Ordering, will output the items in the current order to '<supplier_code>.txt' in your user profile 'Downloads' directory.

To upload this file, log on to your Dealer account in the Kramp eCommerce site to place your order.
From the Order screen, select the '<supplier_code>.txt' file to upload from your 'Downloads' directory.

This function requires that either your Kramp UK Ltd supplier account is linked to the Kramp UK Ltd Stock Shadow Supplier, or that the Kramp UK Ltd Order Export report '~KR' is explicitly associated with the account on the [Ordering] tab.

Bepco

Selecting this option from the Purchase Ordering, will output the items in the current order to '<supplier_code>.csv' in your user profile 'Downloads' directory.

To upload this file, log on to your account in the Bepco (MyBepcoFinder) site, and select the 'Upload order file' icon.
Select [New order basket].
Enter your purchase order number into the "Your p/o number" field.
Select [Save].
Choose "Import from CSV".
Select [Choose File].
Select the '<supplier_code>.txt' file to upload from your 'Downloads' directory
Select [Save].

This function requires that either your supplier account is linked to the Bepco Stock Shadow Supplier, or that the Bepco Order Export report '~BE' is explicitly associated with the account on the [Ordering] tab.

General Order Export

If your supplier can process a simple csv ("Comma Separated Variable") file specifying just the stock code and quantity you require, you can specify '~GE''General Order Export' against "Order export report" on the [Ordering] tab of the relevant supplier's " Supplier Properties".
This will enable the "Order export report" function from " Purchase Order Properties", [Items].
Selecting this option will output all items from the current order to 'OrderEx.csv' in your user profile 'Downloads' directory.

"Stock Code (alphanumeric)","Quantity (numeric)"

Note that the stock code output will be the "Supplier stock code", if specified for the current supplier.
You should speak with your supplier regarding how they expect this file to be submitted.

@@ Line 77: / Line 77: @@
 * Click {{Button|Allow}}.
 * The items that you have reported out should now be shown.
+=== Category 3 - Order Export Report Facility ===
+These following supplier exports utilise the {{DataPrompt|Order export report}} facility of the {{PO}}.
+Goto {{Menu|{{PO}}|Add/Edit/Process Purch. Orders}}.
+* Select the supplier and order you wish to export.
+* Use the {{Button|Export}} button or {{KeyPress|S-F3}} to export the order to the export file in your user profile {{FilePath|Downloads}} directory.
+* Navigate to your suppliers ordering website.
 ==== Feridax ====
-* Electronic ordering from Feridax utilises the {{DataPrompt|Order export report}} facility.
+* Selecting this option from the Purchase Ordering, will output the items in the current order to {{FilePath|Feridax.csv}} in your user profile {{FilePath|Downloads}} directory.
-* Selecting this option from the Purchase Ordering, Functions Available, will output the items in the current order to {{FilePath|Feridax.csv}} in your user profile {{FilePath|Downloads}} directory.
 * To upload this file, log on to your Dealer account in the Feridax eCommerce site, and select {{Menu|Quick Order}} from the top menu.
 * From the Quick Order screen, click the {{Button|Choose file}} button, browse to your {{FilePath|Downloads}} directory.
@@ Line 90: / Line 98: @@
 ==== AgroParts ====
-* Electronic ordering from AgroParts' utilises the {{DataPrompt|Order export report}} facility.
+* Selecting this option from the Purchase Ordering, will output the items in the current order to {{FilePath|<supplier_code>.txt}} in your user profile {{FilePath|Downloads}} directory.
-* Selecting this option from the Purchase Ordering, Functions Available, will output the items in the current order to {{FilePath|<supplier_code>.txt}} in your user profile {{FilePath|Downloads}} directory.
 * To upload this file, log on to your account in the agroparts site, and select the basket and {{Menu|Load}}.
 * Select {{Button|Choose File}} and select  {{FilePath|<supplier_code>.txt}} and click {{Button|Open}}.
@@ Line 99: / Line 107: @@
 ==== Kramp UK Ltd ====
-* Electronic ordering from Kramp UK Ltd utilises the {{DataPrompt|Order export report}} facility.
+* Selecting this option from the Purchase Ordering, will output the items in the current order to {{FilePath|<supplier_code>.txt}} in your user profile {{FilePath|Downloads}} directory.
-* Selecting this option from the Purchase Ordering, Functions Available, will output the items in the current order to {{FilePath|<supplier_code>.txt}} in your user profile {{FilePath|Downloads}} directory.
 * To upload this file, log on to your Dealer account in the Kramp eCommerce site to place your order.
 * From the Order screen, select the {{FilePath|<supplier_code>.txt}} file to upload from your {{FilePath|Downloads}} directory.
 {{Note|This function requires that either your Kramp UK Ltd supplier account is linked to the Kramp UK Ltd Stock Shadow Supplier, or that the Kramp UK Ltd Order Export report {{DataValue|~KR}} is explicitly associated with the account on the {{Tab|Ordering}} tab.}}
+==== Bepco ====
+* Selecting this option from the Purchase Ordering, will output the items in the current order to {{FilePath|<supplier_code>.csv}} in your user profile {{FilePath|Downloads}} directory.
+* To upload this file, log on to your account in the Bepco (MyBepcoFinder) site, and select the  {{DataValue|Upload order file}} {{Icon|download}} icon.
+* Select {{Button|New order basket}}.
+* Enter your purchase order number into the {{DataPrompt|Your p/o number}} field.
+* Select {{Button|Save}}.
+* Choose {{DataPrompt|Import from CSV}}.
+* Select {{Button|Choose File}}.
+* Select the {{FilePath|<supplier_code>.txt}} file to upload from your {{FilePath|Downloads}} directory
+* Select {{Button|Save}}.
+{{Note|This function requires that either your supplier account is linked to the Bepco Stock Shadow Supplier, or that the Bepco Order Export report {{DataValue|~BE}} is explicitly associated with the account on the {{Tab|Ordering}} tab.}}
 ==== General Order Export ====
 * If your supplier can process a simple csv ("Comma Separated Variable") file specifying just the stock code and quantity you require, you can specify {{DataValue|~GE}}{{DataValue|General Order Export}} against {{DataPrompt|Order export report}} on the {{Tab|Ordering}} tab of the relevant supplier's {{Menu|Supplier Properties}}.