January 16th & 18th 2024, Release Note: Adaco: Punchout Ordering in Ordering App, Assigning Unassigned Tradesimple Invoices to Multiple Delivery POs

Summary

Great Idea! Both of these features were originally raised as Ideas in our Customer Community. The suggestions helped our teams to design and release enhancements that are now available to everyone.

Why not share your inspirational ideas (or vote on someone else’s) today!

Release date for all features: January 16th (EMEA & APAC) and 18th (US) 2024

Punchout Ordering in the Ordering App

• Enabled by default? - Yes
• Set up by customer admin? - No
• Enable via support ticket? - No
• Affects configuration or data? - No
• Roles affected: - Adaco users who use the Ordering app and have Punchout integrations with one or more suppliers

What's Changing?

The creation of purchase requisitions from a supplier's website using Punchout is now available in the Ordering app as well as in the core Adaco application. 

Reason for the Change

It will now be possible to create all requisitions - Outlet, Purchase, and Punchout - in the Ordering app in a single session without having to open the core Adaco application.

Customers Affected

Adaco customers who use the Ordering app and have Punchout integrations with their suppliers.

Release Note Info/Steps

Making Punchout integrations visible in the Ordering App

All Punchout integrations that are set up in the core Adaco application will be available in the Ordering app providing the following conditions are met:

• The option Enable Mobile Ordering is ticked against the Outlet for which you are ordering
• There is a Default Account assigned to the Punchout Requisition Interface (this account will be used when creating new Ad Hoc products from the Punchout session).  

Fig.1 - Enabling mobile ordering for an Outlet

Fig.2 - Assigning a Default Account to the Punchout interface

Ordering with Punchout in the Ordering App

Using a selection Outlet/Location in the Ordering app with access to one or more Punchout integrations:

• Go to the new option in the main menu called Vendors
  For EMEA & APAC customers this option will be called Suppliers

Fig.3 - New option to show Vendors / Suppliers

Any vendors/suppliers who are configured for Punchout ordering will be listed.

• Select the vendor/supplier to order from
  The vendor/supplier Adaco Catalogue will reveal all items available to order within the core Adaco application

Fig.4 - A list of available Punchout vendors as well as the Adaco Catalogue

Where there is only one Punchout interface configured for the Outlet, the vendor/supplier Punchout Ordering page will display.

If there is more than one Punchout interface configured for the Outlet,

• Select an available interface from the list - see Fig.5
  If the Outlet is not assigned to a specific interface then any available interfaces can be chosen, providing that the default account assigned to the interface is also assigned to your Outlet (where the option Outlet Accounts is enabled).

- If using a browser, this will open in a new tab
- If using the mobile app, the Punchout Ordering page will be opened in the default browser on the device

Fig.5 - A list of available Punchout interfaces

• From the Punchout Ordering page, select the items for purchase 
  Each Punchout Ordering page will differ from vendor to vendor

Fig.6 -Checking out the basket on a vendor's Punchout ordering page

Whilst the Punchout Ordering session is in progress, the Ordering app will display the message shown in Fig.7.

• If required, Cancel Punchout Session can be selected, meaning no order will be created

Fig.7 - Message shown in the Ordering app whilst a Punchout session is in progress

• Check out the cart/basket

The following message will display:

Fig.8 - Confirmation that the cart has been checked out

• Return to the Ordering app either by closing the current tab and returning to the Ordering tab, (when using a browser), or by closing the browser and returning to the Fourth app (when using the mobile app)

A summary of the checked-out cart/basket will display.

• From here, select a Delivery Date (this may be overridden by a date selected in the Punchout Ordering page, depending on vendor requirements)
• Then Submit Order or Cancel if necessary

Fig.9 - A summary of the checked-out cart with the option to select a preferred delivery date

Once the order has been submitted, a Purchase Requisition will be created in Adaco which will be processed in the same way as any other requisition:

• If the requisition does not require approval it will be released (at which point a purchase order may be created if the vendor is set to Auto Create and Transmit)
• If the requisition requires approval and there is a default route set for the Outlet, the requisition will be sent to the first person on the approval route
• If the requisition requires approval and there is no default route set for the Outlet then the requisition will be saved in the Requisition Center with a status of 'No Active Routing'. It can then be manually routed for approval

The requisition in Adaco will have a description of From Mobile Punchout so that such orders can be easily identified.

Fig.10 - Resulting Punchout Purchase Requisition created in Adaco

Assigning Unassigned Trade Simple Invoices to Multiple Delivery POs

• Enabled by default? - Yes
• Set up by customer admin? - No
• Enable via support ticket? - No
• Affects configuration or data? - No
• Roles Affected: - Adaco users who receive invoices and credit notes from their vendors via Trade Simple

What's Changing?

In a previous release, the ability to assign unassigned invoices to an appropriate PO where the submitted purchase order reference did not match a purchase order was introduced. This has now been extended to allow the same for multiple receiving orders. 

Reason for the Change

In the initial implementation of this functionality, it was only possible to assign an unassigned invoice to a purchase order that did not already have an invoice assigned to it. This prevented assigning a second unassigned invoice to a purchase order with multiple receivings. Unassigned invoices can now be assigned to any PO, regardless of whether it already has an invoice assigned, which will allow for multiple receivings.

Customers Affected

Adaco customers using Trade Simple to receive invoices from their vendors.

Release Note Info/Steps

When assigning an unassigned invoice, or credit note in Accounting > Invoices > Unassigned Invoices, all purchase orders within the selected date range including those that already have an invoice assigned will be displayed. Each purchase order will show whether it already has an invoice assigned to it or not. in the 'Has Invoice' column.

Fig.11 - Ability to assign an unassigned invoice to a Purchase Order which already has an invoice assigned