Overview
This article details how to use Purchase to Pay (formerly known as Trade Simple) and Purchasing & Inventory (formerly known as Adaco), from transmitting Orders to receiving Quotations from suppliers.
Suppliers using Purchase to Pay can use either ‘web/email’ configuration or full ‘EDI’ configuration. The primary difference is that EDI can be automated on the supplier side, however both can potentially have the same functionality. The level of configured functionality is dependent on each supplier uniquely.
Order Transmission
When a Purchase Order has been created, the user can electronically Transmit it to the supplier.
To do so:
Fig.1 – Transmitting an Order in the Purchasing Center
Acknowledgements
Some suppliers may send back Acknowledgements on the transmitted order.
In the Purchase Order Center, these Acknowledgements will appear on the right-hand side of the page and will read as Accepted.
Depending upon the supplier, different types of Acknowledgements can be displayed. The user should confirm with their supplier which ones they will be sending.
Invoice
Suppliers can then send an electronic Invoice back into Purchasing & Inventory which will automatically appear against the Purchase Order in the Receiving Center.
Quotations
Suppliers can send electronic quotation files directly into Purchasing & Inventory.
To view these: 
This can be rectified by contacting the supplier and advising them to send these records as well.
The Error Lines or Mismatched tabs will show products with conflicting VPN’s (what is in Purchasing & Inventory versus what is in their system), or products where the pack unit information differs. Both can be corrected and updated directly from this screen.
This article details how to use Purchase to Pay (formerly known as Trade Simple) and Purchasing & Inventory (formerly known as Adaco), from transmitting Orders to receiving Quotations from suppliers.
Suppliers using Purchase to Pay can use either ‘web/email’ configuration or full ‘EDI’ configuration. The primary difference is that EDI can be automated on the supplier side, however both can potentially have the same functionality. The level of configured functionality is dependent on each supplier uniquely.
Order Transmission
When a Purchase Order has been created, the user can electronically Transmit it to the supplier.
To do so:
- In Purchasing & Inventory, go to Purchasing Center and right-click the desired Purchase Order
- Select Transmit
Fig.1 – Transmitting an Order in the Purchasing Center
- In the box which appears indicating that the user is about to Transmit via Purchase to Pay, select Yes
- If the user needs to re-transmit the Order, follow the same process and enter a reason for re-transmission
Acknowledgements
Some suppliers may send back Acknowledgements on the transmitted order.
In the Purchase Order Center, these Acknowledgements will appear on the right-hand side of the page and will read as Accepted.
Fig.2 – ‘Accepted’ Status
- Right-click on Accepted and select View Acknowledgement
Fig.3 – View Acknowledgement drop-down
Depending upon the supplier, different types of Acknowledgements can be displayed. The user should confirm with their supplier which ones they will be sending.
Invoice
Suppliers can then send an electronic Invoice back into Purchasing & Inventory which will automatically appear against the Purchase Order in the Receiving Center.
- To view this Invoice, locate the Purchase Order in the Receiving Center and open to display the detail
- In the Advanced Options section at the bottom of the screen, select the Invoice tab to view the Invoice posted
- The user can then expand the + as shown in Fig.4 to view the details of the Invoice
Fig.4 – Invoice Display
Quotations
Suppliers can send electronic quotation files directly into Purchasing & Inventory.
To view these:
- Go to Quotation Center. Please note, if the user’s vendors are CP-controlled, the quotes may come into the user’s CP website versus the property site
- Identify the Quotation required and double click to view its details
- If Errors are present within the Quotation they will appear in these details
- To view the cause of the errors, select the Errors tab, seen in Fig.5
Fig.5 – View the Errors in the Quotation
More details of the errors within the Quotation will then be displayed. An example of this is shown in Fig. 6 with the issue of Products not Quoted, which are products the user has associated to the supplier in Purchasing & Inventory but the supplier did not send quoted prices for.Fig.6 – Quotation Errors Detail
This can be rectified by contacting the supplier and advising them to send these records as well.
The Error Lines or Mismatched tabs will show products with conflicting VPN’s (what is in Purchasing & Inventory versus what is in their system), or products where the pack unit information differs. Both can be corrected and updated directly from this screen.
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