Enable SmartPO Integration for Purchase Orders

DecoNetwork's Business Hub includes an advanced purchase order feature that integrates seamlessly with suppliers supporting SmartPO Integration. This functionality enables you to efficiently create and send purchase orders directly to suppliers. With SmartPO Integration enabled, DecoNetwork enhances supplier interactions by providing real-time inventory updates, access to account-specific pricing during purchase order creation, and the capability to electronically transmit purchase orders directly through the platform. This streamlined process ensures smoother procurement operations and improved efficiency in managing supplier transactions within your business.

Prerequisites

• You must have administrator access to use this feature

To enable SmartPO integration for a supplier:

1. Log into your DecoNetwork Website.
2. Browse to Admin > Products > Supplier Account Details.

   The list of available suppliers is displayed.

   

   In the “SmartPO Integration” column, “Not Setup” indicates that the supplier supports SmartPO integration, but it is not set up.

   The “Supplier Inventory Levels” column indicates whether the supplier supports inventory level checks.

   • "Not Available" means that inventory level checking is not supported.
   • "Not Setup" means that inventory level checking is supported, but is not set up.
   • "In Use" means that inventory level checking is supported and is in use.
3. Click Edit beside your preferred supplier.
4. Scroll to the bottom of the page and tick the Enable SmartPO Integration checkbox.

   The fields for setting up SmartPO integration will appear.

   
5. Configure the SmartPO integration settings.

   The fields will differ depending on the supplier you are configuring.

   • Account Code: Enter the unique code of your customer account held with the supplier.
   • Account Number: Enter the number of your customer account held with the supplier.
   • Customer Number: Enter the identifying number of your customer account held with the supplier.
   • API Key: Enter the unique identifier used to authenticate your account with the supplier. Contact the supplier to obtain the API Key.
   • Username: Enter the username assigned to your account.
   • Password/User Password: Enter the password specified for your account.
   • Mode (S&S Activewear only): Set whether SmartPO integration is live or in testing mode:
     • Testing: Test purchase orders will not be automatically emailed to your supplier.
     • Live: Live purchase orders will be emailed to your supplier.
   • Office Code (SanMar only): Enter the code of the office to which you want products to be shipped.
   • Default Carrier (alphabroda only): Select the preferred carrier you would like to be used by default when you create a purchase order in Business Hub.
   • Default Delivery (PenCarrie only): Select the default delivery option to use when creating purchase orders.
   • Default Delivery Service (BTC activewear only): Select the preferred delivery service you would like to be used by default when you create a purchase order in Business Hub.
   • Allow Fallback Service Delivery (BTC activewear only): Choose if you want to allow BTC to use a fallback delivery service when placing orders in case the default delivery service is not available.
   • Default Fallback Service Delivery Type (BTC activewear only): Select the type of delivery fallback service you want BTC to use if allowing a fallback service.
     • Fastest Standard: Select this option if you want to use the fastest delivery option as a fallback service.
     • Cheapest Standard: Select this option if you want to use the cheapest delivery option as a fallback service.
   • Default Order Type Override (BTC activewear only): Select the default order type override you want BTC to use if not using the 'Standard' order type.
   • Delivery Tracking Email (BTC activewear only): Enter the email address that you want to use for delivery tracking.
   • Delivery Tracking SMS (BTC activewear only): Enter the phone number that you want to use for delivery tracking.
   • Default Shipping Method: Select the shipping method you want to be used to ship products that you order.
   • Default Allow Split Shipping (alphabroda only): Choose if you want to allow orders to be sourced from multiple warehouses if a single warehouse cannot fulfill an order.
   • Default Email Address for Confirmation (alphabroda only): Enter the default email address you want to use for purchase order confirmations.
   • Email when Purchase Order completed by PenCarrie (PenCarrie Only): Choose if you want an email notification to be sent when a new purchase order has been completed.
   • Email address to use when Purchase Order completed (PenCarrie Only): Enter the email address you want PenCarrie to send notifications to when a new purchase order has been completed.
   • Default Warehouse: Select the warehouse where you want products to be shipped from.

     Choose the warehouse nearest to your business to ensure the lowest shipping costs.

   • Auto Select Warehouses (S&S Activewear only) Optional: lets you select the warehouses that you only want products to be shipped from if "Auto Select" is selected as the Default Warehouse option. If none are selected, all warehouses will be included as auto-select options.

     Choosing the "Auto Select" option as the Default Warehouse option, allows S&S Activewear to fulfill purchase orders that require items from more than one warehouse by splitting the purchase order across multiple warehouses. Multiple invoice numbers will be generated against the purchase order.

   • Auto Select Warehouse Preference (S&S Activewear only) Optional: lets you choose the condition under which the warehouse will be selected if "Auto Select" is selected as the Default Warehouse option.
     • Fewest: Select this option if you want to use the warehouse that will ensure delivery in the fewest days.
     • Fastest: Select this option if you want to use the warehouse that will ensure the fastest delivery.

     Fewest will be used as the default option if no option is selected.

   • Auto Select Warehouse Fewest Max Days in Transit (S&S Activewear only) Optional: Lets you specify the maximum number of days you want orders to be in transit when the "Fewest" preference is used. The supplier will switch to the "Fastest" preference if the days in transit exceed the value specified. The default number of days is 2 if no value is specified.
   • Order Payment Method (S&S Activewear only): lets you choose between two payment options for processing purchase orders:
     • S&S Activewear Account Terms: Select this option to submit orders with the payment terms agreed upon in your company's account terms with S&S Activewear. This option will defer payment based on the pre-agreed account terms.
     • S&S Activewear Website Payment Profile (Bank Account/Credit Card): Select this option if your S&S Activewear account is set up for credit card or bank transfer payment. This option will collect upfront payments using payment profile details you have configured with S&S Activewear.
       • S&S Activewear Website User Email: This field becomes available when you choose the payment profile option. Enter the email address associated with your S&S Activewear account here, then click Refresh Payment Profiles. This email is used to retrieve your payment profile details from your S&S Activewear account.
       • S&S Activewear Website Payment Profile: This field is used to set the payment profile from your S&S Activewear account for processing payments when you opt for the payment profile method. Select the payment profile you want to use (e.g., credit card or other payment profile) to process payments for your purchase orders.
6. Click on the Test Settings button to test the credentials and connection.
7. Click Save when you are done.

   Read the following help articles for more information on setting up suppliers and raising and sending purchase orders.

   • Manage Suppliers
   • Create automatically consolidated purchase order by supplier