Finance Manager: Accounting

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1 : Accounting Online Purchasing Within the Computer PO and Requisition Entry processes, the Online Purchasing feature allows the user to access a vendor website; search for, select, and place items in a shopping cart for purchase; and have the items flow back to the Computer PO or Requisition item detail window. What is Online Purchasing? The purchaser leaves or punches out of their procurement application and enters the vendor s web-based catalog which then launches the vendor s website. The purchaser adds items to their shopping cart while both the procurement and nvision applications maintain their connections. When the purchaser is ready to check out, the shopping cart with the selected items is transferred back to the procurement application. Once the cart is transferred back into the procurement application, the order is routed back to the nvision Computer PO and/or Requisition Entry window. The Requisition can then be converted to a purchase order and the Computer PO can then be printed and sent to the vendor to fulfill. This document describes the credentials that need to be set up to prepare nvision for online purchasing, as well as the steps to follow to complete the process. nvision Copyright FINANCE MANAGER All rights reserved. 1

2 System Options Setup Under Tools System Options, click the Accounting folder. Click the Online Purchasing tab. Enter Update mode. Check the box to enable system-wide punchout. Leave the box unchecked to disable punchout. nvision defaults the FM punchout hosting URL. NOTE: This default value should only be changed in case the Finance Manager hosting server is removed/renamed. Click the button to test the connection to the punchout hosting URL. Click Save. nvision Copyright FINANCE MANAGER All rights reserved. 2

3 Vendors Setup Under the Setup menu, click the Vendors option. Double-click the desired vendor record in the listing window. Click the Purchase Orders folder, then the Online Purchasing Setup tab. Enter Update mode. Use this window to define the information that your organization will need as a purchaser or requestor to be able to punch out from a vendor s website. NOTE: has successfully obtained valid Punchout Setup Values from the following vendors: Staples Business Advantage W.B. Mason School Specialty Amazon You will need to contact the vendor s local sales representative or e-commerce group in order to obtain valid Punchout setup values. The vendor can also work with you to tailor the shopping catalog that you are presented with when initiating an online purchasing session. nvision Copyright FINANCE MANAGER All rights reserved. 3

4 Check the box to Enable Online Purchasing (Punchout). Enter the Punchout URL. This is the vendor s web URL that will be used to initiate all online purchasing sessions. Enter the Punchout Domain. This is the method by which your organization will use to identify yourself. Enter the Punchout Identity/Sender. This is the value that you will use to identify your organization. Enter the Punchout Shared Secret. This is used to authenticate all purchasers/requestors in your organization, and is applicable for all punchout sessions. Test Connection Settings Once the required fields have been completed, click to verify connection to the vendor s website. Upon successful testing, click Save or Save and Close. nvision Copyright FINANCE MANAGER All rights reserved. 4

5 Computer PO Entry In nvision Accounting Computer PO, after selecting/adding a schedule, entering Add mode, and selecting a vendor with the proper punchout credentials already set up, the below. button is enabled, as shown in the illustration Click the site. button. A message displays noting that you are connecting to the vendor s purchasing nvision Copyright FINANCE MANAGER All rights reserved. 5

6 The vendor s web page is opened. NOTE: This is a sample vendor only with whom has no affiliation. Note how the Punchout Identify is displayed in the upper left-hand corner of the web page. You can now shop online. For each item being purchased, enter the quantities, then add the item to the shopping cart. Continue shopping. When you are finished, click the Checkout button. nvision Copyright FINANCE MANAGER All rights reserved. 6

7 The Shopping Cart Confirmation window displays: The contents of the shopping cart have been loaded into the active nvision Purchasing transaction window, in this case the Computer PO window. This window displays the confirmation number that identifies the saved shopping cart. At this point the confirmation window can be closed and the nvision Computer PO window returns. nvision Copyright FINANCE MANAGER All rights reserved. 7

8 The Computer PO entry window is displayed and the contents of the shopping cart are displayed on the Purchase Order Items detail window. Click OK to continue. nvision Copyright FINANCE MANAGER All rights reserved. 8

9 If any of the units of measure from the vendor s item catalog are NOT currently defined in the Unit of Measure setup table, a message is displayed noting the invalid unit(s) of measure and that the user must review the unit of measure on each line item. Click OK to continue. nvision Copyright FINANCE MANAGER All rights reserved. 9

10 Each purchase order item detail record allows you to enter the account code, for each individual PO line item on the Purchase Order Items tab or for all PO items on the Account Distribution tab, unit of measure (only if the unit of measure from the vendor s website is not found in the Unit of Measure setup table), discount percentage, generate asset flag, discount amount, shipping percentage, and shipping amount, for each PO line item on the Purchase Order Items tab or for all PO items on the Shipping Distribution tab. You cannot change the item number, description, quantity, or unit price, since the order was initiated through an online punchout, as noted at the bottom of the window. nvision Copyright FINANCE MANAGER All rights reserved. 10

11 In our example, we are distributing all line items to four different account codes on the Account Distribution tab. nvision Copyright FINANCE MANAGER All rights reserved. 11

12 In our example, we are distributing shipping charges for all line items to four different account codes on the Shipping Distribution tab. Save the record. nvision Copyright FINANCE MANAGER All rights reserved. 12

13 To modify purchase order items, enter Update mode and click the button. A message displays noting that you are connecting to the vendor s purchasing site. nvision Copyright FINANCE MANAGER All rights reserved. 13

14 The vendor s web page is opened. Note how the Punchout Identify is displayed in the upper left-hand corner of the web page. You can view the previously saved shopping cart and make changes as needed. You can remove items from the cart, change item quantities, etc. When you are finished, be sure to click the Update Cart button, then click the Checkout button. nvision Copyright FINANCE MANAGER All rights reserved. 14

15 The Shopping Cart Confirmation window displays: The contents of the modified shopping cart have been loaded into the active nvision Purchasing transaction window, in this case the Computer PO window. This window displays the confirmation number that identifies the saved shopping cart. At this point the confirmation window can be closed and the nvision Computer PO window returns. nvision Copyright FINANCE MANAGER All rights reserved. 15

16 The Computer PO entry window is displayed and the revised contents of the shopping cart are displayed on the Purchase Order Items detail window. Click OK to continue. In our example, the quantity of Line Item 2 was changed from 6 to 10. The line item extended amount, as well as the PO Total amount, are adjusted accordingly. nvision Copyright FINANCE MANAGER All rights reserved. 16

17 If any of the units of measure from the vendor s item catalog are NOT currently defined in the Unit of Measure setup table, a message is displayed noting the invalid unit(s) of measure and that the user must review the unit of measure on each line item. Click OK at the prompt. Save the record. NOTE: nvision will allow you to delete the entire purchase order, but individual line items cannot be added or deleted because the order was initiated via an online punch out. The purchase order can then be printed and posted via the Print/Post PO option. nvision Copyright FINANCE MANAGER All rights reserved. 17

18 Requisition Entry In nvision Requisitioning, after selecting/adding a schedule, entering Add mode, and selecting a vendor with the proper punchout credentials already set up, the button is enabled, as shown in the illustration below. Click the site. button. A message displays noting that you are connecting to the vendor s purchasing nvision Copyright FINANCE MANAGER All rights reserved. 18

19 Since the screen illustrations are similar in Requisition Entry as compared to Accounting Computer PO Entry, only a quick list of instructions is displayed below: The vendor s web page is opened. The Punchout Identify is displayed in the upper left-hand corner of the web page. You can now shop online. For each item being purchased, enter the quantities, then add the item to the shopping cart. Continue shopping. When you are finished, click the Checkout button. The Shopping Cart Confirmation window displays. The contents of the shopping cart have been loaded into the active nvision Purchasing transaction window, in this case the Requisition Entry window. This window displays the confirmation number that identifies the saved shopping cart. At this point the confirmation window can be closed and the nvision Requisition Entry window returns. The contents of the shopping cart are displayed on the Requisition Items detail window. If any of the units of measure from the vendor s item catalog are NOT currently defined in the Unit of Measure setup table, a message is displayed noting the invalid unit(s) of measure and that the user must review the unit of measure on each line item. Each requisition item detail record allows you to enter the account code, for each individual line item on the Requisition Items tab or for all items on the Account Distribution tab, unit of measure (only if the unit of measure from the vendor s website is not found in the Unit of Measure setup table), discount percentage, generate asset flag, discount amount, shipping percentage, and shipping amount, for each line item on the Requisition Items tab or for all items on the Shipping Distribution tab. You may not change the item number, description, quantity, or unit price, since the order was initiated through an online punchout, as noted at the bottom of the window. To modify requisition items, click the to the vendor s purchasing site. button. A message displays noting that you are connecting The vendor s web page is opened. The Punchout Identify is displayed in the upper left-hand corner of the web page. You can view the shopping cart and make changes as needed. You can remove items from the cart, change item quantities, etc. When you are finished, click the Checkout button. The Shopping Cart Confirmation window displays. The contents of the shopping cart have been loaded into the active nvision Purchasing transaction window, in this case the Requisition Entry window. This window displays the confirmation number that identifies the saved shopping cart. At this point the confirmation window can be closed and the nvision Requisition Entry window returns. The revised contents of the shopping cart are displayed on the Requisition Items detail window. Each line item, as well as the Requisition Total amount, is adjusted accordingly. If any of the units of measure from the vendor s item catalog are NOT currently defined in the Unit of Measure setup table, a message is displayed noting the invalid unit(s) of measure and that the user must review the unit of measure on each line item. Save the record. NOTE that nvision will allow you to delete the entire requisition, but individual line items cannot be added or deleted because the requisition order was initiated via an online punch out. The requisition can then be submitted for approval, and once final approval has been given, the requisition can be converted to a purchase order nvision Copyright FINANCE MANAGER All rights reserved. 19

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