Vendor Center. Page. Table of Contents: About the Vendor Center Purpose: Configuration and Setup Company Maintenance...

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1 Vendor Center Table of Contents: About the Vendor Center... 2 Purpose:... 2 Configuration and Setup... 2 Company Maintenance... 2 Security... 3 Vendor Maintenance... 3 Edit Follow Up Codes... 4 Vendor Center and the RFQ... 4 Vendor Center and the PO... 7 Matching Vendors... 9 Unmatched Vendors... Vendor Center Catalog Subscriptions... 2 Vendor Center Catalog Settings... 4 Display Settings... 4 A/R Client Overrides for Vendor Catalogs... 4 Update Documents to the Vendor Center... 6 Updating Vendor Center... 6 Quantum Net... 7 User Security... 7 Ordering Screen... 7 Show Details for the Item... 8 Shopping Cart... 8 Order Confirmation... 9 e Quantum Download... 9

2 Warranty: Information in this document is subject to change without notice and does not represent a commitment on the part of e-quantum, Inc. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose other than the purchaser s personal use without written permission of e-quantum, Inc. Trademark and Copyright Information: 20 e-quantum, Inc. All rights reserved. About the Vendor Center e-quantum, Inc. PO Box 55 Reno, NV 8950 Technical Assistance x0 The e Quantum Vendor Center is a sourcing network that brings together buyers/distributors of custom printing services and advanced printing suppliers using a suite of online tools and personal service from technology professionals. Purpose: The Vendor Center allows you to search and add vendors to the e Quantum RFQ and PO as well as subscribe to Vendor Catalogs. Configuration and Setup Company Maintenance (File Company Maintenance) Step One: Navigate to File > Company Maintenance Step Two: Edit the desired company. Step Three: On the Options tab, Check Update Vendor Center. 2

3 Security (File Security) It will be necessary to assign security to users who will be responsible for uploading and downloading documents to and from the Vendor Center. There is no security needed to use the sourcing and search functionality on the PO and RFQ. Step One: Step Two: Step Three: Step Four: Login as supervisor, Navigate to File > Security Edit User or Group In the File tree, expand the Q Send Menu Expand the Vendor Center and assign security. Vendor Maintenance (A/P A/P File Maintenance Vendor Maintenance) This step is necessary if you have set globally to update the Vendor Center, but you do not want to send documents up for a particular vendor. Note: You will also have the ability to un-flag on the document level. Additionally, inserting a vendors DUNS number will allow e-quantum to automatically match vendors in Vendor Maintenance to the Vendor Center. Note: If the Duns number field is empty, e-quantum will attempt to make a match based on phone number and address. Step One: Step Two: Step Three: Edit Vendor, 2 & 3 tab. Insert DUNS number on page 2 tab Check/Uncheck Update Vendor Center, to override global setting on page 3 tab. Note: A list of Vendor Center vendors and their DUNs numbers can be found in Q Send > Match Vendor Center Vendors > Lookup Unmatched Vendors. 3

4 Edit Follow Up Codes (O/E O/E Maintenance PO Tables PO Follow Up Status) Vendors on the Vendor Center will have the ability to update the status of a PO and send that information back into your e-quantum system. For the purpose of the Vendor Center, global Follow Up Codes must be used. Below is a list of codes that should be linked in your system if you wish to use this feature. Step One: Step Two: Step Three: Follow Up Codes are entered in OE > OE Maintenance > PO Tables > PO Follow Up Status. Add or Edit Follow Up Code Match the Follow Up Code in your system to the Vendor Center Type. Vendor Center and the RFQ (O/E Request for Quota on RFQ Edi ng) Step One: Step Two: Step Three: Step Four: Create or edit a Request for Quote Add item and price breaks Click on Vendor Tab Click on Find Vendors Button 4

5 Step Five: Make selections by using the Checkbox function. Find Vendors Screen Detail Property Tabs Red/Black Text Forward/Back Footer Message Load Filter Cancel Function Allows you to search for vendors based on Equipment Used, Green Printing Capabilities, Fulfillment, General Printing Capabilities, Geographic Region, or Printing Suppliers. Red Text is displayed if selection does not match any vendor s profile. Black text is displayed if selection matches at least () vendor s profile Advances to the previous or next tab This footer lets you know as you are making selections how many complete and partial matches exist. Loads a previously saved selection eliminating the checkbox selection process if the same items are requested. Returns you to the RFQ with no selections 5

6 Step Six: Click on Results Tab to display matching vendors. Step Seven: Step Eight: Select desired vendors by using the Checkbox function. Click the Add to RFQ button. Results Screen Detail Property Filter Save Filter Load Filter Check All Icon Check None Icon Show Partial Matches Add to RFQ button Cancel Function Displays all selections checked from previous tabs. Black text signifies a matched selection for partial vendor, grey signifies unmatched selection for partial vendor. Allows you to save selection for future lookup Loads a previously saved selection eliminating the checkbox selection process. Selects all vendors in list De selects all vendors in list Toggling between checked and unchecked will display only exact match or partial match vendors. Partial matches mean vendor cannot support all criterion selected. Adds all selected vendors to RFQ Returns you to the RFQ with no selections 6

7 Vendor Center and the PO (O/E Purchase Order PO Editing) Step One: Step Two: Step Three: Create or edit a PO Click on Vendor Tab Click on Find Vendor Button Vendor Screen Detail Property Follow Up Send to Vendor Center Function Assigns status codes for follow up (i.e. out for artwork, customer approval, on schedule, ready to invoice, etc.). A date is also assigned specifying when follow up needs to be made. If checked, Quantum will export PO details to the Vendor Center platform for vendor monitoring purposes. 7

8 Step Four: Make selections by using the Checkbox function. Step Five: Click on Results Tab to display matching vendors. Step Six: Step Seven: Select desired vendor by using the Checkbox function. Note: Only one vendor can be selected. Click the Add to PO button. 8

9 Matching Vendors (Q Send Vendor Center Match Vendor Center Vendors) The Vendor Center is located in the Q Send Module, Vendor Center. Command: Function:. Match Vendor Center Vendors Used to match Vendor Center vendors to e- Quantum vendors in AP. 2. Vendor Center Catalog Subscriptions 3. Upload Documents To/From Vendor Center Used to select vendor catalogs and markup sell price. Used to update order information to and from the Vendor Center. 4. Vendor Center Status Shows the last automatic upload and download and allows user to force an immediate update. 9

10 This screen is used to match the vendors in e Quantum to those in the Vendor Center. E Quantum will attempt to match the vendors based on DUNS#, Phone Number or Address. If e Quantum finds a match, it will display the match as shown on the screen below. Property MISS (xxx) Lookup Unmatched Vendors Hide matched vendors Save Selections Function Indicates a matched vendor. DUNS# shows in parenthesis. Indicated a mismatched vendor. Indicates a suggested match, with the criteria for the suggestions shown in parenthesis. This will display all the unmatched vendors on the vendor center Suppresses the view of the matched vendors, leaving only mismatched or suggested matches in the view. Links the selections to the vendors in Vendor Maintenance. 0

11 Unmatched Vendors Property View Capabilities Function Displays the printing capabilities of the vendor. Add to e Quantum Adds the vendor to Vendor Maintenance.

12 Vendor Center Catalog Subscriptions (Q Send Vendor Center Vendor Center Catalog Subscriptions) Vendor Center Catalog Subscriptions display all available Vendor Catalogs. When selecting View Items, a list of that vendor s items will display. To customize the catalog, items may be removed from the list. Select Edit to subscribe to the Catalog and define a default margin. Step One: Step Two: Step Three: Select the desired Vendor Catalog View Items to remove individual items from the Vendor s Catalog. Click Edit to subscribe to the Catalog and define margins. Step Four: Check the box to Subscribe to the catalog 2

13 Step Five: Property Custom Title Product Group Default Margin % Default Retail Margin % Force Upload Assign Custom Title, Product Group, Default Margin % and Default Retail Margin %. Function Catalog name displayed on Quantum Net Default product used when the items in the catalog are downloaded to e Quantum. Margin applied to all items in the vendor s catalog Margin applied to Q Store items Forces margins and categories to update Quantum Net Vendor catalogs may have up to three levels of categories. Each catalog level may have a different margin % and each category may be included or excluded. To assign different margins, click on category or subcategory (if subcategory is not displayed click the + ) and select Edit. NOTE: Vendor Catalogs, Categories and Margins may be overwritten at the client level. Category Used: Yes, display this category or No, does not display this category. Modify Margin Percentage by category. If left 0, the category will use the Catalog s default margin. 3

14 Vendor Center Catalog Settings Display Settings (Q Net Q Net Maintenance Internet Configura on) Selecting the Catalog tab displays all Vendor Center Catalogs noted in the Type column as Vendor Center. The position of the catalogs can be changed by using the up and down arrows. Once the desired sequence is determined, click Save. A/R Client Overrides (A/R A/R File Maintenance Client Maintenance Qnet tab Qnet Configura on) Step One: Step Two: Step Three: Select the Catalog tab Select the desired Vendor Catalog Click Edit to override company defaults for categories and margins. 4

15 Step Four: Step Five: Edit Vendor Catalog Settings by Client. The Name of the catalog can be customized by the client. Use the Edit button after selecting a Category or Subcategory to modify Categories and Margin by Client. 5

16 Update Documents to the Vendor Center This feature allows you to send awarded RFQ s or ongoing PO s up to the Vendor Center. On the Vendor Center the vendors can questions, update status codes, input tracking and shipping information. The Update Documents feature can be located in Q Send > Vendor Center > Update To/From Vendor Center. Updating Vendor Center and Vendor Center Catalogs This screen displays the status of the updates to the Vendor Center and Vendor Center Catalogs. e-quantum will automatically update the Vendor Center/Catalogs and display the update on this screen. Additionally, a force update can be done at any time by selecting the desired button. The Updating Vendor Center/Catalog feature can be located in Q-Send > Vendor Center > Vendor Center Status. 6

17 Quantum Net User Security Quantum Net User Administration now has the ability to assign Catalog Security by User. Ordering Screen All catalogs will appear. When selecting the Vendor Catalog, the Categories of items will be displayed. 7

18 Show Details for the Item Overview will display the extended description for the selected item. The properties tab provides attributes, free format area for custom imprint information, ability to attach a file, price breaks and multiple images. The more info tab shows the previous PO date, previous PO number and back order quantity. Shopping Cart A Vendor Catalog item added to the Quantum Net shopping cart. 8

19 Order Confirmation Following the checkout process, the Order Confirmation may be printed. Confirmation s will also be sent. e Quantum Download After downloading your Quantum Net orders, Purchase Orders are generated for the Vendor Center Catalog items. The cost displayed is pulled from the Vendor Center Catalog cost. 9