RFMS, Inc Palisades Court Tuscaloosa, AL Phone Fax

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1 E-Commerce User Guiide Date: 4/22/2014 RFMS, Inc Palisades Court Tuscaloosa, AL Phone Fax

2 Table of Contents E-Commerce... 1 User Guide... 1 WHAT IS B2B E-COMMERCE?... 1 Trading Partner Agreement... 1 B2B Standard... 1 B2B Standards Committee... 1 RFMS, Technical Support... 1 Typical E-Commerce Process Flow Chart... 2 How to Update Related Modules: Order Entry, Inventory & Products... 3 FILE MENU... 4 Product Catalog Download... 4 Invoices... 4 Advance Shipping Notice... 4 Process Electronic Documents... 4 Exiting the Program... 5 ELECTRONIC PRODUCT CATALOG... 5 Electronic Product Catalog Overview... 5 Material Classification/Product Code Setup... 6 Initial File Download... 9 Color Level Costing... 9 Product Match Routine...10 Cloning a Product...13 Product Match Criteria...13 Product Catalog Download Screen...13 URL Link Icon...15 Editing a record...16 Areas to view/edit records...17 Deleting Records...17 Tagging Product Records...17 Range Edit Downloaded Products...17 Importing Product Files...18 Deleting EC Product Records...19 Process Tagged Products...19 Manually Force Match Highlighted Product...19 Download Filter...21 Product Code Match...21 E-Commerce Download Report Options...22 Last Down Load Information...24 INVOICES Processing an auto matched invoice...24 Invoice Terms...26

3 Processing a manually matched invoice...29 Duplicate Invoice Numbers...32 Tagging Multiple Invoices...32 Cancelling Invoices...33 Invoices for Non-inventory Charges...33 Credit Invoices...35 Field Explanations-Match Invoice Line to Inventory...35 Printing an Invoice...36 Archived Electronic Invoices...37 Electronic Invoice Reporting...38 When the Amount Invoiced Does Not Match the Amount Ordered...39 ELECTRONIC PURCHASE ORDERS Electronic PO Process...41 Purchase Order Fields...42 PO Order Types...43 Footage Orders...43 Roll Orders...44 Roll Balance Orders...44 Multiple Cuts Same Dye Lot...44 Item Orders...45 UOM Descriptions...45 PO Acknowledgements...45 Will Advise Orders...48 DATA Fields for EC Purchase Orders...48 Priority Requests...49 Purchase Order Statuses...49 Purchase Order Status Updates...50 Special Pricing or FOB Requests...50 PO Printing and Reports...50 PO Header Record Options...50 Multiple Supplier Accounts...50 ADVANCED SHIP NOTICES (ASNS) Overview...51 Possible Statuses...52 ASN Matching Routine...52 Quick Receiving Process...53 Printing an ASN...54 Archiving ASNs...54 Roll Tags from ASN s...54 UTILITIES System Options...55 General...55 Invoice Options...56 Product Catalog...57 Purchase Orders...59 Last Download Information...60 Set Up...60

4 Set Download Workstation...60 Communication Properties...61 Invoice Additional Charges...61 Material Classification Setup...62 Store Specific Setup...62 Invoice Variance...63 Price Formula Setup...64 Create Store File for RFMS...65 Maintenance...65 View Transmission Errors...65 Product Catalogue Maintenance...65 Archive File Management...66 Clean Duplicate SKUs...67 Update Mohawk/Shaw FOB...67 Update E-Commerce Setup Files...67 Calculator...67 Reset Window Positions...68 RFMS SYSTEM OPTIONS Order Entry...68 RFMS Inventory Options...68 RFMS Products Options...70

5 What is B2B E-Commerce? B2B E-Commerce is defined as a method of doing business through the use of supplier based websites. RFMS E-Commerce allows receiving product catalogs, advance ship notices and supplier invoices electronically through the internet; B2B E-commerce also allows sending purchase orders in real time and receives electronic acknowledgements back directly through the RFMS System. By sending and receiving documents electronically, critical business documents can be processed in a faster, more efficient and accurate manner. For a list of participating vendors see B2B Ecommerce for Flooring Operations by RFMS Trading Partner Agreement Some suppliers may require that their dealers execute a Trading Partner Agreement (TPA) as a prerequisite for any EC transactions. A TPA is an agreement, which stipulates the general terms, and conditions under which the parties agree to exchange information electronically. B2B Standard This document defines participant roles, communication and security requirements and designates the electronic documents to be exchanged. Documents to be exchanged under the flooring B2B standard include: Product Catalogs Purchase Orders Invoices Advance Ship Notices Please visit for more information. B2B Standards Committee RFMS is a standing member of the Flooring B2B Standards Committee and is continually communicating and working with key suppliers, distributors and industry consultants to improve the quality and standards of current and future EC software. For more information, visit RFMS, Technical Support RFMS has specially trained staff and resources to help guide a dealer through the initial Product Catalog set-up process as well as provide ongoing telephone support ( ). Additional on-site or Web-based training at the standard RFMS training rates may be required for Purchase Orders and Invoices. Please visit RFMS University for information on the different types of available training Revision for Version / RFMS, Inc. 1

6 Typical E-Commerce Process Flow Chart Figure: E-Commerce Process Flow Chart Revision for Version / RFMS, Inc. 2

7 How to Update Related Modules: Order Entry, Inventory & Products Dealer Using Templates Stocking Dealers, Auto PO Generation Products Inventory Inventory Replace existing product records (Rolls & Items) with EC Catalog Receive all Open or Backordered PO s into Inventory under the old Inventory record Run Inventory Range Report for both Roll and Item Inventory by PC/Supplier/Style Order Entry Products Run Material Analysis Report for line statuses of Open or Gen PO by EC Supplier Update existing Order Entry lines identified in Material Analysis Report by reselecting the new EC products Update BidPro, NHMS, or Measure templates for new EC products Run Products Price List Report by PC/Supplier/Style Compare both reports and note the required charges to the Inventory record names: 1. Style Name, Color Name and Quantity available for Roll Goods 2. Item #, PC, Color Name and Quantity available for Items Inventory The Auto PO Generation screen will now search Inventory records using the same naming convention Revision for Version / RFMS, Inc. 3

8 File Menu The File menu consists of the selections for most of your daily electronic commerce transactions. Figure: File Menu Product Catalog Download E-Commerce>File>Product Catalog Download. The EC Product Catalog Download File represents a pending file for product additions or updates that cannot be auto-matched to existing RFMS records. This file should be reviewed on a weekly basis and products should be moved to the RFMS Products file or deleted if they are not needed. Otherwise the file can become large and difficult to manage. See Electronic Product Catalog for Details Invoices E-Commerce>File>Invoices Electronic Invoices are sent electronically from B2B Suppliers on the day that the goods are shipped. Each Supplier Invoice will download into one central location allowing processing the invoices in a timely manner. All Electronic Invoices are archived and can be viewed in the E- Commerce Archived Invoice Tab. Any invoice may be accessed at any time to view or print. Invoice Reports are available via Electronic Invoice Reporting. See Electronic Invoices for Details Advance Shipping Notice E-Commerce>File>Advance Ship Notice The ASN is the same as your Bill of Lading. It is generated electronically by your supplier once the truck is loaded and ready to ship. For example, if the truck is ready to ship at 1p.m., your ASN will typically be down loaded within 1 to 2 hours, so the ASN will be available the day the material ships, which is typically 1 to 3 days ahead of the physical delivery of the material. See Advance Shipping Notice for Details Process Electronic Documents E-Commerce>File>Process Electronic Documents Revision for Version / RFMS, Inc. 4

9 One workstation will be designated to send and/or receive electronic documents using an Internet connection. That connection would be automatic (the frequency is user defined in Utilities>Communication Properties. However, you may have a need to transmit or receive before the next schedule time period. This option allows you to manually "force" a connection. This is usually done only under the direction of a RFMS support specialist. Exiting the Program Always exit the program using File>Exit Clicking on the close button at the top right of the screen will only minimize the program and may interfere with your backups. When you exit you may be asked: Electronic Product Catalog Electronic Product Catalog Overview The E-Commerce Product Catalog offers an easy and cost effective way to update a dealer s products file with participating B2B suppliers on a secure and confidential basis. By implementing the B2B Product Catalog, suppliers can automatically send the latest product/price information to a dealer s system the same day it changes. RFMS software is designed to automatically update a dealer s products file with this information, eliminating the manual keying effort, delays and mistakes. Product Catalog Implementation 1. Upon completing the on-line registration with your B2B suppliers, the establishment of an FTP mailbox by your B2B suppliers and the electronic commerce (EC) software installation configuration from RFMS, the B2B supplier will transmit your full Product Catalog, consisting of all products defined in your individual pricing agreement. Revision for Version / RFMS, Inc. 5

10 2. The dealer can utilize the transmitted data to validate and synchronize dealer and supplier product data. 3. Afterwards, as new products are introduced, old products discontinued, or modifications made to existing products and their associated prices, the supplier will send a Product Catalog update for ONLY the products that have changed or are being added. Upon transmission and receipt, the RFMS EC software will allow you to manually/automatically move the EC updates into your product file and provide a Post Import Audit Report which will list products and colors added, products changed, cost changes and products dropped. If some of the updates cannot be automatically loaded (because the updates do not match to your existing records), then the unmatched records will be left in the EC Downloaded Products file for dealer evaluation and processing. After the installation of the RFMS EC software, you will need to setup your Material Classification Setup Table in E-commerce Module (this is available in version 10.2 & higher). The Material Classification Setup Table allows you to assign your company s own Item Product Codes to the product type that is sent from the vendor via the Class and B2B Sub-Class definitions that are sent in the catalog. Material Classification/Product Code Setup E-Commerce >Utilities >Material Classification Setup In order to get product codes assigned correctly, it is imperative that the material classification code table be set up first. Do not download any product records until this step is complete. If this is the first time you have entered the Material Classification Setup Table after the initial install, then the table will be blank and you will have to EXIT E-Commerce and then go back in to E-Commerce. Once in the Material Classification Setup Table you should see a breakdown by Supplier then Residential/Commercial, then Class and lastly Sub-Class. Revision for Version / RFMS, Inc. 6

11 Figure: Material Classification Setup A Universal Supplier has been added which can be used for all products instead of having to classify materials from all suppliers. The option to use individual supplier classification, universal or a combination is selected in Utilities>System Options>E-Commerce>General>Universal Material Classification Click on the upward or downward arrow at the end of Product Code to find the Product Code that you wish to assign as a Class. in order Click on the drop down arrow at the end of the Supplier Field and choose your Supplier. Click on the drop down arrow at the end of the Class Field and choose the Class you wish to assign to the Product Code you have chosen. Once this is done, then click on and this will assign the above Product Code to the above class that you have chosen for the supplier for both Residential and Commercial Products. You will want to repeat the previous steps until you have assigned all of your Item Product Codes. Assigning Product Codes for Sub-Classes The next step will be to assign the Sub-Class breakdown within each Class of Product Codes. To do this, go into the Body of the Material Classification Setup Table and choose a product that you wish to change. A perfect example is your Carpet Tile. Since it is in the class Carpet it is automatically assigned to product code 01, Carpet Tile is not a Roll so it will need to be changed to your Product Code. This will be under Residential and Commercial both. Revision for Version / RFMS, Inc. 7

12 Find Carpet tile, highlight it and then double click. A drop down arrow will appear in the Product Code Column. Click on the down arrow. A listing of your Product codes will drop down. Please double click on the product code you want for your Carpet Tile. Figure: Assigning Product Code Continue to assign the correct Item Product Codes to the Sub-Classes within the Body of the Material Classification Setup Table until you are satisfied that you have all of your Item Product Codes assigned correctly. Once this is done for both your Residential and Commercial Item Products then you can copy these Item Product Codes over to another Supplier by clicking on Copy Supplier Codes. If not using the Universal supplier it is recommended that you set up the codes for one supplier and then batch copy them to other suppliers. To assign Item Product Codes to any given Supplier, Please click on the radio button next to Batch Supplier Class in the bottom right hand of the Material Classification Screen. Figure: Batch Suppliers Select the radio button under Batch Update for Copy Supplier Codes Figure: Batch Material Codes Click on the drop down arrow at the end of From field to chose a Supplier that has all of the Item Product Codes Assigned (please be careful to choose a Supplier that has the Item Product Revision for Version / RFMS, Inc. 8

13 Codes populated or you could delete all of your existing codes). Then click on the downward arrow at the end of the to field and choose the next supplier. Click on the Radio Button in front of To process the update, click the Execute Batch Update button. This will copy All Material Codes from your Populated Supplier over to the Blank supplier of your choice. Repeat this process until you have all of your Item Product Codes assigned to your chosen Suppliers. Batch Update Samples and Misc. sub classes and Batch Supplier Class the same way. If there are any Item Product Codes that you are not sure of; you may leave them blank or make them blank by highlighting the Sub-Class in question and then clicking on Button. You may assign the Item Product Codes for the product in the Product Download Screen at a later time. This function is used only by direction of an account manager. Initial File Download The initial products file download will typically range from 2MG to 10MG for each supplier and will take an estimated 5 to 15 minutes to execute for each Supplier. Please be sure to review product pricing for accuracy and conformity to your supplier price agreement. Color Level Costing Based on the way information is sent from each supplier, cost information can be delivered in three ways. See System options set up. 1. The same cost applied to all colors contained in a style or item. 2. A subsequent cost changed applies to only select colors in a style or item. 3. Cost is individual to each color in a style or item. The ability to manage this information required a change in the processing of the data upon import to the RFMS products catalog. If a SKU match for a given import record is found and it has fewer SKUs than the current record in RFMS products. The matched SKUs will be broken out to a new record in RFMS products. Revision for Version / RFMS, Inc. 9

14 Original Record in Products Canyon River Cost 9.99 SKU 1 Vanilla SKU 2 Smoke SKU 3 Honey SKU 4 Bluff SKU 5 Copper Method 1 (To be discontinued by suppliers) BCT-0 Method 2 or 3 (New B2B Standard) BCT-1 or BCT-2 Example Imported Record from Mill Catalog Canyon River Cost SKU 1 Vanilla SKU 2 Smoke SKU 3 Honey Canyon River Cost SKU 1 Vanilla SKU 2 Smoke SKU 3 Honey SKU 4 Bluff SKU 5 Copper All 5 SKUs will show even though SKU 4-5 are at 9.99 Canyon River Cost SKU 1 Vanilla SKU 2 Smoke SKU 3 Honey Canyon River Cost 9.99 SKU 4 Bluff SKU 5 Copper A second product record will be created and matched colors will be moved to the second record and applied to those SKUs. The non-matched SKUs will not be updated and still hold the cost of The two product records are not duplicates. They are the same style but have different color records under each style Product Match Routine Please refer to the following chart that illustrates how the RFMS products match routine ads, drops or updates product data records. After a product record is successfully matched, RFMS will only update required data and any existing optional private data fields will remain the same (i.e. - existing data will not be overlaid). The two product records are not duplicates. They are the same style but have different color records under each style Importing catalogs from vendors with no color records is now possible in RFMS E-Commerce. The unique identifier number sent by the vendors will be used for the matching. This Id has been included in RFMS e-commerce records since the update released in July Records will import according to the list below: For records without cost, duplicates are matched by: Revision for Version / RFMS, Inc. 10

15 Sender Id, Account Number, Unique Id If color level pricing is in use only the headers for each color level record will be updated. Records with cost are matched by: Sender Id, Account Number, Unique Id, FOB point If color level pricing is in use all color level records can optionally be merged. From Vendor Products Result No UID on Header Does not matter Record is not imported Unique ID/ With or No Unique ID match Record is not imported without Cost Unique ID/w/ Cost Unique ID Match Product Header Updated Cost Added Unique ID/ No Cost Unique ID Match Product Header Updated Unique ID/Cost Unique ID/Cost Unique ID/Cost Unique ID/ No Cost EC only record Multiple Unique ID Matches (due to color level pricing) EC-Gateway Record Gateway ID= Size ID Multiple Unique ID Matches (due to color level pricing) EC-Gateway Record Gateway ID<> Size ID Multiple Unique ID Matches (due to color level pricing) Multiple Unique ID Matches Merge Option: All header info on oldest record is updated Cost is added Colors from newer records merged to older records Headers with no colors deleted Not Merged: All headers will be updated and cost will be added to all the matched records. Merge Option: All header info on oldest record is updated Cost is added Colors from newer records merged to older records Headers with no colors deleted Not Merged: All headers will be updated and cost will be added to all the matched records. Merge Option: All header info on all records is updated Cost is added to all records Not Merged: All headers will be updated and cost will be added to all the matched records. All header info on all records is updated. Multiple records with unique costs remain. Revision for Version / RFMS, Inc. 11

16 Supplier Private B2B Update Grid Insert Manual Update Allowed? Update if B2B Match to B2B Update/Match to B2B with Gateway Manufacturer Yes Yes Optional Optional Manufacturer SKU Yes No Overwrite Overwrite Collection Yes Yes Optional Optional Supplier Name (A/P) Yes Yes Optional Optional Style Yes No Overwrite No Update Style # Yes No Overwrite No Update Color Yes No Overwrite No Update Color # Yes No Overwrite No Update SKU Yes No No Update No Update Supplier Name Yes Yes No Update No Update Style Yes Yes No Update No Update Style # Yes Yes No Update No Update Color Yes Yes No Update No Update Color # Yes Yes No Update No Update Fiber Type Yes Yes Optional No Update Style Type Yes Yes Optional Optional Product Code Yes Yes Optional Optional Backing Yes Yes Optional Optional FOB Point Yes No No Update No Update Roll Cost Yes Insert Optional Insert Cut Cost Yes Insert Optional Insert Item Cost Yes Insert Optional Insert UOM Yes Yes Overwrite Overwrite Buy Qty Yes Yes Overwrite Overwrite Sell Qty Optional Yes Optional Optional Face Weight No Yes No Update No Update Pile Height No Yes No Update No Update FreeText No Yes No Update No Update FiberManf No?? No Update No Update Item Length Yes No Overwrite Overwrite Item Width Yes No Overwrite Overwrite Roll Length Yes No Overwrite Overwrite Roll Width Yes No Overwrite Overwrite Product InActiveDate Yes No Overwrite Overwrite Color InActiveDate Yes No Overwrite Overwrite Price Fields 1-MSRP No Yes No Update No Update Quality No Yes No Update No Update Revision for Version / RFMS, Inc. 12

17 Entry Type Yes No Overwrite Cloning a Product RFMS Core> Products>File> (Roll or Item)>Clone Icon Clicking this icon will make an exact replica of the product you have highlighted. Since adding manual colors is no longer allowed on imported records allowed due to color level pricing, you will need to clone the product then add the manual colors. When cloning a product, the following changes have been made as of Version to the cloned record: 1) The Cost history is dropped and costs zeroed out. 2) Electronic Commerce Account number is removed if present. 3) All manufacturer and supplier SKU's on colors/descriptions will be removed as they will be incorrect if any definitive product information is changed. 4) All selling prices are zeroed out (formulas are not touched). 5) Electronic Commerce Record clones are made manual. Product Match Criteria Match Fields for Existing Products Force Match Fields for New Products Sender ID# Supplier Style # FOB Point Supplier Color Name SKU # Mill Account # (if available) Standard Width (There must be at least 1 Manual Color to match against) If the option, Supplier from supplier file only, is set to yes in >Utilities>System Options>System Wide>General> then product catalog imports via E-Commerce as well as Product Gateway Importer will add the supplier names from the import into the RFMS Supplier file if they are not already in the file Product Catalog Download Screen E-Commerce>File>Product Catalog Download Figure: Download Browse Revision for Version / RFMS, Inc. 13

18 The top section of the screen lists all of the products you have received. There may be duplicate products listed because of promotional prices etc. When you export these records into your RFMS products, they may be combined into one single record if carpet is the same for the duplicate records in the EC Download Product Screen. The middle section of the screen lists the cost information for the record highlighted in the top section. A manual cost may be added by clicking the Insert button here and completing the information in the Product Cost-Add screen. Enter a beginning (start) and ending date that when the cost will be active. When manually adding a cost on a product record, the Unit of Measure should be selected only from the drop down list. Using a unit of measure which does not match the original unit of measure could cause the manual record not to update the product record. The bottom section of the screen lists the color information for the record highlighted in the top section. A group icon indicates the product is a member of an associated product group. Because of color level costing, duplicate product records in the RFMS Products file are no longer allowed. If for some reason you have duplicates in your actual RFMS products file, this will be indicated by an icon which looks like this. You will be allowed to tag these duplicates so that you can delete them, but they will not be imported into your products file. Once it has been determined that duplicates exist, go to the RFMS Products file to eliminate them. Either one of these choices through either the Clean Duplicate SKU Utility (this is the recommended option and please contact the RFMS Help Desk if you choose this option) or go Revision for Version / RFMS, Inc. 14

19 to your RFMS Products to manually make the records either Inactive or delete the duplicate SKU. 1. The recommended suggestion is to make one record Inactive.(This allows you to still be able to view any cost trends but wont interfere with the E-commerce importing.) 2. You can also delete one of the duplicate records. URL Link If a supplier is sending a URL Link then the will appear at the color level. Click on the color and then go to the 5) tab in order to have access to the link. 832 Icon The red and black Icon that appears on the download header part of the screen indicates that the 832 was sent as a test document in the ISA segment. Revision for Version / RFMS, Inc. 15

20 Editing a record To change information on an imported product record, highlight the record and click on the pencil icon. updates. Only fields listed in blue are editable and will not be overwritten during future Figure: Change Product Screen If you try to change the product code of a roll record to a product code other than 01 or 02, you will get a warning message. Revision for Version / RFMS, Inc. 16

21 Figure: Product Code mismatches warning. Areas to view/edit records You can view or edit the information under all of these tabs Product Records General Information Associated Products Warranty Information Measurements Account and EC Information Deleting Records See Details Tagging Product Records The tagging options are similar to tagging in all other areas of RFMS with the exception of the Tag SKU Match Option. Clicking this button allows you to tag all the EC product records that have existing SKU matches in your RFMS Products module. Clicking this button deletes all the tagged records In order to tag a product, the PC field cannot be blank. Range Edit Downloaded Products Clicking on the Range Edit Button brings up the following screen. This procedure allows you to select a range of product records to update and/or tag for processing to the RFMS Products module. Revision for Version / RFMS, Inc. 17

22 Figure: Range Edit Screen Editing Product Codes Previously this is where you added product codes to your item products. This is typically now done using the Material Classification set up. Tag records for Importing Checking this box tags the filtered records for importing into the RFMS Products Module. To tag a group of records (for example all rolls) simply enter the same product code in the Matching Criteria field and the resulting value field. Then click on the Process Tag Products icon to transfer these records to your RFMS Products Module. Importing Product Files E-Commerce>File>Product Catalog Download. Your Product Catalog Download Screen will display. If you wish to Import a Product then please tag the product by clicking on the single tag or to tag all products in the download screen click on the multi tag icon. EC Download Records cannot be tagged without a Product Code. If Product Codes were not assigned during processing of your file download then please check your Material Classification Setup Table to be sure it is set up correctly. If it is setup correctly and this was a Product that has a blank Item Product Code field then you must assign the appropriate product code (01-79) to each record by double clicking on each record one at a time or use the range edit function to assign a product code to a range of products based on the criteria selected (supplier, collection, style, etc.) Revision for Version / RFMS, Inc. 18

23 You may wish to run the POST IMPORT report for your previous import prior to importing your new records into the RFMS Products module (Please see POST IMPORT report) When all records are selected, click on the Press Tagged Records icon to process selected products to the RFMS product file. Any time you add a product to the RFMS Product module, a Product Import Audit Report will be created to document the changes. Deleting EC Product Records As a Group: Review any remaining product records. If a product record does not have a PC of 01 or 02, assign a product code of 79 to each record and tag and delete unwanted product records. Individually: Tag the product records that you wish to delete and click the Delete Tagged Product Records icon. Process Tagged Products RFMS will try to match all tagged EC product records to a corresponding record in the RFMS Products module. If the EC record cannot be matched, then the EC product record is added as a new record in the RFMS products module. In order to tag a product, the PC (product code) field cannot be blank. Manually Force Match Highlighted Product This feature allows you to force a match between products you have entered manually in your RFMS Products file with a product download via E-Commerce. This allows products with the same supplier name and style # to be merged into one record. You must run the Product Catalog Maintenance Routine (Utilities>Product Catalog Maintenance) before force matching. You can get an access code for this from the RFMS Website support section. Highlight the EC Product you wish to force match to an existing manual product in your RFMS Products file and then click on the match stick icon. There must be at least ONE Color on the Manual record that you wish to match with the E-Commerce record. Revision for Version / RFMS, Inc. 19

24 Figure: Force Match Screen The E-commerce Force Match screen will display and will attempt to locate the matching manual record. At this time you will choose your Options: Figure: Color Match Import Options If you wish to Force match at the color level, then it is recommended that both Options be applied when force matching. You can match individual colors at the color level by pressing the option. You can match all colors at the color level by pressing the option Revision for Version / RFMS, Inc. 20

25 Or you can just move over all colors and match the header record by pressing the option. Download Filter When a filter is active in E-commerce the button will change from black to blue. This allows filtering the view of downloaded products. This applies to viewing only to filter a group of records to tag, see Range Edit/Tagging. Figure: Download Custom Filter Screen To reset the filter, click on the reset icon. Product Code Match This button takes you to the selection screen Figure EC Download Screen Assign from products: Finds the matching product by SKU in the RFMS Products module and adds the product code. Assign from Material Classification: Will pull the product codes from the material classification table. Revision for Version / RFMS, Inc. 21

26 This option allows assigning product codes from products or the Material Classification Table. If the download comes in before the client has setup that supplier in the Material Classification Table then they can go to the Material Classification Table assign the product codes for the supplier in question then come back to. The download screen, click on the PC button and then choose the Assign from Material Classification Option to populate the Product codes for the downloaded products. Clear Product Codes: clears all product codes except for product code 01 and 02. E-Commerce Download Report Options The E-Commerce Download Reports are created upon request by clicking the printer button, clicking the button for the report you want and selecting the report criteria. Click on the Printer Icon and chose the type of Report you wish to print: Figure: EC Download Reports Download Products Report (Review Product Records) Downloaded Products Report will generate a report of all products within the download screen that match the criteria you have chosen for the report. Dropped products are indicated with a black dot Figure: Sample Downloaded Products Report Pre-Importing Matching Report (Compare Product Records) Pre-Import Matching Report will generate a report of all products within the download screen that you have set for Import based on the criteria you have chosen for the Revision for Version / RFMS, Inc. 22

27 report. This report will denote a cost change by the green symbol and then it will show the new cost first and then the active cost that is currently in your RFMS Products Module. Running this report can take the same amount of time as the import process. Figure: Sample Pre-Import Report Post - Import Report (History of Product Records Downloaded to Products Module) Post Import Report will generate a report of all products that have been imported into your RFMS Products module based on the criteria you choose. Example below Figure: Sample Post-Import Report Duplicate Product/SKU Report This report identifies if a particular SKU is a duplicate based on having the same SKU sender id, account number, and FOB point. Under the new import routine for color costing duplicates will not be imported. This report will show potential issues in the product files. Revision for Version / RFMS, Inc. 23

28 Figure: Sample Duplicate SKU Report Last Down Load Information Click this button to get a listing of your last download. You can also get to this from Utilities>Last Download Information. Figure: Last Download Information Screen Invoices Electronic Invoices are sent electronically from B2B Suppliers on the day that the goods are shipped. Each Supplier Invoice will download into one central location allowing the Accounting Department to process invoices in a timely manner. All processed electronic invoices are stored in the E-Commerce Archived Invoice Area. Any invoices may be accessed at any time to view or print. Various invoice reports may be produced based on the criteria selected. Please review your E-Commerce System Options before processing initial invoices. Please refer to System Options. Goods are received through the RFMS Inventory Module prior to processing the invoice in E- Commerce. Processing electronic invoices is just like costing inventory via hard copy invoices. Invoice dates of greater than 30 days from the system date are not allowed. E-Commerce>File> Invoices> Invoice Matching Processing an auto matched invoice Revision for Version / RFMS, Inc. 24

29 Figure: Invoice Reconciliation Screen Double click on the highlighted invoice to view the detail. Revision for Version / RFMS, Inc. 25

30 Locate the Invoice to process and highlight it. The Invoice should be marked in Green chance that the Inventory has been received via RFMS core., meaning there is a good You may receive electronic invoices for manually processed purchase orders, causing an invoice not be marked as material having already been received. Click on the Terms Screen. Invoice Terms Select the terms for the Invoice. button. This bring ups the Electronic Invoice Figure: Electronic Invoice Terms Screen Specify the payment terms for the selected electronic invoice. The term information for the invoice is included in the electronic file received from the supplier. To override the terms, complete the custom terms area. Click on the Import from Supplier File to use the terms from the supplier file in RFMS, then click in the Custom Terms box to actually select that information before clicking on OK. This will highlight the Custom Terms fields in yellow. If any data is not matched, the auto match screen will display to allow editing. The information on the left side is from the purchase order; the right side is from the electronic invoice. Revision for Version / RFMS, Inc. 26

31 Choose Supplier for Payable If the option under Utilities>System Options>E-Commerce>Invoices>Supplier Selection for AP is set to Prompt, a prompt will display to choose the supplier name to use. The prepared invoice is now highlighted in yellow. The Invoice line information in the top right hand corner will be marked with a green circle and a blue tag. The inventory line in the bottom screen will be marked with a blue Tag. Revision for Version / RFMS, Inc. 27

32 Invoice information shown in the middle of the screen may be changed here. An area at the bottom of the screen allows applying freight factors. Click the done button to post the invoice to Accounts Payable. Accounts Payable Screen The accounts payable screen is now shown. This screen is exactly like the accounts payable screen in RFMS Accounting. Revision for Version / RFMS, Inc. 28

33 Figure: Post Payables screen If needed make the necessary changes or add a note or a remittance advice. Click OK to post the payable. The electronic invoice is now moved to the archived file. Processing a manually matched invoice At times there may be small differences between the line total on the invoice and the line total on the purchase order.. Revision for Version / RFMS, Inc. 29

34 Figure: Prepared Invoice This screen shows invoice information for a prepared invoice in the top right hand listing. The bottom listing screen is the inventory that was included on the same purchase order. If the inventory does not show in the bottom browse box, Click the ADD button, just like in regular RFMS. Click on the radio button in front of Enter Lines From. Then chose either Not Costed Rolls or Not Costed Items. Then tag the Inventory Record that matches the invoice If the Inventory does populate in the bottom browse box and the invoice does not Automatch to the inventory record, then you will need to highlight the Invoice line and the corresponding Inventory line and then click on the match icon. Revision for Version / RFMS, Inc. 30

35 Click Match to match electronic invoice line to received inventory displays the screen below. The screen looks almost identical to the inventory screen in RFMS with some additional fields and functions. Since the electronic invoice does not contain all information for RFMS Inventory, complete that entry at this time. Figure: Costing from Invoice Screen Invoice Line Information This is the right section of the screen and displays what is actually contained in the electronic invoice. Copy If the cost matches then click the okay button. If it does not, then decide if you will process it with the cost that is on the Inventory PO or you will process it with the cost that is on the Invoice Information side. If you agree with what is on the Invoice information side, then click the button to copy over the cost from the Invoice to the Inventory PO (You are ONLY working with the COST on the INVOICE) Click on the Copy button to copy the information contained in the Supplier Roll #, Dye Lot or the Invoice Line Total into the corresponding fields for the inventory record. If the fields already match, the Copy button will not be available. Revision for Version / RFMS, Inc. 31

36 There is a possibility of a rounding issue between the inventory record and the vendor invoice; this should be adjusted on the AP record. Notes Click on the note icon on the bottom left hand corner to get a choice of notes to enter or exit. Invoice Note The notes entered here will be transferred to the accounts payable line as an internal note, if that option is selected in Utilities>System Options>E- Commerce>Invoices>Transfer Electronic Invoice Line Notes to Internal AP Notes. Purchase Order Note Click here to view notes entered on the original purchase order. Once all of the Invoice lines are matched to the corresponding Inventory lines click the Done Icon. Click Continue.. Click Print Electronic Invoice (check preview invoice to see the invoice on the screen first) to print the invoice, or Click cancel to move on to the payable. Duplicate Invoice Numbers To allow for the fact that different vendors may send the same invoice number on partial shipments, the invoice date has been added as a check for duplicate invoices. An option allows the second invoice would be entered with an alpha character on the end. Example: 1 st invoice number = nd Invoice = a. Set this in Utilities>System Options>E-Commerce>Invoices>Append an Alphanumeric to the End of Duplicate Invoice Numbers with Different invoice dates. Tagging Multiple Invoices Revision for Version / RFMS, Inc. 32

37 The Electronic Invoice Reconciliation screen allows tagging invoices based on the invoice status. To tag by a particular supplier click on the name on the left side of the screen. The benefit of tagging is working on invoices in a group. It will also allow un-tagging all other Invoices before Tagging. Figure: Tagging multiple invoices screen Click on the invoice for processing. button. This will bring up the terms for the first Individual Invoices can now be tagged/un-tagged by clicking to the left of the invoice date in the browse list. Cancelling Invoices To remove invoices from the process screen, click the cancel button. You will then be asked to confirm which invoices to cancel. This is often necessary when starting to use EC and you have already manually processed some of the electronically received invoices. Cancelling an invoice sends it directly to the archive file. The file can then be deleted from the archive file if necessary. Invoices for Non-inventory Charges Occasionally, you may have electronic supplier invoices for charges that you do not inventory (samples, freight, etc.). This procedure would also be used for posting credit invoices. If you have received an invoice for a non-inventory item, you will not have a purchase order or inventory record in RFMS. This will cause a screen to appear saying No Purchase Order Found. Click OK to the message. The Add Inventory screen appears. Revision for Version / RFMS, Inc. 33

38 Click the CANCEL button from here because you are processing an invoice for non- inventory items. The screen goes back to the Electronic Invoice Receiving screen. Click on the AP icon located at the top, on the toolbar. A selection box will display to choose the store code for the accounts payable. The default store will be determined by the workstations default store. Next, you are given the chance to print a copy of the electronic invoice. Click on the Printer button to print or click cancel to continue without printing. The Distribute Payable screen appears. Make any necessary changes, especially the G/L Account codes. Click OK to post the Payable. The payable cannot be cancelled. The history record on the inventory will indicate it was costed via E-Commerce. If you are posting a payable for non-inventory goods, make sure that the inventory box (the one at the bottom) does not have anything in it. If it does, you can highlight each record and press the Delete key. The AP posting icon will not appear unless the inventory box is empty. This situation may occur, for example, if you have the same invoice that has both inventory AND samples. Revision for Version / RFMS, Inc. 34

39 Credit Invoices E-Commerce can process electronic credit invoices. The credit invoice detail includes the original invoice information. Match Invoice Line to Inventory This screen appears when the PO#, Quantity or Unit Cost on the electronic invoice do not match the purchase order in RFMS. It gives you the opportunity to correct any discrepancies in the quantity or unit cost fields. Changes made here only affect the RFMS Purchase Order. You would most likely see this screen when you receive an electronic invoice that has one line but you have multiple purchase order lines to match it to. Matching one invoice line to multiple purchase orders You may order two cuts of the same carpet for two different customer orders. The supplier sends you a roll balance instead of two cuts. When you receive the invoice, you are billed on one line for the two orders combined. When matching, you must connect the invoice line to two different purchase order lines. Matching multiple invoice lines to one purchase order line Another example would be when you have entered a purchase order line for carpet that you are expecting on one roll. However, the supplier sends you two rolls that equal the amount ordered. In that case, when you match up the supplier invoice to the purchase order for receiving, a new record is created for the second roll with the mill roll number used. Field Explanations-Match Invoice Line to Inventory Quantity to Match This field is what is on the purchase order line. You can t change the electronic invoice. You can change the quantity to match and the unit cost on this screen. Paid Unit Cost This is the unit cost that will be on the inventory record when marked as received. If you are matching multiple lines, the cost from the other lines will appear here. Quantity Differences when Receiving This screen appears if the amount received is less than the amount ordered. You have two options if this situation occurs: Revision for Version / RFMS, Inc. 35

40 Satisfy Purchase Order? If you click on Yes, the purchase order in RFMS will be marked as satisfied, using the currently matched amount (the amount received). After clicking on the Yes button, a confirmation message appears to be sure you are aware of the difference. If you click on No, it means that the amount being received is not enough to satisfy the purchase order and that you still want the rest of the order. The inventory line will be split, with the amount being received at this time being placed on a new inventory line with a status of received. The difference will be reflected in the original inventory line and will show a status of On Order. Return to Matching Click on this button to return to the previous reconciliation screen to make any last minute changes. Notes You may enter either Internal Notes or Remittance Advice at this time, the same way you do in RFMS Accounting. Printing the Payable This is available if you are processing an electronic invoice for already received goods or for items that do not have a purchase order (samples, freight, etc.) After clicking OK on the payable posting screen, you are given the opportunity to print a hard copy of the supplier invoice. Click on the Printer icon from the preview screen to print, or you may click on the Cancel icon to abort the print routine. Printing an Invoice You can print an invoice at any point during the process. Invoices from all suppliers print using the same format. Highlight the invoice(s) to print, tag it, and then click the printer icon. Figure: Print invoice options. Choose whether or not you want to preview the invoice for printing. Select the printer location, and then click print electronic invoices. Revision for Version / RFMS, Inc. 36

41 Figure: Invoice Sample Archived Electronic Invoices E-Commerce>File>Invoices>Archived Electronic Invoices This screen allows you to view and/or print electronic invoices that have already processed. To print you must first tag a record, and then click on the Printer icon. To print more than one at a time, you can tag multiple records. To print all invoices, click on the TAG all icons. To view the invoice, simply double-click on it. Revision for Version / RFMS, Inc. 37

42 Processed The invoice was posted to A/P without matching to a purchase order. These invoices are usually for non-inventory items such as samples, freight, etc. Cancelled The invoice was not posted anywhere in the system. To re-activate this invoice, click the uncancel button. Electronic Invoice Reporting E-Commerce>File>Invoices>Electronic Invoice Reporting This screen prints a master listing of RFMS E-Commerce Invoice activity. There are many options to choose to customize the report. Figure: Report Setup Window Field Explanations Invoice Status Select either all statuses or a single status. Pending Revision for Version / RFMS, Inc. 38

43 Processed-RD Processed-AP Processed-DIR Cancelled Duplicate Invoice Supplier Select all suppliers or a single supplier. For a single supplier, click on the F8 button to select from the RFMS supplier data file. Invoice Date Select all dates or a range of dates. For a single day, enter the same date for both the from and to fields. Supplier Invoice # Select all invoice numbers, or a single invoice number. For single invoices, click on the F8 button to select from a master electronic invoice lookup screen. Purchase Order # on Invoice Select all PO numbers or a single PO number. For single PO s click on the F8 button to select from a master invoice lookup screen that is sorted on the PO number field. PO Date on Invoice Select all PO dates or a range of dates. For a single day, enter the same date for both the From and To fields. Date Prepared Select all dates or a range of dates. The date prepared is system date of when you prepared the invoice. Date Processed Select all dates or a range of dates. The date processed is system date of when you processed the invoice. RFMS Invoice # Select all invoice numbers or a single invoice number. For single invoices, click on the F8 button to select from a master invoice lookup screen that is sorted on the RFMS A/P invoice number. Invoices with a status of pending will not have an RFMS invoice number Ship To Select all ship to names or a single name. For a single name, click on the F8 button to select from a master invoice lookup screen that is sorted by the ship to name. Additional Options Past Due Invoices Only, to print only past due invoices, check this feature. Printer Chose the printer, check if you want to preview before printing and enter the number of copies to print. When the Amount Invoiced Does Not Match the Amount Ordered The following illustration explains how to process the invoice when it doesn t match what you ordered on the purchase order. Revision for Version / RFMS, Inc. 39

44 Original Order 12 x 1000 Example of the Flow Of Operations When Amount Invoiced Does Not Match the Amount Ordered Purchase Order 12 x 1000 Invoice 12 x x x x 245 Purchase Order Allow to Satisfy Accounts Payable 12 x x x x 245 Manually Match Purchase Order & Invoice 12 x 995 OK Post Real Accounts Payable Revision for Version / RFMS, Inc. 40

45 Electronic Purchase Orders Electronic Purchase Orders (PO s) allows sending PO s electronically on a real time basis from your RFMS software system to those suppliers who have established B2B compatible transaction based software. Electronic PO s are prepared in the RFMS system the same way as you currently create PO s for stock and special orders, but they are transmitted electronically without the need for a telephone call or fax to a supplier s order desk. The ability to send and receive electronic purchase orders is controlled by an access code from your RFMS account manager as there are features that must be set up for this to work correctly. See RFMS System Options. Electronic PO Process Follow your normal procedures (auto PO generation or single entry PO) for adding new PO s from the Purchase Order screen. Make sure that the product record you are selecting contains a SKU Number (note an electronic PO requires a SKU Number). If the PO you are generating is to a B2B enabled supplier, you have the option of entering additional information for requested ship date, requested dye lot, builder information and PO order type. Special Order PO s Enter order line, Select products to be ordered from Roll or Item Products. Status should be set to GEN PO. The product selected must contain a SKU number. You can then generate the purchase order directly from Order Entry or from Inventory Generate PO Directly from Order Entry Click the Express PO Generation Button The Purchase Order Generation Screen will pop up. Revision for Version / RFMS, Inc. 41

46 Fill in the required fields When you are done click the Red Phone button to generate the Purchase Oder and send it electronically. If the option is set, you will be prompted for an account number. Generate PO from Inventory Inventory>Purchase Orders>click on the Auto PO Generation button. Once in the To Buy List, tag PO lines to be ordered. Click Done Once in the Auto GEN PO list, highlight one of the lines and click on the red telephone. If the option is set, you will be prompted for an account number. All PO lines will be sent under the same PO header number Stock PO s Inventory>Purchase Orders>Insert Icon Select products to be ordered from Roll or Item products. The product selected must contain a SKU number. Once all PO lines are entered, highlight one of the lines and click on the red telephone button. All PO lines under the same supplier will be sent. Purchase orders can contain up to 200 PO Lines. PO over 200 lines will be rejected by the supplier. After all PO information is entered, close the PO by clicking on the OK button. The PO is now in the To Be Ordered status. The red telephone icon in the lower right hand corner should now be enabled (in bright red). Simply click on the red telephone button and your PO will be transmitted immediately to your B2B enabled supplier. The PO status has now changed to Sent (EC). Once the PO is acknowledged with a reference number (this process can take anywhere from 10 seconds to several minutes), the PO status will change to Open or Backordered EC. A copy of your PO should be printed and distributed internally. Once a PO has been sent and confirmed electronically, any PO changes, modifications or cancellations must be called in to your assigned Customer Service Representative. Purchase Order Fields Footage vs. Roll Ordered By Pulls from Salesrep Taken By Leave Blank Revision for Version / RFMS, Inc. 42

47 Requested Ship Dates A future ship date up to 365 days in advance may be requested. The requested ship date is returned on the electronic PO with the date requested unless the production date is after the requested ship date. Promise Date If you leave the promise date field blank when you transmit the PO, the ship date will be posted to this field once the acknowledgement is received. If you populate the promise date field when you transmit the PO, then the promise date you entered will remain on the PO record (even after the acknowledgement). Requested delivery date should not be used for Electronic Purchase Orders. Reservation Number If you have reserved inventory with a mill or supplier, you can enter the reservation number in the designated area of the PO and the reserve will be pulled into your order automatically. The style, color and price will be validated and the quantity on the PO (e.g. 50 SY) will be placed. If the quantity submitted on the PO is less or greater than the quantity reserved, the PO quantity (egg. 50 SY) is shipped. SPECIAL NOTE FOR SHAW: Only reserve numbers issued by Shaw Online are recognized in the Reserve/Contract # field. A reserve number issued by a CSR over the phone must be placed in the special instructions field at the time the PO is being sent (See PO Header Record Options ). PO Order Types There many types of purchase orders that can be submitted electronically: FOOTAGE ORDERS ROLL ORDERS ROLL BALANCE /REMNANT ORDERS MULTIPLE CUTS SAME DYE LOT ITEM ORDERS Footage Orders This type of order is used when ordering specified lengths in linear feet (e.g. 12W x 145L). A footage order is placed for an exact quantity that is less than the manufacturer s standard roll length. Enter the width and length segments on the PO line and select the footage designation. Complete the rest of the PO with the requested ship date ordered by and side mark. If no width or length is entered, the order will be rejected. Footage Orders that exceed the standard roll Revision for Version / RFMS, Inc. 43

48 length (for example, a 12W x 200L) can be shipped in multiple cuts such as a 12x50, 12x20 and 12x30. If you only wanted two cuts (12x150 and 12x50) you must note that in the special instructions field. Using the check box, you can request that the cuts be the same dye lot. Roll Orders This type of order is used to order in quantity of rolls using min/max ranges rather than in lengths. When ordering more than one roll, remember to specify the number of rolls you want (e. g. - 6 rolls) and your dye lot requirements. You must also enter the approximate length on the PO line (12W x 1,200 L) to create an on order quantity in RFMS which will allow you to receive the rolls efficiently. Standard Roll lengths typically fall into the 150L, 125L, and 75L categories. When placing a roll order, the following general rules apply: (Check with your suppliers for specifics) The maximum must be greater than the manufacturer s standard roll length. Rolls under 100 feet use a 5 foot spread rule (Min=90, Max=95). Rolls between the sizes of 100 feet to 125 feet use a 10 foot spread rule (Min=110, Max=120). Rolls greater than 125 feet use a 20 foot spread rule (Min=150, Max=170). If no Min/Max is input and you have selected the roll order button, the order will be rejected. Roll Balance Orders This type of order is used for roll balance/remnants for a single roll order that is less than the manufacturer s standard roll length. You must enter the width and length segments on the PO line (12W x 120L), select the footage order button and designate the Min and Max (Min=105, Max=125). When placing a roll balance order, the following rules apply: Both a Min and a Max must be designated. The Maximum length must be less than the manufacturer s standard roll length. Rolls under 100 feet use a 5 foot spread rule (Min=90, Max=95). Rolls between the sizes of 100 feet and 125 feet use a 10 foot spread rule (Min=110, Max=120). Multiple Cuts Same Dye Lot This type of order is used when you want to order multiple room cuts of carpet with the same dye lot. For example, you want to order a 12W x 110L piece of carpet and have the mill pre-cut it into 4 pieces, the order can be submitted electronically by entering the PO Line cuts into the Revision for Version / RFMS, Inc. 44

49 designated width/length/room fields as 12x43 (family room), 12x15 (bedroom) 12x17 (bedroom 2) and 12x25 (Master Bedroom). Up to 8 (for Shaw) individual cut lengths can be specified. If the order cannot be filled from existing stock, it is placed on back-order and is assigned the next available product from date. Item Orders Item orders represent the following products: Wood, Laminate, Ceramic Tile, Area Rugs, Carpet Tile, Supplies, etc. Item orders should be on the PO in the same unit of measurement (UOM) that has been downloaded to the products catalog. For example: a 12x12 ceramic tile is priced at $1.09 per SF in your products catalog, and then your purchase order UOM is SF. If a 3x9 bull nose piece is priced at $2.59 EA, then your purchase order UOM is EA. Orders for items with UOM s of SY, SF and PL should be calculated in full carton quantities. For example, if you sold 138 SF of a 12x12 ceramic tile that comes 14 units per box, then the order should be placed for 140 SF (10 14 units per box). Most suppliers are sending the unit count per box and RFMS is storing this information in the Buy in Multiples section of the product record and noting it on the PO line record as well. UOM Descriptions RL= Roll PC= Piece BX= Box CA = Case LF= Linear Feet SH= Sheet BG= Bags TC = Truckload SY= Square Yard PL= Pallet PA= Pails ST = Sets SF= Square Foot EA= Each CT= Cartons PO Acknowledgements The supplier will send a PO Acknowledgement for each electronic PO submitted which will be visible from your RFMS Purchase Order Screen. Revision for Version / RFMS, Inc. 45

50 Click on the View complete info button to see more details. Revision for Version / RFMS, Inc. 46

51 IA IC SP AR AC B DR IR R2 R3 IH IB = Item Accepted (Price Pending) = Item Accepted, Changes made (stock was unassigned) = Item Accepted Schedule Pending = Item Accepted Released for shipment = Item Accepted & Shipped = Item Accepted, Partial Shipment, Balance Backordered = Item accepted, ship date rescheduled = Item Rejected = Invalid Item/SKU = Invalid Unit = Item on Hold- Contact Vendor CSR = Item Backordered Most PO s will be acknowledged as Item accepted Scheduled which means that all information on the PO, including pricing, matches the supplier s records. If the PO is acknowledged as Item Accepted Price pending, the supplier will process the order, but the PO price does not match the supplier s records. These orders are flagged for immediate price verification by your mill rep. The ship date noted on the PO acknowledgement is the available ship date, not the date the goods are expected to arrive in your store. An Item Backordered status could occur if the item is not available but has a scheduled production date. The ship date noted on the PO acknowledgement is the scheduled production date, not the actual ship date. Revision for Version / RFMS, Inc. 47

52 An Item Rejected status could occur if the item was a discontinued product, had an invalid SKU number, the requested dye lot was not available, etc. Some suppliers will also send you an explaining the rejection notice in detail. Will Advise Orders To use the Will Advise feature. >Utilities>System Options>Inventory>E- Commerce>Allow Will Advise and set this to yes. Then go to >Utilities>System Options>Inventory>E-Commerce>Purchase Order-Account # and Carrier and set it to Verify Account # and Carrier When placing an order the PO Account # Box will pop up, allowing the Will Advise box to be selected. DATA Fields for EC Purchase Orders The following data fields have been added to accommodate electronic PO processing: SKU Number Represents a unique identifier for each style #/color name or item #/color name combination. The SKU number is assigned by each supplier and is downloaded into your products catalog electronically. It is a locked field and cannot be edited (and is printed on your PO) Requested Dye Lot This field will be transmitted as part of the electronic PO record (and is printed on your PO) Requested Ship Date This field will be transmitted as part of the electronic PO record (and is printed on your PO) Builder Information This information is designed to help suppliers track builder volume rebates. These fields will be transmitted as part of the electronic PO record Roll/Order Footage Order Options Revision for Version / RFMS, Inc. 48

53 These fields are optional and allow a dealer to specify roll orders or roll balance/footage orders using min/max settings. Multiple cuts Same Dye Lot The specific room cuts will be transmitted as part of the electronic PO record (and is printed on your PO). Inventory Reserve # - This field is optional and allows a dealer to reference an existing reserve against the PO. Priority Requests If you need to prioritize a truckload shipment or request a hot rush, contact your assigned Customer Service Representative (CSR) only AFTER YOU TRANSMIT AND CONFIRM YOUR PO (e.g. the PO is in open status in RFMS). Your CSR will be able to review your E- Commerce PO and add the appropriate status codes and notes to your order. Purchase Order Statuses In addition to the statuses of To Be Ordered, Open, Satisfied, Cancelled and Backordered, two new PO Statuses of Sent EC and Rejected EC have been established. Sent EC The PO has been transmitted electronically, but has not yet been confirmed with a reference number and a promise date. Once the PO has been confirmed, it moves to an Open or Backordered PO status. If the PO remains in Sent EC status for more than 15 minutes, the steps listed below should be followed: 1 st Click on the PO reset custom filter icon to update the PO screen for any activity 2 nd Check to make sure your E-Commerce is open and running on your server/download workstation. 3 rd Check to make sure your internet connection is functioning properly 4 th Call the RFMS E-Commerce help desk to assist in checking the status of your upload file directory 5 th If steps 1 through 4 do not correct the problem, call your CSR and ask if they have received but have not yet confirmed your order (the order could be on hold, the supplier s server could be temporarily unavailable, etc.) Never reset the PO back to a To Be Ordered status unless the supplier tells you resubmit the order this will prevent a possible duplication of the same order Rejected EC The electronic PO did not process successfully due to an invalid SKU number, the requested dye lot was not available, the item was a discontinued product and was not available, etc. A rejected PO can be toggled back to To Be Ordered status and resubmitted electronically or manually. Revision for Version / RFMS, Inc. 49

54 You may now reset Rejected Purchase Orders; however only use this function to reset PO s in a REJECTED status when you are for certain that the Supplier has not received your Purchase Order. Purchase Order Status Updates Effective June 2006, both Shaw and Mohawk began to send status updates for PO s submitted electronically. This means that if an order status changes, a reference number or a ship date changes, a second or possibly third PO acknowledgement will be sent by the mill. The RFMS system will be updated with this information on a real time basis. The RFMS PO module will identify these changes to you by lines with changes being highlighted in teal. When you click on a highlighted purchase order you can view the details of the update. Use the arrow buttons to see all the status changes. Rejected Reorder Click on Red Phone Special Pricing or FOB Requests Model home discounts, customer orders and orders from a different FOB point (not in your product catalog) cannot be processed via an electronic purchase order. You must contact your assigned CSR to place these types of special requests by telephone and/or fax. PO Printing and Reports The PO Custom Filter function has been modified to include the Sent EC and Rejected EC status codes. These new status codes can be used to filter, tag and print PO s. PO Header Record Options Multiple Supplier Accounts If the option to select different account numbers or different carriers is needed or, flagging a PO to ship partial or placing special instructions on the PO is desired, go to >Utilities>System Options>Inventory>E-Commerce>Purchase Order-Account # and Carrier and set it to Verify Account # and Carrier At the time the PO is selected to be transmitted electronically; a prompt will appear and ask you to select the appropriate supplier account #. Select the desired account # and click on the OK button. The PO will now be transmitted to the supplier with the selected account number. At the time you select the PO to be transmitted electronically, a browse box prompt will appear and ask you to select changes for these fields: Revision for Version / RFMS, Inc. 50

55 The default information will be included, but can be overwritten. Supplier Account Select the F8 button to change. Carrier Select F8 button to add a new carrier or change your carrier default. Each supplier has your carrier default already on file. Ship Complete/Ship Partial If you wish for this specific PO to Ship Partial, uncheck the box next to Ship Complete. Special Instructions You may add any special instructions you want the CSR to read in the space provided, including reserve numbers issued via the phone. Alpha numeric only, no symbols including dashes, exclamations, number signs etc. Manifest Comments Optional, Alpha numeric only, no symbols including dashes, exclamations, number signs etc. Special Buy-Optional, Enter Promotional cost information in these fields. Advanced Ship Notices (ASNs) Overview The ASN is the same as your Bill of Lading. It is generated electronically by your supplier once the truck is loaded and ready to ship. For example, if the truck is ready to ship at 1p.m., your ASN will typically be down loaded to you within 1 to 2 hours, so you will have the ASN available they day the material ships, which is typically 1 to 3 days ahead of the physical delivery of the material to your store. To view your ASN s, go to E-Commerce>File>Advance Ship Notice and the following screen will appear: Revision for Version / RFMS, Inc. 51

56 ASN Status Figure: ASN Screen Possible Statuses Matched: No further action needed, go to Quick Receiving Process Match Criteria: If the two records have the same PO#, SKU# and quantity it is considered to match. Partial Matched: Attempt to manually match the unmatched portion of the ASN, see directions below New: Attempt to manually match the ASN, see directions below ASN Matching Routine The ASN process has been enhanced to allow you to accelerate the Inventory receiving process. Select an ASN and click the match tagged icon. The following screen will display. You will need to match the ASN line (with the top screen) to the corresponding PO line (in the bottom screen) on a line-by-line basis. If your expected Purchase order does not display, click the Show All Available Purchase Order Box. Revision for Version / RFMS, Inc. 52

57 Once all the lines have been reviewed and tagged as matched or no match, finalize the match and the main ASN screen will display similar to the following. All matched lines should be highlighted in green. You will not be able to finalize and exit unless all lines are in a match or no match status. If you cannot resolve the match, you can archive the ASN, print it and manually process it in the inventory Receive from BOL module. Quick Receiving Process Once you have matched your ASN to your PO, you may go to Inventory>Receiving/Costing>Receive from Bill of Lading. Revision for Version / RFMS, Inc. 53

58 Printing an ASN To print an ASN, just tag the record and click the printer icon. A print preview of the document will display. A Purchase Order barcode is included on the printed ASN's so it may be used for receiving if necessary. Figure: ASN Preview Screen Figure Printed ASN Archiving ASNs You may tag and archive unprocessed ASN s by tagging the ASN you wish to archive and then clicking on the archive icon. On the ASN browse list -as of version you can now left click to tag an individual ASN. Roll Tags from ASN s Revision for Version / RFMS, Inc. 54

59 Utilities E-Commerce>Utilities System Options >Utilities>System Options>E-commerce Before using E-Commerce, some options will need to be set to customize the program. The following explains what those areas are and what each setting does. Settings may be changed at any time. General >Utilities>System Options>E-commerce>General Category Configuration Type- Must be Global Auto Update E-Commerce Setup Files Set this option to yes to automatically update the e-commerce set up files. Alternately apply updates manually via E-Commerce>Utilities>Update E-Commerce Setup Files Delay Download of Product Catalog The download and processing of a catalog which may cause network slowness during working hours; as of version can be delayed to after peak hours. With nothing checked, the processing will be as usual. Check in the first box to stop downloading and processing of product catalogs between the following times, and then enter times to avoid. Check the second box automatically perform the importing of tagged records into products outside the hours listed above. Enable Receiving from Advanced Ship Notice (856) This option allows ASN s. Click here for details on ASN s. Universal Material Classification Products coming into the product catalog must be mapped to the appropriate RFMS product code. This can be done on a per supplier basis or can be set once for all suppliers. The Universal supplier would use the same material classifications for all suppliers. Revision for Version / RFMS, Inc. 55

60 Select Only use universal if suppliers not set; If individual suppliers are already set but any future changes will be done via the universal supplier. Invoice Options >Utilities>System Options>E-commerce>Invoices Category Configuration These options set the way imported invoices will be handled. Allow Custom Set Up for Invoice Variance (810) Matching Type- Must be Global This option allows creating an Invoice Variance (Tolerance) for the Quantity and Cost when processing an Invoice received via E-Commerce. An Access Code is required to activate this option. Once Activated, Exit completely out of E-Commerce and then re-enter. Invoice Variance will then show up as a menu item in Utilities. Append an Alphanumeric to the End of Duplicate Invoice numbers with Different Invoice Dates Type- Must be Global To allow for the fact that different vendors may send the same invoice number on partial shipments, the invoice date has been added as a check for duplicate invoices. This option allows that the second invoice be entered with an alpha character on the end. Example: 1 st invoice number = nd Invoice = a. Do not Amortize Freight between tagged lines on the invoice Type- Can be Global, Assigned or User If this option is set to yes all freight charges will be posted the General Ledger account designate the time of A/P posting. If this option is no, freight will be amortized based on the relative value of each Roll or Item. Supplier Selection for A/P Type- Can be Global, Assigned or User Revision for Version / RFMS, Inc. 56

61 This allows choosing the name which will be added to the payable record that will be posted. The recommended selection is the Use Inventory Supplier option for posting A/P, as this will match the supplier name uniformly throughout RFMS. Transfer Electronic Invoice Header Notes to Internal AP Notes Type- Can be Global, Assigned or User Any notes received on the main part of the invoice received from the supplier will be transferred to the AP invoice as an internal note that may be viewed. Transfer Electronic Invoice Line Notes to Internal AP Notes Type- Can be Global, Assigned or User Any notes received on individual invoices lines on the invoice received from the supplier will be transferred to the AP invoice as an internal note. Product Catalog >Utilities>System Options>E-commerce>Product Catalog Category Configuration Figure Product Catalog Options Add New Colors to Existing Products from Product Catalog Downloads Type- Can be Global, Assigned or User Set this option to yes to receive new color updates. This allows receiving new colors to the product catalog when a product catalog is downloaded. Apply cost following a catalog import Type- Must be Global Set this option to yes to automatically apply cost updates instead of requiring manually tagging and importing products. Previously exiting the system was required before the costs were applied. Copy Buy Quantity to Sell Qty Type- Can be Global, Assigned or User Revision for Version / RFMS, Inc. 57

62 Set this option to yes to have the buy quantity automatically posted to the sell quantity for item products. Delete E-commerce entry type record with no colors Type- Must be Global Set this option to yes will delete all records with a entry type of E-commerce that have no colors. These records which will not import anyway and this will prevent having to review them as part of the list. Disable the color cost breakout Type- Must be Global This is not recommended as it could cause records not to have accurate cost. Set this option to yes eliminates color level pricing. (This results in method 1 of Color Level Cost) Do Not Import New Inactive records and delete the records from EC Download Type- Must be Global Set this option to yes to prevent records being created for inactive products which had never been added to your products file in the first place. Enable Associated Products Import during a Product Download Type- Must be Global Set this option to yes to enable the associated product information supplied by some vendors to be included. Match E-Commerce to Gateway records during import Type- Must be Global Previous to Version 11.2 for records with the same SKU to be automatically matched as the same product coming from both E-Commerce and Gateway, the record had to have been imported from E-Commerce first. Set this option to yes to allow automatic matching of these records regardless of which was entered first. This option will default to being set to yes. Merge records if Header only import contains a cost Type- Must be Global Set this option to yes to merge header records with no colors with all matching product records with the same Sender Id, Account Number, Unique Id and FOB point. This means records which were broken out by color level pricing will move all color records onto the oldest header record and will now have the same cost. Resulting header only records will be deleted. 1) Merge issue: a. Cost history will not be accurate as only the cost history from the oldest record will be retained. b. Any changes to private information will be lost on the deleted records. 2) Merge Benefits a. Headers will not seem to be duplicates Note: if it is decided not to merge then all headers will be updated and cost will be added to all the matched records. Revision for Version / RFMS, Inc. 58

63 Only Import Tagged Products into RFMS Type- Can be Global, Assigned or User Set this option to yes to review all downloaded products prior to tagging and processing them into the RFMS product file. For example, for price updates to not update automatically, simply select this option and all price updates will remain in the EC download screen until they are released. Sent in Error Handling Type- Must be Global These options give choices on handling products which were sent in error. The first choice marks the record inactive and makes the error cost date in the past so it will not show on your current report. The option is set to the first choice by default. The second choice simply deletes any record of the product. Figure sent in error handling choices Update Cost on Existing Products from Product Catalog Downloads Type- Can be Global, Assigned or User Set this option to yes to receive cost updates when a product catalog download is received. Update Fields on Import to Products Type- Can be Global, Assigned or User These options allow picking and choosing which optional fields are updated by E-Commerce. If an option is set to yes then that optional field will be updated during each import from E- Commerce to the Product Catalog when a record is updated. Purchase Orders >Utilities>System Options>E-commerce>Purchase Orders Category Configuration Update the promise date on the purchase order (855) when importing purchase order updates Type- Must be Global Revision for Version / RFMS, Inc. 59

64 Set this option to yes to allow the system to update the Promise Date on the Purchase Order when a Purchase Order Update (Acknowledgement) is sent from the Vendor. It is possible to have more than one Purchase Order Update sent for any Purchase Order sent via E- Commerce. The unit of measure used in e-commerce is now pulled from the option setting >Utilities>System Options>System Wide>Units>Square Foot Calculations. Last Download Information E-Commerce>Utilities>Last Download Information This information is also available from the icon on the E-commerce Downloads Screen. Set Up Set Download Workstation E-Commerce>Utilities>Setup>Set Download Workstation Figure Download Workstation Setup When RFMS E-commerce is in the process of communication, a status box appears on the screen. To not display the status box, select this option. Transmission will continue in the background with no visual notification. E-Commerce Download Workstation is the option that allows turning on/off a workstation as a download workstation and setting the Connect Time. The system is set to connect every 20 minutes by default. The Citrix Network check box is for users with a Citrix network where servers may migrate, this prevents user from logging in to multiple sessions causing issues with picking up and sending documents, Only ONE COMPUTER on the Network should be set as the Download Workstation. The system will give a warning if more than one computer is attempted to be set up as the Download Workstation. Revision for Version / RFMS, Inc. 60

65 One workstation will be designated to send and/or receive electronic documents using an Internet connection. The E-commerce Module must be OPEN on that Server/Workstation in order for the E-commerce Module to communicate with EC Vendors. This is especially important once purchase order processing is begun. That connection would be automatic (the frequency is generally every minutes and is user defined in Utilities>Set Up>Set Download Workstation However, this may be done if there is a need to transmit or receive before the next schedule time period by forcing a connection. To do this, click Communication Properties E-Commerce>Utilities>Setup>Communication Properties on the download workstation. Figure: Communication Properties Screen This will be accessed by your RFMS Account Manager only. EC Suppliers / Stores This section contains the communication properties for each of your suppliers and will be preset by RFMS. Any changes must be done with the assistance of the RFMS Technical Support technicians. Setup EC Ship-To Your account manager will help set the Ship to information here. EC Stores Your account manager will help set the store information here. Invoice Additional Charges E-Commerce>Utilities>Setup>Invoice Additional Charges This section allows mapping the General Ledger account codes that should be used when receiving line items on electronic invoices that are not for inventory. The other option is to allow RFMS E-Commerce to include these types of charges in with any freight charges instead of separating them. The types of charges listed on this screen may or may not appear on each electronic invoice. These default to Group with freight. Revision for Version / RFMS, Inc. 61

66 Figure: Additional Charges Screen Material Classification Setup E-Commerce>Utilities>Setup>Material Classification This is a time saving feature that allows associating Supplier material classification codes to RFMS Product Codes. After performing this process once, you may easily pass your associations (from one Supplier) onto all other Suppliers. You must first create this map association for one supplier and batch update the maps for all other suppliers. This should be done before downloading any new product catalogs! This is particularly important for new clients who are downloading their product catalogs for the first time. If this classification setup is not done prior to downloading product catalogs, no product codes will be associated with the new products. This button resets the Material Classification table for the supplier you choose. It will clear out all product codes in the table for that supplier except for product code 01 and 02. Store Specific Setup E-Commerce>Utilities>Setup>Store Specific Setup This screen is only available if using store specific products. It allows associating mill account numbers with specific stores. This table must be set up prior to downloads. IF NOT then products will have to be copied to the stores that they wish to have the products. Then set up this table for all new products and updates that will come in after the fact. Store Specific Products will not update and insert at the same time. A client must have the existing product in the correct store in order for it to update. If the product already exists in one store then it will not insert it into the other stores indicated on this table. IT WILL only INSERT NEW products into all the stores. IT will however UPDATE the products in all the stores indicated on this table setup. Revision for Version / RFMS, Inc. 62

67 Figure: Store Specific Setup Screen Invoice Variance E-Commerce>Utilities>Setup>Invoice Variance Figure: Invoice Variance Setup This Option allows setting a tolerance on each invoice by Supplier that you will allow during the Cost Invoices Auto Match Function. You are allowed to set up a variance (tolerance) level for your Quantity and/or Price (Gross Cost). Both variances are setup as a percentage. This option allows you to allow E-Commerce to Auto Match your invoice if they fall within the variances that have been applied in the above setup. This menu item will only show if you have the Invoice Variance option checked under Utilities>System Options>E- Commerce>Invoices>Allow Custom Setup of Invoice (810) Matching. Revision for Version / RFMS, Inc. 63

68 Price Formula Setup E-Commerce>Utilities>Setup>Price Formula This allows you to set up pricing formulas for your products brought in by EC that are not already in your products file. The Formula Reference Listing, on the bottom of the screen, shows your EC suppliers with the product codes you receive from that supplier. This list shows any formulas you have already set up. In the example below, formulas have already been set up for Beaulieu product code 1. To add or change formulas: Choose the type of product, the available product codes listed will depend on your choice. Choose the product code or codes for which to apply a formula. Choose the rounding. For a detailed explanation of the rounding see the General Office document on the RFMS web page. Then enter your formulas. Finalize by clicking Apply Formulas. If you have formulas already entered you can copy them to other records. Select the product to have a formula applied. Highlight the product in the Formula Reference Listing that you would like to copy formulas from. Click the display to Setup button. Finalize by clicking Apply Formulas. To remove a formula Select the same supplier and product code in both the top and bottom filters Clear out the formula line Check the box which says Remove formula if input is blank. Finalize by clicking Apply Formulas. To see applied formulas in the Formula Reference listing, click the reset button. Revision for Version / RFMS, Inc. 64

69 If there is an error in your formula, you will get a message telling you that you cannot continue and the formula containing the error will be marked with a red x. Create Store File for RFMS E-Commerce>Utilities>Setup>Create Store File for RFMS This selection is used when initially setting up E-Commerce and if changes are made to the store information. It creates a.csv file which is ed to RFMS Support. Maintenance E-Commerce>Utilities>Maintenance View Transmission Errors E-Commerce>Utilities>Maintenance>View Transmission Errors This screen displays errors that have occurred with transmission. Descriptive information is shown to aid in trouble-shooting possible problems. Product Catalogue Maintenance E-Commerce>Utilities>Maintenance>Product Catalog Maintenance This requires an Access code from the RFMS Web-site. Revision for Version / RFMS, Inc. 65

70 This screen is used to match up records contained in your RFMS Supplier file to a supplier file used by the RFMS E-commerce program. You will be assisted by an RFMS Technician to perform this procedure. Archive File Management E-Commerce>Utilities>Maintenance>Archive File Management This utility deletes archived files. Only files older than one year will be available for deletion. This tool works for Gateway also if present on the machine. Figure: Archive File Management Screen There are two methods for deletion: Selective 1. Choose the files a. E-commerce Revision for Version / RFMS, Inc. 66

71 Bulk 2. Filter 3. Tag b. Gateway (If available) a. You can choose a single supplier or b. You can choose document(s) a. Use the tagall button or b. Highlight just those documents you want to delete. 4. Click the delete Icon Choose a date; all documents prior to this date will be deleted. The statistics showing the number of old files will be updated after either delete is performed. Clean Duplicate SKUs E-Commerce>Utilities>Maintenance>Clean Duplicate SKUs A RFMS Technician will assist in performing this procedure. Once it is determined there are duplicate sku's, the choices to fix this are: 1. The recommended suggestion is to make one record Inactive. (This allows you to still be able to view any cost trends but won't interfere with the E-commerce importing.) 2. One of the duplicate records can be deleted. You can do either one of these choices through either the Clean Duplicate Sku Utility (this is the recommended option and please contact the RFMS Help Desk if you choose this option) or go to your RFMS Products to manually make the records either Inactive or delete the duplicate sku. Update Mohawk/Shaw FOB E-Commerce>Utilities>Maintenance>Update These functions are used to synchronize the FOB points if they are changed by the Manufacturers. You will be told by your account manager if you need to run this routine. Update E-Commerce Setup Files E-Commerce>Utilities>Maintenance>Update E-Commerce Setup Files This function is used to apply updates sent by RFMS E-commerce specialist who will give directions on how and when to use this function. Calculator E-Commerce>Utilities>Calculator The calculator functions in E-Commerce just as it does in all other areas of RFMS. Click here for details. Revision for Version / RFMS, Inc. 67

72 Reset Window Positions E-Commerce>Utilities>Reset Windows Position This functions in E-Commerce just as it does in all other areas of RFMS. Click here for details RFMS System Options Order Entry RFMS Navigator>X>Utilities>System Options>Oder Entry>E-Commerce>Allow BCOE PO EDI This option must be set to yes for the user to be able to generate e-commerce purchase orders via order entry. RFMS Inventory Options >Utilities>System Options>Inventory>E-commerce Category Configuration Allow Specific PO lines to be sent via EC Type- Must be Global This option is access code protected. The default when sending a PO is to send all lines, this option allows sending specific lines. With this selected you will be prompted to tag specific lines or to send the full purchase order. Allow Will Advise Type- Must be Global This option is access code protected please go to to obtain a code. This option allows sending of 850 with will advice information included. See details about the Will Advice Feature. Will Advise is a features used especially by some larger West Coast dealers. When a need for a truck load order is foreseen a will advice is issued to alert mills to schedule production and possibly warehouse the material closer to the dealer until the product is actually required. Purpose for Vendors doing bulk ordering need a truck load tell mills will need in the future for setting a production schedule West Coast clients mainly will warehouse instead of shipping EC Users will check will advise on the verify account number Screen. Non EC Users will check WA next to requested ship date on the purchase order screen. The taken by field must be completed before the WA box will accept any entry. Revision for Version / RFMS, Inc. 68

73 Purchase Order-Account # and Carrier Type- Can be Global, Assigned or User Choose either to accept the default or verify when ordering. If accept is selected the Account number and carrier information as included in your communication properties. If verify is selected, at the time the PO is selected to be transmitted electronically, a browse box prompt will appear and ask you to select changes for: Supplier Account Select the F8 button to change. Carrier Select F8 button to add a new carrier or change the carrier default. Each supplier has the carrier default already on file. Ship Complete/Ship Partial for this specific PO to Ship Partial, uncheck the box next to Ship Complete. Special Instructions Any special instructions for the CSR to read may be added in the space provided, including reserve numbers issued via the phone. Alpha numeric only, no symbols including dashes, exclamations, number signs etc. Manifest Comments Optional, Alpha numeric only, no symbols including dashes, exclamations, number signs etc. Special Buy-Optional-Enter Promotional cost information in these fields. Show EC Purchase order updates Type- Must be Global This option causes the po line color to change to turquoise informing user that po has been updated when electronic status updates are received. Use Purchase Order Cuts Type- Can be Global, Assigned or User Checking this box causes the define cuts button to be displayed when generating a special order purchase order Revision for Version / RFMS, Inc. 69

74 RFMS Products Options >Utilities>System Options>Products>E-commerce Category Configuration Monitor for Stalled Purchase Orders (850) Type- Can be Global, Assigned or User The next two options will not be available for users unless this option is set to Yes. If Monitor is set to True then the second to system options will display and default to 5 and 10. The products module must be open for this monitoring to work. After the specified amount of time has passed and the purchase order is still not sent, a warning will display. Check for Stalled 850 Documents Every (mins) Set how often to check for stalled purchase orders. Alarm When Document not Sent Within (mins) Type in a new value or use the up and down arrows to change the number of minutes. Revision for Version / RFMS, Inc. 70