QuoteWerks Online Ordering Module Setup- Synnex

The Online Ordering Module is available for all users who have purchased the module, who have at least one real time module, and are current on their UMP.

The SYNNEX Online Ordering feature works with both the USA and Canadian divisions of SYNNEX.  Before you can start setting up the online ordering feature in QuoteWerks, you first need to setup the SYNNEX real-time module. For instructions on how to do this, please see the Real-Time Data module Chapter.

The Online Ordering Module will use the same user id and password that is used for the Real-Time Pricing and Availability.  You may already have a User ID and Password with SYNNEX. The real-time pricing and availability credentials are the same that you use to log into the SYNNEX website to search for products and pricing.   In regards to online ordering, however, you will also want to make sure your SYNNEX customer number has the appropriate billing account associated with it.

If you do not have a User ID and Password to log into the SYNNEX website you will need to contact SYNNEX to request it.  You can contact your SYNNEX representative to request your EC Express Website Login Id & Password, or call SYNNEX EC Support at 1-888-688-7558 M-F (5:30AM – 5:30PM PST).

SYNNEX Setup

The optional Online Ordering Module is enabled by purchasing an Online Ordering Module License Key, separate from the main QuoteWerks product. Additionally, the Online Ordering Module requires at least one Real-Time Data module license.  Both the Real-Time Data module license and the Online Ordering Module license need to be entered into QuoteWerks under the Utilities | License Manager menu before the Online Ordering module will become available.

Note:  Only one Online Ordering Module license is required no matter how many users you have in your QuoteWerks installation.

Step 1: Log into QuoteWerks as a user with Master Rights (so that you will have access to the License Manager).

Step 2: Select the Utilities | License Manager menu.

Step 3: Click on the [Add License] button, and enter the Online Ordering module License Key, which will begin with the letter “W”, and then restart QuoteWerks.

Note: Please ensure that the Real-Time Data module License Key (starting with the letter “R”) has already been entered. If not, please enter that key first.

Step 4: Start QuoteWerks, and select the Real-time tab of the Tools|Options menu.

Step 5: On this tab, select the Synnex tab and click the [Setup] button on the bottom right corner.

On the SYNNEX Online Ordering Options window you can specify the default settings for the Online Ordering feature. These settings mostly control the defaults used when placing the order on the SYNNEX Online Order Form described later.

General Tab

Item Availability

Backorder
This option determines how backordered items are handled. You can choose to have each backordered item shipped as they become available, or wait until all items are available and then ship the complete order.

Shipping Options

Ship Via

Here you can select your default shipping carrier.  The available options will vary depending on your country.

Carrier Account #

If you would like SYNNEX to provide your shipping carrier account # to your carrier for shipping rather than charging the shipping to your SYNNEX account, you can specify your shipping carrier account # here.

Billing Account # (if different than primary account #)

Account #
Here you can assign a different SYNNEX account number specifically for billing, so that the billing terms for that account will apply to online orders.  If left blank, all orders will be billed to the account number listed on the primary SYNNEX tab.

Timeout (Secs)
This is used to adjust the amount of time QuoteWerks waits for a response after submitting an order.  It takes SYNNEX longer to process an order request, so the timeout value for the online ordering is typically set to a larger number than the real-time pricing timeout.  The default is 90 seconds.

Copy Reseller Address from ‘Our Location’
This option will automatically copy the address from the Company tab of the Tools -> Options menu in QuoteWerks to the Reseller tab when you place an order.

Don’t update Order with real-time ordered price
This option is useful when you receive special discount pricing from SYNNEX that SYNNEX does not make available through real-time pricing & availability. When this option is set, the special pricing in the QuoteWerks order that was manually entered will not be overwritten with the generic pricing that is returned by real-time pricing & availability in the order.

You are now ready to begin using the Online Ordering Module with SYNNEX.  You can access Online Ordering through the Tools | Online Ordering menu.

Ordering from SYNNEX

To place an online order, select the Tools | Online Orders menu. You will be prompted to close all open documents before proceeding.

The online ordering module reads all the item information from the database and updates the item(s) in the database with the order results.  If any of the items that were updated were in an open order at the time, those changes may accidentally be overwritten.  For this reason, QuoteWerks closes all open documents before proceeding.

Selecting items to order
On this Online Orders window, choose SYNNEX as the vendor you would like to order from and then choose which line items you would like to order. Not all line items will necessarily be qualified to be displayed in this window.  Only items from QuoteWerks ORDER type documents will be displayed.  When items are ordered from a vendor, the SONumber field will be updated with the vendor Sales Order Number. This is how QuoteWerks will know an item has already been ordered.  Only line items with an empty SONumber field will be displayed.

Note: When you choose to display SYNNEX items ready for ordering, only items that have a vendor of exactly “SYNNEX” will be displayed.

On this window, you can choose to order items from only the currently open order, or order items from multiple orders.

Currently Open Order
This option will display all the qualified line items from the order that you had open when you selected the Tools | Online Ordering menu.

Note: Since QuoteWerks needs to close all open documents as described earlier, you will notice that QuoteWerks does close your currently open order, but on this window for the Currently Open Order option, it does remember which document was currently open.

Multiple Orders
This option will display all the qualified line items, from any order, that have not yet been ordered.

Place checkmarks next to each line item that you want to order, and then click [Ok] to proceed to the Online Order Form.

Completing the Online Order Form

The SYNNEX online order form has 4 tabs:

Purchase Order Info Tab

Order Pricing Type
Here you can choose the SYNNEX pricing market.  Typically the market used will be Commercial (Non-Govt), but for government and educational orders, there are options for these.  There is also an option for Vendor Promotion, which allows for special promotional pricing.

Pricing Reference Number
This field enables you to enter in an additional pricing reference number, such as a promo code that needs to be referenced when using the Vendor Promotion order pricing type.  You can also predefine a list of reference numbers by clicking on the ellipsis button to launch an F2 Lookup window.

Purchase Order Number
A purchase order number is required.

End User PO Number
This field may be used if the end user would like their PO number displayed on the packing slip of a drop ship order.

Back Order Handling
You can select from two options, either to have each backordered item shipped as they become available, or wait until all items are available and then ship the complete order.

Alternate Bill To Account
Here you can assign a different SYNNEX account number specifically for billing, so that the billing terms for that account will apply to online orders.  If left blank, all orders will be billed to the account number listed on the primary SYNNEX tab.  You can also predefine a list of account numbers by clicking on the ellipsis   button to launch an F2 Lookup window.

Special Instructions
Enter any special instructions intended for review by the SYNNEX sales rep.  Entering anything into this field will cause the order to be placed on hold, requiring the sales rep to manually review it before it will be released for processing.

Shipping tab

Ship To:
If you selected to order items from the currently open order, when you click the [Copy from] menu button you will have the option to pull from the ‘Ship To’, ‘Sold To’, ‘Bill To’, ‘Sales Rep Location’ and ‘Our Location’ areas in QuoteWerks.

If you selected to order items from multiple orders, only the ‘Our Location’ option will be available.  The windshield wiper icon to the left of the [Copy from] menu button clears all the fields.

Ship Via
Here you can select your preferred shipping carrier.  The available options will vary depending on your country and are defined by SYNNEX

Account#
If you would like SYNNEX to provide your shipping carrier account # to your carrier for shipping rather than charging the shipping to your SYNNEX account, you can specify your shipping carrier account # here.

Drop Ship
This option allows you to strip all SYNNEX references from the package so it appears to be coming directly from you instead of through the distributor.  You can also contact your SYNNEX sales rep to customize the packaging with your logo.

End User tab

This tab provides fields to supply End User contact details for the order. These are typically only necessary in situations where the product being ordered is a software license or warranty that requires the End User’s details.

End User Details
If you selected to order items from the currently open order, when you click the [Copy from] menu button you will have the option to pull from the ‘Ship To’, ‘Sold To’, or ‘Bill To’ areas in QuoteWerks.  The windshield wiper icon to the left of the [Copy from] menu button clears all the fields.

Software Orders

Vendor Authorization Number
This field may be required for a software order.  If it is required but this field is empty, the order will be placed on hold and your SYNNEX sales rep will contact you.  You can also predefine a list of authorization numbers by clicking on the ellipsis button to launch an F2 Lookup window.

Is this a Re-order?
Use this field to indicate whether this software order is a re-order.

Reseller tab
This tab provides fields to supply Reseller contact details for the order. These are typically only necessary in situations where the product being ordered is a software license or warranty that requires the Reseller’s details.  The Reseller for an order will typically be your company.

Reseller Details
If you selected to order items from the currently open order, when you click the [Copy from] menu button you will have the option to pull from the ‘Sales Rep Location’ and ‘Our Location’ areas in QuoteWerks.

If you selected to order items from multiple orders, only the ‘Our Location’ option will be available.  The windshield wiper icon to the left of the [Copy from] menu button clears all the fields.

Line Item Information

This section of the Online Order Form displays the line items that you have selected to order.  You may remove an item from the list by selecting it and clicking the [Remove Item] button.

On this window, you can also select the option “After order submitted, don’t update Order with real-time ordered price”.  This is useful when you receive special discount pricing from SYNNEX because special discount pricing is not reflected in the real-time pricing data.

When this option is set, the special pricing in the QuoteWerks order that you have manually entered will not be overwritten with the generic pricing that is returned in the order.

Placing the Order

Step 1: Verify current P & A

Initially, only five columns will display in the Line Item Information box – the part number, description, quantity, line item ref ID and the unit price.

Click on the [1. Verify Current P & A] button (P & A stands for Pricing and Availability).  This step accesses the SYNNEX website in the same way the Real-Time Data module does, and returns the current pricing and availability of the line items. Once the P & A request is complete, additional columns of real-time information will display.

Note: The Product Total label displays the extended total of all the items on the order. Before real-time pricing is retrieved, it totals the offline prices from the QuoteWerks line items. After real-time pricing is retrieved, it totals the real-time prices. After the order has been placed, it totals the ordered prices.

Realtime Unit Price
This is the current real-time price.

Realtime Physical Qty in Stock
This is the current total quantity in stock at all of the physical warehouses combined.

Realtime Vendor Drop Ship Qty Available
Some items are not stocked in a physical warehouse, but can still be ordered.  When these items are ordered, SYNNEX places an order with the vendor and drop ships the items to you.

Requires End User Info
If this column has a Y in it, then the product requires that you complete the End User details on the End user tab.

Ship from Warehouse
This column for each line item will contain a list of all the SYNNEX physical warehouses and the quantity in stock of this item in each of the physical warehouses.  If you would like the item to ship from a specific warehouse, then you can choose warehouse from here, otherwise by default SYNNEX will choose which warehouse to ship it from.

Note: If you have specified a preferred warehouse in the real-time module setup, the preferred warehouse will automatically be selected as long as the preferred warehouse has the item in stock.

Step 2: Validating the Order

Once the P & A Request is completed, the [2. Validate Order] button will become available.

Validating the order will validate all the information entered on the order form, and then will validate all the items on the order form.

Header validation
You will be notified if there are any validation issues with the order. If there are any issues, you can make the changes and then click on the [2. Validate Order] button again to verify that your changes have satisfied the validation.

Item validation
If SYNNEX does not have sufficient stock of the item to place your order, QuoteWerks will notify you of this and will ask if you want to remove the item from the order.

You may also receive warning notifications indicating there are pricing differences between the price on the QuoteWerks order and the real-time price.  This can occur often since real-time prices change often. You are notified of this so that you are aware of this price difference. With this knowledge you can make a determination as to whether or not this is simply a small price variance or a significant price difference which would require your verification before proceeding.

Tip: There is a good chance that the Unit Price for the items in the QuoteWerks order may be different than the real-time Unit Price. When this happens, you will receive a series of warning messages alerting you to this discrepancy.  As a procedural control you could update the QuoteWerks order with real-time pricing and availability (using the Tools |Refresh with latest pricing menu) before beginning the online ordering process, which would ensure that the Unit Price in the QuoteWerks ORDER would be the same as the real-time Unit Price retrieved from SYNNEX during the ordering process.

Step 3: Submitting the Order

Once you have successfully validated the order, you may now submit it using the [3. Submit Order] button.

This step submits the order to SYNNEX, and receives an order confirmation if the order is successful.

Note:  When some orders are placed, SYNNEX will split the single order into multiple orders. Typically this happens when items that are ordered are shipped from different warehouses or when an item that SYNNEX does not have in physical stock is ordered from the vendor and drop shipped to you. In these cases, the line items will not have the same sales order number.

Once the order submission is complete, additional columns with order specific information will be displayed.

Ordered Unit Price
This is the final and actual price that SYNNEX is charging you for the item.

Ordered Quantity
Since items can be backordered, the total quantity that you ordered may be split between ordered and backordered quantities.

Ordered Backordered Quantity
This is the quantity of this item that was backordered.

Ordered Warehouse
The item will be shipped from the warehouse listed in this column.

Ordered Sales Order #
This is the sale order number associated with the item.

Step 4: Reviewing the Order

The order form remains open after you have submitted the order to give you the opportunity to review all the new information displayed in these additional columns. When you are done, click the [Close] button.

Once the SYNNEX Online Order form has been closed, if you ordered items only from the current open document, this document will automatically re-open for you to review.  If you ordered items from multiple documents, you will need to open them individually to review them.

When you open a document that contains items you just ordered, you will note that the SO Number (Sales Order Number), PO Number, and Order Date columns have been updated with the SYNNEX sales order number, PO Number, and the date of the order respectively.  Also, QuoteWerks will update the QuoteWerks document Unit Cost field with the SYNNEX ordered unit price.  When this happens, the Cost Modifier value (if any) will be cleared.  If the item being updated has a Price Modifier that is based on Unit Cost, the Price Modifier will also be cleared.

Note: The SO Number column was added in the QuoteWerks 4.0 build 33 release along with the Online Ordering Module functionality. As such, this column may not be visible by default. If you do not see this column, select the View | Customize columns menu and make it visible.

Tip: Since the SO Number, PO Number, and OrderDate column will be populated with the SYNNEX order information, it is a good idea to make sure these columns are visible and it might be helpful if they were located next to each other.

When you first start using the Online Ordering Module to place online orders with SYNNEX we recommend that you verify through the SYNNEX website that the order has been received by SYNNEX and the order details such as price, warehouse selections, and shipping carrier selection are as you expect them to be.

To find your SYNNEX order on the SYNNEX website, log into the SYNNEX website and then under the Express Tools toolbar on the left hand side, you can enter a specific PO#, Order#/Invoice# (which would be the SONumber in QuoteWerks) or the End User PO # to find the order that was just placed.

QuoteWerks Dell Import Utility

In August QuoteWerks released an import utility for Dell HTML quotes sent by Dell sales reps.  This utility allows users to import the dell quote instantly into QuoteWerks.

Here is an example of a Dell HTML quote.

Using the Dell import utility you can easily import the above information into QuoteWerks:

From here users can make any adjustments to the quote and then choose one of QuoteWerks’ layouts or use a customized layout to email the customer their quote:

To download this utility visit: http://www.quotewerks.com/downloads.asp.

For more information regarding QuoteWerks visit the QuoteWerks website.

QuoteWerks Rounding Utility

QuoteWerks offers a rounding utility for users who wish to round their unit prices to a certain decimal point (or no decimal), to the closest multiple of 5, and an option to round up to the closest multiple of your choice.

Users have the option to choose rounding the Unit Price or the Extended price of one line item, multiple line items, and all items in the quote.

Here is an example of items in the quote before using the utility:

Now using the rounding utility and choosing to round to the nearest dollar amount (no decimal places) here is the output:

This utility is free to all QuoteWerks users and can be downloaded from our QuoteWerks Downloads page.

For more information on QuoteWerks please visit the QuoteWerks website.

QuoteWerks Excel Utility

QuoteWerks offers a unique utility for users who need to bring QuoteWerks document header and document items fields into a pre-formatted excel file.

This utility will allow users to bring in information such as Sold To fields, Ship to fields, document type, etc.

Here is an example:

Then run the utility:

Here is the output:

This utility has a short manual that comes with it listing which fields can be pulled in.  The utility can be downloaded here and is free to use: http://www.quotewerks.com/downloads.asp.

For more information on QuoteWerks please visit the QuoteWerks website.

Group Part Number Builder for QuoteWerks

QuoteWerks has a very useful utility for users who use bundles or create bundles on the fly and require manufacturer part numbers for the bundle header.  This tool is called the Group Part Number Builder. Once a user runs the group part number utility,  it will automatically generate a manufacturer number based on the contents of the Custom text fields for the products listed in the bundle or group.

For example, if users create a bundle and the products listed in the bundle have the letters A,B,C, D, E in the Custom Text01 field, when used the utility would create a manufacturer part number called ABCDE.   Below is an example.

Once the Group Part Number Builder utility is run it will automatically create a manufacturer part number based on the custom text fields as displayed below:

Additionally, users may choose which custom text field the utility should use to build the group number (custom text 01-14).  The Group Part Number Builder is available for free from the QuoteWerks Downloads section.  Businesses wanting to utilize this tool should create a folder inside the QuoteWerks directory called “Applets” and then create a new folder called “GroupPartNumber” and extract the zip file into that folder.

For more information please visit the QuoteWerks website.

QuoteWerks Supports Real Time Product Content for Dell

QuoteWerks users utilizing the Real-time Module and the Real-time product content supplied by ICEcat.biz now have the option to update their product descriptions for over 1,400 Dell products.

Aspire Technologies, Inc., a leading provider of sales quoting software solutions for the global small and mid-markets, announced today that QuoteWerks will now be able to access real time product content for Dell products using the QuoteWerks Real Time Module.

The QuoteWerks Real Time Module provides companies a fast and accurate way to access up to date pricing and availability information from any of the IT distributors that integrate with the QuoteWerks Real Time Module (Accutech, Arbitech, Bell Micro, D&H, Digitek, Ingram Micro, Synnex, and Tech Data).  Additionally, users can access over 160 different brands’ products and update their product descriptions inside QuoteWerks through Open ICEcat.biz including the over 1,400 Dell products that have recently been added.

Ensuring product descriptions for quoted items are not incomplete or out of date becomes a time consuming chore for many companies. Instead of manually entering the information into their quote, businesses utilize the QuoteWerks’ Real Time Module to update product content for their Dell products (plus the over 160 other brands available) automatically.  Not only does this feature save an incredible amount of time it also guarantees the information is accurate, thus reducing errors and enabling the company to operate more efficiently.

The real-time product content feature is currently available to new users.  Existing customers, who wish to obtain this feature, must download and install Build 43 or later of QuoteWerks 4.0.  All users wishing to utilize real-time product content must also sign-up for a free account with ICEcat.biz and have the QuoteWerks Real-time module.  To sign-up with ICEcat.biz, users should visit http://icecat.biz/en/menu/register/index.htm.  To purchase the QuoteWerks Real-time module users should contact their local QuoteWerks reseller or Aspire Technologies directly.

About Aspire Technologies and QuoteWerks^®

Aspire Technologies, the creators of the award winning QuoteWerks^® sales quoting software, is the leading provider of sales quoting software with its award winning QuoteWerks^® application deployed to thousands of businesses and enterprises worldwide. QuoteWerks^® integrates with leading CRM and accounting packages, along with IT distributors D&H^®, Ingram Micro^®, SYNNEX^®, and Tech Data^®, enabling businesses in all industries to integrate QuoteWerks^® seamlessly into their existing environments.  Aspire Technologies is headquartered in Orlando, Florida and is a Microsoft Certified Partner.  For more information please visit www.quotewerks.com.

QuoteWerks is a registered trademark of Aspire Technologies, Inc.  Other trademarks referenced are the property of their respective owners.

Online Ordering Module Setup for QuoteWerks- Ingram Micro

QuoteWerks has recently added Ingram Micro and Synnex to the Online Ordering Module (Tech Data already supported) available with QuoteWerks.  The online ordering module allows users to place orders from the QuoteWerks program without having to pick up the phone.

At least one QuoteWerks Real Time module is required for a company to utilize the Online Ordering Module.

Below are the instructions on setting up the Online Ordering Module for Ingram Micro.  Synnex setup will follow after this post.

Ingram Micro Online Ordering Setup

Note on Ingram Micro Setup

Before you can start setting up the Ingram Micro online ordering feature in QuoteWerks, you first need to setup the Ingram Micro real-time module.

The Online Ordering Module will use the same Ingram Micro XML user id and password that is used for the Ingram Micro Real-Time Pricing and Availability. By default, an Ingram Micro XML user is granted full administrative permissions, including the ability to place orders, so you shouldn’t need to do anything extra use this user id to place online orders.

If you want to create different XML user ids for different users like Remote users versus in office users, you can use the Ingram Micro IMXML Self-Service website to create these XML user ids and set permissions for them.  The IMXML Self-Service Website is located here:  https://coronado.ingrammicro.com  To access the IMXML area, you will need to click the link labeled “Click here for IMXML Admin” at the very bottom of the page.

To add a new user, log into the IMXML Self-Service area, then choose “User Setup” from the left menu bar and click the [New User] button.

Make sure the option for “Enable User” is checked and under “User Binding” you will need to check the options for DType Ver 1.0 and 2.0, Order Detail Ver 1.0 and 2.0, and PNARequest V 1.0 and V 2.0.

The optional Online Ordering Module is enabled by purchasing an Online Ordering Module License Key, separate from the main QuoteWerks product. Additionally, the Online Ordering Module requires at least one Real-Time Data module license.  Both the Real-Time Data module license and the Online Ordering Module license need to be entered into QuoteWerks under the Utilities | License Manager menu before the Online Ordering module will become available.

Note:  Only one Online Ordering Module license is required no matter how many users you have in your QuoteWerks installation.

Ingram Micro Setup

Step 1: Log into QuoteWerks as a user with Master Rights (so that you will have access to the License Manager).

Step 2: Select the Utilities | License Manager menu.

Step 3: Click on the [Add License] button, and enter the Online Ordering module License Key, which will begin with the letter “W”, and then restart QuoteWerks.

Note: Please ensure that the Real-Time Data module License Key (starting with the letter “R”) has already been entered. If not, please enter that key first.

Step 4: Start QuoteWerks, and select the Real-time tab of the Tools|Options menu.

Step 5: On this tab, select the Ingram Micro tab and click the [Setup] button on the bottom right corner.

On the Ingram Micro Online Ordering Options window you can specify the default settings for the Online Ordering feature. These settings mostly control the defaults used when placing the order on the Ingram Micro Online Order Form described later.

General Tab

Ship Via

Here you can select your default shipping carrier.  The available options will vary depending on your country.

Your Account #

If you would like Ingram Micro to provide your shipping carrier account # to your carrier for shipping rather than charging the shipping to your Ingram Micro account, you can specify your shipping carrier account # here.

Item Availability

Backorder

This option determines how backordered items are handled. You have several options to choose from.

Split Shipment

This option allows portions of an order to be shipped at different times.  If you intend to allow backordering, it is important that you choose “Allow split shipments” here.

Split Line

This option allows a single item to be split into multiple shipments.  For example, if you ordered a quantity of five of a particular item, and only two of the five were available at the time or the order, using this option would allow two of the five to ship while the remaining three would ship at a later date.

Copy Reseller Address from ‘Our Location’

When this option is selected, the reseller information on the Reseller tab of the Ingram Micro Online Order form will be populated with the address from the Company tab of the Tools -> Options menu.

Don’t update Order with real-time ordered price

This option is useful when you receive special discount pricing from Ingram Micro that Ingram Micro does not make available through real-time pricing & availability. When this option is set, the special pricing in the QuoteWerks order that was manually entered will not be overwritten with the generic pricing that is returned by real-time pricing & availability in the order.

Place Order ‘On Hold’

When this option is set, the “Place Order ‘On Hold’ checkbox on the Ingram Micro Online Order form will be checked by default.

You are now ready to begin using the Online Ordering Module with Ingram Micro.  You can access Online Ordering through the Tools | Online Ordering menu.

Ordering from Ingram Micro

To place an online order, select the Tools | Online Orders menu. You will be prompted to close all open documents before proceeding.

The online ordering module reads all the item information from the database and updates the item(s) in the database with the order results.  If any of the items that were updated were in an open order at the time, those changes may accidentally be overwritten.  For this reason, QuoteWerks closes all open documents before proceeding.

Selecting items to order

On this Online Orders window, choose Ingram Micro as the vendor you would like to order from and then choose which line items you would like to order. Not all line items will necessarily be qualified to be displayed in this window.  Only items from QuoteWerks ORDER type documents will be displayed.  When items are ordered from a vendor, the SONumber field will be updated with the vendor’s Sales Order Number. This is how QuoteWerks will know an item has already been ordered.  Only line items with an empty SONumber field will be displayed.

Currently Open Order

This option will display all the qualified line items from the order that you had open when you selected the Tools | Online Ordering menu.

Note: Since QuoteWerks needs to close all open documents as described earlier, you will notice that QuoteWerks does close your currently open order, but on this window for the Currently Open Order option, it does remember which document was currently open.

Multiple Orders

This option will display all the qualified line items, from any order, that have not yet been ordered.

Complete the Online Order Form

The Ingram Micro online Order Form has Four Tabs:

Purchase Order Info Tab

Order Pricing Type

1. If you choose either Education or Government pricing, the screen will change to display the following additional fields:

Government & Education Details

Customer Name / Postal Code

If you selected to order items from the currently open order, when you click the [Copy from] menu button you will have the option to pull from the ‘Ship To’, ‘Sold To’, or ‘Bill To’ areas in QuoteWerks.  This option is not available if you are ordering items from multiple orders.

Gov’t Solicitation Number

If you need to include a Government Solicitation Number with your order, you can enter it here.  You can also create a list of solicitation numbers by clicking on the  button to launch an F2 Lookup window.

Education Sector

Here you can choose whether the education sector is Public or Private.

Purchase Order Number

A purchase order number is required.

End User PO Number

This field may be used if the end user would like their PO number displayed in the packing slip of a drop ship order.

Flooring Account

If you have an Ingram Micro flooring account (floor plan number) for alternate financing, you may enter your account number here.  The field is limited to three characters.  You can also predefine a list of flooring accounts by clicking on the  button to launch an F2 Lookup window.

Special Instructions

Enter any special instructions intended for review by the Ingram Micro sales rep.  This field is unavailable when placing orders that require End User details, such as software orders.

Place Order ‘On Hold’

Checking this option will cause the order to be placed on hold, requiring the sales rep to manually review it before it will be released for processing.  This field is unavailable when placing orders that require End User details, such as software orders.

Shipping tab

Ship To

If you selected to order items from the currently open order, when you click the [Copy from] menu button you will have the option to pull from the ‘Ship To’, ‘Sold To’, ‘Bill To’, ‘Sales Rep Location’ and ‘Our Location’ areas in QuoteWerks.

If you selected to order items from multiple orders, only the ‘Our Location’ option will be available.  The windshield wiper icon to the left of the [Copy from] menu button clears all the fields.

Ship Via

Here you can select your preferred shipping carrier.  The available options will vary depending on your country.

Account#

If you would like Ingram Micro to provide your shipping carrier account # to your carrier for shipping rather than charging the shipping to your Ingram Micro account, you can specify your shipping carrier account # here.

End User tab

This tab provides fields to supply End User contact and vendor details for the order. These are typically only necessary in situations where the product being ordered is a software license or warranty that requires the End User’s details. These fields are only available if you check the option for “Include End User information”.

If an item requires End User information and it is not provided on this tab, you will receive an error when you attempt to submit the order.  You will then be provided the opportunity to enter the End User Contact Details and resubmit.Items that do require End User information also cannot be mixed with items that do not require it – each type of product must be submitted as independent orders or you will receive an error when you attempt to submit the order.

End User Contact Details

If you selected to order items from the currently open order, when you click the [Copy from] menu button you will have the option to pull from the ‘Ship To’, ‘Sold To’, or ‘Bill To’ areas in QuoteWerks.  The windshield wiper icon to the left of the [Copy from] menu button clears all the fields.

Point of Contact for Vendor

Sales Rep

The vendor that you are ordering items from may require Sales Rep contact information. This field will either be your internal sales rep or the Ingram Micro sales rep you work with.  You can also predefine a list of sales reps by clicking on the ellipsis button to launch an F2 Lookup window.

Vendor Specific Details

VAT Number

If you need to include a VAT Number with your order, you can enter it here.  You can also predefine a list of VAT Numbers by clicking on the ellipsis button to launch an F2 Lookup window.

Authorization Number

If you need to include an Authorization Number with your order, you can enter it here. You can also predefine a list of sales reps by clicking on the ellipsis button to launch an F2 Lookup window.

Pricing Level

If you need to include a Price Level assignment with your order, you can enter it here.  You can also predefine a list of sales reps by clicking on the ellipsis button to launch an F2 Lookup window.

Reseller tab

This tab provides fields to supply Reseller contact details for the order. These are typically only necessary in situations where the product being ordered is a software license or warranty that requires the Reseller’s details.  The Reseller for an order will typically be your company.

Reseller Details

If you selected to order items from the currently open order, when you click the [Copy from] menu button you will have the option to pull from the ‘Sales Rep Location’ and ‘Our Location’ areas in QuoteWerks.

If you selected to order items from multiple orders, only the ‘Our Location’ option will be available.  The windshield wiper icon to the left of the [Copy from] menu button clears all the fields.

Line Item Information

This section of the Online Order Form displays the line items that you have selected to order.  You may remove an item from the list by selecting it and clicking the [Remove Item] button.

On this window, you can also select the option “After order submitted, don’t update Order with real-time ordered price”.  This is useful when you receive special discount pricing from Ingram Micro because special discount pricing is not reflected in the real-time pricing data. When this option is set, the special pricing in the QuoteWerks order that you have manually entered will not be overwritten with the generic pricing that is returned in the order.

Placing the Order

Step 1: Verify current P & A

Initially, only five columns will display in the Line Item Information box – the part number, description, quantity, line item ref ID and the unit price.

Click on the [1. Verify Current P & A] button (P & A stands for Pricing and Availability).  This step accesses the Ingram Micro website in the same way the Real-Time Data module does, and returns the current pricing and availability of the line items. Once the P & A request is complete, additional columns of real-time information will display.

Note: The Product Total label displays the extended total of all the items on the order. Before real-time pricing is retrieved, it totals the offline prices from the QuoteWerks line items. After real-time pricing is retrieved, it totals the real-time prices. After the order has been placed, it totals the ordered prices.

Realtime Unit Price

This is the current real-time price.

Realtime Physical Qty in Stock

This is the current total quantity in stock at all of the physical warehouses combined.

Stock by Warehouse

For each line item, this column will contain a list of Ingram Micro physical warehouses and the quantity in stock of this item in each of the physical warehouses.  You cannot, however, select a specific warehouse to ship from when submitting orders to Ingram Micro.

Step 2: Validating the Order

Once the P & A Request is completed, the [2. Validate Order] button will become available.

Validating the order will validate all the information entered on the order form, and then will validate all the items on the order form.

Header validation

You will be notified if there are any validation issues with the order. If there are any issues, you can make the changes and then click on the [2. Validate Order] button again to verify that your changes have satisfied the validation.

Item validation

If Ingram Micro does not have sufficient stock of the item to place your order, QuoteWerks will notify you of this and will ask if you want to remove the item from the order.

You may also receive warning notifications indicating there are pricing differences between the price on the QuoteWerks order and the real-time price.  This can occur often since real-time prices change often. You are notified of this so that you are aware of this price difference. With this knowledge you can make a determination as to whether or not this is simply a small price variance or a significant price difference which would require your verification before proceeding.

Tip: There is a good chance that the Unit Price for the items in the QuoteWerks order may be different than the real-time Unit Price. When this happens, you will receive a series of warning messages alerting you to this discrepancy.  As a procedural control you could update the QuoteWerks order with real-time pricing and availability (using the Tools |Refresh with latest pricing menu) before beginning the online ordering process, which would ensure that the Unit Price in the QuoteWerks ORDER would be the same as the real-time Unit Price retrieved from Ingram Micro during the ordering process.

Step 3: Submitting the Order

Once you have successfully validated the order, you may now submit it using the [3. Submit Order] button.

This step submits the order to Ingram Micro, and receives an order confirmation if the order is successful.

Note:  When some orders are placed, Ingram Micro will split the single order into multiple orders. Typically this happens when items that are ordered are shipped from different warehouses or when an item that Ingram Micro does not have in physical stock is ordered from the vendor and drop shipped to you. In these cases, the line items will not have the same sales order numbers.

Once the order submission is complete, additional columns with order specific information will be displayed.

Step 4: Reviewing the Order

The order form remains open after you have submitted the order to give you the opportunity to review all the new information displayed in these additional columns. When you are done, click the [Close] button.

When you open a document that contains items you just ordered, you will note that the SO Number (Sales Order Number), PO Number, and Order Date columns have been updated with the Ingram Micro sales order number, PO Number, and the date of the order respectively.  Also, QuoteWerks will update the QuoteWerks document Unit Cost field with the Ingram Micro ordered unit price.  When this happens, the Cost Modifier value (if any) will be cleared.  If the item being updated has a Price Modifier that is based on Unit Cost, the Price Modifier will also be cleared.

Note: The SO Number column was added in the QuoteWerks 4.0 build 33 release along with the Online Ordering Module functionality. As such, this column may not be visible by default. If you do not see this column, select the View | Customize columns menu and make it visible.

Tip: Since the SO Number, PO Number, and OrderDate column will be populated with Ingram Micro order information, it is a good idea to make sure these columns are visible and it might be helpful if they were located next to each other.

When you first start using the Online Ordering Module to place online orders with Ingram Micro, we recommend that you verify through the Ingram Micro website that the order has been received by Ingram Micro and the order details such as price and shipping carrier selection are as you expect them to be.

To find your Ingram Micro order on the Ingram Micro website, log into the Ingram Micro website and then click on the “Order Status” link along the top of the page.  Here you can search for a specific order or browse a list of them based on your filter criteria.

QuoteWerks to attend Sage Insights Conference in Nashville

QuoteWerks will be attending the Sage Insights Conference in Nashville next week from May 11th to May 14th.  QuoteWerks will be able to answer questions regarding the product as well as schedule demos for companies interested in learning more about QuoteWerks.

QuoteWerks will be at booth #926 and will be available during the listed trade show hours.

For more information on the QuoteWerks product please visit the QuoteWerks website.

Real Time Module Setup for QuoteWerks

QuoteWerks has the ability to receive real time pricing and availability from the world’s leading IT related distributors such as Accutech, Arbitech, Bell Micro, D & H, Digitek, Ingram Micro, Synnex, and Tech Data.

Below are instructions to setup the Real Time module.

Real-Time Pricing and Availability Setup

Step 1: Log into QuoteWerks as a user with Master Rights (so that you will have access to the License Manager).

Step 2: Select the Utilities | License Manager menu.

Step 3: Click on the [Add License] button, and enter the real-time data module License Key, and then restart QuoteWerks.

Step 4: Start QuoteWerks, and select the Real-time tab of the Tools|Options menu.

D&H Setup

On this tab, select the D&H tab.  On the D&H tab you will enter in the following information:

Real-time User ID and Password

Make sure to complete the user id and password.

Note: The User ID and Password are the same as the User ID and Password you use to log into the D&H website to search for product and pricing information.

Preferred Warehouse

Here you can select your preferred warehouse.  See the Price Comparison and Refreshing Features Chapter for details on how this is used.

Ingram Micro Setup

On this tab, select the Ingram Micro tab.  On the Ingram Micro tab you will enter in the following information:

Real-time User ID and Password

Make sure to complete the user id and password.

Note: The User ID and Password are the same as the User ID and Password you use to log into the Ingram Micro website to search for product and pricing information.

Region

Make sure to select the region you are in. This is used to determine which real-time resource to use.  This also determines which warehouses are available.  QuoteWerks supports the USA and Canadian regions.

Preferred Warehouse

Here you can select your preferred warehouse.  See the Price Comparison and Refreshing Features Chapter for details on how this is used.

Tech Data Setup

On this tab, select the Tech Data tab.  On the Tech Data tab you will enter in the following information:

Real-time User ID and Password

Make sure to enter the User ID and Password you setup for use with the XML real-time data.

NOTE: The User ID and Password entered here is not the same User ID and Password you use to log into the Tech Data Website.  Tech Data requires that you create a separate User ID and Password to be used with the XML real-time data features because unlike the Tech Data website User ID and Password, the XML integration User ID and Password does not expire.

Region

Make sure to select the region you are in. This is used to determine which real-time resource to use.  This also determines which warehouses are available.  QuoteWerks supports the USA and Canadian regions.

Preferred Warehouse

Here you can select your preferred warehouse.  See the Price Comparison and Refreshing Features Chapter for details on how this is used.

SYNNEX Setup

On this tab, select the SYNNEX tab.  On the SYNNEX tab you will enter in the following information:

Customer Number

Make sure to complete the Customer No.

Real-time User ID and Password

Make sure to complete the user id and password.

Note: The User ID and Password are the same as the User ID and Password you use to log into the SYNNEX website to search for product and pricing information.

Region

QuoteWerks supports the USA and Canadian regions.

Preferred Warehouse

Here you can select your preferred warehouse.  See the Price Comparison and Refreshing Features Chapter for details on how this is used.

Using Real-Time Pricing and Availability

Real-Tme Pricing and Aailability is available for the PC Industry Distributors Accutech, Arbitech, Bell Micro, Digitek, D&H, Ingram Micro, SYNNEX, and Tech Data.  As such, you will only be able to retrieve Real-Time Pricing and Availability when you are working with a product that is contained in a product data source named “D & H” (Note the spaces on both sides of the & symbol), “Ingram Micro”, “SYNNEX” or “Tech Data”.  This product data source can be a native product database named “D & H”, “Ingram Micro”,  “SYNNEX”, or “Tech Data”, or if you have the Professional or Corporate Edition of QuoteWerks, it can be the Ingram Micro, SYNNEX, or Tech Data offline price guide.

The real-time pricing and availability features are integrated into many areas of QuoteWerks such as:

From the Product Lookup window, you can select a product, right-click, and select the Real-time Pricing and Availability menu item.  This will display the real-time data window.  If you click on the [Accept] button, the Cost, List and Availability numbers in the database will be updated with this real-time data.

The Vendor Price Comparison Worksheet

From the Vendor Price Comparison Worksheet, you can click on the ellipsis button to the right of the D&H, Ingram Micro, SYNNEX or Tech Data price.  This will display the real-time data window.  If you click on the [Accept] button, the Cost of the item listed in the comparison worksheet will be updated.

The Refresh with Latest Pricing feature

When you select the Tools | Refresh with Latest Pricing menu, you will be asked if you want to refresh the pricing using the offline database, or the real-time data.

The Refresh with Best Pricing feature

When you select the Tools | Refresh with Best Pricing menu, you will be asked if you want to refresh the pricing using the offline database, or the real-time data.

The Add Item Assistant

From the Add Item Assistant, you can click on the [Get Real-time data] button.  This will display the real-time data window.  If you click on the [Accept] button, the Cost and List numbers in the Add Item Assistant will be updated with this real-time data.

If there are optional items for the item you can right click on the optional items to get a menu for Real-time Pricing & Availability.

Once QuoteWerks has finished receiving the Real-Time data, the Real-time Data window will be displayed.  This window will display the real-time cost and list, in addition to the availability and the warehouses for all the stock.  There will be a [Close] button at the bottom of the window which you can use to close the window.  Depending upon where the real-time data was requested, there may also be an [Accept] button displayed.

Business Contact Manager 2007 Setup in QuoteWerks

Below are the setup instructions for QuoteWerks integration with Microsoft Outlook’s add on program, Business Contact Manager (2007) or BCM.

These instructions can also be found in the users manual in Chapter 10, under Contact Management Setup.

Enable Business Contact Manager (BCM) Integration

Business Contact Manager (BCM) is an add-on for Outlook that adds customer resource management (CRM) features to Outlook, such as support for tracking Sales Opportunities.

Before you can enable the Business Contact Manager integration, you will need to first have the “Enable Advanced Integration” option checked on the Advanced tab of the Outlook Integration Setup.  Also, the “specified Contacts folder” on the General tab must be set to your Business Contact Manager Contacts folder, which is typically “\Business Contact Manager\Business Contacts”.

Next, check the “Enable the Business Contact Manager Integration” option.

Note: The BCM Integration is not available if you are using Outlook 2003.  It is only available if you are using Outlook 2007.

When you first enable the BCM Integration, you will be prompted to create a custom field in the BCM database.  Click Yes on the initial prompt box to launch the BCM Deployment Tool wizard, which will then add the field for you.

QuoteWerks needs to create this field so that it can associate the QuoteWerks documents with the BCM Journal Entries, Follow up Calls, and Sales Opportunities. This field change will not affect your existing data, and you can remove this field from within Outlook BCM at any time if you choose to not use QuoteWerks with Outlook BCM.

Outlook BCM Opportunities

In this area, there are several options that can be set for the BCM integration.

Include Cost in opportunity line items

If you select this option, QuoteWerks will include both the Cost and Price in the opportunity line items.

Write a single summary line item into the Outlook BCM Opportunity

If you select this option, QuoteWerks will write a single summary line item with just the totals into the BCM Opportunity.

BCM Opportunities require part numbers for all line items.  As such, if you choose this option, you will need to specify a part number in the “Part Number for Summary Item” field.  This is the part number that will be assigned to the summary item in the Products and Services area of the BCM Opportunity window within Outlook.

Write line item detail into the Outlook BCM Opportunity

If you select this option, QuoteWerks will write the details for each individual line item into the BCM Opportunity.

QuoteWerks will use the manufacturer part number field for the line item in QuoteWerks as the BCM part number. If a line item in QuoteWerks does not have a manufacturer part number, such as Grouped Bundle Header Lines, you will need to specify what part number to use.

Pulling Outlook or Outlook BCM contact information into QuoteWerks

While Outlook is running, select the Sold to / Ship to Tab in QuoteWerks.  To insert the currently active contact record from Outlook or Outlook BCM into the quote, click on the button next to the Sold to, Ship to, or Bill to labels.  A contact record is only “active” when it has been opened for editing.

Another way to select contacts for the Sold to and/or Ship to fields is to click on the   button next to the Sold to label.  The “Lookup Outlook contact” window will appear. Select the Field you would like to search from the Company, Last Name, Business Phone, or Home Phone options, then type in the Value to be searched for and click on the [Find] button.  QuoteWerks will list the BUSINESS and HOME addresses for any matching contacts.

Note: QuoteWerks will also search within subfolders of contacts you have in Outlook.

Note: When searching for Business Phone or Home Phone, you may need to enter in punctuation like “(407) 248″ if your phone numbers in Outlook are stored with area code parenthesis.

Click on the [Select for Sold To] button to insert the selected contact in into the Sold to fields.  Click on the [Select for Ship To] button to insert the selected contact into the Ship to fields.  Click on the [Select for Bill To] button to insert the selected contact into the Bill to fields.

Click on the [Close] button and you will be returned to the Sold to / Ship to tab and the selected contacts will be pre-filled in the Sold to, Ship to and/or Bill to fields.

Writing information back to Outlook or Outlook BCM

The following features require that you have already pulled the contact information into the Sold to / Ship to tab of the Quote Workbook.  When this is done, the contact’s Outlook record id is embedded into the quote.   QuoteWerks then uses this account number to write information back to Outlook or Outlook BCM.

For the Linked Document and Follow up Call features to be available, the Outlook Advanced Integration must be enabled.  For the BCM Sales Opportunity feature, the Outlook Business Contact Manager Integration must be enabled.

When Outlook is running, you will have the option to write information back to Outlook when you save the existing quote.

Note: These write back links will not be displayed if you are saving a quote template.

Create or Update Linked document

Checking this option will create a linked document record under the Activities tab in Outlook as a Journal Entry.

Note:  If you have checked the box “Look for synchronized data in dtf files” on the Synchronization tab of the Tools | Options menu, the “Create or Update Linked document” option will be automatically checked and unchangeable each time you save a quote.

Create or Update Follow up Call

Checking this option will schedule a follow up call in Outlook so that Outlook will remind you when you need to follow up on this quote. The follow up call will be created in Outlook as an Appointment Entry.

If you already have a call back scheduled for this quote, QuoteWerks will display it so that you can modify it.

Create or Update BCM Opportunity

This option will only be available if you are using the Business Contact Manager integration and only when the QuoteWerks document being saved is a QUOTE.  Checking this option will allow you to create or update an Outlook BCM Opportunity.  You will then be able to view the opportunity details in BCM by selecting the Business Contact Manager -> Opportunities menu within Outlook, or under History when viewing a specific contact.

Once you have pressed the [OK] button on the “Save Quote as” window, the “Create new/update existing Outlook BCM Opportunity” window will appear, enabling you to enter information about the opportunity such as the status, source information, terms and reminder date.  Setting the reminder feature is very useful if you would like to be reminded to follow up on the quote at a later date.

If you already have a sales opportunity for this quote, it will automatically prompt you to update the existing opportunity to reflect changes you have made to the quote.  Because QuoteWerks claims ownership of BCM opportunities that were created or updated from within QuoteWerks, it is not recommended to make manual changes to the opportunity line items from within BCM.  Any changes made to opportunity line items from within BCM will be overwritten the next time you save the document in QuoteWerks.

Create or Update Closed BCM Opportunity

This option will create a completed sale record in BCM and is only available when the QuoteWerks document being saved is an ORDER or INVOICE.  A quote is converted to an order or invoice using the File | Convert to Order/Invoice menu.

If there is an existing opportunity for this quote, QuoteWerks will update that existing opportunity as Closed Won.  If the document is a new ORDER, and there is no existing opportunity and this option is checked, then QuoteWerks will create a new opportunity and mark it as Closed Won automatically.  Lastly, if the Closed Won opportunity already exists and you have made some changes to the order/invoice, then the opportunity will be updated.

Once you have pressed the [OK] button on the “Save Order” or “Save Invoice” window, the “Close new/existing Outlook BCM Opportunity as Won” window will appear, allowing you to enter information about the completed sale, such as status, source information, terms and reminder date.

By creating and maintaining sales opportunities in BCM, you can generate reports in BCM that give you insight into your sales pipeline.  The quote name and number are placed in the “Opportunity title” field in the BCM Opportunity record, to assist in your reporting.

F2 Lookup Features

A list item in an F2 Lookup can be setup to retrieve information from your contact manager.  For a list of fields available for use, go to Contacts -> Setup Contact Manager menu, click on the Outlook Setup button, and then click on the [DataLink Setup] button on the Advanced tab.  Under the Contact Manager Field drop down, you will see a list of all the fields you can use to pull additional information.  Below is an example of their use, where Lastname is the actual field name.

Example:

~Outlook_Macro(Contact->Lastname)

Including additional Contact Manager Fields when printing

When customizing your print layouts, you can insert fields from your Contact Manager into the print layout.  When you print the quote, QuoteWerks will retrieve the information from the contact manager fields and print it on your quote without the data actually being stored in the quote.  See the Printing and Customizing Document Layouts Chapter for details.