XML Purchase Order Outputs

To support the change to send PO’s as an XML document, the following changes must be made in your database. If you are processing more than one company (multi-entity), the changes must be made in each company:

From the Main Menu Go To, CRM/ Contacts Management/ Maintenance/ Company/ Company Locations

1. Query your Vendor in the database and make the following changes:

Web Site Enter the vendors website address.

2. Click the ‘More’ button. In the ‘User Defined’ section of the form, enter:

- Company Identifier for EDI Two positions, required field.

- Vendor Identifier Three position Vendor Reference, required field

Note: These labels are set in the Contact Control Record and may not be defined, but will be the fields in the same position.

3. Click on the ‘Vendor Location’ tab. Check the box ‘EDI Capable’.

4. Save and Exit

Setting up Vendor Cross Reference Data

CRM/ Contacts Management/ Maintenance/ Company/ Vendor Cross Reference

Note: Vendor Cross Reference records cannot use the function to bypass options for a vendor.

Setup Vendor Entity Information

CRM/ Contacts Management/ Maintenance/ Company/ Vendor Entity Information

This form is used to define data used in the PO creation and EDI process to communicate required information to a vendor.

Note: This is a maintenance form and does not display existing records unless queried.

Vendor Number Enter the Vendor Number for the EDI vendor.The name will display to the right.

Sales Department Select the Sales Department this record is for. Records must be defined for each Vendor/Sales Department combination.

Customer No from Vendor This is your customer number with the selected vendor, for the defined Sales Department.

Contract No from Vendor If this vendor has a special pricing contract number, enter your default number.

Location Number Select a default Inventory location.

Save and Exit.

Printing Electronic Purchase Orders

Khameleon’s Invoice Sub-Entity allows you to define, by Sales Department, certain output options for XML documents.

From the Main Menu, Go to Setup/ System Setup/ Maintenance/ Controls/ Invoice Sub-Entity Control

Khameleon will default the first Sales Department defined. Use your ‘next record’ arrow on the tool bar to navigate to the Sales Department in question. Click the ‘Defaults’ tab and define the following:

Description Using the drop down arrow, select the ‘Electronic Purchase Order Export’

Default Enter the path to create the XML document records. This may be a local or network path.

User Using the list of values, you may define this record for each specific Khameleon user. If left blank, this setting is global for all users.

Save and Exit.

Print Purchase Orders

Distribution/ Purchasing/ Processing/ Purchase Orders/ Print Orders

When printing Purchase Orders, the checkbox ‘Create EDI PO’s’ must be checked to create the XML document. ‘Print EDI PO’s’ may optionally be checked to also print a copy of the Purchase Order.

Note: In Distribution/ Purchase Orders/ Maintenance/ Controls/ Control Record – PO there is a default for the ‘Create EDI PO’s’ checkbox that may be set so users do not have to remember to check this box.

Note: When selecting to reprint Purchase Orders, there is a optional checkbox to reset for EDI if a new file must also be created.

The output of this process may then be used to send the PO electronically to your vendor.

Sample:

<?xml version="1.0" encoding="UTF-8" ?>

- <Envelope SchemaVersion="04.00.01" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:schemaLocation="http://www.ofdaxml.org/schema" xmlns="http://www.ofdaxml.org/schema">

- <Header>

- <Vendor>

- <Enterprise>

<Code>www.haworth.com</Code>

</Enterprise>

</Vendor>

</Header>

- <PurchaseOrder>

- <Header>

- <Comment>

<Type>SHIPPING INSTRUCTION</Type>

<Description>CBD248019245200Receiving Manag</Description>

</Comment>

- <Comment>

<Type>SHIPPING ATTENTION</Type>

<Description>8019245200Receiving Manag</Description>

</Comment>

- <Comment>

<Type>ORDER NOTE</Type>

</Comment>

- <Contract>

<Description>SPECIAL</Description>

</Contract>

</Header>

- <Profile>

<Type>ShipTo</Type>

- <Location>

<Address>6454 Centre Park Dr.</Address>

<City>WEST CHESTER</City>

</Location>

<Name>MetLife</Name>

- <Contact>

<Type>Contact</Type>

- <Phone>

<Type>Business</Type>

</Phone>

</Contact>

- <Contact>

<Type>Attention</Type>

- <Phone>

<Type>Business</Type>

</Phone>

</Contact>

- <Contact>

<Type>CallBeforeDelivery</Type>

<Name>CBD248019245200Receiving Manag</Name>

</Contact>

</Profile>

- <Profile>

<Type>SoldTo</Type>

<Code>DEALERN</Code>

- <Location>

<Address>7001 Innerplan Drive</Address>

<City>North Little Rock</City>

</Location>

<Name>Innerplan</Name>

- <Contact>

<Type>Contact</Type>

<Name>CBD OPERATIONS MANAGER</Name>

- <Phone>

<Type>Business</Type>

</Phone>

</Contact>

- <Contact>

<Type>Attention</Type>

<Name>CBD OPERATIONS MANAGER</Name>

</Contact>

- <Contact>

<Type>Salesperson</Type>

<Name>Mike Green</Name>

</Contact>

</Profile>

- <Profile>

<Type>EndCustomer</Type>

- <Location>

<Address>6454 Centre Park Dr.</Address>

<City>WEST CHESTER</City>

</Location>

<Name>MetLife</Name>

- <Contact>

<Type>Contact</Type>

- <Phone>

<Type>Business</Type>

</Phone>

</Contact>

</Profile>

- <OrderLineItem>

- <Price>

<DiscountCategory>CANDOR</DiscountCategory>

</Price>

- <Tag>

<Value>CANDOR</Value>

</Tag>

- <SpecItem>

<Description>CANDOR,SIDE CHAIR,FABRIC W/FABRIC BACK</Description>

- <Catalog>

</Catalog>

- <Option Sequence="1">

<Description>FORMAL ARM,FULLY UPH,ANGL</Description>

</Option>

- <Option Sequence="2">

<Description>-WEIMER</Description>

</Option>

- <Option Sequence="3">

<Description>CANDLE</Description>

</Option>

- <Option Sequence="4">

<Description>-WEIMER</Description>

</Option>

- <Option Sequence="5">

<Description>CANDLE</Description>

</Option>

- <Option Sequence="6">

<Description>-BEECH - SEATING</Description>

</Option>

- <Option Sequence="7">

<Description>RETRO ON BEECH</Description>

</Option>

</SpecItem>

</OrderLineItem>