DRS PO Loader™ Help - digitalretailer.comd Pre-labeling from PO Loader and added this function to DRS Linker 1.3.1 Database connect From your Windows Desktop select Start, Programs,

J.D. Young and Anil Garg

© 2004-2014 Digital Retail Solutions Inc.All rights reserved.

DRS PO Loader™ Help

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the United States and/or other countries. Other trademarks or products mentioned herein are the property of their assigned ow ners.

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DRS PO Loader™ HelpI

© 2004-2014 Digital Retail Solutions Inc.

Table of Contents

DRS PO Loader Online Help1

................................................................................................................................... 1Welcome 1

................................................................................................................................... 1What's New 2

................................................................................................................................... 3Configuration 3

.......................................................................................................................................................... 3Database connect

.......................................................................................................................................................... 4Registration

.......................................................................................................................................................... 5Supplier Code

................................................................................................................................... 6Operation 4

.......................................................................................................................................................... 6General

.......................................................................................................................................................... 7Create Purchase Order

.......................................................................................................................................................... 8Process PO

......................................................................................................................................................... 8Overview (step by step)

......................................................................................................................................................... 14Giant Bicycle

......................................................................................................................................................... 15J&B Importers

......................................................................................................................................................... 18Quality Bicycle Products

......................................................................................................................................................... 21The Haw ley Company

................................................................................................................................... 23Contact Info 5

................................................................................................................................... 24Make a Suggestion 6

DRS PO Loader Online Help 1


1 DRS PO Loader Online Help

1.1 Welcome

This utility allows you to transfer a purchase order created in RMS to a supplier's online order entrysystem. The purchase order is packaged by PO Loader into a data format compatible with yoursupplier's order entry system.

PO Loader is designed to work with Store Operations or Store Operations in a HeadQuartersenvironment.

You can use PO Loader to:

View all open purchase orders for suppliers that support RMS integrationPackage purchase orders for acceptance by your supplier's order entry systemVerify stock availability and cost before processing an orderQuickly transmit the PO into the supplier's order entry systemMark processed orders as PlacedLogin to suppliers' order entry systems to view orders and confirm availability and shipping status

NOTE: For PO Loader to work properly you must have an online account with your supplier and yoursupplier's order entry system must include an interface to point-of-sale systems. If your suppliers do notcurrently interface with Microsoft RMS, please have them contact our sales office for information on howthis can be accomplished.


1.2 What's New

The following enhancements have been added since the initial release of PO Loader.

January 2014

Added Pearl Izumi and Shimano to stock check form [PO link pending]Changed QBP Stock Check to use new APIChanged Verify PO code to use QBP APIChanged QBP Web URL used for retailer login

Changed Giant Verify PO to use Giant WebServiceUpdated licensing routine to show expiry date in header when 30 days remain, starts flashing when15 days remain, and displays registration key form upon startup when 5 days remain

January 2013

Changed the URL used for Hawley Company link to accommodate a server change

October 2012

Added Electra Bicycle Company stock check

June 2012

Changed email message used for sending registration request

DRS PO Loader™ Help2


Moved registration key to database so retailer has to enter it only once for all workstationsAdded time limit to the registration key. Updated Registration form and About form to show theexpiry dateAdded code to support QBP's 3rd warehouse location during stock checkChanged Giant Bicycle stock check to use WebService for real-time checkAdded Downeast Bicycle Specialists to stock check form

June 2011

Added J&B Importers as a supported supplierChanged default view to be <Select a Supplier>; added code to show open PO’s for all supportedsuppliersAdded “F5 Refresh” next to Help buttonAdded columns for Retail price and %Margin on far right; margin is calculated based on PO costand changes if the PO cost is changedAdded following color coding to Margina. Background is red if margin cannot be calculatedb. Text is red if margin is negativeAdded code to Flag qty in orange if deliverable, but not from “home” warehousea. Added a message that informs the user if home warehouse is not setupb. User is informed if items are not deliverable from home warehouseAdded “Check Stock” button to the Verify PO formAdded a new stock check form with a table displaya. Only suppliers that have an entry for the item show in the tableb. Location cell has yellow background to indicate home warehouseAdded line count to the bottom of the Verify PO formAdded code to “Open PO’s” form Verify button to check for home warehouse; if PO’s are verified, butcannot be supplied by home warehouse the PO number cell is shown in orange and warningmessage “PO's that are not deliverable from home warehouse are shown in orange.” is displayed

June 2010

Changed the URL used for Giant Bicycle link to accommodate a server change

March 2009

Changed the URL used for QBP auto-login to accommodate a server changeChanged PO verification for QBP to only run once for a PO to provide faster operation

October 2007

Added code to allow user to pick between using Email client or Notepad when requesting aregistration keyAdded code so all forms center on main formAdded ability to upload Hawley pre-labeling data; configuration form allows user to add store tag lineAdded code to configuration forms to warn user if the user tries to close the form without savingchangesAdded ability to verify all items on PO's have valid SRNs, the supplier has enough quantity in stock,and cost on PO matches the supplier cost.a. Invalid SRN's are shown in red (Order No.).b. Qty is shown in red if supplier does not have enough stock.c. User can edit the Qty field if necessary.d. PO Cost is shown in red if it is different than supplier cost.



e. User can edit Cost if necessary or use Sync Cost button.f. Discontinued items are shown as 'Discont.' in red in Supplier Cost column. g. User can delete line items from the PO if necessary.

March 2007

Added code to reset database name if error is returned while loading supplier; allow user to entercorrect databaseAdded code so title will flash if expiring within 3 daysAdded code to decide if database is RMS v1 or v2 and read info from appropriate tableMade changes to Register form to show the SN for V1 and ID for V2 databaseAdded code to encrypt the password in the registryAdded ability to email key request from register form; message includes store details

September 2006

Added The Hawley Company

August 2006

Added Quality Bicycle Products

February 2006

Switched to direct FTP transfer for Giant Bicycles USADisplay a list of open PO's that are not already Placed (does not show partial PO's)Upload PO to supplier's order entry system and marks PO as PlacedIdentify PO type to supplier as either store originated or auto-generated (auto-replenish)Removed Pre-labeling from PO Loader and added this function to DRS Linker™

1.3 Configuration

1.3.1 Database connect

From your Windows Desktop select Start, Programs, Digital Retail Solutions, DRS PO Loader, POLoader.Once PO Loader loads select Database, Connect.

This will pop-up the login window (unless another DRS utility has already been installed and configuredon the same PC).



Database Login:Server: Name of your RMS server. Use (Local) if PO Loader is installed on the PC where your RMSdatabase resides.User Name: SQL Server User Name (default = sa)Password: SQL Server Password for above user. Your SQL database password is created when you firstinstalled MSDE or SQL Server.Database: The name of your RMS database (located under RMS Administrator, File, Configure).Connection Timeout: 15 should be fine; increase if you have a slow network connection.

Click on Connect to confirm connection. If successful you will be returned to the main screen.

NOTE: The initial entry of database connections settings will update these settings for all DRSapplications currently installed. Subsequent changes will need to be entered for each application on anindividual basis.

1.3.2 Registration

From your Windows Desktop select Start, Programs, Digital Retail Solutions, DRS PO Loader, POLoader.Once PO Loader loads select About, Register.

This will pop-up the registration key entry window.



IMPORTANT: Your company information must be correct before requesting a registration key. To edityour company information select Store Operations Manager, File, Configuration, Store tab. Makesure company name, city, state, zip, and phone number are correct. There is a charge to re-issue aregistration key for an incorrect address or change of address.

RMS v1.x: Your serial number will begin with QC for Store Operations.RMS v2.x: Your serial number will be an alphanumeric entry.

Serial Number: If your serial number is not listed correctly, you must first connect to your database.

To secure a license key, click on the envelope icon and follow the instructions to email your serialnumber and company information to [email protected].

Key: When you receive your registration key, insert the key into the box provided and select Save. Thiswill license all PCs running the same version of the application on the local network.

Expiration: Date shown will indicate the last day the software will run without renewing the license, To

renew, click the envelope icon and follow the instructions.

NOTE: The expiry date will show in the title bar of the application when 30 days are remaining and startblinking when 15 days are left. The registration form will appear when 5 days are remaining. You shouldrenew your license during this period to ensure continued operation. Click the envelope key and followthe instructions. The expiry date is also displayed in the About form.

NOTE: If you are installing a DRS bundle and connect to a Store Operations database, you can enter themaster key and it will be saved for all applications in the bundle that support a master key. If yousubsequently connect to a HeadQuarters database, you must enter the registration key for each DRSapplication even if it is the master key.

IMPORTANT: This application is licensed by workstation count as defined in Store OperationsManager, Databases, Registers, Register List. The count is listed in upper right. Additional licensingfees apply if you move from one count bracket to another (1 PC, 2 PCs, 3-5 PCs, 6-10 PCs, 11-15 PCs,etc.). A new license key is also required.

1.3.3 Supplier Code

For PO Loader to function properly your RMS supplier code must match an industry standard* vendorID.

Example: Giant Bicycles USA = gianti

mailto:[email protected]



Supplier codes can be entered in Manager, Databases, Suppliers or use the Sync Supplier featurein DRS JumpStart™.

*In the case of the bicycle market in the USA and Canada, we use Bike-alog's unique ID for this function.If you do not currently subscribe to Bike-alog contact them at 800-962-1950 for a free trial CD. Non-subscribers can also contact DRS Support to obtain the code for a participating supplier.

1.4 Operation

1.4.1 General

You can press Esc on any form to return to the previous form, or to exit the program from the mainscreen.

This application includes hot keys to support fast keyboard operation of menus, buttons, and screenlayout.

Hot keys also include Alt-X combinations for menu and button options.

Example: Alt-V for View, Alt-C for Close

If you do not see underlined characters on most buttons and options it means this feature is set tohidden in Windows. To enable this feature go to Display Properties, select the Appearance tab, thenthe Effects button. Make sure "Hide underlined letters for keyboard.." is unchecked.



Bright blue text is used whenever a checkbox option has been enabled to aid quick identification.

Dark blue text is used for instructional messages.

We welcome and encourage your feedback to help us improve this application. Please send yourcomments and suggestions, or any problem reports, to our Suggestions box.

1.4.2 Create Purchase Order

Select Manager, Inventory, Purchase Order and create a new purchase order. When completed youare ready to process your order using PO Loader.

For PO Loader to work correctly the following conditions must be met:

1. Supplier's order entry system is configured to accept RMS orders.



2. Supplier Code in RMS must match the industry vendor ID in use with PO Loader.3. Supplier part numbers must be entered for each item on the PO (called Order No. on PO; also

known as Supplier Reorder Number).4. You may need a login name and password to access your supplier's order entry site.

NOTE: If you have installed DRS AutoGen™ you can enable the option to update Supplier ReorderNumbers from Purchase Orders to the Supplier tab for each item. This eliminates the need to drill downto Item Properties to add a supplier part number.

1.4.3 Process PO

1.4.3.1 Overview (step by step)

The method and procedure used to transfer your purchase order data will depend on the capability of thesupplier's order entry system. This may involve a file upload, email message, FTP connection, orcombination.

We will attempt to take advantage of XML to enable automated two-way exchange between MicrosoftRMS and your trading partners. This provides EDI (Electronic Data Interchange) communication withoutthe expense of traditional EDI. If your supplier cannot support XML we will deploy other methods toenable connectivity between RMS and the supplier's business systems.

Step 1) When you have completed a purchase order in Manager select Utilities, Add-ins, DRS POLoader.



Step 2) When PO Loader loads select the supplier you want to work with. Example:

TIP: Use F5 Refresh to update list for supported suppliers if PO Loader is running while PO's are beingcreated.

The number of PO's listed indicates how many purchase orders are currently outstanding. Outstanding means Status=Open and PO is not marked as Placed.

Example:



Step 3) Click on Generate to view a list of open purchase orders for processing.

Step 4) Select Verify to check warehouse availability and compare PO cost against current supplierinformation for all listed PO's. If a checkmark appears in the Verified column it means all items are instock and PO cost matches supplier cost.

Select View to see the results of a verification for the highlighted PO. If there is a warehouse deliverability issue, a warning screen will appear.



Example:

Red highlights indicates a discrepancy between the PO and supplier data or a margin warning.Red in Order No. column indicates bad or missing supplier reorder number (could not be verified). Red in Qty Ord column indicates there is insufficient quantity at the supplier warehouse. Red in PO Cost column indicates PO Cost is higher or lower than supplier cost on file.Red in Supplier Cost column indicates item has been discontinued. These items should beremoved from the PO before processing.Red in Margin column indicates margin cannot be calculated.Red text in Margin column indicates the margin is negative (invalid cost/retail on PO).

Yellow in Qty Avail column indicates a quantity cap by the supplier is displayed rather than an exactquantity. Example: 50+If your PO contains a quantity greater than this value it cannot be verified.

Orange in Qty Ord column indicates sufficient quantity to fulfill the order, but not full quantity from thehome warehouse.

Highlight the entry and click Check Stock to view warehouse levels by location. Example:



NOTE: The home warehouse location for each supported supplier is defined in DRS JumpStart,JumpStart tab, Supplier File =, Setup button.

You can edit the PO quantities and costs as necessary before processing the order.The Sync Cost button will update the PO Cost column with Supplier Cost for all items that show adiscrepancy.Use Check Stock button to view warehouse quantities by location.Use Delete button to remove a selected item from the PO. After editing a PO select Close to return to the generated list.If you have not removed all discontinued items, you will be prompted to do so when closing the form.

You are now ready to process the PO and transmit it to your supplier's order entry system.



Step 5) Mark which PO's you'd like to transmit to your supplier in the Process column and clickProcess.

If the Date required is older than today you will receive the following message.

If this purchase order needs to be processed, answer Yes to change the 'Date Required' to today's date.To bypass the purchase order and move on to the next order click No.

If the supplier's account number is missing you will receive the following message.

Click OK, go to Manager, Databases, Suppliers, locate the supplier and select Properties and enteryour Account Number in the General tab.



When purchase orders are processed successfully you will receive this message.

Step 6) Click OK to close PO Loader if you are finished. Any transmitted PO's will be marked asPlaced in RMS.

Depending on the type of link, your supplier's system will now process your order or hold it for approval.

TIP: PO Loader includes a quick link to the supplier's order entry system. You can use this to confirmavailability for items you transmitted or to review your order online.

Click on the globe to visit the supplier's order entry site.

1.4.3.2 Giant Bicycle

Giant Bicycle integration includes the ability to transfer purchase orders in XML format directly intoGiant's order entry system.

See Overview for general instructions and error messages.


Step 2) When PO Loader loads select Giant Bicycle as the supplier you want to work with.


Step 4) Mark which PO's you'd like to transmit and click Process.



If you receive any errors during processing see Overview for an explanation.




1.4.3.3 J&B Importers

J&B Importers integration includes the ability to transfer purchase orders directly into J&B's order entrysystem.



Step 2) When PO Loader loads select J&B Importers as the supplier you want to work with.




If this is the first time accessing J&B Importers you will be warned to enter setup information.

Click OK to proceed to the setup form. To enter this information later, click on the ellipsis next to theglobe icon.

NOTE: Contact J&B Importers if you do not know what information to enter into this form.








In J&B's case you will be directed to their dealer login page.



1.4.3.4 Quality Bicycle Products

QBP integration includes the ability to transfer purchase orders directly into QBP's order entry systemas either an order for immediate processing or the staging area for later review and submittal.



Step 2) When PO Loader loads select Quality Bicycle Products as the supplier you want to work with.


If you have not setup your QBP account profile you will receive this message.




NOTE: Contact QBP if you do not know what information to enter into this form.

PO Processing -- Stage on QBP web site is recommended if you want to review your orders beforesubmitting them to QBP for processing. If you select the Submit Order option, orders will be processedimmediately.

Click Save when done and return to Step 3 above.



Depending on your connection speed this can take a few minutes.When purchase orders are processed successfully you will receive this message.



Click OK to return to the main screen.

NOTE: It can take up to 10 minutes before your orders will appear on QBP's order entry site.

Whether you elected to stage your orders or submit them, you will receive a confirmation notice fromQBP by email.



In QBP's case you will be directed to the ordering page which displays any baskets created by POLoader. Basket Name entries indicate purchase orders transferred into the staging area. Submittedorders will appear under the Recently Placed tab.



1.4.3.5 The Hawley Company

The Hawley Company integration includes the ability to transfer purchase orders directly into Hawley'sorder entry system.



Step 2) When PO Loader loads select The Hawley Company as the supplier you want to work with.




If this is the first time accessing The Hawley Company you will be warned to enter setup information.


NOTE: Contact Hawley if you do not know what information to enter into this form.








In Hawley's case you will be directed to your shopping cart where you can review your orders.

1.5 Contact Info

Digital Retail Solutions Contact Information

Sales Office:Phone: 800-322-9471

Int'l: +1 305 420 6170Email: [email protected]: www.DigitalRetailer.comHours: 9am-5pm EST Mon-Fri

Support & Training:


http://www.DigitalRetailer.com



Email: [email protected]: www.DRShelp.comHours: Available 7 days**See our Support Agreement for details.

Mailing Address:Digital Retail Solutions Inc.2018 Electric Rd PMB 205Roanoke, VA 24018-1938USA

1.6 Make a Suggestion

We are very interested in making improvements to our RMS utilities and add-ins to meet your needs.

Have an idea for an enhancement?Thought of a feature we left out?Want to report an operating problem?

Please click through to our Suggestion Box and let us know right away.

Updates and upgrades to DRS add-in utilities are included with a DRS annual maintenanceplan. Contact your RMS reseller for details.


http://www.DRShelp.com

http://www.digitalretailer.com/SupportAgreement.pdf

http://help.digitalretailer.com

Documents

DRS PO Loader™ Help - digitalretailer.comd Pre-labeling from PO Loader and added this function to DRS Linker 1.3.1 Database connect From your Windows Desktop select Start, Programs,