Punchout Document Creation/Modification

Supplier Types

There are several kinds of suppliers in eProcurement that are used to create a PO.

• Adopted Suppliers

• Off-line Suppliers

• Suppliers-On-The-Fly (SOTF)

• Punchout Suppliers

Overview

Punchout suppliers are different from other supplier types in that they have their own internet site where their catalog content is hosted. In general, a buyer links to the Punchout site, selects items, and then is returned to the eProcurement site with the items in a Purchase Order. A Purchase Order is created on the Punchout supplier’s site, but has a status of New. NO items will be shipped with a status of New.

The PO is then given credit card information (if supported), assigned budgeting information (if budgeting is used) and sent to approvals (if approvals are used). When the PO is ready, it is then sent back to the Punchout supplier. It is matched up with the original PO and activated to process the order.

Note: The original PO must be identical in to submitted PO or else a Change Order is created. (The exception is budgeting and approval information since it is not exchanged with the supplier.)

Processing a Punchout Order

1. Click on the Catalogs tab. [If there are existing product results displayed, click on Home in the logo panel to display the available catalogs.]

2. A display of Punchout supplier logos is visible. Note: Only those Punchout suppliers that have been adopted by your marketplace and are set up for your property will be displayed.

3. Click the appropriate Punchout logo.

 



 

4. From within the eProcurement system, the supplier’s web site will appear. Note: To leave the Punchout supplier’s web site, click Exit Punchout.

 

Note: From time to time, the Punchout supplier’s site is not available. You will get a message saying that eProcurement was unable to connect to the supplier. Click Exit Punchout and try to connect at a later time.

 



 

5. Use the Punchout supplier’s web site to prepare items in their Shopping Cart. When all the items have been prepared to create a single PO, click whatever the Submit Order or Checkout button is in the punchout site.

 



 

6. The buyer is returned back to the eProcurement PO tab with the newly created Purchase Order having a status of New.

7. Click Header Update to add credit card information if the Punchout supplier supports this feature.

 

 

8. IMPORTANT

• Once the PO has been created in eProcurement, you must Submit the order back to the Punchout supplier for it to be processed. The PO status will change from New to Accepted by Supplier or Submitted for Approval (only for those hotels using the approval process).

• If the PO has not been submitted within 7 days, the Punchout supplier’s copy of the PO will be expired and cannot be processed. The eProcurement PO can simply be deleted by clicking Delete PO.

Budgeting

If your property is using the Budgeting/Declining Checkbook feature, you will need to add GL accounts to the PO. If the GL account information is not set up correctly, you will get a message to complete it.

1. Click Header Update to add GL information. Whatever GL accounts are added here will automatically default to all detail items.

2. If there are individual exceptions, click Print/View/Edit to open the PO form.

3. Click the Edit Line link to change the GL account(s).

4. Make any changes necessary and click Save.

5. Click Submit to send the PO to approvals or to the Punchout supplier.

Punchout Change Orders

There may be the situation where the original items selected in the Punchout are not correct, either the item, the quantity or some other quality. In this case, a Change Order must be created if the Punchout supplier allows it.

1. Click EDIT in the grid area from the PO Tab. This will reconnect you to the Punchout supplier’s web site. Make any changes necessary and click whatever the Submit Order or Checkout button is in the punchout site.

2. A PO with the status of New will be created with a suffix of –C001. The original PO will be given a status of Replaced by CO and the font will change to red.

3. Click Submit to submit the Change Order to approvals or the Punchout supplier.

Note: Some Punchout Suppliers don’t support the editing of a PO to create a Change Order. If this is the case, you will get a message indicating this.

Copy PO

Copy PO is not available for Punchout POs. You must go to the Punchout supplier’s site to create a new PO.

Punchout items and Inventory Order Guide

Punchout items can be put into an Inventory Order Guide after the PO has been created.

1. Punchout to the supplier’s site and create a PO.

2. From the PO tab, click Add to Order Guide.

3. Once the items are in the Inventory Order Guide, they can be used to receive shipments.