The Purchase Order module is optional for all customers running on Autotask that use Ingram Micro.
See https://www.salesbuildr.com/pricing for details on pricing or book a meeting with us to learn more about how this can help you save time in your post sale workflows.
Overview
The Order Automation function in Salesbuildr streamlines the conversion of approved proposals into purchase orders (POs) and post-sale tickets within Autotask. It then electronically sends the purchase order to your distributor, using their API.
This process minimizes errors and enhances efficiency in procurement and order management.
Key Features
Proposal Conversion:
Automatically convert approved proposals into post-sale tickets with charges in Autotask.
Skip the won opportunity wizard for a seamless transition.
Purchase Order Creation:
Generate POs linked to post-sale tickets and create the PO with all information in Autotask.
Electronically send POs to connected distributors like Ingram Micro using their API.
Combined Purchase Orders:
Consolidate items from multiple quotes into a single PO to save costs and improve efficiency.
How to configure the defaults for the post-sale ticket
Follow the steps in this article to configure the default for the post-sale ticket and PO workflow.
Setting up your Ingram API account
Go to https://developer.ingrammicro.com/reseller and create a developer account.
Add a new production application under my Apps.
Use the values and toggles as seen below, add your account manager’s email in the last field and select add app. You will receive an approval after review.
After approval, you can access and copy your API keys and enter them in the Salesbuildr admin section.
Steps to Use Order Automation
Access Pending Order Items:
From the approved quote, navigate to "Pending order items" in Salesbuildr to view items flagged for procurement.
Select and Add Items:
Choose items for the purchase order and select Create Order to create a PO in Salesbuildr. Alternatively, you can select an existing PO if you want to add the items to an existing PO.
Review and Send PO:
Review the order details, then click "Place an order". This will
Update the post-sale ticket with the selected items
Create the PO in Autotask with the selected items
Send the PO to Ingram Micro using their API
View PO and Post-Sale Ticket:
Click on the Autotask icon next to the order or ticket number in Salesbuildr to view details in Autotask. You might have to refresh the page to make the icon on the order visible.
Combine Purchase Orders
You can add items to order for multiple customers and submit them as a single PO to your distributor. Salesbuildr keeps track of all related post-sale tickets that contain the charges from the PO in Salesbuildr. Salesbuildr will create and update seperate customer specific POs in Autotask.
Frequently Asked Questions
What about the Sales Order in Autotask?
Salesbuildr will not create a Sales order in Autotask. It creates a post sale ticket with charges and a PO.
What if I want to cancel a PO?
For now, you will have to manually cancel the PO in the Ingram Micro portal and update the related PO in Autotask.
How do I receive items?
You can receive items in Autotask using the existing workflow you're used to.
How does Salesbuildr determine what products to add to the order?
Salesbuildr will look for products that have the Autotask "does not require procurement" flag turn off. If this is the case, Salesbuildr will assume the product will need to be procured.
What happens if the quote contains recurring services?
Because recurring services are always added to contracts, Salesbuildr will only add products from the approved quote to the post-sale ticket. You will have to manually add the recurring services to a new or existing contract.
What happens if I have to add the products to a Project?
At this time, Salesbuildr will only add products from the approved qoute to the post-sale ticket. You will have to manualy run the Won opportunity Wizard if you want to add products from the approved qoute to a project.
What distributors will be supported?
We will launch Ingram Micro. Shortly after we will add TD Synnex. KPN, Copaco, ALSO will be added next. You will be able to manually manage the PO for distributors without an API connection.