The Purchase Order module is optional for all customers running on Autotask that use Ingram Micro, TD Synnex and Pax8.
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 quotes 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
Quotes Conversion:
Automatically convert approved quotes 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.
Exclusion of Non-Procurement Items from PO:
If all items in the quote do not require procurement, they will not be listed as order items and will not be added to the PO. A button will be created to select items that do not need procurement.
These items will trigger the creation of a ticket and associated ticket charges in PSA for the selected items. The ticket will be linked to the quote and displayed in the quote details, ensuring that items that do not require procurement are properly tracked and managed.
This improves visibility and prevents the inclusion of non-eligible items in the purchase order.
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. Choose the items for the purchase order and click Create Order to generate a new PO in Salesbuildr. Alternatively, if you wish to add the items to an existing PO, select the existing PO to update it with the selected items.
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.
Mark your PO as Submitted
If you create the PO from the distributor portal based on the picklist in the PO in Salesbuildr, your PO won't automatically change status to Submitted. In this case, you can manually set it by clicking the Mark order as Submitted button from the left menu in the order.
Order Audit Trail
The Order Audit Trail provides users with a detailed history of all actions performed on a purchase order. This feature ensures full visibility and accountability throughout the procurement process.
Event Description: A summary of the action performed (e.g., "Order item added").
Timestamp: The exact date and time of the action.
User Information: The name of the user who performed the action.
Activate Dropshipping
You can enable dropshipping at the quote level and edit the shipping address for purchase orders. This enhancement streamlines the dropshipping process for orders that are fulfilled directly by the supplier.
Frequently Asked Questions
What about the Sales Order in Autotask?
Salesbuildr will not create a Sales order in Autotask. It makes 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 constantly added to contracts, Salesbuildr will only add products from the approved quote to the post-sale ticket. You must manually add the recurring services to a new or existing contract.
What happens if I have to add the products to a Project?
Currently, Salesbuildr will only add products from the approved quote to the post-sale ticket. You will have to manually run the Won opportunity Wizard if you want to add products from the approved quote to a project.
What distributors are supported?
We have launched Ingram Micro, TD Synnex, and Pax8. KPN, Copaco, ALSO will be added next. You can manually manage the PO for distributors without an API connection.
What happens when I create a ticket charge?
The ticket charges are synchronized to Salesbuildr, so clients can purchase everything using our purchase order module.
How do I add the latest prices to the PO?
Salesbuildr now allows you to fetch the latest prices before placing an order. You can do that by clicking on use latest distributor cost under the Cost column on the product you want.