Smart eOrder

Smart eOrder is where you order parts. You can order parts before or after you post them to tickets.

This topic describes ordering parts after they have been posted to tickets.

Smart eOrder is available as

• The Parts tab of the Posted Parts and Labor tab in Smart eCat. You order parts here before posting them to tickets.

Ordering instructions are described in Smart eCat. For details, click the following link: To Order Parts Before Posting to the Open Ticket.

• A standalone application you open from the Quick Launch . You order parts here after posting them to tickets.

You can order for one repair order at a time or open Smart eOrder to see all parts on repair orders that are marked to order.

NOTE: By default, Smart eOrder is available only for repair orders because you would not typically order parts for an estimate. However, if you want to order parts for an estimate, select the Allow Electronic Ordering from an Estimate in Smart eCat configuration.

Parts Marked to Order

When parts from suppliers are posted to tickets without being ordered first, the To Order box in the Supplier section is checked automatically. The check in the To Order box tells Smart eOrder that the part is marked to order.

When you open Smart eOrder as a standalone application, only the parts with the To Order box checked are included in the list of parts.

Ordering Parts for One Repair Order

In this scenario, you order parts on one repair order only.

To Order Parts for One Repair Order

Complete these steps:

1. Open the repair order.
2. Click the Smart eOrder button in the Quick Launch. Smart eOrder opens to the Posted Parts window.

3. All parts on the repair order that have the To Order box checked are included. The parts are grouped by supplier.

   

   • Suppliers appear with a "[Supplier Name] : [Ordering Interface]" heading.
   • If there is more than one interface for a supplier, all parts are grouped under a "[Supplier Name] : Multiple Ordering Interfaces" heading.
   • Click the Phone button to check availability before ordering. The results display in the red line below the part information.

4. Click the Truck button to order parts . The Order Options window opens.

   

5. Type in the purchase order number you want to use for this order in the Purchase Order Number field.
   • If the order is from a repair order, this field starts with an “R” automatically.
   • If the order is from an estimate, this field starts with an “E” automatically.
6. Click OK. The purchase order is created.
7. If the supplier's interface is set to post to Accounts Payable, you are prompted to post the order to Account Payable before the order goes through.
8. If the order goes through successfully, a green checkmark appears on the Truck button and the parts are ordered.
   • If the order does not go through successfully, the symbol on the Truck button indicates why.
9. Click the Post/Exit button. The ordered parts post to the repair order.
   • If you do not want the price posted to the repair order, check the Do Not Update Prices checkbox before posting. (You can configure Smart eCat to have this option selected by default in the Default Posting settings.)
10. The ordered parts are updated on the Edit Parts window:
    • The To Order box is unchecked and grayed-out.
    • The AP invoice or confirmation number is entered into the Invoice # field.

Ordering Parts for All Parts Marked to Order

When you open Smart eOrder from the Quick Launch when no ticket is open on the screen, you are opening Smart eOrder as a standalone application.

To Order All Parts Marked to Order

Complete these steps:

1. With no ticket open, click the Smart eOrder button in the Quick Launch .

2. Smart eOrder opens showing all the parts on all open repair orders that have the To Order box checked. Parts are grouped by supplier.

   

   • Suppliers appear with a "[Supplier Name] : [Ordering Interface]" heading.
   • If there is more than one interface for a supplier, all parts are grouped under a "[Supplier Name] : Multiple Ordering Interfaces" heading.
   • Click the Phone button to check availability before ordering. The results display in the red line below the part information.
3. Click the Truck button to order parts .
4. If the supplier's interface is set to post to Accounts Payable, you are prompted to post the order to Account Payable before the order goes through.
5. If the order goes through successfully, a green checkmark appears on the Truck button and the parts are ordered.
   • If the order does not go through successfully, the symbol on the Truck button indicates why.
6. Click the Post/Exit button.
   • If you do not want the price posted to the repair order, check the Do Not Update Prices checkbox before posting. (You can configure Smart eCat to have this option selected by default in the Default Posting settings.)
7. The ordered parts are updated on the Edit Parts window:
   • The To Order box is unchecked and grayed-out.
   • The AP invoice or confirmation number is entered into the Invoice # field.

Excluding Parts from an Order

If you want to exclude a part from an order, click the pencil button next to the part and press the DELETE key on the keyboard. The part will not be ordered and the To Order box stays checked on the Editing Part Window.

Checking Availability with the Phone Button

Click the Phone button connect to the supplier to check availability. An indicator appears over the phone to show you the status of the availability check.

• No indicator means the availability has not been checked yet.
• A green checkmark means the parts are available from the supplier.
• A red X means the parts are not available from the supplier.
• A yellow exclamation point means the search could not be completed.
  To resolve this problem, you can
  • Check the supplier's configuration in R.O. Writer Configuration.
  • Check the supplier's coverage in Smart eCat.
  • Contact the supplier directly.

To Check Availability Before Ordering

Click the Phone button to check the price and availability at any time. Smart eCat connects to the supplier and checks the availability. The phone button changes to the running clock while Smart eCat connects to the supplier .

If the connection is successful and the part is found,

• The part information is updated.

  

• A green checkmark appears over the phone

  A green

  .
  

Ordering with the Truck Button

Click the Truck button to order the parts. The indicator over the truck shows you the order status.

• No indicator means that no order has been attempted yet.
• A green checkmark means the parts have been ordered.
• A red X icon means the parts are not available from the supplier.
• A yellow exclamation point means the part order could not be completed. To resolve this problem, you can
  • Check the supplier's configuration in R.O. Writer Configuration.
  • Check the supplier's coverage in Smart eCat.
  • Contact the supplier by contacting them directly.

Posting Orders to Accounts Payable

After you click the Truck button, you are prompted to post the part order to Accounts Payable immediately for each supplier if

• The Create A.P. Transaction When Posting P.O. option is set to Prompt or Always in PO Transfer and Other Parts Options.

AND

• The supplier interface of the supplier is set to Post to Accounts Payable (Optional).

When ordered parts are posted to the ticket, the To Order box is unchecked and the Invoice number appears on the Edit Parts window.

NOTE: If you are not licensed for the Accounts Payable module, and the supplier is set to Post Orders to AP under Edit Suppliers, a confirmation number will appear in the Invoice # field of the part, but no invoice will be posted.