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This menu will show you all the purchase orders created in Nettailer. If you wish to see more information, click on an order to view the details.
Once you have selected a Purchase Order, you will find all the data relating to that individual Purchase order detailed here.
Field
What it means
Date
Displays the time and date this purchase order was created.
Supplier
Lists the supplier the purchase order was sent to.
Status
Shows the current status of the purchase order
Supplier order number
Displays the suppliers order number for this purchase order (this will be filled in automatically if the order was submitted online/electronically or is editable if you placed the order manually).
Administrator
Displays the name of the administrator who placed the purchase order.
External purchase order number
Allow you to add an external purchase order number (your customers PO for reference).
Purchase order cancelled
at supplier
Use this checkbox to mark if you have cancelled the purchase
order at the supplier.
Internal comments
Field for writing your internal comments on the purchase order.
Send update emails to customer
Allow the system to send emails to your customer as the order status changes (ON/OFF).
Allow partial delivery
Allow this order to be partially shipped (ON/OFF).
Is direct delivery
Displays if the order is being shipped directly to the customer or to the reseller.
Shipment reference
Displays any reference that was attached to the order.
Delivery address
This section displays the address this order has been instructed to ship to.
Products
This section displays all the items included on this purchase order and various information of each line.
At the bottom of the page, you have the following tabs.
Field
What it means
Messages (Tab)
Displays the messages received and the status from the supplier through each stage of the electronic order process (click on a line to see the full message and response).
Export logs
Displays the messages received and the status of any exports you have set up and processed from the shop to any connected systems (ERP, Accounts application, etc)
Quick Guide: Handling Errors on Purchase Orders
If you encounter a "Error" status when submitting an order to a supplier, follow these steps to address and resolve the issue:
1. Filter Purchase Orders: - Begin by filtering your Purchase Orders to display those with the "Error" status. - Alternatively, you can click on the specific Purchase Order in question.
2. Access Error Details: - Scroll to the bottom of the screen. - Under the "Messages" tab, locate and click on the line that corresponds to the error.
3. Review Supplier Response: - Within the error details, you will find the supplier's response and a log entry that explains the reason for the error. 4. Resolve the Error: - If the error is something within your control, proceed to amend the order to rectify the issue. - If the error requires external assistance, do not hesitate to contact the Customer Satisfaction Team for expert support.
5. Resubmit to Supplier: - Once the error is resolved, navigate back to the Purchase Order. - Click the "Send" button to resubmit the order to the supplier.
By following these steps, you can efficiently manage and resolve errors on purchase orders, ensuring a smooth and accurate transaction process without having to recreate or duplicate the purchase order.
Purchase order cancellation
If you need to cancel a purchase at supplier order we recommend updating the checkbox "Purchase order cancelled at supplier" along with adding an internal comment.
Please note that Nettailer doesn't make any cancellation at the supplier, this has to be done manually at the supplier.
Manually handling a failed purchase order If a purchase order is failed in communication to the supplier and you handled it manually through the suppliers web or sales team we recommend you click "Set as Sent" including adding an internal comment along the order number from the supplier.
The return section lets you track RMA's & manage their status while communicating with the customer - very much like the ordering process.
The returns section will automatically show you new returns by default and the status is headed in a similar way to orders. You will be able to see information about the return date, Id, order number, invoice number, customer number and name. If you wish to view returns under a different status, you can select an option from the drop down menu and click “Filter”
Status
What it means
All
All returns regardless of their status.
Order received
Returns requests received, but not yet processed.
Processing
Returns which are currently being processed.
Pending - Awaiting answer
Returns which are being processed. Waiting on a response from the customer, distributor or vendor.
Pending - Awaiting return
Returns which are being processed. Waiting for the goods to be delivered back.
Processed
Returns which have been fully processed.
Delivered
Returns which are complete
Cancelled
Returns which have been cancelled.
The return form contains more information about the return together with the customer's contact details. You can also see which product(s) were returned. Set the status of the return and write a comment such as who the customer should turn to or what the customer should do in the next step to complete the return. If there is an RMA number, you can fill it in by clicking on the product where the RMA number is available. When you click "OK" for the return, an e-mail is automatically sent to the customer. Each time you change the status or enter a comment, a new email is automatically sent to the customer.
This function will be EOL
Please observe that this module is legacy and will be removed.
This is designed to reduce your shipping costs when fulfilling multiple orders from the same distributor. It allows you to order the goods to fulfill multiple orders & ship them to your warehouse for forwarding. It can also be used when you have multiple orders from the same customer.
Once you have determined which order lines you wish to order you can then select an order line and click on “Create” You will need to specify where the products will be delivered and how they are delivered.
Feature
What it does
Deliver to
This will list the options available for delivery address. If you pick 'Store', the goods will be delivered to your address.
Reference no
If you want a reference number on the goods, enter it here.
Goods label
If you want to specify an additional label on the goods, enter it here.
Delivery
This will list the delivery options that the distributor offers. Select which method you want to use.
Send update emails to customer
Tick this box to email an order update to your customer.
Allow partial delivery
Tick This box to allow partial delivery.
Is direct delivery
Thick this box to indicate the order is to be shipped direct to customer.
Prio
Here you select the order lines to receive a reply first. This is to do with where each serial ends up when the distributor sends the information. It is possible to modify these priorities later if needed.
This section lists all the uncompleted orders that the store has recorded.
Status
What it means
Order number
Order number will be displayed if order is awaiting approval.
Order status
Display order status such as Uncommitted, Awaiting approval, Failed approval or Parked.
Order date
Displays the date of order.
Customer no.
Displays the customer number connected the to order.
Customer
Displays the name of customer connected the to order.
User
Displays the user connected to the order.
ADD-ON
With this module, you can create punchouts that enable buyers to directly access your online catalog from their procurement system.
Punchout module supports different formats such as OCI, cXML and Peppol.
Determine the PunchOut format to use (e.g., OCI, cXML, Peppol).
Configure necessary settings such as URI name, address, and supported quantities.
Specify security parameters like username, password, and shared secret.
Set up default user, shipment, and order references for seamless transactions.
Ensure a customer is connected for testing and operational purposes.
You need to connect a customer to punchout before testing the flow. This can be done at customer editor.
Name
The name of punchout.
URI name
Unique name in URL
Address
This is an OCI-URI, while configuring a cXML PunchOut the URI will be different.
Use comma as decimal separator
Allows comma to be used as decimal separator in price.
Keep basket
Enables setting "Order status after punchout".
Order status after punch out
Set order status on uncompleted order.
Limit quantity in basket
Maximum allowed quantity to be able to punchout basket. Any baskets with total order quantity order sum over configured number will be rejected.
Allowed quantity in basket
Set allowed quantity in basket.
Encoding
Converts the information or data into a specific format to ensure security.
Xml format
Standard value "Nettailer default" support cXML and OCI.
Type
Standard value is "Standard basket".
Max length of product label
Set max length of a product label.
XSL file
Upload of transform file.
XSL files
Multiple upload of transform files.
Param username
OCI parameter for username.
Param password
OCI parameter for password.
Param hookURL
OCI parameter for hook URL.
Param ociCancel
OCI parameter for ociCancel.
Parameter language
OCI parameter for language.
UNSPSC version
Hierarchical classification system for products and services.
Address
(old) Generated URL for PunchIn.
Punchout setup request URL
cXML URL for PunchOut request.
cXML setup request
Activates cXML setup request.
cXML order
Activates cXML order.
Complete URL
Complete URL to your webshop.
Identity
Identifier in PunchOut.
Use shared secret
Activates use of shared secret.
Shared secret
Shared secret works as a password.
Default customer for order
Your default customer for order.
Shipment reference
Select shipment reference.
External order number
Select external order number.
External order reference
Select order reference.
Reference
Select reference.
This invoice feature will show you all the invoices created in Nettailer. If you wish to see view more content you can click on the invoice.
Under the heading "Invoices" its possilbe to create invoices for your customer. If you click on "Create" you can enter the due date and what you want to invoice. When you click "Save", this invoice is created as a PDF that is available through the customer's account and order. You can view the invoice by clicking on preview. If you want to mail it out, go to the invoice and click on "Send email". Please note that you need to have entered the information under Settings and PDF for the invoice to have your company information.
Netset recommends
This function can be automated via the function "Create invoice and send it by mail in new order"
The Nettailer order section will provide you with a list of orders that are ready to be handled. The order list contains useful and detailed information such as the order number, who placed the order, and much more. Once you are ready to start processing your orders, you will first need to click on an order to begin the process. The Nettailer order section also provides you with a comprehensive filter system, should you wish to search for a different order status or filter orders by other means.
USEFUL TIP You can save your search filter settings. On future searches, you can just select a preconfigured search instead of having to select and configure all the filter details every time.
Order received
Orders which have been received but are waiting to be processed.
Wait finance
Orders which are waiting for confirmation of payment.
Await bank
Orders which are waiting for confirmation of payment.
Payment denied
Orders that have been put together & payment attempted, but payment was unsuccessful.
Processing
Orders that are awaiting dispatch.
Partially dispatched
Orders where some lines have been dispatched, but others have not. This could also mean that some lines have not been fully dispatched (E.G. 5 hard disks ordered, but only 3 dispatched).
Dispatched
Orders which have been completely dispatched, but are not confirmed as delivered.
Delivered
Orders which have been delivered to the customer.
Cancelled
Orders which have been cancelled.
When you open an order, you'll see all the items within the order along with the customer's details. The first page displayed is the Order Items tab.
An important feature on this page is the Online Cost Price and Stock Check button (PNA). This tool provides detailed insights into which distributors sell the items in the order. It allows you to make quick, informed decisions by showing essential information, including stock availability, ETA dates, pricing, and profit margins.
Selecting a Distributor and Sending Orders
To proceed, use the dropdown menu next to each product line to select a distributor for ordering the goods. Once selections are made with the chosen distributors, you can click Send Online to transmit the order directly to the distributor for processing.
When using the Send Online functionality, Nettailer will display a confirmation popup to ensure you want to proceed. After confirming, another popup will appear, confirming the order has been sent to the distributor's system to be processed.
Amending Orders
Before sending an order, you can make changes by selecting Log in as Customer to edit the order from the customer's perspective. Once changes are made, click Save & Close to save them.
Order Confirmation and Tracking
After submitting the order to the distributor, Nettailer will store additional details, such as the Order Number, Distributor, and Tracking Information, on the Tab Line within the order.
Status Updates
Nettailer automatically updates the customer via email with changes to the order status throughout the process.
Running under the tabs at the top of the page are several buttons which let you take various actions;
Printable order
This button will open a new window with all the order details, so if you need to print a complete copy for filing, use this.
Create & end PO to supplier
This button will send electronic purchase orders to the distributor(s).
Cancel order
This button will mark the order as cancelled. Details will still be stored by Nettailer & can be seen in the back end & also by the customer.
Edit Customer
This button gives you a direct link to modify any of the customer information (for example, the customer calls up after placing the order as they have entered an incorrect contact number).
Export
Log in as user
You will be logged in as the user that placed the order.
Log in as customer
You will be logged in as the customer's default user.
If a product is not in stock, you can choose to order from a distributor and deliver to the client at a later date if the client accepts these terms, or you can cancel the current order line by logging in as a customer (see section log in as a customer)
Underneath each button described above, there is a table of the lines you will see on the order. What columns you want to be visible can be set under Setting > Admin setting.
Articleno
Shows the part number of the item. Clicking the part number will show you the product details. On the product details screen, you can click 'Show product in store' to view the product information in your storefront.
Quantity
Shows how many of the products on the line have been ordered. If you need to change the quantity, you can do. Remember to click 'Apply' after you've modified the quantity, or it won't be saved.
Purchase price
Shows the purchase price of the product at the time it was ordered from the chosen distributor.
Cost price
Discount ADD-ON
Shows the discount on the product.
Sales price inc
Shows the price the customer paid per unit, including VAT.
Total inc
Shows the price the customer paid for the entire line (I.E. (Price inc) X (Quantity)) including VAT.
Price ex
Shows the price the customer paid per unit, excluding VAT.
Total ex
Shows the price the customer paid for the entire line (I.E. (Price inc) X (Quantity)) excluding VAT.
Margin
Shows the margin made on this line (I.E. ((Price ex) - (In price)) X (Quantity)). This is exclusive of VAT.
Ratio
Shows the margin in percentage.
Status
Shows the status of the individual line.
Supplier
Let's you pick which distributor to order the product from. If the purchase order has already been sent to the distributor, this will show who the product was ordered from.
Is marked for return
Select if the customer wants to return the product.
Split
Use this button if you want to split the order line and send purchase orders to two different suppliers. This is useful if one supplier has limited stock and the ordered quantity is higher than this stock value.
New row
Use this button if you want to add a small order fee or charge for the chosen payment method.
Below the order lines and to the left you find the PNA check button. Click this to look for the most current distributor stock levels & prices. Always do this before picking the distributors & sending the order online.
At the bottom of the order page, you find different tabs.
Purchase orders
This tab shows all the purchase orders which have been created for the order lines. Click a PO to see the details.
Invoices
This tab shows all the customer invoices that have been created for the order. Click an invoice to see the details.
Returns
This tab shows all the RMAs which have been created for the order. Click an RMA to see the details.
Import logs
This tab shows all the imports that have been done on the order.
Attest log
This tab shows the different attests on the order, if there have been any.
This tab shows all the emails sent out on the order.
Export logs
This tab shows all the individual exports for the order.
When you click on the product article number, you can access more information. In this editor, you are able to change multiple fields, such as custom bid, cost price, extrinsic fields, and business area.
Articleno
The part number of the item, which is a unique identifier that will be the same across all suppliers.
SKU
The Stock Keeping Unit number, another unique identifier that is often used for inventory management and may be different from each supplier. The one used here will be using the supplier used to fulfil this order or be determined by the store.
Name
The name of the product.
Qty
The quantity of this specific product that has been ordered.
Sales price
The selling price of the product to the customer.
Total
The total cost of the product line, which is typically the sales price multiplied by the quantity.
Status
The current status of the order item,
Line ID
A unique identifier for the specific line item within the order.
Bid id
If a bid process is involved, this field shows the ID of the bid related to the product.
Bid used
Indicates the specific bid ID that was applied to this order item.
From quote
Shows which quote ID this product is connected to.
Custom bid ADD-ON
A customer value for a bid can be added in the editor (TD Synnex Only).
Supplier comments ADD-ON
Text field for comments that you want to send to the supplier. Not supported by every supplier.
Supplier price
The imported purchase price from the supplier.
Purchase price
Not all suppliers can or will accept purchase orders with modified purchase prices. Set this value to 0 to reset
Cost price
In this field, you can set your own cost price.
Sales price
Field for editing the selling price of the product to the customer.
ETA Date
Estimated date for delivery of the product.
Extrinsic fields ADD-ON
Choose your created extrinsic field to set a value.
Business area ADD-ON
In this field, you can select which business area to use for this order item.
Click on the Order tab to ensure you have the correct order information.
Here you can change the status of the entire order at any time, which updates all the order lines and shows any comments from customers.
The comment field allows you to communicate with customers should you need to request further information or inform them of a delay or any changes.
If you send an order directly from the system to a distributor, Nettailer will take care of the admin acknowledgement by sending all customers an email containing a “clickable link” to their orders. The customer can also view all this information once they have logged in under the resources tab.
Order number
Shows the Order number - this is unique to your store.
Internal Order Number
Shows the Internal Order number - this is a unique identifier for the entire Netset ecosystem.
Order source
Shows if the order has been imported or placed in the store manually.
External order number
Shows (and allows changes to) the external order number. This can be specified by the customer.
External order reference
Shows (and allows changes to) the external order reference. This can be specified by the customer.
Status
Shows (and allows changes to) the order status.
Don't send email to customer
when the order is saved
Select this if the customer doesn't want (or if you don't want the customer to get) email updates throughout the order process.
Send a new order receipt when the
order is saved
Select this if you want to send a new order receipt to the customer after the order has been saved.
IP Address
A permanent record of the customers IP address.
Order date
A permanent record of the time & date the order was placed.
Changed date
The time & date of the last change made to the order.
Desired delivery date
The date the customer would like the goods delivered.
Ordered by
The name of who placed the order.
Approved by
If the order went through an approval process, who approved it.
Sales person
The name of the account manager.
Total
Total value for all order lines & delivery, including VAT.
Total ex
Total value for all order lines & delivery, excluding VAT.
Currency
What currency the order was placed in.
Allow partial delivery
Whether the customer is willing to accept multiple partial deliveries, or not.
Register with the customer's contact information
Use this if you want the order to be registered with the customer's contact information at the supplier.
Invoiced
This will show if the order has been invoiced or not.
Customer contact
The name of the customer.
Customer ref
If the customer has entered a customer reference for the order, it will show here.
Invoice reference
If the customer has entered an invoice reference for the order, it will show here.
Shipment reference
If the customer has entered a general reference for the order, it will show here.
User
Displays the customer ID number.
Nettailer-customer ID
The Nettailer ID for the customer. This is unique within Netset.
Customer no.
The customers account number.
There may be occasions when you need to communicate with customers regarding changes or amendments to their order after it has been placed. Any comments entered into this field will be emailed to the customer and stored against the order, along with a timestamp for reference.
Any comments entered into this field will be stored against the order for re-seller administrators only.
Delivery option
Shows the delivery method that's been chosen.
Payment option
Shows the payment method that's been chosen.
Paid
Shows if the order has been paid for.
When a package has been shipped, you can enter the consignment number & select which courier it's been shipped with. This will email the customer with details & a tracking link.
To set up a courier, go to Shipping & delivery > Carriers.
This tab shows the contact information for the order and lets you make changes if necessary.
Data added to these fields can not exceed the character limits set in the Form editor
This button will export the order. This will only work if you have correctly set up an export for orders in .
Shows the actual cost price available to you as it will be influenced by the 'price logic' that's been selected in .
