(Optional) Downloading Reverse Purchase Orders

(also known as the Ace Drop Ship Hotsheet Project)

If you use ACENET to place Drop Ship orders, you can download Reverse purchase orders (Drop Ship orders) from Ace via Electronic File Maintenance (EFM) and the system will automatically create a PO in the Purchasing and Receiving window. This means you don't have to spend time manually creating Reverse purchase orders.

In addition to drop ship orders, the Reverse PO feature downloads all other types of POs created on Acenet, including non-stocked, bulletin, special order or discovery. Furthermore, your system automatically looks for and reconciles these orders when you process your hotsheets. A purchase order is created and any not-in-file (NIF) items are added to inventory. In addition, a new field will be added to the Purchasing grid, called "Payment date." This field will provide you with a way to see how many dollars you have tied up in purchases (which have not passed off to AP yet).

Setup

Before downloading Reverse purchase orders for the first time, you must do the following setup:

1. Call ACE Electronic Services at 1-800-777-6797 and tell them to turn on the "Drop Ship PO Hotsheet Flag on screen HCG1" for your store(s).

2. For the stores in which you'll download Reverse POs, the option "Assign PO Numbers Automatically" (ID# 100) must be set to Y or S for each of those stores. Otherwise, data for those stores won’t be processed and POs won't be added.

3. Modify your Ace EFM control stream for each store by adding "RPOACE" to the first blank line at the end of the control stream. For step-by-step instructions, click here.

   1. From the Eagle Browser Launch bar, type MTC and press Enter.

   2. At Control Stream Name, type the name of your Ace EFM control stream, and press Enter. Alternatively, you can select the control stream name from the drop-down list.

   3. Click the checkbox next to RMAACE, which is the last line of the control stream.

   4. Click Add. The Add Control Stream Line dialog displays. In the Module field, select RPO from the drop-down list. In the Stream box, type ACE.

   

   6. Click OK. Click Cancel to close the Add Control Stream Line dialog. Notice that RPOACE now displays as the last line of the control stream.

   

4. If you run EFM in an end-of-day queue, you MUST delete your existing EFM queue AND then recreate it so that it includes the Reverse PO download. If available, use the Preliminary Page ("pre-page) of a recent EFM transmission so you'll know which options to select when recreating your EFM queue.

Click the following links for more information about deleting your existing EFM queue and creating a new one.

4. Locating and deleting your existing EFM queue

   1. From the Eagle Browser Launch bar, type SEQ, and press Enter.

   2.  By clicking on and opening each queue, locate the queue containing the following reports:  BTC, EFM, EFMC, and EFMV.

   3. Click the check box next to the queue, and click Delete (F10). The queue is deleted.

    

5. Creating a new EFM queue

How Reverse POs are Processed

Each time you run EFM, the system processes any Reverse Purchase Order files that are available. When you fill in the Electronic Reverse PO Transmission Screen in EFM, you must specify whether the system should use the vendor specified in EFM, or the vendor specified in the Reverse PO file from Ace. In either case, the vendor must be on file on your system, or the Reverse PO will not be added.

Multistore: Reverse PO files are processed the same way as other hotsheet records. If you're set up at Ace to consolidate all hotsheet records into a "main" store, you will run one EFM transmission for all stores, and the Reverse PO records will be rolled up into one file. If you are set up at Ace to receive hotsheet records for each store, you will run a separate EFM transmission for each store, and PO records will be put into separate store files.