Receiving Electronic Invoices (ERP) from Ace Hardware

Use this field to specify how you want the system to calculate retail prices. (Use the Update Prices options of RRP to specify how you want the system to calculate cost.) The following options are available:  

Blank = Do Not Post Retails. This keeps the prices that are currently in your system. 

1 = Calculate Retails Based on Cost Changes. This recalculates a new retail based on the Desired Gross Profit % from Inventory Maintenance, and the new cost.

2 = Post Only Regular Retails (Exclude Temporary Retails).

3 = Post Regular Retails and Temporary Retails.

Use this field to specify how the system calculates retail prices. This field is relevant only if you selected Retail Posting option 1.

Note: the system always updates the PO with the invoice cost. You determine whether to update your inventory with the invoice cost when you finalize your receipts (Receiving Report--RRP).

C = Calculate retails or items with a temporary cost (for example, items you order on promotion, whose cost is different from the regular cost). The system calculates retails based on the Desired Gross Profit % (Inventory Maintenance Pricing tab) and the temporary cost.

If you use this option, the system calculates retails for items with a temporary cost. If you do not use this option, the system calculates retails for items with regular cost changes. Items with temporary costs keep their current retail price.

D = Calculate retails for items with decreased cost. The system calculates retails based on the Desired Gross Profit % (Inventory Maintenance Pricing tab) and the new cost.

If you do not use this option, retails will not change when the cost decreases.

A = Ignore Invoice Validation Failure. This option is used when you get the error "invoice has already been reconciled and cannot be processed." Option A forces the invoice to reconcile/post against the PO even if you have already attempted to reconcile the invoice previously. Be sure that the PO has not already been finalized and quantities have not been updated before using this option, or else you will risk double-posting the invoice.

Ace users: if you get the "invoice has already been reconciled and cannot be processed" error, you will need to call the Eagle Advice Line to assist you. Simply using option A will not reconcile the invoice.

I = Suppress Items Added To Inventory Section.  If you enter Y in the Add Items to Inventory field, use this option if you want to suppress the printing of the added items.

K = Suppress Printing of Cost Changes of Less than One Penny. If the difference between the old cost and the new cost is less than one penny, don't print the change in the Price Change Exception section. For example, the old cost is $2.26, and the new cost is $2.255. Since the cost change is less than one penny ($.005), it doesn't print in the Price Change Exception section. The system still changes the cost on the PO, even though the changes don't print in the Price Change Exception section. You can't use option K with option L because they suppress the same items.

L = Suppress Printing of Price Changes of Less than 10%. If the difference between the old price (cost or retail) and the new price is less than 10%, don't print the change in the Price Change Exception section. For example, the old cost is $.41. The new cost is $.37. Since the cost change is less than 10% (7%), it doesn't print in the Price Change Exception section. The system still changes the price on the PO, even though the changes don't print in the Price Change Exception section. Price changes that are greater than 10% print on the report. Asterisks (***) print next to the price of these items. This option reduces the size of the Price Change Exception section. You can't use this option with Option K because they suppress the same items.

N = New Page for Each Exception Type. Each exception section will start on a new page.

P = Suppress Printing of Promotional Price Changes.  The detail of the Promotions Section will not print, but the total number of items in the Promotion Section will print.  Temporary items with no price change will not print in the Price Change Section.

X = Suppress Extra Items Section. Extra Items Section will not print. If you use a blank PO to post to, you may want to use this option. Otherwise, everything on the PO will print as an extra item.

Z = Reconcile Using Dated Billing. The Dated Billing option makes the ERP process similar to the invoice reconciliation process on the Pace system. The totals at the end of the ERP report will match the Invoice Totals on AceNet, helping you easily identify any adjustments that need to be made to your PO. This option also improves Accounts Payable Passoff (APP) by creating a separate A/P voucher for each PO using the actual due date and invoice number, allowing you to easily identify invoices that are currently due versus invoices that have "dated" billing and can be paid at a later time. It also distributes Purchases to the appropriate departmental accounts for each voucher.

 A =  Ignore Invoice Validation Failure. Do not use this option unless told to do so by an Epicor representative. This option is used when you attempt to reconcile an invoice a second time. This option forces the invoice to reconcile even though the system has already marked the invoice as reconciled.

Y = Prompt for EX Filename. Do not use this option unless told to do so by an Epicor representative. This option is used to reconcile a specific invoice that has already been downloaded to your Eagle system. When you use option A and Y together, you will be prompted to enter a pathname of the invoice you wish to reconcile (such as SRTP/EXH0601). Your Epicor representative will give you the pathname to enter.

Multistore: Since you are locked into the correct store, leave the default value in this field.

Typically you'll select option R in this field. Only use option O if you don't want to reconcile your invoice as this time.

R = Reconcile Invoice to PO and Report Exceptions. The quantities, costs, and retails (optional) are posted in function RP, and any discrepancies between the invoice and the PO will print.

O = Only Report Exceptions. Any exceptions (for example, substitutions) from the invoice information will print. However, the PO will not be reconciled.

P = Print Entire Invoice. This option is similar to option O above, in that the electronic invoice file is downloaded to the Eagle system without posting to the purchase order.  However, Option P prints out a copy of the entire invoice, not just exceptions.

Specify whether you want to receive the current invoice information from your vendor, or previously transmitted information.

Y = Transmit Current Invoice. If your store has not electronically received the current invoice, use this option.                       

N = Use Invoice From Last Transmission. If you have already received the invoice information, but have not reconciled it to  the PO(s), use this option.

For example: You want to preview the invoice information before you reconcile it to the PO(s). The first time you use ERP, use Option O and type Y at  Initiate Transmission. The    Exception Report prints, but the system does not reconcile the invoice information to the PO(s). When you use Function ERP  the second time, use Option R and type N at Initiate Transmission. The system prints the Exception Report and reconciles the invoice information to the PO(s).

Yes = If this field is set to Y (Reconcile to PO#s in incoming invoices), the system uses the following logic, depending on how option 8857 "Allow up to a 10 character vendor PO#" is set in Options Configuration:

• If option 8857 is set to Y, the system uses the incoming PO number to look for the PO to reconcile. If a PO with that number is not found, the system uses the incoming PO number to search the "Alt PO #" field.

• If option 8857 is set to N , the system uses the incoming PO number to search the "Alt PO #" field.

No = If this field is set to N (Reconcile to Target/Additional P.O. #s), the system performs the  standard Ace Target PO/Additional PO logic.

From the drop-down list, select your vendor code for Ace.

Enter the purchase order you want to reconcile. The system uses the PO you enter to match SKU, quantity, cost, and pricing information to the invoice. If you created a PO header in the Purchasing and Receiving window and want to append the detail lines of the filled invoice items, enter the PO number of the PO header in this field. The PO number you enter must exist in the Purchasing and Receiving window.

Specify whether you want the system to resequence the target purchase order.

Y = Resequence the target PO in invoice/line number order. This option makes it easier to reconcile to the invoice.

N = Keep the items on the PO in their current order.

If you do not resequence the PO now, you can use the Purchase Order Resequencing feature (from the Misc menu of the Purchasing window) to resequence it later.

Specify whether you want the system to add filled items that are on the invoice but do not match to any items on the PO(s).

Y = Append (add) extra items to the target PO. (note: if you use a blank PO to post to, use this option.)

N = Do not append extra items to the target PO. If you use this option, you must manually add any extra items to the PO in the Purchasing and Receiving window.

A = Append extra items to the target PO even if the vendor of the items doesn’t match the PO’s vendor.

This field only applies if the Append to Target P.O. field is set to Y.This field determines if the Quantity on Order field in Inventory Maintenance is updated when items are appended to a purchase order.

Y = The Quantity on Order field in Inventory Maintenance is updated with the appended quantity.

N = The Quantity on Order field in Inventory Maintenance is not updated with the appended quantity.

Use this option if you want ERP to add new items automatically to your inventory file. When you download the electronic invoice file, items downloaded that do not exist in the inventory file but do exist in your Epicor Eagle Catalog for Windows will be added to the inventory file. Once added to the inventory file, the items will be added to the target purchase order. The added items will print in the "Extra Item Added" section of the ERP Exception Report. The Exception Report option "Suppress Items Added To Inventory Section" is available to suppress the printing of the added items.

Additional Purchase Order Numbers to Reconcile. Enter the additional PO numbers that the system should post to. If the invoice contains items from a PO other than the target PO, this field identifies the additional POs that the system should post to. If the system does not find an item on the target PO, it checks the POs you enter in this field. If you have more than one additional PO, and an item is on more than one of the additional POs, the system reconciles the items in the order they are due. You can enter up to four PO numbers. The POs can have a different vendor code than the vendor code for the target PO. The PO numbers you enter must exist in the Purchasing and Receiving window.