Ace Electronic Receipt Posting (ERP)

 

Electronic Receipt Posting (ERP) allows you to electronically post purchase order receipts. Use ERP to:

  • save time receiving the order and reduce posting errors

  • add new items on the invoice directly to your Inventory file (you must have the Ace Catalog installed)

This job aid assumes you have completed all the set up steps required to receive ERP. For more information about ERP setup and detailed instructions for running ERP, refer to online help. From the Contents tab, open the Vendor-Specific Procedures book, the Ace book, the Telecommunications book.

 

1

Start transmission

  1. From the Eagle Browser, enter ERP in the Launch bar and press <Enter>.

  2. On the Transmission page, accept the default of ACEERP, or enter your control stream name for ERP.

Multistore: If you receive invoices in multiple transmissions, enter the control stream for your store. For example, Store 2 type ACEERP2.

  1. On the following screens, fill in the fields. For field information, refer to the next section.

    1. Print Setup

    2. Options

    3. From/To

    4. PO Setup

  1. Click Run. Your system will initiate a call to the system at Ace.

 

 

2

Field information

Use the following field information to help you fill in the fields in ERP.

  • Add Items to Inventory – Determines if the system adds the new items to the Inventory file.

  • Add'l PO#s to Reconcile – If the invoice includes items from a PO other than the target PO, enter the additional PO numbers that the system should post to in this field.

  • Append to Target PO – Determines if you want the system to automatically add items to the PO that were shipped, but are not found on the target PO or additional POs.

 

 

  • Initiate Transmission – Type Y to transmit the current invoice and reconcile the items to the POs. Type N if you want to transmit information only and do not want to reconcile the items to the POs. This allows you to review the information without updating the POs. After reviewing the information, you can then run ERP again and type Y in this field.

  • Resequence Target PO – Type Y if you want to resequence the target PO in invoice / line # order. You can also resequence the PO using Function POR.

  • Retail Calculation Options – If you use Retail Posting Options 1, use this field to specify how the system calculates retail prices. The system always updates the PO with the invoice cost. Use the Receiving Report (RRP) options to determine if you update the Inventory file with the invoice cost.

  • Target PO# to Reconcile – You must fill in this field with the PO# you want to reconcile.

  • Update Inventory QOO – If Append to Target PO is Y (yes), this field determines if the Qty on Order field is updated in Inventory Maintenance for any items that the system adds to the PO.

  • Use Electronic Invoice to–  Typically you'll select option R in this field. Only use option O or P 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 the Purchasing and Receiving window, 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, 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.

 

3

 

 

 

Check transmission status

  1. From the Eagle Browser, type ASYMSG in the Launch bar, and press <Enter> to display the Async Transmission Log.

  2. You may need to press <Next Item> to view the correct section of the log. Review the log to verify a successful transmission.

  3. Press <End> to exit the screen.

 

4

Troubleshooting

If you have problems receiving ERP data, try the following:

  • Try the ERP transmission again.

  • Make note of any error messages that display.

  • Check the transmission status in ASYMSG for error messages.

  • Call the Eagle Advice Line at 1(800) 322-3077 to help you solve the problem.