Overview:
This document includes steps on how to configure a partner in an email order configuration in X4A.
Process:
Go to My Apps and open Okta.
In Okta, search for Xvantage for Associates (X4A) and open it.
Within X4A, hover over the left navigation menu and click Administration.
Click on Email Order Configurator.
By clicking on the Add New button on the right side of the email order configurator main screen, it will pop out the initial mandatory information to start your partner onboarding in ETO.
You must fill the 4 below sections and when you finish filling them, you need to click the Add button:
Input source – the file type of the reseller customer orders (PDF, Excel, Mail body etc.)
Select country – the country of the reseller account number.
Select reseller – you can search for the reseller by Name or his BCN from our system.
Enable BCNs account – you must select the empty square of the customer account that you want to configure. You can enable a maximum of 5 BCNs / Accounts by configuration
7. After you have clicked the Add button, you will be transferred to your ETO partner configuration. In this screen you will need to fill 4 mandatory tabs and 1 tab that is used for testing purposes:
General Settings – In this tab the first 4 rows are filled by default, but if changes need to be made in the future, please contact your ETO coordinator. You must fill the Subject key phrase row with a Phrase/Word/BCN that you will need to add whenever you send a mail/ticket to the ETO mailbox address which is in the Mailbox address row (1st row).
ETO specific – In this tab you need to decide the rules of your configuration for this partner. As recommendation, please discuss them with the business as every reseller has different specifics:
Price variance – You have 2 possibilities when choosing how ETO will manage the prices from the customer order sent to ETO and the system prices. If you do not activate one of the 2 options, if there is a mismatch of 0.01£ difference between the 2 prices, the order will be blocked in the Pre-order exception dashboard on Order management in X4A.
Price variance type – with this option you have the possibility to choose if the price variance between the customer purchase order and the system prices could be activated in Amount or Percentage logic. By choosing this option, you must fill the 2 rows under this option – Under and Over amount.
Price variance on row – on this row, you have the option to toggle On/Off the price variance for this reseller purchase orders. When you activate it, this means that all your orders will not be blocked by ETO for pricing difference.
Header quote
Extract only mode – this option is not used very often, but if you activate it, it will stop the process after data extraction by ETO.
Hold orders – this option gives you the possibility to block or not your orders in Impulse after ETO generates the sales order there.
Refurbished SKU selection – this option is not used very often, but if you activate it, you will allow ETO to search for this type of SKUs in Impulse for the VPN indicated in the customer purchase order.
Standard SKU selection – this option is the most used one for all the resellers in ETO. By activating it, ETO will search always for a STD SKU in Impulse for the VPN indicated in the customer purchase order.
Allow duplicate PO – this option allows ETO to allow/block the order entry in Impulse if the system detects that there is already an existing order with this customer purchase order number.
Auto search VPN and SKU – This toggle allows search of VPN/SKU after no matching products are found searching by SKU or vice versa. If you have configurated the client that this partner gives always VPNs, but in some orders, he indicates a SKU, ETO will not block the order for unknown product, and it will search by SKU.
Hold Orders with Special Instructions – this toggle allows Hold/Not Hold of Special Instructions given by the partner in the purchase order in the Pre-order exception dashboard on Order management in X4A.
○ Template settings – in this tab is where you need to input the purchase order samples for this reseller and fill in some mandatory fields so ETO can learn how to read a purchase order sent to it.
On the left, you have the Upload input samples section in which you must place the examples that you want to put for this reseller. You could Click to upload or drag & drop. You have the possibility to delete or activate/deactivate every single input sample that you have already added. The maximum number of samples that you can put in is 15 purchase orders.
After putting the sample, ETO will fill in the information that it read in the middle column “Map output data”. There you will have to check and correct if needed the information on each line in the “header” and “product lines” sub columns. In these sub columns you have mandatory and optional columns that you must fill in based on each reseller's information.
Sub header column mandatory fields:
○ Customer order number
○ Bill to suffix address – always 000
○ Contact
○ Company name
○ Address line1
○ Address line2
○ City
○ State/Province
○ Postal code
○ Country code
○ Delivery SMS
Sub product line mandatory fields – If you map the VPN, on the Ingram SKU column you must place NA or vice versa. If you have multiple lines in this purchase order, you must fill the 4 mandatory fields for each line read by ETO. If ETO has not managed to read one or multiple lines from the purchase order, you have the possibility to Add order line in the Select order line drop down menu.
Vendor part number (VPN)
Ingram SKU
Requested quantity
Requested price
In the 3rd column, you have the preview input sample of the purchase order that you have imported.
Email notifications – in this tab you must fill the information about the sender/receiver of the ETO notifications:
○ Response and Error alerts responses – Usually both cells should be filled in with the email of the person or group address that manages the orders for this reseller.
○ Notify sender (All notifications) – Usually this toggle should always be activated so the associates can have all the notifications from ETO.
○ Notify sender (Success/Cancelled) – This toggle gives the possibility to receive notifications only for the successful and cancelled orders in ETO.
Output review (Optional) – In this tab you can input samples to see how ETO will read them. It's mostly used when you have some that haven't been entered correctly by ETO to check what it has read, and if necessary to add and modify the sample by inputting it in the Template settings tab.
8. You need to click on the Save button in the top right corner (recommendation when you finish each tab), so the email configurator saves all the filled information. If you need to do something else when you create the configuration you must also click on the Save button and the configuration will be on status Set up pending.
9. Once you have finished filling all the information, you need to click on the Activate button on the top right corner, so the associates can start sending purchase orders to ETO.
10. If there are some issues with the reading of the purchase orders by ETO, you can deactivate the configuration by clicking on the De-Activate button in the top right corner.