Overview:
This article explains how to create and activate a new Email to Order (ETO) configuration in Xvantage for Associates (X4A).
Process:
Go to My Apps and open Okta.
In Okta, search for Xvantage for Associates and open it.
Within X4A, hover over the left navigation menu and click Administration.
Click Email Order Configurator.
Click the Add New button.
The Add New Configuration pop-up window appears.
Specify the input source.
In the Select Country field, choose USA. This will automatically apply as your Ship to Country.
Search the reseller by BCN.
You can input the appropriate BCN to apply to the account in the Enable BCN/ Accounts field.
Set up the General Settings. Default country values are auto-populated but can be adjusted if needed.
Enter the following under General Settings:
Mailbox address - ETO mailbox used to receive orders from reseller.
Inbox folder - folder in the ETO mailbox used to receive purchase orders from reseller.
Complete folder name - folder in the ETO Mailbox used to archive processed purchase orders from the reseller.
Authorized domains - permitted list of email domains for the resellers purchase orders.
Click the ETO Specific tab. These settings are based on country defaults and cannot be edited.
Ignore Price Variance Check - should be on by default in US
Extract Only Mode - should be toggled off
Hold Orders - should stay on. This allows orders to be validated by order placement team.
Allow Duplicate PO - this setting is superseded by Impulse duplicate PO settings.
Auto Search VPN and SKU - should stay on. This decreases rejections.
Success Email Hyperlink - should stay on. This allows easy access to in-process orders.
Note: Mappers should reach out to their team’s leadership if they think these toggles should be updated on a case to case basis.
Click the Template Settings tab.
In Upload Input Samples, click to upload or drag & drop to add template. The AI will automatically attempt to map header and line level product data.
Review the uploaded PO sample in the Preview Input Sample and verify if the data in the Map Output Data section is captured correctly, and make any necessary corrections. Remove non-numeric characters (-) from phone numbers.
Click Save and Activate after each PO upload and its data entry to ensure the template is activated.
Important:
Repeat the steps until there are at least 3 mapped POs.
At least one should have multiple lines.
At least one of the three examples should reference a quote that has more that one item on it.
Click the Email Notifications tab and set-up the following:
Response - should be email alias of team/ submitter who is using the tool
Error alerts response - should also be set to the team/ submitter who is using the tool
Notify Sender (All Notifications)
should be toggled on
will send error, success and cancelled emails back to sender
In the Output Review (optional):
Upload a file to test the configuration - you can choose any previously uploaded sample or use different purchase orders from the same reseller.
Verify that all mappings are correct, and the data is accurately pulled from the PO.
Repeat these steps with multiple sample POs as needed to confirm the accuracy of the mappings.
Note: Use the Output Review feature if you want to test the mapping configuration without committing changes.
Other important things to consider:
Check to see if the product lines on your test POs are spread across multiple pages. This sometimes confuses the AI and is called out just for awareness.
Mergers + Acquisitions /New PO updates
If the style of the PO changes, the rejection rate for a mapped account can skyrocket;
If there are changes, the Configuration can be edited to reflect the new POs and increase accepted orders
Special instructions
Sometimes resellers add notes to guide order placement on a one-off basis. These should NOT be used to train the AI
Remapping
If you as a mapper ever have to update a mapping you’ve started, make sure that all previously mapped examples are updated before you attempt to use “Output Review” to check the newest PO examples.