Use eDocuments as a customer

Now that you have a network registration and profiles configured, you can start exchanging purchase documents with any vendor who has a network registration. All updates made by you or your vendors are tracked easily within Document Capture.

How do eDocuments work with purchase documents such as orders?

Scenario

Ester at Cronus has a range of purchase documents received through the Continia Delivery Network (CDN). Using eDocuments in Document Capture, Ester needs to:

• Send an order to a vendor.
• Request changes to an order.
• Confirm changes made by the vendor to another order.
• Reject an invoice due to damaged goods.
• Acknowledge delivery of an invoice and send a status update.
• Match, accept, register, and pay a purchase invoice.

Create and send purchase orders

After you create a purchase order, you can send it as an eDocument before releasing or posting it.

1. Open the Print/Send action menu and click the Send action.
2. In the Send Document To dialog box, select Through Continia Delivery Network as the option for Electronic Document.
3. On the General FastTab, the eDocument Status field shows Sent if it was successfully sent. If the sending was not successful, click the status message to see the details.

Receive purchase order responses

After your vendor has processed the purchase order, you receive a purchase order update through the CDN. Import this file into the document journal the same way as you import other files. Register the file to work on the purchase order card.

Preview any changes to the order from the document card. Click the Preview Order Changes action in the Home tab.

Register the purchase order, then send an order response as relevant. From the purchase order card, open the Actions tab and click the eDocuments action to see the available responses:

• Cancel.
• Update, in case you make any changes to the purchase order after receiving the update.
• Confirm Cancellation, if the vendor’s purchase order update was a cancellation.
• Confirm Changes, to acknowledge and accept the vendor’s changes.

After you have confirmed any changes, you can go ahead and release and post the purchase order as usual.

Receive and respond to purchase invoices

After you import a purchase invoice through the CDN and register it, you can send a range of responses to your vendor while you process the invoice.

1. Open the purchase invoice card.
2. From the Invoice tab, use the action for Send Electronic Confirmation.
3. Select from the available eBilling Responses.
   • In Process
   • Under Query
   • Accepted
   • Rejected
   • Paid

After selecting an option, the eBilling Response card opens. You can enter details on the Reasons tab, for example to say that items were damaged during delivery.

Check the status and log for purchase eDocuments

The eDocument Status field is included on the General FastTab of the purchase order page, as well as other pages such as purchase invoice and posted sales invoice pages. This field shows the current status for the order.

To open the eDocument Overview page, click the message in the eDocument Status field. This page is the log of updates, responses, and confirmations for each order. Click the date and time of each log entry to see the full details about each step.