How to Use Afaxys PunchOut Catalogs

TABLE OF CONTENTS

• How It Works and Why Use an Afaxys PunchOut Catalog
• How to Set Up Afaxys Integration in Precoro 
  • Step 1. Set up the integration

  • Step 2. Create a Purchase Requisition in Precoro by forming a basket of goods from the Catalogs

  • How Afaxys Catalog Item Mapping Works

    • Map Existing Items with Precoro Catalog

    • Automatically Add New Items to the Catalog

  • Step 3. Automatically create Purchase Order documents and go through the Approval Workflow (optional)

• How to Set Up a Default Purchaser Role for the Workflow

How It Works and Why Use an Afaxys PunchOut Catalog

With Afaxys PunchOut catalogs, you can easily connect Precoro to multiple E-commerce systems, which in turn enables you to streamline the shopping process by automating authentication and cart order transfer between your company and supplier systems.

Setting up the PunchOut integration between the Precoro system and the supplier’s catalog will make your purchasing process more effortless. Once this connection is achieved, your company will be able to access the approved supplier’s E-commerce websites by logging into the Precoro procurement system.

How to Set Up Afaxys Integration in Precoro

Step 1. Set up the integration

Contact your Customer Success Manager or write to the Precoro Support team, and we will set all the necessary configurations from our side.

After the integration, we can also set an individual Afaxys supplier id with a unique value to match the Suppliers on the Purchase Requisition creation step. This will allow us to automatically create and assign new Suppliers to the selected items.

Step 2. Create a Purchase Requisition in Precoro by forming a basket of goods from the Catalogs

When the integration has been set, you will see the Request from Afaxys button on the Purchase Requisition management page.

Press the Request from Afaxys and create a new Purchase Requisition document by filling out all the necessary information.

After pressing the Create button, you will be redirected to Catalogs. There you can select and add items to the cart. When you are done shopping, press the Checkout button, and you will be redirected to the Precoro Purchase Requisition document with all the selected items from the Catalogs. 

To Confirm the document, make sure that you have all the necessary information on items in place. If not, you can manually enter data in the Items Custom Fields. After that, you can proceed to the document Confirmation.

You can see and easily differentiate documents created from Afaxys by the corresponding specifications:

• When creating a Purchase Requisition, you will see the clarification in the document title and on the document management page in the Number # field:

• When creating the related Purchase Order, you will also see the additional specification in the document title:

How Afaxys Catalog Item Mapping Works

Automate the processes of filling in the items fields when creating documents and automatically add new items to the Precoro Catalog as well.

Map Existing Items with Precoro Catalog

When you create a new Purchase Requisition or Purchase Order from Afaxys, Precoro will check the items you have added and map them with the ones already existing in the Precoro Catalog. That way, you will not need to manually enter Items Custom Fields.

Therefore, if you have ICFs in the Catalog and they match the ones activated in the documents (i.e., both Items and PR or PO are checked in the ICF settings), then those values will be automatically entered when creating a document from Afaxys.

Also, if the Items Custom Fields values are not assigned in the Catalog, Precoro will search and input the default values you have set for the Supplier.

The mapping process includes the following values:

Automatically Add New Items to the Catalog

Automate your workflow even further by enabling the Automatically Add Items to the Catalog parameter on your Afaxys configuration page.

With the Automatically Add Items to the Catalog parameter activated, all new items will be added to your Catalog. 

Important points to consider:

Therefore, if the Supplier already has an item with a certain SKU in the Catalog and you have enabled the Automatically Add Items to the Catalog checkbox.
When creating an Order with Afaxys for an item with the same SKU but a different Name already in your Catalog, it will be added to the document as an Empty Row, and the item will not get duplicated in the Catalog.

Step 3. Automatically create Purchase Order documents and go through the Approval Workflow (optional)

You can either Confirm the Purchase Requisition document, and the Purchase Orders will get automatically created for the individual Suppliers, or if you have an Approval Workflow in place, the document will go through your company’s confirmation process.

How to Set Up a Default Purchaser Role for the Workflow

After the necessary settings have been entered, you can choose a Default Purchaser on the Afaxys Configuration page.

According to Afaxys’ work process with documents, after a Purchase Requisition is approved, Precoro will create a new Purchase Order for it.

Your company’s Default Purchaser will receive an email notification for taking further steps: check the data and fill out the necessary fields (Documents or Items Custom Fields).