How to Use Afaxys PunchOut Catalogs

TABLE OF CONTENTS


A PunchOut catalog is an online B2B E-commerce site that you can access from the Precoro procurement system.

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.

You can find more helpful information on how to work with the Purchase Requisition document in Precoro in this article.


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.

If you have added an Item from the Afaxys Catalog, this is its final price, and you do not need to change it by adding discounts or taxes.


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.

Learn more about working with ICFs in Precoro here.


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.

Please consult this article for more information on How to Set Default Values for Suppliers.


The mapping process includes the following values:

Values For Mapping Conditions That Must Be Met
Name + SKU + Supplier + Currency When a Supplier is assigned for the item and you have enabled the SKU.
Name + SKU When the item has no assigned Supplier and you have enabled the SKU.
Name When the item has no assigned Supplier and you have disabled the SKU.
If the item is not in the Catalog, it will be added as an empty row, and you will need to assign all the ICFs manually.

More on setting the SKU you can find here.

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

New items will not be automatically added to the Catalog if the parameter is deactivated.


Important points to consider:

In Precoro, you cannot create two Items with the same SKU for the same Supplier.

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. Сreate Purchase Order Documents


Automatically Created Purchase Orders


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.

You can find more helpful information on how to work with Purchase Orders here, and if you want to learn more about setting up Approval Workflows, follow this link.

If you have not set the Default Purchaser in Afaxys Configurations then the Purchase Order documents will not be created automatically and you will need to create them manually.

Manually Created Purchase Orders


If you have not set the Default Purchaser in Afaxys Configurations and the Purchase Order documents were not created automatically, or the automatically created document has been deleted, in those cases, you will need to create them manually and to do that, follow these steps:

1. Open the created Purchase Requisition document for which you want to create a related PO.

2. Click the Create Purchase Order button on the action panel. All the information from PR will be transferred to a related PO.

3. Proceed with your set workflow for the Purchase Order document as usual.

How to Set Up a Default Purchaser Role for the Workflow

For the user to receive a Default Purchaser Role, contact our Support Team or directly your Success Manager to make the necessary settings.

Please note that only users with Create Purchase Order Roles can be added as Default Purchasers for the company.

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


Monosnap Afaxys Configuration 2023-03-14 10-39-15 (1)

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).


Monosnap Action required. You have new Purchase Order with a Draft status. 2023-03-07 18-58-08 (1)