In this article, you will learn how to set up and start using Staples punchout catalogs to expedite and automate the creation process of PR and PO documents in Precoro.
TABLE OF CONTENTS
A PunchOut Catalog is an online B2B E-commerce site that you can access from the Precoro procurement system.
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 Staples Integration
Configuration Settings For Administrators
1. In Precoro, go to the Configurations page to check the data required to establish the integration:
https://app.precoro.com/staples_punchout/configuration — for the precoro.com users. https://app.precoro.us/staples_punchout/configuration — for the precoro.us users.
2. Identify whether your purchase process will begin, with the Order or Requisition document in the Start Purchase Process From field.
You can always return and change your document selection in the Start Purchase Process From field.
Depending on your chosen document type, the Request from Staples or Request from Marketplace buttons will appear on the corresponding pages for Orders or Requisitions:
Please open the Marketplace Configuration guide to see how you can conveniently manage all your integrations from one place.
Depending on the document type you have selected you will see the different configuration settings:
- For Purchase Order:
- For Purchase Requisition:
3. Please contact Gerilynn.rouse@staples.com, a Staples representative, and provide your Staples account number to receive credentials for the punchout. You can then paste these credentials into the configuration settings.
4. After entering the information from a Staples representative, select the needed data in the following fields, depending on the type of document you chose, you will see different fields:
- Deliver orders to — here, you need to specify whose contacts should be provided for delivery: the PO Purchaser or the PR Requester.
- Default Purchaser — select a user who will be listed as the Purchase Order Purchaser created from the Staples Purchase Requisition. Please note that only those users with Create Purchase Order roles can be selected from the list.
- Supplier — select Staples from the list of your existing suppliers. If you do not have this supplier on your list yet, you can always add them.
Check all the entered information and press the Create button below.
5. In Precoro, create a new or use an existing Location.
The Marketplace Shipping Address must be filled out so that the Location can be used when creating documents within the punchout.
If the Location does not have the Marketplace Shipping Address field completed, you cannot select it from the list.
How to Create Purchase Requisitions From Staples
After all the settings are in place, you can go to the Purchase Requisition management page and start creating new documents:
1. On the top panel, click the new Request from Staples option and proceed to create a new PR document by filling out all the necessary information. Then click the Create button below.
2. You will be redirected to a page where you must enter the zip code.
3. Next, you will see the catalog of items in the selected store. Choose the needed item, enter its quantity, and add it to the cart.
4. On the Review & Checkout page, you can see all the order information. If everything looks good, click the Submit Order button.
5. You will be automatically redirected to Precoro with the created Purchase Requisition on the Draft status.
If you have not added any items and interrupted the completion process, you can still work with the document and return to the store by clicking the Redirect to Staples button on the right action panel.
The Redirect to Staples button is available when the PR is either on Draft or In Revision status and does not have a related Purchase Order.
Check the information, fill in the necessary Custom Fields for Items, and Confirm the document.
If you have an Approval Workflow in place, the document will undergo the needed confirmations, and then the Purchase Order will be created. If no Approval Workflow is in place, the Purchase Order will be created immediately after the PR confirmation.
6. Check the created Purchase Order, and if the document is completed with all the required Custom Fields for Items/Documents and your company has no Approval Workflow in place, the PO will be immediately confirmed and sent to Staples. If there is no Approval Workflow in place, the Purchase Order will be sent to the supplier after all the necessary confirmations.
If you have triggered the matching process and updated the information in PO, the document will not be sent to Staples for a second time.
How to Create Purchase Orders Without PRs From Staples
You can enjoy all the Staples integration advantages even if your process does not include work with the PR module, as you have the ability to use PunchOuts, starting the purchasing process with Purchase Order documents.
First, your company administrator must set the Purchase Order document as the one to be created when the PunchOut is used in the configurations.
After all the settings are in place, you can go to the Purchase Order management page and start creating new documents:
1. On the top panel, click the new Request from Staples option and proceed to create a new PO document by filling out all the necessary information. Then click the Create button below.
2. You will be redirected to a Staples page where you must enter the zip code.
3. Next, you will see the catalog of items in the selected store. Choose the needed item, enter its quantity, and add it to the cart.
4. On the Review & Checkout page, you can see all the order information. If everything looks good, click the Submit Order button.
5. You will be automatically redirected to Precoro with the created Purchase Order on the Draft status.
If you have not added any items and interrupted the completion process, you can still work with the document and return to the store by clicking the Redirect to Staples button on the right action panel.
Check the information, fill in the necessary Custom Fields for Items, and Confirm the document.
If you have an Approval Workflow in place, the document will undergo the needed confirmations. If no Approval Workflow is in place, the Purchase Order will be approved immediately.