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SIMS Finance - Punch Out

Introduction

SIMS Finance supports cXML Punch out.  This is a model whereby users entering orders are offered an additional choice shown in red below to ‘Punch Out’ to the supplier’s online system, users then 

shop as normal on the web site placing their selections in the ‘basket’.  The checkout process then returns the basket contents to the SIMS Finance application and populates the line items in the order.

For example

              Item                   Quantity            Unit                    Net      

              Boxes                  10                       £3.50                  £35                    

              Tags                    100                     £0.20                  £20

 

The user will then set the fund, cost centre and ledger codes before submitting the order.  Users with permission to submit the order will do so automatically, users who require authorisation will follow the usual authorisation process which again will then automatically send the order electronically once approved.

Suppliers with existing punch out solutions should not have to change anything, however Capita Service staff will need to:

  1. Configure Punch Out Providers and Groups
  2. Configure the Purchase Order Group Settings
  3. Ensure that all required URLs are enabled on the Capita platform hosting SIMS Finance

RSS282 – Punch-out Provider and Users

In order to offer punch out above, the supplier needs to be set up for punch out.

RSS 282 1
RSS 282 1

Some of the details below will need to be supplied by the punch-out provider.

Provider – The provider code.

Provider Type – Select the provider type.

Display Name – Short name for the provider.

Description – Detailed name and description for the provider.

Display Image URL – The URL to be used for an image to represent the provider during Requisition Entry and Order Entry.

Provider Domain – Domain details for the provider.

Provider Identity – Identity details for the provider.

Punch-out URL – The URL to be used to connect to the supplier’s punch-out site.

Provider Content-Type – Content-Type details if required by the provider.

Our Domain – Our Domain details if required by the provider.

Our Identity – Our Identity details if required by the provider.

Our Password – Our Password details if required by the provider.

Use Our Details (Header-Sender) – Use Our Details in the Header-Sender section if required by the provider.

Use User Details (Header-From) – Use User Details in the Header-From section if required by the provider.

Category Scheme – The Category Scheme to be used for translating the External Classification Code to the Integra Category / Catalogue.

VAT Translation Code – This can be used to provide a translation between the Provider’s VAT Code and the Integra VAT Code.  This VAT Translation Code must exist in the IUM System.

In Test Mode – This mode is only available to some punch-out sites.

 

RSS 282 2
RSS 282 2

User Code – short code to identify this user.

Display Name – name to be displayed during Requisition Entry / Purchase Order Entry.

Use Requisitioners Email – if checked the Requisitioners Email will be used instead of the Punch-out Username to identify the requisitioner during punch-out.

Punch-out Username – Username to identify the requisitioner during punch-out

Punch-out Password – Password to use during punch-out

Requisitioner – Requisitioner(s) can be linked to the User Code.  This link can also be created using WEB110 Requisitioner Parameters and RSS231 Requisitioner Codes (Requisitioner Parameters tab).

 

A New User option is available on the grid.

An Activate/Deactivate option is available on the grid line.

RSS 282 3
RSS 282 3

PO Group Code – The RSS PO Group for this provider.  A PO Group can be associated a number of RSS Central Suppliers.

Translate Supplier Codes – This should be checked if the provider is sending their supplier code as part of the punch-out basket returned to Integra.

Supplier – Suppliers can be associated to the provider and PO Group.  This will request the following :-

  • External Supplier Code – this the code the provider uses to identify the supplier
  • External Currency Code – this is the code to be used when creating an xml order

A New Supplier option is available on the grid.

A Delete option is available on the grid line.

RSS 282 4
RSS 282 4

Extrinsic Data can be set up here and will be used to punch-out to the provider.  Where Extrinsic Data is required, these details will be given by the provider.

There are three types of Extrinsic available:-

  • Fixed Value
  • Requisitioner’s Name
  • Requisitioner’s Email

Purchase Order Groups

Suppliers need to be set up to receive orders posted electronically. Purchase Order Groups allow suppliers to be set up so that SIMS Finance can post the order to them.

 

 

RSS 280
RSS 280 1

Description – The description for this PO Group.

Threshold Value – The value above which a replacement PO Group is to be used when the PO Print program groups Purchase Orders.  For punch-out this should be left as zero.

Electronic Trading – Where orders are being transmitted using the details in the Transmission tab, this must be checked.

Fax Required – Where orders are being transmitted using the details in the Transmission tab, this must be unchecked.

Allow PO Amendments – Where the PO Group is being used for Punch-out orders, this should be unchecked.

Electronic Format – Select the appropriate format – this may be BASDA or CXML for Punch-out orders. Whilst the options appear to offer alternatives to cXML at present, cXML is the only option supported.

 

XML Orders – Where the PO Group is being used for Punch-out orders, this must be checked as orders are to be transmitted in the XML format.

Action Type – Select the Entry option if you want the XML orders to be generated and transmitted immediately after the order is entered.  Select the Print option if you want the XML orders to be generated and transmitted only after the PO Print option has been run.

Transmit Orders – Where the PO Group is being used for Punch-out orders, this must be checked.

ANA Location – Where the PO Group is being used for Punch-out orders, this must be left empty.

 

RSS 282 2
RSS 280 2

SPC Username – This is the Integra username to be used during production of SPC reports

SPC Job Queue – This is the job queue that will be used to process the transmission job.  Note this queue must be sequential.

XQuery Project – This is the XQuery Project that will be used to create the order file for transmission.  For Punch-out XML010_BASDA and XML010_CMXL have been provided.  Your punch-out provider will be able to confirm which format they process.

Note: For the Punch-out XML010_BASDA XQuery you will need to set up an IUM conversion for the Vat (BASDA_VAT).

There may need to be a different ‘XQuery Project’ which is similar to an XSLT transform to convert the order in to the format expected. Typically there is a variation in the header of the order; some suppliers may require data in addition to user name and password be passed.  Any variation needs to be completed by Capita staff, however once we have it working for one school, the model can be used by all customers who choose to use that supplier.

Transmission Type – Select the transmission type to be used – HTTP / FTP / SFTP

 

 

 

 

Conclusion

Much of the above is included solely to outline the process involved for Capita staff and to allude to some of the possible options.

The best advice for contracted partners is that they should consider implementing cXML Punch out and ordering.  If partners choose to do this then they Capita will be happy to work with them to overcome configurational issues.  Experience to date suggests that there will be an amount of emails exchanged prior to a working system emerging.

To assist, Capita can provide contracted partners a company within SIMS Finance where these data exchanges can be tested; however, the above screens and others that support the process are deemed internal for Capita staff and all URLs needed will need to be added to the approved list before exchange will work.