Sending purchase orders to vendors

Setting up vendors to receive EHF documents

Existing vendors

Dynapro Electronic Documents automatically creates a document sending profile for EHF / PEPPOL called EHF. However, you need to select this document sending profile on your vendor cards.

To do so:

On the desired vendor card, under the General heading, in the Document Sending Profile field, select EHF.

Dynapro Electronic Documents will check whether or not the vendor can receive EHF documents via the PEPPOL network. If the vendor cannot receive EHF documents, an error will occur preventing the profile from being used.

New vendors

If you are setting up a new vendor, when you enter the vendor’s VAT registration number, Dynapro Electronic Documents will determine whether or not the vendor can receive EHF documents or not.

To check if a vendor is registered to receive EHF documents

On the vendor card, under the Address & Contact heading, fill in the Country/Region Code field.
Under the Invoicing heading, enter the vendor’s VAT Registration No., then select Enter.
If the VAT registration number is registered to receive EHF documents, a dialog will appear asking if you would like the vendor to be sent EHF orders. Select Yes. Now, under the General heading, the Document Sending Profile field will display EHF and the vendor can receive EHF documents.

Note

You can still use existing profiles that you have created for email and print.

Setting up Item References

When sending orders to your vendors it might be a good idea to map their item numbers to yours so that they will know what you are ordering.

To map your item numbers to those of a vendor

Open the vendor card
On the ribbon select Vendor and then Item References.
Select your item number you would like to map in the field Item No.
Select a unit of measure in the field Unit of Measure if the vendor uses a different item number for different units of measure.
Type the vendor’s item number in the field Refernece No..

Do this for all different combinations of item numbers and units of measure for which the vendor has an item number.

You have now mapped your item numbers to those of the vendor. When you send an order to the vendor using Dynapro Electronic Documents for any of the items that you have mapped. The vendor’s item number will be used in the order.

Using Global Trade Item Numbers (GTIN)

For items that have been assigned GTIN numbers you can specify the GTIN on the Item Card or the Item Unit of Measure for the item. This can make it easier for your vendor to identify the items when you are ordering them.

To specify the GTIN for an item with out considering different units of measure

Open the Item Card for the Item.
Under Item heading in the field GTIN type in the GTIN for the item.

To specify different GTIN numbers for different units of measure of an item

Open the Item Card for the Item.
On the ribbon select Related then Item and finally Units of Measure.
For each unit of measure type in the corresponding GTIN in the field GTIN.

These numbers will now be used Dynapro Electronic Documents when you order the item from your vendors.

Sending a Purchase Order

With Dynpro Electronic Documents, you send a purchase using the standard Business Central actions.

To send a purchase order to a vendor

Open the purchase order you would like to send.
On the ribbon select Print/Send and then Send.
On the dialog box that appears select OK.

The purchase order will now be sent to the vendor.

Electronic Document Transactions

When a purchase order is sent, an Electronic Document transaction is created.

On a purchase order that you have sent, you can see the related Electronic Document transactions and their status.

This information is located to the right of a document under the Electronic Documents heading. By selecting the heading you can, for example, cancel transactions and retry completing a transaction.
Alternatively, go to the ribbon at the top of the page, select Navigate, then select Electronic Document Transactions.