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Organisations Buying On Squizz

Once an organisation has been registered within the SQUIZZ.com platform there is the ability for it to buy its products and services from suppliers through the platform. Organisations may buy from new or existing organisations who are already registered within the platform. Each organisation can automate the buying process by connecting up its business systems to the platform. This can allow purchase orders to be sent across to suppliers, as well as import purchase orders and billing invoices back to the organisation's business system, all with minimal data entry labour.

Topics

  1. Prerequisites
  2. Overview
  3. Purchasers
  4. Buy From Supplier Organisations Using The Order Procurement Processes
  5. View The Details Of An Organisation's Purchase Order
  6. Send/Resend A Purchase Order To An Organisation's Business System
  7. Import A Purchase Order From A Purchase Made Through A Supplier's Website
  8. View The Details Of A Supplying Organisation's Customer Account
  9. View and Download Supplying Organisation's Product and Pricing Data
  10. View And Pay Supplier Organisation's Invoices

Overview

For an organisation to start buying within the SQUIZZ.com platform the following organisational data listed below needs to be first imported into the platform. This data allows the platform determine the products being sold to customers and how to price the products for each customer. This data may be imported into the platform from a business system that the organisation has, or managed within spreadsheets (or other data sources) and imported into the platform using the SQUIZZ.com Connector software. Read the Connecting Business Systems document for more details on to connect up an organisation's business systems into the platform to import the following data.

Required Organisational Data For Buying

  • Supplier accounts
    Supplier accounts define the suppliers that the organisation has relationships with. Supplier accounts may also be known as creditors, suppliers, or business partners, depending on the business system an organisation uses. Each supplier account is associated to purchase orders, invoices and other accounting records, allowing the organisation to track the amount of money it owes to its supplier and has purchased historically. Supplier accounts should be imported before any product customer account pricing is imported. Purchasers can also be linked to the supplier accounts and allow purchaser people to create purchasers orders from specific suppliers, and manage supplier relationships and conversations, also known as Supplier Relationship Management (SRM).

Optional Organisational Data For Buying

The following data may not need to be imported before an organisation can start buying on the platform, but may be useful to help the organisation more effectively buy.

  • Purchasers
    Purchasers define the people (such as employees) or organisations that may buy on behalf of an organisation. Purchasers can be assigned to selected supplier accounts, and also have people or oragnisations linked to the purchaser records. This allows these linked people or organisations to create purchase orders for their assigned accounts, as well as invoices, purchase orders, payments or credit records. Purchasers should be imported before supplier account data.
     
  • Products
    Products define the goods or services that an organisation can buy and sell. Products should be imported before product alternate code data, or location data is imported.
     
  • Product Alternate Codes
    Product Alternate Codes can be used to link codes of suppliers products to the products of the purchasing organisation. Each alternate code can be linked to a product and supplier account, which can be used in the order procurement process to allow the platform to be able to automatically match products in purchase orders to supplier products.
     
  • Locations
    Locations may define the stores, warehouses, offices, or other places where an organisation may store its products, or where goods can be expected to be delivered. When a purchase order is created a location can be optionally assigned to it or the purchase order lines. When the purchase order is sent to the organisation's connected business system the business system may use the location to determine where the order's stock should be delivered to, or where it should be processed.
     
  • Taxcodes
    Taxcodes are used to calculate the amount of tax that needs to be applied for products. Taxcode data should be imported before product data is imported.

Purchasers

Each organisation selling on the SQUIZZ.com platform may set up a number purchasers who can manage suppliers, and can generate purchases on behalf of their organisation. Purchaser records can be imported from an organisation's connected business system. Once done purchaser records can be assigned to supplier accounts. This is used to control the suppliers that a purchaser can manage and purchase from. People connected to the organisation can then be assigned to one or more purchaser records. This effectively allows the person to become a purchaser, and see all the purchases and account details of the supplier accounts that they have access to. Additionally the purchasers may be able to create purchase orders with the supplier accounts they are assigned to.

Purchasers can be an effective way for an organisation's purchasing people to manage a number of suppliers, since these people can generate new purchases through the relationships they have with the supplier.

Buy From Supplier Organisations Using The Order Procurement Processes

The Order Procurement Processes allows an organisation to buy products from its suppliers by converting its purchase orders into sales orders of the supplier organisation. This conversion process can occur within the SQUIZZ.com platform by a selected person connected to the customer organisation, or it can occur by a customer's business system(s) pushing purchase orders into the platform through its Application Programming Interface (API). The order procurement process leverages all of the connections that the platform offers to both customers and suppliers to enable purchasing to occur.

Order Procurement Process Diagram

Benefits Of The Order Procurement Process

There are a number of using this process, which include:

  • The customer organisation no longer needs to manually send purchase orders using email, phone, fax, or mail.
  • The customer organisation can find out the exact cost of purchasing products before the sales order is submitted.
  • The customer organisation can find out the stock availability of purchasing products before a sales order is submitted.
  • The supplier organisation does not need to do any manual data entry and sales orders can flow automatically into the supplier organisation's connected business system(s).
  • The amount of processing required to do by the supplier organisation is reduced, allowing products ordered to be more quickly dispatched and received by the customer.
  • The amount of manual data entry is reduced or eliminated as more of the purchase orders are converted into the supplier's sales orders. This occurs since the platform can remember the product code mappings between the customer's products, and the supplier's products.
  • The customer organisation can automate purchasing, cutting down manual labour, time and costs from their end. It also allows goods to be shipped and received quicker.

Requirements

In order for the order procurement process to be used the following needs to be set up:

  • For the customer organisation:
    • Needs to register within the SQUIZZ.com platform.
    • Needs to connect with the supplier organisation in the platform.
    • Needs to connect its business system directly to the platform, or indirectly to platform through the SQUIZZ.com Connector software.
    • Needs to import supplier accounts into the platform the business software. Not required if purchase orders are pushed into the platform through the API.
    • Needs to assign the supplier organisation to a supplier account. Not required if purchase orders are pushed into the platform through the API.
    • A purchasing person within the customer organisation needs to connect personally to the supplier organisation. Not required if purchase orders are pushed into the platform through the API.
  • For the supplier organisation:
    • Needs to register within the SQUIZZ.com platform.
    • Needs to connect with the customer organisation in the platform.
    • Needs to import all required data from selling within the SQUIZZ.com platform.
    • Needs to assign a customer account to the connected customer organisation.
    • Needs to connect with a purchasing person within the customer organisation.

How The Processes Work

There are two different work flows for customer organisations to be able procure orders and buy off the supplier organisation. These are workflows include the "Pull In Order and Push" Workflow, and the "Push" workflow.

Pull In Order and Push Workflow

This workflow requires purchasing person of the customer organisation to log into the SQUIZZ.com platform, pull a purchase order from their connected business system, then push the purchase order to the supplier organisation for processing, allowing a sales order to be generated for the supplier organisation. This workflow allows a person to fix any issues and selectively choose the orders that need to be procured, and may leverage the SQUIZZ.com Connector software. It does however require additional labour and time for a person to perform this work.
This work flow requires the following steps to take place:

  1. First a connection is made between customer and supplier organisations, and their business systems are connected to the platform.
  2. A purchasing person for the customer organisation finds the supplier account assigned to the supplier organisation.
  3. The purchasing person loads the purchase orders assigned to the supplier account from the customer's business system.
  4. The purchasing person selects one or more purchase orders to convert to sales orders for the supplier organisation.
  5. For each selected purchase order the purchasing person types in the product codes of the supplier for each purchase order line where the platform cannot find any previous match.
  6. The purchasing person validates the purchase order details and the purchase orders are converted into sales orders.
  7. The sales order rules of the supplier organisation are run and the final details of the sales order are set.
  8. The purchasing person submits each sales order one-by-one, or all at the same time.
  9. The sales orders are sent through the supplier organisation's business system if possible.
  10. The sales orders are optionally sent through to a freight provider to allow a consignment note to be raised, and have a freight carrier notified of products that need to be transported.
  11. A notification is sent to people in the supplier organisation who are listening to the Sales Order notification category and are informed of the new submitted orders and their status.

Note that once a purchasing person has retrieved a purchase order from their own system and loaded it into the SQUIZZ.com platform, they have the ability to modify the ordered quantities, remove order lines, as well as change the details of the contact person in the billing and delivery addresses. It is important to note that such changes would not be reflected in the original purchase order stored in the external system where it came from, to do so a person would currently need to go back to that system to alter the purchase order manually.

Within the procurement dialog the purchasing person may be able to see the stock availability of the products that the are matched to the supplier (if the supplier has given permission through using data sharing policies). The purchasing person may be able to see the current available stock quantity of the supplier's product, and/or see the stock availability as a stock level, based on one of the following levels:

  • HIGH
    The supplier indicates that the product has a high amount of stock available (coloured in green)
     
  • LOW
    The supplier indicates that the product has a low amount of stock available (coloured in orange)
     
  • NONE
    The supplier indicates that the product has no stock available (coloured in red)

Note that if the purchasing person can see the available stock quantity of a product then the available stock number may also be coloured to denote the stock level. This stock availability may help guide the purchasing person if they should still buy the product or switch to buy a different product.

Within the procurement dialog the purchasing person will be able to see the latest pricing of the supplier's products that the platform was able to find. The colour of the pricing may changed based on the following:

  • Green Pricing
    The price of the total quantity of the supplier's product was found to be cheaper than the total price specified within the purchase order. 
     
  • Orange Pricing
    The price of the total quantity of the supplier's product was found to be more expensive than the price specified within the purchase order.
     
  • Black Pricing
    The price of the total quantity of the supplier's product was found to be the same as the price specified within the purchase order.

If the purchasing person hovers over the pricing with their mouse they will be able to see the exact price differences between the price set within the purchase order line, and the last pricing of the supplier's product. This may help the purchasing person detect if any major pricing variations have occurred, or see if any special pricing has become activated.

Push Order Workflow

This workflow allows for a customer organisation's software to push a purchase order into the SQUIZZ.com platform through its API. The purchase order is then converted into a supplier organisation's sales order and sent to the organisation for processing. This workflow requires the customer organisation's software to be capable of pushing purchase orders into the SQUIZZ.com platform's API. It may require software developer people with the skill to be to modify the customer organisation's software, or provide addon solutions to all the software to talk with the platform. The benefits of this workflow is that it may not require human intervention to buy off the supplier organisation. provided that the customer organisation's software knows the product codes of the supplier.
Once done this work flow requires the following steps to take place:

  1. First a connection is made between customer and supplier organisations, and their business systems are connected to the platform. The supplier organisation assigns a customer account to customer organisation.
  2. The customer organisation's software makes a connection to the platform's API and sets up a session.
  3. The customer organisation's software sends one or more purchase orders to the API's procurement endpoint.
  4. The API endpoint attempts to match the products in the purchase order to the supplier's products, based on finding matching products or alternate codes, or specified supplier codes, or previous mappings.
  5. The purchase orders details are validated and the purchase orders are converted into sales orders.
  6. The sales order rules of the supplier organisation are run and the final details of the sales order are set. The sales orders status is updated to being confirmed.
  7. The sales orders are sent through the supplier organisation's business system if possible.
  8. The sales orders are optionally sent through to a freight provider to allow a consignment note to be raised, and have a freight carrier notified of products that need to be transported.
  9. A notification is sent to people in the supplier organisation who are listening to the Sales Order notification category and are informed of the new submitted orders and their status.
  10. The API endpoint returns a list of sales orders to the customer organisation's software system to allow it to be notified of the sales orders that were created.

Matching Products In a Customer's Purchase Order To A Supplier's Products

Using either the "Pull In Order And Push" workflow or the "Push Order" workflow requires the platform to find the supplier's products that match the products within the customer's purchase order. Without this the platform has no way of knowing which product the customer wishes to order. There are 4 ways that the platform will try to find a product, in the following order:

  1. Check if the "supplier item code" or "sales order product code"within the customer's purchase order exactly matches an active product that the supplying organisation has previously imported into the platform.
  2. Check if the product/item code within the purchase order matches an alternate code previously imported into the platform by the customer organisation and the alternate code is marked as "Is Supplier Code". Then obtain the alternate code and check if it matches the product code of an active product that the supplying organisation has previously imported into the platform.
  3. Check if the product/item code within the purchase order matches a supplier's product code that was previously matched on, based on a previous purchase order successfully being procured and converted into a supplier's sales order through the platform.
  4. Check if the product/item code within the purchase order exactly matches an active product that the supplying organisation has previously imported into the platform.

Each of the checks are made sequentially and if one check succeeds then no further checks are performed. Note that even if a supplier's product can successfully be found that the customer must still be able to purchase the supplier's product based on the following:

  • The product is active
  • The customer organisation has permission to buy the product based on the data sharing policy the supplier organisation assigned to the customer organisation,
  • The product has stock available or the customer organisation has permission to purchase out of stock products (based on the assigned data sharing policy)
  • The product has at least one sell unit assigned to it
  • The product has a taxcode assigned to it
  • The product has pricing set for the customer account that the customer is buying the product with

View The Details Of An Organisation's Purchase Order

To view the details of an organisation's purchase order created within the SQUIZZ.com platform you first must be connected to the organisation and be assigned to a People Group that has the View All Purchase Orders permission set to Yes. Once you have the credentials then follow the steps below to find a purchase order an view its details

  1. Login to the SQUIZZ.com platform from the Home page or mobile app.
  2. Click on the Organisations menu button in the top header bar.
  3. Scroll through your connected organisations and find the organisation you wish to view purchase orders for.
  4. Click on the Purchase Orders button.
  5. Scroll down through the list of purchase orders and find the purchase order that you wish to view the details for. Alternatively in the Search Orders textbox type in the code of the purchase order.
  6. Click on the View link.

The Purchase Order Detail dialog will display showing the details of the purchase order, including the following:

  • Purchase Order Number
  • Supplier Account
  • Purchaser
  • Billing Address
  • Delivery Address
  • Product Lines
  • Activity
  • Dispatching/Freight Data

Send/Resend A Purchase Order To An Organisation's Business System

After a purchaser has submitted a purchase order to the organisation, the platform can try to send the purchase order to the organisation's connected business system if allowed to. If the connection to the connected business system is unavailable or requires a person to send the order, then to do so you first must be connected to the organisation and be assigned to a People Group that has the Administer Purchase Orders permission set to Yes. Once you have the credentials then follow the steps below to send or resend a purchase order to a connected organisation's business system:

  1. Login to the SQUIZZ.com platform from the Home page or mobile app.
  2. Click on the Organisations menu button in the top header bar.
  3. Scroll through your connected organisations and find the organisation you wish to send/resend a purchase order with.
  4. Click on the Purchase Orders button.
  5. Scroll down through the list of purchase orders and find the purchase order that you wish to send/resent. Alternatively in the Search Orders textbox type in the code of the purchase order.
  6. Next to the Order Status click on either the Send or Resent link.

The platform will try to send the purchase order to the connected business system based on the system configured within the Connector Settings configured in the organisation's profile. If the order was successfully sent then  the purchase order status will be changed to SENT.

Import A Purchase Order From A Purchase Made Through A Supplier's Website

The SQUIZZ.com platform offers the ability for purchasing people of an organisation to import purchase orders that had been created from purchases made within suppliers websites. These imported purchase orders can then be sent back to the buying organisation's connected business system. This automation can cut down on manual data entry and time spent by a purchasing person who would otherwise need to login and key in the purchase order by hand to the business system.

To allow purchase orders to be imported into the SQUIZZ.com platform from supplier websites, the suppliers websites need to support redirecting the purchasing person to SQUIZZ.com with the details of the order they just created and purchased. To determine if a suppliers website supports importing order data into SQUIZZ.com you may need to directly ask the supplier. If the suppliers website does not support the functionality then we would suggest directing their technical people to the Platform API documentation so they can develop the importing functionality into their website.

Once a website does support importing order data into SQUIZZ.com then refer to the details of their website on how to do this.

Once an order has been sent across to the SQUIZZ.com platform the following steps need to take place with the Purchase Order Import Wizard:

  1. Purchasing person needs to login to the platform if they haven't already.
  2. The purchasing person needs to choose the organisation the purchase order should be imported to.
  3. The purchasing person needs to enter the codes of products, customer account, taxcodes and freight carriers that the supplying organisation has set. The platform will be remember this codes for the next time the purchaser goes through this process so that it takes less time in the future.
  4. The purchasing person submits the purchase order to the supplying organisation.
  5. The purchase order is sent across directly to the supplying organisation's business system, or indirectly through the SQUIZZ.com Connector software then onto the business system.
  6. A notification is raised advising all people connected to the purchasing organisation's Purchase Order Notification Category of the imported order.

View The Details Of A Supplying Organisation's Customer Account

Once you have connected personally to an organisation and they have assigned a customer account personally to you, or if have been given permission to view all the accounts for an organisation, you will then have the ability to view the details of a customer account, as well as access records (such as invoices, sales orders), view conversations, see products and pricing associated to that account.

Search and View Customer Accounts Personally Assigned To You

If an administrator person from an organisation has assigned a customer account personally to you, you will be able to view the account from the Accounts menu by following these steps:

  1. Login to the SQUIZZ.com platform from the Home page or mobile app.
  2. Click on the Accounts menu button in the top/side header bar.
  3. Scroll through the customer accounts and find the customer account associated to the organisation you wish to view.
  4. Click on the Detail button.

You will be able to see the details of the account as well as navigate through each of the different sections of the account.

Search and View An Organisation's Customer Accounts 

If an administrator person from an organisation has assigned a Persons Group to you that allows you to view all of its accounts, or has assigned you to a Sales Representative that is assigned to a number of accounts, then you will be able to view the organisation's customer accounts by following these steps:

  1. Login to the SQUIZZ.com platform from the Home page or mobile app.
  2. Click on the Organisations menu button in the top/side header bar.
  3. Scroll through and find the organistaion of choice, then click on the Customer Accounts button.
  4. In the Customer Accounts menu scroll through and find the customer account you wish to view and click on the Details button.

You will be able to see the details of the account as well as navigate through each of the different sections of the account.

View and Download Supplying Organisation's Product and Pricing Data

To view and download the product pricing from an organisation you must first be connected to the organisation personally. Additionally you need to be able to access a customer account of the organisation, since an organisation may set different prices for different customer accounts. Once an administrator person of an organisation has personally assigned a customer account to you, or assigned you to a Persons Group that has the "View Customer Account Records" permission set to Yes, or has assigned you to a Sales Representative that in turn is assigned to one or more accounts, then you will be able to view the details of one or more customer accounts and see the products and pricing that is set for that account.

View and Download Product Pricing From A Customer Account Personally Assigned To You

If an administrator person from an organisation has assigned a customer account personally to you, you will be able to view the account from the Accounts menu by following these steps:

  1. Login to the SQUIZZ.com platform from the Home page or mobile app.
  2. Click on the Accounts menu button in the top/side header bar.
  3. Scroll through the customer accounts and find the customer account associated to the organisation you wish to view.
  4. Click on the Detail button.
  5. In the Customer Account dialog click on the Products button.
  6. Click on the Export Product Pricing To CSV File button.

A CSV spreadsheet file will be downloaded by the browser/app that contains a list of products and pricing for each product and sell unit. This CSV file can be opened in most popular spreadsheet applications.

View and Download Product Pricing From An Organisation's Customer Accounts

If an administrator person from an organisation has assigned a Persons Group to you that allows you to view all of its accounts, or has assigned you to a Sales Representative that is assigned to a number of accounts, then you will be able to access the organisation's customer accounts and download product and pricing data for each account by following these steps:

  1. Login to the SQUIZZ.com platform from the Home page or mobile app.
  2. Click on the Organisations menu button in the top/side header bar.
  3. Scroll through and find the organistaion of choice, then click on the Customer Accounts button.
  4. In the Customer Accounts menu scroll through and find the customer account you wish to view and click on the Details button.
  5. In the Customer Account dialog click on the Products button.
  6. Click on the Export Product Pricing To CSV File button.

A CSV spreadsheet file will be downloaded by the browser/app that contains a list of products and pricing for each product and sell unit. This CSV file can be opened in most popular spreadsheet applications.

Tip: If you are regularly are downloading a CSV file from a supplier organisation for your own business then you may wish to automate this process by integrating your business's software into the platform's Application Programming Interface (API). Your business's software could call the Retrieve Organisation Data API endpoint to retrieve the same kinds of data that is made available in the CSV file. Read the Integrate Software Into SQUIZZ.com document for more details on how to connect your business's software.

View And Pay Supplier Organisation's Invoices

Once a supplier organisation is registered on the SQUIZZ.com platform, they have the ability to connect their business system into the platform and allow customers to retrieve invoices direct from their system in realtime. Once the supplier organisation has assigned a customer organisation or person to one of its customer accounts, there is the ability to search for and view invoices, transactions, sales orders, payments, and/or credit records loaded from the supplier's system. Additionally if the supplier organisation has set up credit card payment method for the customer account then there is ability to for customers to pay for the supplier invoices with a credit card. By being able to load a supplier's invoices within the platform it makes it easier for customers to find and pay for invoices securely, without having to log into separate websites and remember numerous website credentials. Because the invoices are loaded in realtime from the suppliers business systems it ensures that the invoice data loaded and up to date and accurate.

Search and View Customer Account Invoices

To view a supplier organisation's invoices you must have first connected to the organisation, then be assigned to one of their customer accounts, or have permission to view all of the organisation's customer accounts. Once you have been given permission to view the account follow these steps to search for invoices:

  1. Login to the SQUIZZ.com platform from the Home page or mobile app.
  2. Click on the Accounts menu button in the top header bar.
  3. Scroll through the customer accounts and find the customer account associated to the organisation you wish to view invoices for.
  4. Click on the Detail button.
  5. In the Customer Account Detail dialog click on the Account Enquiry button.
  6. Within the Invoices section click on one of the Find buttons to search for invoices based on different search criteria.

If the supplier organisation has connected their business system then a request will be sent to search for invoices within the system. If any invoice records are found then they will be displayed. Click on the invoice number to view the details of the invoice.

Pay For Customer Account Invoices

To pay for a supplier organisation's invoices you must have first connected to the organisation, then be assigned to one of their customer accounts, or have permission to view all of the organisation's customer accounts. Once you have been given permission to view the account follow these steps to pay for invoices:

  1. Login to the SQUIZZ.com platform from the Home page or mobile app.
  2. Click on the Accounts menu button in the top header bar.
  3. Scroll through the customer accounts and find the customer account associated to the organisation you wish to view invoices for.
  4. Click on the Detail button.
  5. In the Customer Account Detail dialog click on the Account Enquiry button.
  6. Within the Invoices section click on one of the Find buttons to search for invoices based on different search criteria.
  7. Once invoices have been found, have an outstanding balance greater than 0, and are allowed to be paid for then tick to checkbox of each invoice you wish to pay for.
  8. Click on the Pay Invoices button.
  9. Click on the credit card payment button to choose the method to pay for the invoices by.
  10. Enter the details of the credit card you wish to pay with.
  11. Click on the Pay button.

The credit card details will be validated and if successful money will be transferred from the credit card's bank account to the supplier organisation's bank account. Additionally a payment record will be created against the customer account, allowing you to view details of the payment at any future time. Note that it may take up to a couple of days before the supplier organisation applies the payment against the selected invoices, and the invoice balance is updated to reflect this.