RepairQ offers integrated Purchase Orders through MyCoolCell to help facilitate ordering inventory.
If you are interested in downloading/uploading the most commonly purchased MyCoolCell SKUs into your Catalog ahead of time, scroll to the bottom of this article where that process will be outlined. If you already have the SKUs in your Catalog that you wish to map individually, please continue to the next step.
Navigate to new Purchase Order from the top navbar.
Select MyCoolCell (Integrated) as the Supplier.
MyCoolCell exists by default in your instance; you do not have to add this supplier.
Click "Integrate with MyCoolCell" in the dialogue box to begin the process.
Review the integration instructions and click "Next Step" to begin.
Fill out the form to create a MyCoolCell account. If you already have a MyCoolCell account, click "Skip this step" to jump to RepairQ Authorization.
Once you have a MyCoolCell account, you need to authorize RepairQ to place orders. Clicking "Authorize RepairQ" will open a MyCoolCell page to log in to MyCoolCell and authorize RepairQ to build orders.
Processing a Purchase Order
Once integration is complete, the next step is to build the Purchase Order. When an item is added for the first time to a MyCoolCell order, it will need to be linked to the appropriate MyCoolCell item.
Add items from the Low Stock/Backordered list, or search for items using the Quick Add field.
Click the magnifying glass icon in the Supplier SKU field to search for the corresponding MyCoolCell item in the pop-up.
When the appropriate item is found, click Confirm. This will permanently link the RepairQ item with the MyCoolCell item for future purchase orders.
Notice the Supplier SKU field now shows the linked MyCoolCell item.
Enter the quantity you wish to order in the Reorder Amount (ROA) field.
When all the items have been added to the Purchase Order, click the Order Items button, then wait for the shopping cart to build on the MyCoolCell website and return for confirmation.
Select your shipping Method. Any shipping costs are applied appropriately to your total.
The final step is choosing the payment method- an existing card or add a new card.
When the order goes through, the Purchase Order moves to Ordered status. The Vendor Order# field shows the MyCoolCell order number.
Like any Purchase Order, the items will need to be received, and the Purchase Order reconciled for the items to be added into inventory. This can be done by editing in the Purchase Order Management screen or Purchase Order invoice view.
Enter the amount being received in the "Receiving" field for each item. Click the "Receive Items button to progress the Purchase Order.
You can choose to receive the product or receive and Reconcile the order. "Receive Only" will update the balance of ordered versus received items.
Once all of the items have been received, the Purchase Order can be Reconciled. This can be done in the PO Edit page by clicking the "Reconciled" button.
NOTE: If the vendor shorted you any items, you can close the PO to mark it as Reconciled even if you have not actually "received" all of the items into inventory. The shorted items will not be disregarded, and the PO will be closed out, showing a variance between ordered value and received value. This means you can always go back into the PO later and see that you ordered five (5) but only received four (4) items into inventory. Alternatively, you can receive the shorted items into inventory and then adjust them out of inventory into 'Void' (to get them out of inventory with no strings attached) or 'RMA Sent. (e.g. If you want to track that you are waiting for a refund for the shorted items since you prepaid for the product.)
Pre-loading Commonly Purchased MyCoolCell Products
MyCoolCell has a provided a template to import their most commonly purchased SKUs for you to import into your own RepairQ database. Any new subscribers coming onboard after 5/2/2018 will have these SKUs already pre-loaded in your catalog, but marked as Inactive. Feel free to activate any you wish to use.
If you started using RepairQ prior to 5/2/2018 and would like to bring in the MyCoolCell SKUs, there are a few steps to perform ahead of time in order to prep both your database AND the import file. Be sure to follow all of the steps in order for the import to be successful.
Download the CSV file by clicking on it at the bottom of the article.
- Ensure you have the Supplier in your database word for word, letter for letter:
- MyCoolCell (Integrated)
- Add all of the necessary Manufacturers into your database word for word, letter for letter, according to all of the Manufacturers in the upload. There are many of them, so be sure to add them all.
File Import Prep
- Go through the Item Type column and make sure the Item Types in the file match the Item Types in your database. For example, you will see "Accessories" in there for most of the items. If the Item Type in your database is called "Accessory", make sure you change either the file or your Item Types, so everything matches up.
Import the File
- If you already have any of the items in the file in your Catalog, remember that you may produce duplicates if the SKU or Catalog Item name do not match exactly.
- Save the file on your computer, and import it using the Catalog Import tool.
- Address any errors you may encounter. They will most likely be related to Item Types or Manufacturers, so be sure to follow the directions above.