In Evopos, select Contacts, select the contact record for the Supplier on the Purchase order.
Then select the ‘Purchase’ tab
Set the Account number in a specific format
OPEASUZU99999999 ?????????? where SUZU is Make (4 Digits), 9999999999 is the AccountNo (Padded to 10 digits), and ?????????? is the passcode (If required - Padded to 10 digits)
You can also set your default order Type eg: Stock or Emergency. You can change when producing the Purchase Order.
Creating and Sending the Purchase Order EDI File
Create the Purchase order in Evopos as normal
Before you save confirm the Order Type eg: Stock or Emergency (You can set the default in Contacts / Purchases (as above))
Select Save. If the setting up was done correctly (as above) then the default option on the Purchase Order Print screen should be ‘Send to File’ and the correct format selected.
When you select Ok the file should be created
Evopos has features to enable it to interact with Suzuki systems. These include:
Integration with Suzuki Price Books
Integration with Suzuki EPC (Electronic Parts Catalogue)
Ability to send purchase orders to Suzuki via EDI (electronically)
Suzuki Price Books
Dealers can download the latest price book from our Evopos Portal if you a current Suzuki Dealer and subscribing to Price Books.
You can also download directly from Suzuki but you will need to convert the file into the correct format (See General / Importing Data and Items / Price Books). Suzuki Marine is currently supplied as an Excel spreadsheet in 3 sections: Parts, Accessories and Modifications (Superceded and discontinued Numbers), We add the Parts and Modifications together and supply Marine Accessories as a separate file as a lot of the numbers are in a different format. Suzuki Motorcycles parts are supplied in a single, fixed width text file.
Part Number Format:
Earlier Suzuki bar-codes were either 11 or 15 digits long including with dashes, later Suzuki changed their bar-codes so that they were all 16 digits long with dashes. The old 11 digit numbers (12345-67890) had zeros added to make into a consistent format eg: (12345-67890-0000)
Suzuki part numbers in Evopos must be without dashes and right padded out to 14 digits with zeros (zeros added to the end so that the total length is 14 digits. Using this format you will still be able to find the part if you enter or scan the number with less digits, with dashes or without dashes.
Part numbers must be exactly this same format in both the Stock table and the Price Book.
There are options in Maintenance to remove dashes and pad out the numbers to 14 digits. For example in Stock Items you would select Maintenance, select Change Part Number on the left options, select Category of Suzuki Parts in the Criteria section, and below the Criteria section enter a dash (-) in the ‘Text to Replace’ box, leave the ‘Text that will replace it’ box blank and enter 14 in the ‘Pad with Zeros’ box. This will update both the Part Number and any Supersession Number.
Evopos has been set up so that in most places it will automatically remove the dashes and search again if it does not find it how originally entered (eg: With Dashes). This includes the Sales and Purchase Order main screens. The Stock Item screen (2.05.128 or later) will not show it until enter is pressed. Other screens may just do a normal search so it is better to remove the dashes manually. If you enter the part number without the additional zeros, it should still bring up the part as Evopos normally shows all items starting with what you have entered.
Ideally, in your Stock table you should only keep the last number in any Supersede chain so if you enter an earlier number it will find the last number from the price book.
Suzuki have removed a lot of the older super-session numbers. If you deal a lot with the older parts we do have a list of the older super-session numbers which we can add into the Price Book.
Electronic Parts Catalogues (EPC)
Evopos can import a parts list selected in the Suzuki EPC (Parts Mart). This saves time and keying errors and also ensures we always check our stock availability before ordering.
Setup Suzuki EPC for downloading to DMS
In Suzuki EPC make sure it is configured to have the Send Parts to DMS option When you select this it should create the file: ‘C:\OUTPUT.TXT’.
Then in Evopos go to Settings / Workstations / Sales settings and set the EPC settings for PartSmart as in main EPC section
Import selected parts into Evopos
Select parts required in the Suzuki EPC and select send to DMS.
Then go to Evopos (you can press Alt+Tab to switch windows), make sure the Sales screen is selected and press the Enter key.
Evopos will then look for the above file and if found it will prompt you if you want to Customer Order any item you do not have in stock. For example if just doing an estimate you would normally select ‘No’ (lines with no stock will be coloured Blue), if you want to set the lines to Customer Order if not in stock you would select ‘Yes’. The parts should then appear on the sales screen. Note: Lines are only Customer Ordered when you print the transaction.
Send Purchase Orders to Suzuki (EDI)
Evopos can send Purchase Orders electronically directly to Suzuki to save time and help avoid errors re-keying part numbers.
In Evopos, select Contacts, select the contact record that you will use on the Purchase order (eg: Suzuki Australia’. Then select the ‘Purchase’ tab and set the Account number in the following format: OPEXXXXAAAAAAAAA where XXXX is the first 4 digits of the Make (SUZU), and AAAAAAAAA is your Account Number with Suzuki. You should also set the email address to email@example.com (or firstname.lastname@example.org for the test account)
Creating and Sending Purchase Orders
Create the Purchase order in Evopos as normal, before you save confirm the Order Type eg: Stock, Emergency, Supply or Cancel, Supply or Backorder (You can set the default in Contacts / Purchases. If the Purchase Account No is set correctly (as above) then the default option on the save screen should be ‘Send to File’ OPEA.
When you select Ok the Order file will be created eg: C:\Evopos\Orders\SUZUORD.SND and emailed to the email address as specified.
Note: The Part Numbers will have the dashes inserted automatically and extra zeros removed eg: 12345678900000 will be 12345-67890 and 12345678901234 will be 12345-67890-1234