Continia eDocuments Vendor Flows

  • 02/04/2024
  • 7 minutes to read

This article describes the actions you must take as a vendor in the typical Continia eDocuments flows. The actions are parts of different flows, as outlined below:

To receive purchase orders and send order responses in the typical ordering flow, see this section:

To send sales invoices in the typical billing flow, see this section:

For information about the corresponding customer flows, see Continia eDocuments Customer Flows.

To receive an order and send an order response

As a vendor, you can import a customer's purchase order and send back an order response by following these steps:

  1. In the Role Center, under Continia Document Capture Activities, go to Actions and select Import Files.
  2. The purchase order is now ready to be registered and available in the Ready to Register cue. Select this to open the Ready to Register page (the document journal).
  3. In the action bar, select Document.
    1. Optional: If you want to view all available information for the purchase order, select eDocument Card to open the eOrder Document page. Close the page to return to the document journal when you're done.
    2. If the purchase order includes order lines and you need to set up translations or similar, select Document Card to open the document card.
  4. The document card allows you to do everything you're used to from Document Capture. If you're happy with the purchase order and no warnings are displayed, select Register in the action bar to register the purchase order and create it as a sales order.
  5. The Sales Order page opens, displaying the new sales order. Make any necessary changes – for example, to the order lines – and then notify the customer that you've accepted, updated, or rejected the order:
    • To automatically notify the customer that you've changed or accepted the order, select the appropriate action.

      Tip

      What action to select depends on your Continia eDocuments Setup: You must select the action that corresponds to the option you selected under Send Updates in the setup. For example, if you selected When Releasing in the setup, go to the Sales Order action bar and select Release. This will automatically notify the customer and update the status of the document.

    • To manually notify the customer that you've changed or accepted the order, go to the action bar and select Print/Send > Send Electronic Confirmation. Continia eDocuments will then automatically determine whether to send the status Accepted (in case of no changes) or to send a Change status (if you changed the order).
    • To automatically notify the customer that you've rejected the order, go to the document journal. In the action bar, select Home > Reject. This will automatically notify the customer and update the status of the document.
    • To manually notify the customer that you've rejected the order, go to the document journal. In the upper-right corner of the page, in the Status Filter dropdown menu, select Rejected. In the action bar, select Actions > Functions > Send eOrder Rejection Response, and then select Yes in the dialog to confirm that you want to send a rejection.

      Note

      All four notification options above depend on your Continia eDocuments Setup: To manually notify the customer about changes or acceptance, you must select Manually in the setup under Send Updates. To automatically notify the customer about rejection, you must select When Rejecting in the setup under Send Rejected. And to manually notify the customer about rejection, you must select Manually in the setup under Send Rejected.

No matter which option you choose, an order response will be sent to the customer, who can then review and register it. This process is described in To register an order response.

To send a sales invoice

As a vendor, you can create and send a sales invoice by following these steps:

  1. Create a sales invoice, for example by posting a sales order that you've received from a customer as part of an ordering flow.
  2. From the Posted Sales Invoice page, in the action bar, select Print/Send > Send to open the Send Document to dialog.
  3. In the Electronic Document dropdown menu, select Through Continia Delivery Network. Select OK to confirm and then OK again to return to the Posted Sales Invoice page.
  4. On the General FastTab, check the eDocument Status field:
    • If it says Sent, the purchase order has been sent to the customer without problems.
    • If it says Not Valid, select this text to open either the eBilling Document page (if the invoice has no related eOrder) or the eDocument Overview page (if a related eOrder exists). If the eDocument Overview page opens, locate the eBilling document and select it to open the eBilling Document page, and then do as follows:
      1. In the action bar, select Validation Log to open the eValidation Log page, which lists a number of validation errors.
      2. Take note of the Detailed Error Message, close the log to return to the eBilling Document page, and then resolve the listed validation errors.
      3. When done, select Resend in the action bar to send the revised sales invoice to the customer.

The sales invoice has now been sent to the customer, who can process it as described in To receive an invoice and send an invoice response.