About eCommerce

AptaFund provides an eCommerce integration with vendors using the cXML punch out technique which is a standard integration technique used by many vendors across the country. This functionality allows users to pick items directly from vendor websites and add them to their purchase requisitions.

eCommerce vendors

• First, a vendor must be identified in AptaFund in Vendor Management as being an eCommerce vendor.

• Then, specific information about the vendor’s eCommerce status — e.g. cXML documents to transmit to the vendor and locations to which those documents need to be sent — is entered into the eCommerce Detail fields.

• You can designate a contact at the vendor as an eCommerce contact type, but it's not required.

Note: Amazon Business has slightly different requirements for use as an eCommerce vendor. Click here for more information.

Purchase requisitions

You can add items to purchase requisitions for eCommerce vendors by clicking the Shop Online button in the Requested Items grid in the Edit Purchase Requisition window. AptaFund will navigate you to a vendor’s punchout site automatically to create and edit the contents of eCommerce requisitions.

Once created, these eCommerce requisitions are processed through AptaFund using the same approval process as regular requisitions. When an eCommerce requisition is fully approved, it will generate an eCommerce purchase order the same way that a regular requisition generates a regular PO.

Purchase orders

You can't directly create a PO for an eCommerce vendor. You must create and approve a requisition for eCommerce vendors.

You'll be able to edit some fields or delete PO items on eCommerce POs, but you can't add items in the Purchase Order window. You can't edit the quantity, units, part number, description, use tax, and unit price columns on the PO.

You can issue purchase orders that are created from eCommerce requisitions using the same process as for regular POs.

The Issue Purchase Order command will transmit the cXML document to the eCommerce vendor, instead of printing out the PO.

The Transmission Status column on the Purchase Order grid will display either the Succeeded or Failed status after you've issued an eCommerce PO. If the transmission fails, you can re-transmit the PO.

For more information about setting up and configuring eCommerce vendors and requisitions, please contact Harris School Solutions Support.

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Return to Purchase Requisition Overview

Return to Purchasing Overview

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