Most dealers are moving to a drop-ship model for toner, which involves a good calculation for "days until empty". Using CEO Juice versus the native integration not only creates supply orders but also fine-tunes days to empty, puts orders on hold for review if needed, and applies error checking. See below for specifics on how supply orders are created from the DCA supply alerts.
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Equipment Serial Number | Toner Item | Duplicate Orders | Contacts | Warehouses
Equipment Serial Number
Equipment Serial Number
The serial number of the equipment that generated the supply alert is used to find the equipment record to use on the sales order:
The information pulled from the equipment record is:
- The main customer on the equipment record will be used as the customer on the sales order.
- The sales rep on the order will be pulled from the customer record.
- The branch on the sales order is pulled from the equipment record.
- The contract record for the sales order is pulled from the Contracts/Leases tab of the equipment record.
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The ship to location on the order will match the location on the equipment record.
**Please note that if you use the Pencil icon to make changes to the location address, it breaks the linking that our logic depends on to find the proper customer to use as the ship to on the order. When this happens, the logic will fall back to using the main customer as the ship-to on the order. See ID891 for an alert to catch when this happens so that it can be fixed.
Toner Item
Toner Item on Sales Order
Some DCA API integrations provide an item number in the low supply alert; if the item number provided is a valid item number in e-automate, that item will be used on the sales order created. The number supplied by the DCA must EXACTLY match an item number in e-automate; there is no logic in the process to attempt to find the item in e-automate, only a direct match on the item supplied by the DCA and the item numbers in e-automate.
Often, an item number is not provided by the DCA, or the item supplied is not a match to an item in e-automate. In these situations, the CEO Juice process uses the steps below to identify the item to be used on the sales order.
Steps to choosing the correct toner item if not provided by DCA:
Step 1: Check Recent Orders - The logic first looks at the equipment's history to see if there's a recently ordered supply item that matches the color of toner requested from the DCA. If a match is found, this item is used on the new order. If no match is found, the logic moves to step two.
Step 2: Look at Similar Devices - If there are no recent orders for the equipment/color combination, the logic checks for commonly ordered items for the same model of machine.
- Minimum of 20 supply orders for the model.
- Is there a 95% preference for one item?
- Does one of the items have the usage limit meter type set on the item record? (See details here on setting the usage limit meter types on items)
If an item can be determined from the model history, that item will be used on the order. If no match is found, the logic moves to step three.
Step Three: Use a placeholder item - If the logic can't find a matching item, it creates a placeholder item based on the color (dummy_black) and adds that item to the order. The order will be created in e-automate and placed on hold so that the order can be reviewed and the correct item added to the order.
Once the sales order has been updated with the proper item, the next time that the logic attempts to find a matching item for the equipment/color, it will have a recent order to review and determine the proper item.
Duplicate Orders
Duplicate Orders
The logic in the process checks for any open orders or orders fulfilled in the past 10 days, for the equipment/color combination on the supply alert. The process DOES assume just-in-time delivery, meaning that the expectation is for the customer to replace the toner soon after receiving it.
Order Contacts
Order Contacts
The ordered by contact is pulled from the equipment ship to contact on the customer record.
The logic will check the below locations to try and find a contact name to be used in the attention line of the ship to on the sales order.
- The equipment record ship to contact.
- The customer record equipment ship to contact.
- The attention line from the location customer on the equipment record.
- The attention line from the main customer record
Warehouse
The logic will pick up the default warehouse for the branch customer. We recommend setting this warehouse to a drop-ship warehouse.
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