Purchase Orders and Request for Quotes templates can be configured in the Documoto Administration modules, after a PO or RFQ template has been uploaded in Excel format. In this article we will explain how Documoto reads information in the Excel template, and how to configure that information in Documoto.
Starting with Excel
Documoto reads input fields from Excel if they are formatted as named cells or named ranges.
In the example below, you can see how the location in this Excel PO template that will be used for the organization or tenant logo is named ‘logo.’ Similarly, every blank field in the Excel spreadsheet that will need to be completed by users purchasing items from your Documoto site will also have an associated named cell or named range (ex. requestedBy, requestedDate, requiredDeliveryDate).
Part Fields and Address Fields
Part fields and address fields are unique in Documoto because they will be read as a table, rather than a cell or merged cell range. For example, cells C26 through E31 are together called ‘billToAddress’ and will be formatted as a table using the ‘Address’ input type in Documoto. Similarly, cells A45 through K46 will be formatted under the ‘Part Fields’ input type.
Configuring a PO or RFQ Template
- Login to Documoto.
- In the ‘Admin’ drop-down, select ‘Tenant Administration’ or ‘Organization Admin’ (depending on whether you will be configuring a PO or RFQ for a tenant or organization).
- Select ‘Purchase Orders’ or ‘Request for Quotes’ from the ‘Shopping Cart’ section.
- Highlight the language you will be configuring the template for by clicking on it.
- Select the ‘Edit’ button.
- Next to ‘Template File’ select the ‘Browse’ button and add your Excel PO or RFQ template.
- If you have included a named cell or range designated for a logo, select the ‘Browse’ button next to the ‘Logo File’ button and add the logo for this organization or tenant.
- In the ‘Template Fields’ section, select the first template field to edit by clicking on it and either double-clicking or selecting the ‘Edit’ button to the bottom right of the ‘Template Fields’ table.
- In the ‘Edit Template Field’ window, determine the ‘Display Order’ of the field if it will remain on the PO or RFQ form in Documoto.
- Change the ‘Form Label’ to be a user-friendly field label.
- Determine the ‘Input Type’ in the input drop-down from the following list of options:
- CURRENTUSERNAME: Returns the username or email address of the user entering the order.
- DATE: Defaults to “Today’s” date in the PO or RFQ forms.
- LISTBOX: Will require you to enter list box options in a ‘List Options’ table.
- TEXTAREA: Allows for more characters than TEXTFIELD.
- Add a ‘Default Value’ if necessary for TEXTFIELD or TEXTAREA input types.
- Determine if the field needs to be on the PO or RFQ form.
- Note: Certain input types do not necessarily need to be on PO or RFQ forms; examples of these include:
- Requested Dates: If the input type is set to ‘DATE’ then the PO or RFQ form will automatically input the date of shopping cart submission.
- Usernames: If the input type is set to ‘CURRENTUSERNAME’ then the PO or RFQ form will automatically pull the requester's email username.
- PARTFIELDS and LOGO are automatically populated in the background upon cart submission.
- Click ‘Save’ to save your changes to this template field.
- To format ADDRESS and PARTFIELDS input types you must be aware of the column layout of your cell range. Even if two cells between two columns in Excel are merged, Documoto will not recognize the merge and will therefore count the merged cell as two unique cells. For example, this means that even if the ‘Part Number’ column in a parts field range in Excel is a merged cell between columns B and C, Documoto will still read B and C as separate cells. Therefore only column B would be configured as ‘PART_NUMBER’ and column C would be marked as ‘IGNORE.’
- Once you have edited all of your template fields, enter a default ‘Email Subject.’
- Click ‘Add’ in the ‘Email Recipients’ table to add a default email recipient.
- Click the ‘Save’ button when you are done.