QuickParse Overview

Intro

The QuickParse feature allows you to import sales orders in 10X ERP by parsing your customer's PDF purchase orders. This feature utilizes DocParser, which requires a separate subscription (10X will create this for you), as well as an add-on to your monthly 10X ERP subscription.

Setup Guide

1. Create a Parser in DocParser

For each customer, you need to create a separate "parser" in your DocParser portal. This parser will identify and map the critical PO data on the PDF forms to the corresponding field names used in 10X ERP.

Refer to the QuickParse Field Mapping Guide for the full list of field names and their descriptions. These field names must be set correctly on each Parser in DocParser for the integration to function properly.

2. Associate the Parser with a Customer in 10X ERP

Once the parser is created in DocParser, go to the corresponding customer record in 10X ERP. In the General Info section, select the appropriate parser for the customer from the dropdown menu.

3. Configure Inbound Email Address (Optional)

If you plan to use the email option for sending POs to DocParser, follow these steps to configure the inbound email address:

1. Find the Inbound Email Address in DocParser:
   • Navigate to your DocParser account and select the specific parser created for the customer.
   • Go to Settings > Email.
   • Find the Inbound Email Address field, which will look something like [email protected].
2. Create a User-Friendly Forwarding Rule (Optional):
   • To simplify the process, you can create an easy-to-remember forwarding address with your email provider.
   • For example, for a customer with Customer ID ACME, you could create an address like [email protected] that forwards to [email protected].
   • This way, users only need to remember the qp- prefix followed by the Customer ID to send the PO via email.

Using QuickParse

You have two options for sending the PO for parsing: manually uploading the file or forwarding it via email.

Option 1: Manually Attach the Purchase Order PDF

1. Create a New Sales Order:
   • In 10X ERP, create a new Sales Order.
   • Add the Customer ID. Ensure the customer has a parser already associated with them.
2. Attach the Purchase Order PDF:
   • Either drag and drop the customer's PO PDF anywhere on the screen or click to upload it in the attachments section.
3. Send the Document for Parsing:
   • Click on the wand icon next to the attachment. This will send the document to DocParser for parsing.
   • Once parsed, the Sales Order screen will refresh with the header and line information from the PDF.
   • Proceed to review the order as described below.

Option 2: Forward the Purchase Order via Email

1. Forward the PO for Parsing:
   • When you receive a PO from a customer with QuickParse enabled, forward the email containing the PO to the specific DocParser email address you configured.
2. Find the Draft Order in 10X ERP:
   • Once the PO has been parsed, a draft order will be created in 10X ERP for the corresponding customer.
   • You can find this by going to Sales Orders and filtering for Draft = Yes.
   • The original PDF will be attached to this draft order. Proceed to review the order as described below.

Review and Process the Order

1. Review the header information and make any necessary changes.
2. Review the line items:
   • If a cross-reference (XREF) for the customer’s part number exists, the Item field will be filled automatically.
   • If no XREF exists, the Item field will be blank, and the customer's part # and description from the PO will appear in the Description field.
   • The user will then select the correct part # in the Item field.
   • This will create an XREF associating the customer's part # with your part # for future use.
3. Check pricing:
   • The unit price from the PO will be displayed.
   • If this differs from the system price for that customer, item, and quantity combination, then the MP (Manual Price) box will be checked.
   • Be sure to review these to see if the customer's price was correct or if you want to revert to the system price by unchecking the MP box.
4. Check lot allocations if applicable.
5. Publish the Sales Order to finalize.

Additional Notes

• Ensure that all mappings in DocParser are correctly set up to avoid errors in the draft orders.
• Regularly update XREFs to ensure smooth automation of item matching.
• For further assistance, contact the 10X ERP support team.