12.2:10 Contact Information

Enter information here to define contact details for the supplier's Change Orders, RMA Requests and Price Quotes. If information is not entered here these PECOS P2P features will not be fully available.

Purchase Order Changes and Cancellations

• Purchase Order Change Contact: If Change Order permission is assigned in the user profile of a requisitioner or approver, the details entered here will be the default destination of Change Orders.
• Purchase Order Cancellation Contact: If Change Order permission is not assigned in the user profile of a requisitioner or approver, the details entered here will be the default destination of Cancelled Orders.

The following information must be provided:

• Name: Enter the name of the supplier contact to who changed and cancelled orders are to be sent.
• Phone: Enter the phone number of the supplier contact to who changed and cancelled orders are to be sent.
• Fax: Enter the fax number of the supplier contact to whom cancelled orders are to be sent. The cancel order transmission method will use this fax number if fax is defined.
• eMail: Enter the eMail address of the supplier contact to whom changed or cancelled orders are to be sent. The cancel order transmission method will use this email address if email is defined. The eMail address domain is validated – see below.
  Note. If both fax and eMail details are entered the user will have a choice of order transmission method.
• PO Change Transmission Override: Select ‘Yes’ to allow the requisitioner to override this default setting and enter a different destination eMail address or fax number for Change Orders.

Change Order Permissions Summary

User permissions to purchase order change is defined by a combination of the user profile role setting and the supplier profile contacts settings. The table below summarises the purchase order change (i.e. post order transmission) permissions granted to the user based on the different configuration options.

RMA Request

The details entered here will be the destination of Return Number Request eMails for this supplier. Entry of these details will invoke an RMA Request button on the Return Items page. A requisitioner can request a Return Materials Authorisation (RMA) number by clicking this button and completing a template. Upon submission PECOS P2P will transmit an eMail to the user defined here.

• Name: Enter the name of the supplier contact to who RMA Requests are to be sent.
• Phone: Enter the phone number of the supplier contact to who RMA Requests are to be sent.
• Fax: Enter the fax number of the supplier contact to whom RMA Requests are to be sent.
• eMail: Enter the eMail address of the supplier contact to whom RMA Requests are to be sent. This will be the address used to transmit the request. The eMail address is validated – see below.

Price Quote

The details entered here will be the destination of Price Quote notification messages that are automatically generated and transmitted during the price quotation process. Entry of these details is mandatory when the ‘Enable Price Quote’ Dynamic Option is set to ‘True’.

• Name: The name of the supplier contact to who price quote notifications will be transmitted.
• eMail: The eMail address of the supplier contact to whom price quote notifications can be transmitted (as defined by the transmission method).
• Phone: The phone number of the supplier contact.
• Fax: The fax number of the supplier contact to who price quote notifications can be transmitted (as defined by the transmission method).

eMail Address Validation

The eMail field of the PO Change, RMA Request and Price Quote contacts are validated to reduce the likelihood of invalid eMail addresses being entered. The following validations are performed:

• There is at least one ampersand (@). (e.g.: jsmith.elcom.com)
• The ampersand is neither the first or last character (e.g.: jsmith@)
• There is at least one dot in the address (e.g.: jsmith@elcomcom)
• Two dots do not appear simultaneously (e.g.: jsmith@elcom..com)
• There are no spaces in the domain name (e.g.: jsmith@elcom .com)
• The domain name does not start or end with a dot (e.g.: jsmith@.elcom.com)
• The domain length is between 3 and 255.
• Characters used in the domain name are valid (e.g.: jsmith@elcom.co£)
• User name does not start with a dot (e.g.: .jsmith@elcom.com)
• User name does not end with a dot (e.g.: jsmith.@elcom.com)
• User name is checked for invalid characters which include: (“£€)(@][;:><\`¬) (e.g.: jsmi£h@elcom.com)
• Domain is checked for invalid characters which include: !#$%&'*+,/=?^_{|}~“£€)(@][;:><\`¬ (e.g.: jsmith@el#om.com)

If validation fails, the supplier profile will not be saved and an error message is displayed.