First purchase order issuance checklist

As you kick off using Anvyl and familiarize yourself with the platform, we want to call attention to key functionality that will augment your experience. You may be completing an integration, or bulk uploading your parts and supplier directory, and the following checklist below will aid you as you initiate your first purchase order. 

Checklist to follow:

1. Establishing your formal business address on the purchase order
2. Inviting additional team members
3. Customizing your purchase order template
4. Creating a purchase order numbering system
5. Storing a list of Ship-To locations
6. Establishing email notifications against orders, messages, files, and tasks
7. Configuring order milestones
8. Integrating Anvyl with Gmail
9. Utilizing custom fields

Business address

The business address for all of your purchase orders can be updated on your company settings page. Before you issue your first purchase order, please confirm that the business name and address on the purchase order letterhead are accurate. 

1. Log-in to Anvyl
2. Click on the top right Avatar > Team Settings or Company Settings.
3. Click on the Team Name that you wish to update.
4. Click the Team Info tab.
5. Update the address fields.
6. Click Save.
   

Invite team members

The supply chain connects many different team member functions across the organization ranging from procurement to supply planning to fulfillment operations. Many talented people have a hand in ensuring that the supply chain is run efficiently and those views can also be observed from other roles within the company such as a Finance, Design, or Quality team member.

To obtain a seat license for these new users, follow these steps:

1. Login to Anvyl.
2. Click on your avatar in the top right >  Company Settings
3. Select Team Name 
4. Click the Add Member button
5. Enter the user's name, email address, and role
6. The role is either Team Admin or Team Member
7. Click Save
8. The team member will receive an email invitation to create their password and will have access to the account.

Note: You must be the Team Admin to add a new team member.

Purchase order customizability

Anvyl allows Team Admins and Company Admins to customize the fields that appear on your purchase order with a PO template. If you are a Team member and wish to change the fields on the purchase order, please send this article to your Team Admin.

Follow the instructions below to update your PO template:

1. Log in to Anvyl and navigate to your Avatar > Team Settings or Company Settings.
2. Click on the Team Name (if prompted) you wish to update the PO template for.
3. Click the Orders tab.
4. Click the PO Template dropdown.
5. Select the PO fields you wish to show on our POs and toggle the fields on. For any other fields that you do not want on your PO, toggle them off.
   
   
   
   
6. Optional: You can preview the PO template before saving it.

Purchase order numbering

Team Admins have the ability to create a default numbering convention for purchase orders created in Anvyl. Simply follow the steps below:

1. Log-in to Anvyl.
2. Click on the top right Avatar > Team Settings or Company Settings.
3. If prompted click the Team Name.
4. Click the Orders tab.
5. Select PO Numbering from the dropdown.
6. Here, you can set-up a numbering convention that works for your team..

Notes: If have an integration, you can use the numbering convention established from that system. 

Ship-To locations

1. Click on the top right Avatar > Team Settings or Company Settings.
2. If prompted click the Team Name.
3. Click on the Ship-To Locations tab.
4. Click Add New Location and follow the steps in the address fields.
5. Name your Ship-To Address Location
   • This will be the identifiable name when drafting and issuing purchase orders.
6. To establish a default Ship-To Location
   • Click on the overflow menu and select Set as default

Email notifications

Emails are the established form of communication between you, your teammates and your suppliers. Not every email may be pertinent to your daily needs. You may be responsible for fulfillment and only want to receive emails for when Shipment Updates are made. Through the email notifications section, users can customize what they receive emails:

How to establish your email notifications:

1. When logged in, click on your avatar on the top right.
2. Click My Account > Email Notifications
3. Here you can control what email notifications you'd like to be subscribed to based on your user preferences
   • Subscribed Orders
     1. Orders with certain suppliers
     2. Orders with specific parts
     3. Orders with certain part tags
     4. Orders that you issue
     5. All Orders
   • Milestone Updates
   • Delivery Milestone Check-ins
   • Shipment Updates
   • File Uploads for Orders
   • Messages for Orders
     • New messages on subscribed orders and when mentioned on any order
     • New messages on subscribed orders
     • Messages when mentioned on any order
     • Do not send emails for comments
   • Tasks for Orders
     • All task activity on subscribed orders and tasks assigned to you on any order
     • All task activity on subscribed orders
     • Tasks assigned to you on any order
     • Do not send emails for tasks
   • Inquiries
     • Quote Activity
     • Inquiry Messages

Milestone configuration

• Click the Add Configuration button
• Fill out the required fields as seen in the screenshot below
• At a minimum, only two fields need to be enabled:
  • Pre-Production Milestone
  • Shipment Milestone
• Confirmation requested days are customizable to trigger any "days" after the previous milestone is confirmed
  
  

Gmail Integration

This integration allows you to connect your Gmail account to Anvyl. Once your Gmail account is connected, you’ll be able to send emails directly from the Anvyl platform and cc other people who do not have Anvyl accounts. Any of their replies to your email will be captured in the Anvyl system for better visibility.

This article will explain how to activate this integration:

• Enabling the Gmail integration
• Connecting the app

Enabling the Integration

1. Please ensure you are a Company or Team Admin member type. If you are not, please ask your Company or Team Admin to perform the following steps.
2. When logged into the platform, click on your Avatar and then navigate to Company or Team Settings.
3. If you clicked Company Settings, select the Team you wish to integrate Gmail for. If you clicked Team Settings, proceed to the next step.
4. Click on the Integrations tab.
   
5. Find Gmail and click Enable.
6. You will enter your Gmail credentials to authenticate

Connecting the application

Once the Team Admin has enabled the Gmail integration, each individual brand user will now have the option to connect their Gmail account to their Anvyl account by performing the following steps.

1. When logged into the platform, click on your Avatar then navigate to My Account.
2. Click on the Connected Apps tab.
3. Find Gmail and click Connect.
   (Note: If a Gmail account is already linked to the individual user's account, you will need to disconnect that account before connecting a new one.)
4. A pop-up window will appear. Please select or enter the credentials for the Gmail account you wish to connect to.
5. You will be prompted with the required permissions for this integration to work.
6. Click Save.
7. Your account should be connected instantaneously.

Custom fields

Custom fields allow you to tailor your workflow to any order, part, supplier, or line item.