In this article we will be covering the following about the SiteOne Integration: - Setup - Price Book vs Material & Adding Material to a Job - Creating a PO
Setup:
OK, we're going to go over how to set up your SiteOne integration if you use them as one of your suppliers.
What you want to do is go over here to the gear cog, go over to Integrations and go over here to SiteOne and click on Setup. All right, So, one thing you'll notice is that when you get here, you will have this drop-down. It won't say disconnect; it would say Connect because I already have mine connected. But what would you do? You'd click Connect and that'll open up a secondary window here and it'll ask for you to log into your SiteOne account that you would have with that supplier. You sign in and it'll then say this. Now because it's connected, we've got the check mark here.
And what we're going to do is you're going to check which state. Make sure you're selecting your state and then your local branch that you're purchasing from. You can only Connect to one branch at a time and then these are your options for when requesting the price book. Okay, you can only import items that you've purchased previously. You can limit the categories of items that you get from the price book and then you can also have items removed. Let's say you've already done an import of the price book and they no longer exist. You can have those items removed when you import the new price book. So, you would then click Request Pricing, and then it'll tell you that it's syncing. This might take a while to pull all that information, which is fine. And then what you'll do is to see when it comes over to make sure it's done, is that you come over here back to your gear cog Integrations and then click on Price Book. And here is where the Price book will live.
It doesn't automatically get imported to your material or inventory list. It doesn't do that, it keeps it separated. It tells you the last time the sync was completed right here. It tells you how many total items there are and what we're currently viewing.
Now on the screen right here you got your name, the item ID number based on SiteOne's information, their department, description of it, and the product type. It tracks the cost. It actually tracks how many they currently have on hand. Obviously, you don't want to trust that. Depending on what it is you're looking to get, always call them to make sure they have it available. So don't use this as a reliable source when you're trying to get in for a product from them.
So, like I said, this all lives here and I'll show you in the next video how we get to utilize this inventory price book list from SiteOne as we're building a job.
Price Book vs Material:
All right. As I stated in the other video on how to set up your SiteOne integration, we're going to go over the difference between the Price Book, which you see here on this screen, and your Material Inventory stock screen.
So, when you make the connection and you load and sync the price book from SiteOne, those items stay here. They do not automatically go into your material list or inventory stock. You see, here's my inventory, and here's all these items. So, for example these ADS fittings will go to my inventory stock screen and type in ADS and it does not show up okay. So just keep that in mind the items will show up in your stock once you add them as material on a job, so we'll show that here.
So right now, I've got a job that's started. I got a line item for irrigation repair. So what I'm going to do, I'm going to open up and drop down the resources for this job come down here to Preferred Vendor, well actually usually will show up as just material and what we do usually it just shows up like this just says you know employee equipment or material.
What you need to do is if you want to be able to pull from SiteOne as a Preferred Vendor and pull from their Price Book for Material items, you come over here, this little box right here of three boxes. Click on that and you're going to select Preferred Vendor. That automatically pops in over here near the material. So, what you do then is that I am now able to search that vendor, SiteOne because I have that connection. And now I can search ADS and this gives me just one of the items here that's available. I can search Hunter for different Hunter irrigation items. I'll just scroll down here and grab one random item here, which automatically loads in my unit cost and my price that I'm going to charge my customer based on the profit margin that I have established here. And I can always adjust that. Let's just say it's 35%, keep it at 55% and this is where you just add, you know, I just need one of these today for this repair. Done, adds it right here to my total for this item and tracks all of that for me. I hit save. It adds it to my price right here because it's an hourly plus the material and that's what got adjusted now that I have added this item.
Let's see, SiteOne, Hunter PGV let's see, might need to send this proposal out, but let's refresh this really quick. We'll do an easier way of filtering out to see if it showed up over here. In the Category column. If you see these different categories that are assigned to these materials, if I scroll down, I can start to see SiteOne items right there. And there it is, it is now showing up right here, this line item right there. So, let's do this, we'll type in SiteOne. There it is. And then here's that Hunter PGV item that I just added to that job.
So, it becomes part of your inventory stock item list once it's added to a job and then we've got it here as well, it's all good to go. Saved. And now that'll be saved here. And then the next step would be able to create a Purchase Order for that item for SiteOne. We'll cover that in the next video.
Creating a Purchase Order:
Now I will show you how to create a purchase order for that Hunter Valve item we just added in the previous video. For this line item, we'll open this material item just back up so you can see this PGV Globe Angle Valve. We're going to go over here to the Action drop-down menu, go to SCM and create Purchase Order.
The only material item that's on this job is the Valve from Hunter by Hunter from site one. So, what we want to do is over on the right-hand side here. We're going to search SiteOne. It's going to create a purchase order number right here, State of Illinois, make sure I choose my branch location, my purchasing location here.
We'll make sure that we select the item because that's what we want to create this purchase order for. We're not going to use it order rate because I didn't create one, but right here we're only needing to order one right here and that's what we're going to do.
Let's go ahead and preview this purchase order, go up to the top right, and hit Create.
Now this purchase order has been created. I can click on it and open up the details of this purchase order. I've got the item here, our cost for it. We need to assign a sales tax to it. I already have this created. There's our sales tax. There are no delivery/shipping costs because I'm going to go pick it up from my local branch. Hit save and that is how you create a purchase order from the job using site one as the vendor.
Authored by: Jerry Jerome on 6/6/23