Purchase Order & Invoice Life Cycle

Order creation.

The life cycle of an order begins when a buyer creates a purchase order or the buyer's inventory system detects they are low on your products. The new purchase order is then translated by your buyer's EDI system into an electronic document and transmit it to CovalentWorks. Most buyers will transmit the purchase order using a VAN, value-added network, while some may opt for AS2 or a transmission method called FTP, file transfer protocol. Any transmission method your buyer requires is supported. Process order MyB2B will receive your buyer's EDI purchase order anytime 24/7 and automatically perform three steps: portal, email alert and acknowledgement.

  • Step one, MyB2B translates your buyers EDI order into an easy-to-read web page that is posted on a secure web portal set up especially for your company. You can login to view and process your orders at anytime and anywhere. You just need an internet connection from a PC, Mac, smartphone or a tablet.
  • Step two, MyB2B will send an email alert to you and as many other people as you want. You may want to include sales, shipping and finance to speed up processing and reduce communication errors. The subject of the email alert will include your trading partners name and the PO number. Click the link in the email and log into your secure web portal. The purchase order will appear immediately in your browser. From your browser, you can view the purchase order details. It has the familiar look of a paper order and is easier to read than a fax. Any order type is supported including multiple location and multiple store. You can print the order and a packing slip or a pick list. All of your orders are available online. Multiple filtering and sorting capabilities make it easy to find what you need. You can search by PO number or select the date range or sort by date sent.
  • Step 3, MyB2B will automatically send a confirmation by transmitting to your buyer what is called, a 997 functional acknowledgement. The acknowledgement is an electronic handshake to let your buyer know the order was received.

Send invoice.

Sending invoices is fast and easy. Simply click the link labeled create invoice. MyB2B saves you time and helps avoid key entry errors by automatically copying all the information from the purchase order onto the invoice for your review. If you have sent an advance ship notification for this order, fields such as the quantity ship and carrier ID will also autofill on the invoice. The result is that little to no data entry is needed. Any fields that were not auto filled are clearly identified and will be validated. The invoice is under your complete control and any field can be changed. For example, you can change and update the item quantity or pricing. The invoice number can be changed to any number you choose. Click update and our smart invoice software will check for errors and list them at the top left of the invoice page. MyB2B's autofill, validation checks and proven formats ensure accuracy to avoid chargebacks. When you agree the invoice is correct, just click Submit and MyB2B takes care of the rest. Your buyer will receive an electronic invoice that is compliant with their EDI requirements.

Monitor status, your buyers EDI system will transmit a 997 functional acknowledgement when it receives your invoice. MyB2B invoice reports display acknowledgement status for you. The ACK status column on the invoice listing page will change from N/A for non-acknowledgement, to A for acknowledgement.

Customer support.

MyB2B includes comprehensive online health with immediate answers to virtually any question. The help content is searchable and customer specific instructions are included. Online self-paced training videos give you training anytime that you or new employees may need it. Online EDI best practices provide you the benefit of CovalentWorks experience with thousands of EDI implementations since 1999. Phone and email support are provided by experienced professionals who understand your customer's requirements and who are located here in the United States.

Turnkey solution.

MyB2B is a complete turnkey EDI solution and includes advanced ship notices and GS 1128 barcode labels. Our staff has EDI expertise for your customers and retail, grocery, manufacturing, pharmacy, shipping and trucking, and distribution and wholesale. All transaction types required by your customers are supported with full compliance to their specifications. Purchase orders, invoices, ASNs, barcode labels, purchase order changes, purchase order acknowledgments, product activity reports, inventory inquiries, order inquiries, transportation documents, distribution documents, logistics documents, remittance advice, warehouse shipment notices and planning schedules.

MyB2B is web-based, so you do not have to worry about software installation, maintenance, updates or testing and no complicated headaches. CovalentWorks staff and smart technology manages your EDI requirements so you can focus on adding customers to your business. Save even more time with an optional interface to your accounting or warehouse system. You can add an EDI interface at any time for QuickBooks, Sage, Peachtree, Greatplains, Oracle and SAP and over 20 others.

CovalentWorks makes EDI as easy as email. It is easy to use, offers fast performance, saves you time and delivers industry-leading features. All you need is an internet connection. Click the link below to get a free quote and brochure. You can become EDI capable today.

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EDI Solution Comparison

Comparison Item

MyB2B

B2BWorks

EDI Van

Web-based portal
Interfaces to other systems Optional
Complete turnkey solution: ✓*
GS1-128 bar code labels Optional
Web-based software
Works with 3PL
Phone and email support
Training
Online help
Transaction mapping
Trading partner testing
EDI VAN, AS/2, FTP

All EDI Solutions Also Include:

Access from Anywhere

Unlimited number of users

No annual fee, no maintenance fee

No fee per EDI customer per month

Month to month agreement, no long-term contract

*IT support required during testing for B2BWorks.

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  • Using a web based EDI program has saved our company time, money and a lot of headaches. Software updates and configurations are no longer a thorn in my side, thank you Covalent Works!

    Cher Gray-AlderferController, Christine Taylor Collection

  • Our switch to Covalent Works was a fantastic move for both us and our customers. Covalent has provided excellent cost effective service, and meets all our EDI needs. Thank you, and we look forward to the same great service for years to come.

    Brian DickeyPresident, Bio Clinical Labs