Duplicate order?

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8 orders arrived 4 are duplicate. How do i delete the duplicates?
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Ragina Garcia

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  • Ragina

Posted 6 years ago

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Hi Ragina,

Thanks for you post!  The best way to remove those documents from your Inbox is through the 'Archive' feature.  Please follow these steps to archive any duplicates:

-Locate the duplicate orders in your Inbox
-In the far right column labeled 'Status', please put a check in the checkbox for each of the duplicates
-Go to the 'Select an Action' menu located toward the bottom of the screen then choose 'Archive'

After you do this a pop-up window should open that has the options 'Successful', 'Failed', or 'No Action'.  After the documents are archived you should see 'Successful: 4' in this window.  The duplicate orders should no longer appear in your Inbox after doing this. If you have any questions or run into any problems let me know.  Thank you!
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Karen Manasco

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I recently tried the archive feature only to discover it created a giant mess for the clerk responsible for creating advance ship notifications (ASN). I had to un-archive documents that I am no longer using in order for her to proceed. After the ASN process, yet another employee creates an invoice with the same information.

Apparently, any employee working with SPS in our company uses the same log-in with the same password. Is this normal? Can we create individual accounts?
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Hi Karen,

Thanks for your post!  It is not uncommon for a company to have multiple users that use the same WebForms log in and we do run into a few cases where there is some confusion within the account due to the multiple hands in the process.  Usually what I would recommend doing is using the 'Label' column of the Inbox to denote where you are in terms of processing.  You can click in the cells in this column and it will allow you to enter a description of your choice.  You can enter things like 'Purchase Order Acknowledgement (POA) processed', 'ASN saved', 'ASN sent', 'Invoice sent', etc. so that users have a quick reference as to where you are in terms of processing.  Another good thing about the labels is that you can use the Search feature to narrow down documents by Label.  That way you can easily bring up the items that each person has to work with based on their specific labels.  For example, whoever needs to send invoices could search by a label similar to "ASN Sent" and that would bring up all of the POs that should be invoiced.

We are working on a couple of WebForms updates that may make it easier for multiple users to use one account as well.  Our Product Management team is working to develop a way to create reports that show where you are in terms of processing each Purchase Order so there is less manual entry in terms of labeling.  You can check out this thread for updates on that or you can click the '+1' at the top to receive email updates about that feature.

You do have the ability to create additional usernames should you need them, but there would be a fee associated with each one you create.  You can reach out to your Account Executive to get more information on that if you would like.  Please let me know if you do not have their contact information and I can email you outside of this thread.  If you have any additional questions or would like more clarification regarding the labels let me know.  Thanks!


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