Punchout Management Process

Certify AP's Punchout Vendor integration allows a requisitioner to access the vendor’s catalog site within CertifyAP, create a cart, push the cart content back to CertifyAP for approval, and then send the PO back to the vendor electronically via cXML format for fulfillment.

This document will show you, a Certify AP Administrator, how to manage the punchout vendor for your company.

To manage the punchout vendors, you must have the following permissions:

  • Administrator
  • Add/Edit Vendors

Click the Shopping Cart image on the Requisition page to see the list of vendors that we have a relationship with.

Note: To discover if a vendor offers punchout integration, reach out to your account rep or their technical support team and ask if they support Standard cXML Punchout Integration.

Add New Punchout Vendor

Once you have received all punchout-related information from the vendor, you can now add them to your company.

Note: Once a vendor is configured as a punchout vendor, there is no way to disable the punchout setting.

1. On the Configurations page, select the Add New button under the Manage Vendors tile.

2. Enter the vendor’s details in the necessary fields.

3. Mark the Punchout checkbox under the Punchout Information section and fill out the relevant fields that appear below:

  • Punchout Setup Request URL-- This refers to the vendor’s catalog URL where the user will be directed to browse the vendor’s catalog. Some vendors may refer to this field as POSR URL.
  • Punchout Order Request URL--This refers to the URL where the PO will be sent when placing via the Punchout option. Some vendors may refer to this field as the Purchase Order URL.
  • FromCredentials-- If this is not provided by the vendor, you can enter “NetworkId”.
  • FromIdentity-- This refers to your company identifier. This will be provided by your vendor.
  • ToCredentialDomain-- If this is not provided by the vendor, you can enter "DUNS".
  • ToIdentity-- This refers to the vendor identifier. The vendor may refer to this as VendorDUNS and will be provided by your vendor.
  • SenderCredentialDomain-- If this is not provided by the vendor, you can enter “NetworkId”.
  • SenderIdentity-- This refers to the procurement application that you are using which is “Certify Purchasing”. The vendor may provide you with this value.
  • SharedSecret-- This is provided by your vendor.

4. Click Choose File under Logo. You must upload one 40x40 or 210x60 pixel size image. The file can be either a .jpg, .png, or .gif.

5. Select the Status. If this is a new vendor and you wish to test the connection, please set it to Test. Otherwise, set it to Production.

6. Click Save.

Updating Punchout Vendors

Updating a punchout vendor is the same as updating the normal vendor. You can update the information by clicking a Vendor Name on the Manage Vendors page.

You will notice that for existing Punchout Vendors, some of the punchout information is missing and when you try to update the vendor, it requires you to enter the information. If you need to update the existing Punchout Vendor, please reach out to Certify AP's support team and we will assist you.

Using Punchout Vendor

Once a Punchout Vendor is created, you should be able to see the vendor logo on the Add To Requisition page under the Active Online Vendors section.

Click a Logo to initiate the punchout connection.

If a popout window appears displaying the vendor logo, that means the initial authentication has been successful. Click the logo to access the vendor’s catalog site.

If you see any error message, that means there is an error with the connection or the authentication is not valid. Please refer to the Punchout Log for troubleshooting the issue.

Punchout Log

Whenever a user tries to access the vendor’s catalog site, return the cart item, or place the order using the Punchout Vendor, the request is logged and you can view the request history on the Punchout Log page.

1. Open the vendor profile from the Manage Vendors page.

2. Click the Punchout Log link.

3. The Punchout Log page opens.

Note: The DATE is in UTC timezone.

There are 3 different types of Requests:

  • Setup: This occurs when the user attempts to access the vendor’s catalog site from the Requisition page.
  • OrderMessage: This occurs when the user returns the cart content to CertifyAP.
  • Order: This occurs when the user places a Purchase Order (PO) via a Punchout Vendor.

You can click VIEW to see the detailed request and response.

Common Response Types:

Response Code Description
N/A This means that there is a connection error. Please verify the URLs and make sure they are correct. Otherwise, please reach out to the vendor.
200 This means the connection was successful.
500 This means that the authentication failed. Please verify the credentials and make sure they are correct. Otherwise, please reach out to the vendor.

Address Mapping

Some vendors will require AddressID (ie. ShipToID) to be passed in the PO cXML data to identify the Shipping Location. You can create this ShipToMapping by assigning an AddressID to a department in the Address Mapping page.

1. Open the punchout vendor profile from the Manage Vendors page.

2. Click the Address Mapping link.

3. The Address Mapping page opens. Enter the ShipToID in the AddressID column.

4. Select the Checkmark to save the value.

A few things to note about Address Mapping:

  1. You can only use active Departments as the Shipping Location.
  2. Not every department needs to be used.
  3. OUID is Certify Unique internal ID of the department that can be used as AddressID.

When the punchout vendor has at least one Address Mapping then when the user places the PO via a Punchout Vendor, they will see the list of departments that included in the mapping.

Frequently Asked Questions

Vendors have different processes and requirements when it comes to setting up a punchout integration. When you reach out to your vendor for a new punchout setup, they will ask various questions related to the configuration. Here are some common questions they may ask:

Q: Will you be using punchout and purchase order, or electronic invoice as well?

Vendors may need to know what kind of punchout integration is needed. Punchout indicates that you want to access the vendor's punchout catalog. Purchase Order indicates you want to send the PO to the vendor via cXML. Electronic Invoice indicates that you want to receive the invoice via cXML. Currently, Certify only offers Punchout and PO integration. We do not support e-invoice via cXML.

Q: Do we support EDI?

We do not currently support any EDI option.

Q: Is UNSPSC required for Certify?

UNSPSC is the United Nations Standard Products and Services Code. This is not a required field on our end, but we do have a field to get this information in the template. If the vendor sends UNSPSC back to us, then we will send it back to them when they send the PO.

Q: Who should we notify for any order confirmation or issues?

For order confirmations and any order issues (such as back-order, product no longer available, etc.), they should contact the person who ordered it directly.

Q: Can you provide a list of IPs that we need to whitelist?

Some vendors require to whitelist our IP address to establish the connection. Without whitelisting our IPs, our HTTP request will be denied. Here is the list of IPs that vendors can whitelist:

Was this article helpful?