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You've started your Lucy trial, set your password in the Lucy application, and logged in... now what? |
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- Your customer creates a purchase order the same way they normally do.
- They email the order to you.
- Lucy checks the email to see who it's from.
- If she's seen the customer before, she'll assign the message to that Trading Partner (if not, she'll ask you to select one)
- Lucy checks the message for attachments, and if a PDF is found, she opens it.
- If Lucy has processed orders for this customer before, she'll read and validate the order, then integrate it right into your ERP.
- If Lucy hasn't seen an order for this customer, she'll ask you to map the fields on the PDF.
- Lucy validates the data, integrates the order, and on to the next email, 24/7.
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Want more info? Check out our Customer Assessment Checklist |
2. Send it to Lucy
Once you've chosen a Trading Partner to test with, it's time to let Lucy process their order.
Forward your customer's email containing the PDF purchase order attachment to your Lucy mailbox. Note – make sure to keep the FW: or FWD: prefix in the subject line.
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Your Lucy Mailbox Address was created when you started your trial. If you don't know the address, login to Lucy and go to Settings (gear icon) → Organisation Details. You'll find the email address in the Mailbox Configuration section. |
Note – If you send a PDF attachment as yourself (i.e. without forwarding the customer's email), Lucy will ask you to assign your own email address to a Trading Partner. This is OK to do whilst testing but please note that the next email you send will be assigned to that same Trading Partner - unless you first remove your email address from that Trading Partner. For further instructions please visit the Troubleshooting guide.
Once Lucy receives that first order, she'll request some initial guidance. Read on to see how to setup the first Trading Partner and create a Document Map.
Order hasn't arrived? – Double check that you forwarded an email with a PDF Attachment. Orders that can't be handled by Lucy will be sent back to you. If you continue to have an issue, please get in touch with us - support@letlucy.com
3. Create the Trading Partner
The first time Lucy sees an order for someone, she'll ask you to create a Trading Partner for them in the application.
Lucy will prompt you with a link to 'Create/Link Trading Partner' when the emails arrives.
Search for or enter the customer's account code into the Default Erp Customer Code field. Suggestions will populate the dropdown menu - you can select the customer from here.
You can either link the single email address or entire domain. Once you click Save & Exit, Lucy will automatically attempt to process the order.
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4. Create a Document Map
The Document Map teaches Lucy where to find the important information on your customer's purchase order. What information would you normally use to manually input the order into the ERP?
- For this customer's first order, Lucy will alert you that a document map can't be found. Follow her prompts to create a map that she can use going forward.
Click the Map button for the field you want to map, and then use the mouse to drag and highlight that field on the PDF.
Tip Note: You don’t need to map the entire column - just choose the line with the most complete string of data on it (e.g. the longest product code, largest QTY, price with the most digits).
Our guide on Creating a New Document Map can walk you through the process with screenshots and step-by-step instructions.- Clicking the small grey square at the top of your highlighted area will reveal the data Lucy’s found here. Repeat this process for each of the required fields to complete the document map.
- Once you've mapped the PDF, click Reprocess. It should only take a few seconds for Lucy to go through and validate every line of the order against your ERP data, then integrate it.
- The timeline will show the sequence of events and a timestamp for each. You’ll see that the status is 'Complete' and the order has been successfully integrated.
Now that you’ve created a document map and Lucy has processed the order, she'll have a conversation with your ERP during the integration process. If she finds any issues with the order, she’ll let you know.
Incorrect Product Code
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Lucy will notify you via email (and on screen if you’re logged in) that she’s found something interesting that requires attention. In this case we'll assume it's an incorrect product code.
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Choose your preferred option via the toggles (or input a new price), and click the Reprocess button so Lucy can complete the order.
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