Lutron Order and Invoices

Lutron hosts an external system that allows orders and invoices to be processed outside of OASIS. These transactions are available for import into OASIS. When the Lutron manufacturer entry is properly set up using these tabs, these external transactions are imported daily into OASIS creating orders (with shipping information) and corresponding invoices. The process runs automatically daily. Status of the process is checked by examining PDF files under the Attachments tab of the Lutron manufacturer entry in OASIS.

Setting up Order and Invoice Connectivity

1. Navigate to the Manufacturers page.

2. Open or create a Lutron manufacturer entry.

3. The "Manufacturer Editor" window will appear. 

4. Select the "General" tab.

5. In the "Connectivity" area, ensure the "Active" box is checked.

6. Select "Lutron" from the "Specialization" field. Note: existing Lutron setups will already have it selected.

7. Select "Configure Specialization."

8. The "Lutron Configuration" window will appear.

The Authorization Tab

1. Enter the location of the FTP site supplied by Lutron into the "SFTP" field. The "Port" field should be left blank at this time.

2. For each workgroup assigned to a region, enter the FTP user and password credentials assigned to you by Lutron into the "User" and "Password" field respectively.  All orders and invoices will be created under the workgroups configured here. Note: if there are multiple workgroups in OASIS that cover the same region, please define only one workgroup for the region.

3. Check the "Production Ready" box for each workgroup if the process runs automatically daily. By not choosing the ‘Production Ready’ option, all OASIS order and invoices created by this process are appended with ‘_TEST’ at the end of their order/invoice name. This allows the process to run without conflicting with production orders and invoices. During initial setup, it is advised to not to check this box until it is confirmed that the process is running properly. 

Status of the process is checked by examining PDF files under the Attachments tab of the Lutron manufacturer entry in OASIS.  The "Keep attachment information for Lutron processing…" option defines how long these PDF files are available.

The Orders Tab

• Download Orders- choose this option to allow Lutron orders to be imported into OASIS.
• Default Quoter- define the quoter assigned to the created orders.
• Default CSR- define the CSR assigned to the created orders.
• Manually run order import- during initial setup and testing, choose this option to instigate a process to import Lutron orders immediately.

Note: please save all configuration settings before attempting an order import.

The Invoices Tab

• Download Invoices- choose this option to allow: Lutron invoices to be imported into OASIS and Lutron shipping information to be applied to OASIS orders created by Lutron external data
• Manually run invoice import- during initial setup and testing, choose this option to instigate a process to import Lutron invoices immediately and update OASIS orders with shipping information.

Note: please save all configuration settings before attempting an invoice import.

Processing Overview

Placed Orders

The placed orders file should contain order information for orders created outside of OASIS (although the files also actually contain information for orders already in OASIS). The content within these files is used to create new orders in OASIS.

The Excel file content for these columns creates the OASIS order:

The Excel file content for these columns creates the OASIS bill of material for the order:

This process will only create new orders in OASIS. If there is a match on order number in OASIS, the data is ignored. 

Shipped Orders

The content within these files is used to create new invoices in OASIS and to apply shipping information to matching orders in OASIS.

The Excel file content for these columns creates the OASIS invoice:

The Excel file content for these columns creates the OASIS bill of material for the invoice:

The Excel file content for these columns creates OASIS order shipping lines:

If no matching OASIS order is found, the data is ignored. 

Attachments

Each run of a daily feed file creates an attachment in your Lutron manufacturer entry. You can find the attachment under the attachments tab of the manufacturer editor.

The attachment is a PDF. There is an attachment for each type of process run:

The content of the PDF is a quick summary of processing. For order creation, a successful listing looks similar to the image listed below:

Invoice Example

Order Status

Errors in processing are also shown below:

Customer Exceptions

A common issue in the initial stages of this process is a lack of mapped or mis-mapped Lutron customer information.  For this reason, a separate error processing file is created to show these errors. 

The file’s description is appended with ‘-Customer Exceptions_TerritoryID_YYYY_MM_DD’.  These files are created for each process.

An attachment is also added to the newly created OASIS order. The file is named LUTRON_PLACED_ORDERS_YYYY_MM_DD.txt.

This is a text file that contains an image of the input data of the daily feed file used to create the order. Opening this file with Notepad will not present a very useful view. Using WordPad or a similar class of editor will show you the data content.

An attachment is also added to the newly created OASIS invoice. The file is named LUTRON_SHIPPED_ORDERS_YYYY_MM_DD.txt. This is a text file that contains an image of the input data of the daily feed file used to create the invoice.

Placed Order Exceptions

If the Placed Orders file entry matches to an existing order in OASIS, an attachment file is added to the order.  The file name is LUTRON_PLACED_ORDERS_SKIPPED_YYYY_MM_DD.  This is a text file that contains an image of the input data of the daily feed file.