1. Change the current mode to Send.
   
   The drop-down menu default option is "x purchase orders to PRINT", so the current list of purchase orders to print displays.
   
   
2. Select the "x purchase orders to FTP" option from the drop-down menu.
   
   The current list of purchase orders to send via FTP displays.
   
   
3. You can Limit by Location or Limit by Vendor or select the check box for each purchase order you want to send electronically. If you do not select check boxes or otherwise limit the list of purchase orders, the system sends all purchase orders displayed in the table.
   
   
4. Choose the Ftp button.
   
   
5. In the Ftp Setup dialog, confirm if you want to Ftp all or Ftp selected purchase orders and choose FTP. The system displays the Transfer Files screen.
   

   Status Bar Message

   The status bar on the Transfer Files screen displays the vendor to whom you are transferring a file, as well as the relative position in the list of vendors. For example, if the purchase orders you selected to FTP contain four different vendors, with the first one being baker, the status bar would display the message Vendor: baker (1 of 4).

   This message can help to ensure that you process all vendor files before closing the FTP window and inadvertently deleting queued purchase orders that were not sent.

6. Enter the host name or IP address for the vendor's remote host indicated on the "EDIFACT Electronic PO FTP Vendor Info" sheet. (Select the value from the drop-down list). Choose Connect.
   
   
   
   
   
7. In the Login dialog, enter the Username and Password and choose OK.
   
   
8. When you are connected, the Remote list of files displays, as well as the file path for the remote source on the right side, if there is one. The system also displays the file to be transferred in the Local list of files on the left side.
   
   
   
   
   
9. Check the Vendor FTP Info sheet and click into the indicated Directory/Folder (on the right side) if necessary.
   
   
   
   
10. ****Be sure to check the box "Rename files upon transfer" checkbox.**** This is located near the bottom left hand side of the screen.
    
    
11. ****Be sure to verify Binary or ASCII mode. Most are Binary unless indicated otherwise on the sheet.****
    
    
    
    
    
12. To FTP the file, highlight the file in the Local list (left side) and choose the Put button.
    
    
13. The system will pop-up a prompt for you to enter the file name to use on the Vendor's system. Enter the filename as indicated in the "FileName Requirements" column on the Info sheet and choose OK. The system moves the file to the Remote list of files and changes the status bar display to 1 file(s) transferred.
    
    
    
    
    
14. Choose Disconnect to clear the screen and prepare the next vendor file to FTP.
    
    
    
    
    
15. Note that the status bar displays the next vendor and the relative file position (e.g., Vendor: bro (2 of 4)).
    
    
    
    
    
16. Repeat steps 6 through 15 to transfer each vendor file.
    
    
17. Once you have sent all the files, the status bar displays Vendor: NONE, All processed. Choose Close to return to the Send queue.
    
    
    
    
    

When you choose Close, you exit the Transfer Files screen and the system displays the following prompt: FTP completed. Delete processed FTP entries? If you choose Yes, the system deletes the purchase orders from the queue, regardless of whether they were sent or not. If you accidentally choose Close before transferring all of the vendor files, choose No at the prompt to retain all the purchase orders in the Send queue. Then manually delete the entries in the queue for those purchase orders that you have already sent.

The toolbar and right-mouse menu allow you to edit order records and delete queued purchase orders from the same screen you used to send them electronically. As in any table, you can sort the purchase orders by double-clicking the column header by which you want to sort.

Approx. 10-15 minutes after transferring any Baker & Taylor orders, open a web browser. In the address bar, type the address: ftp.baker-taylor.com and log into the site with the username and password from the list. Double-click the Outbox. Verify there is an acknowledgement for the file you just sent (check the date/time stamp). Double-click the filename. This will open an additional window displaying the confirmation. Print the confirmation screen and place it in the PO sorting area to match the confirmations against the Purchase Order Paperwork.

sendedifact.doc Rev. 07/2006

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