Product: TrueCommerce Home (for Vendor)

Article link: https://intercom.help/truecommerce-home/en/articles/11639401-truecommerce-home-for-vendor-the-document-management-menu

The Document Management menu in TrueCommerce Home is where vendors can create return documents (such as the EDI 855 Purchase Order Acknowledgement, EDI 856 Advance Shipping Notice (ASN), and EDI 810 Invoice) from a received EDI 850 Purchase Order (PO). They can also view information about the trading partners, the receipt status of the PO, the return documents that have been transmitted, search and view active PO and PO changes.

POs that have been opened on the New Documents menu will be moved to the Document Management menu with the Rcv’d (Received) status. Once these Orders have been completed, they can be moved from Document Management to the Archive database.

This article outlines the features, functionalities, and best practices for using the Document Management menu effectively.

Access the Document Management Menu

To access the Document Management menu, do the following:

1. Log in to TrueCommerce Home.

2. Click the Document Management menu.

NOTE: The Archive database, located under Document Management > Archive, is where Purchase Orders (POs) are archived after being moved from Document Management to the Archive database once they are completed.

3. On the Document Management window, use the built-in Filter within the blue box to quickly search for the data that you want to use. Filtered data displays only the rows that meet the criteria that you specify.

Below are definitions of fields, as well as search and buttons available on the Document Management screen.

Search Filters

Search and Filter

Field	Definition
Document Number	A unique identifier assigned to a specific document within a system.
Order Type	Can be Merch or Parts.
Order Sub Type	Options include DOMESTIC, STOCK, SPECIAL, CONTAINER, DIRECT SHIP and more, provided by your retailers.
Ship To	A unique ship to code is assigned to every warehouse or store location.
Trading Partner	A specific Vendor, Supplier, or Retailer (or choose ALL for all partners).
From Date/To Date	A date range to filter transactions based on creation or update date.
Receipt Status	The receipt status of a PO. Options include Late, Initial, Rcv’d, and Final. Initial: The PO has not been opened by the Vendor. Rcv’d: The PO has been successfully received by the Vendor. Late: The purchase order has not been responded to by the Vendor after a period of time. FINAL: The PO is marked as closed by the Retailer. Vendors will not be able to create a PO ACK or ASN against a PO in the FINAL status. This is a business rule on behalf of the Buyer. NOTE: TrueCommerce Home does not support creating a return document from a PO that is in the Final receipt status. Vendors cannot edit a PO that is in the Final receipt status.

Advanced Filters

Field	Definition
Document Type	The type of document. Options include Purchase Order, PO Acknowledgement, Invoice, Ship Notice, PO Change, and PO Change Acknowledgement.
Exists for PO	PO ACK: Check this box if you want to narrow down the search for existing PO Acknowledgements generated for the PO. In this case, the POACK column shows the Y status. INV: Check this box if you want to narrow down the search for existing invoices generated for the PO. In this case, the INV column shows the Y status. ASN: Check this box if you want to narrow down the search for existing ASNs generated for the PO. In this case, the ASN column shows the Y status.
Does not exist for PO	PO ACK: Check this box if you want to narrow down the search for POs that have not been acknowledged. In this case, the POACK column shows the N status. INV: Check this box if you want to narrow down the search for POs without Invoices received. In this case, the INV column shows the N status. ASN: Check this box if you want to narrow down the search for POs without ASNs received. In this case, the ASN column shows the N status.

Action Buttons

Field	Definition
Reset	Clears all filters and resets the form.
Search Similar POs	Finds POs with similar details.
Search	Executes the search based on the selected filters.
Save to CSV	Exports the search results to a CSV file.

Field Definitions

Field	Definition
Retailer Name	The Buyer Company Name.
Date Sent (ET)	The date when the document was sent.
PO Date	The date when the PO was created by Retailer in system.
Document Type	The type of document. Options include Purchase Order, PO Acknowledgement, Invoice, Ship Notice, PO Change, and PO Change Acknowledgement.
DocNum	The document number for the document type selected. You can click the link to open the document.
Order Sub Type	Options include DOMESTIC, STOCK, SPECIAL, CONTAINER, DIRECT SHIP and more, provided by your retailers.
Ship To	A unique ship to code is assigned to every warehouse or store location.
Receipt Status	The receipt status of a PO. Options include Late, Initial, Rcv’d, and Final. This is dictated by when a vendor user opens a PO and generates return documents. Initial: The PO has not been opened by the Vendor. Rcv’d: The PO has been successfully received by the Vendor. Late: The purchase order has not been responded to by the Vendor after a period of time. FINAL: The PO is marked as closed by the Retailer. Vendors will not be able to create a PO ACK or ASN against a PO in the FINAL status. This is a business rule on behalf of the Buyer. NOTE: TrueCommerce Home does not support creating a return document from a PO that is in the Final receipt status. Vendors cannot edit a PO that is in the Final receipt status.
PO ACK	Indicates the status of the EDI 855 PO ACK. Options include Y and N. Y: The return document has been submitted for a PO. Blue Y: Indicates no exceptions included in the PO ACK. Red Y: Indicates exceptions included in the PO ACK. Note: An exception represents any change that has been made to the PO price, quantity, or dates in the PO ACK. Bold blue Y: Indicates multiple acknowledgments submitted for the PO, including no exception. Bold red Y: Indicates multiple acknowledgments submitted for the PO, including exceptions. N: The return document has NOT been submitted for a PO.
INV	Indicates the status of the EDI 810 Invoice. Options include Y and N. The return document has been submitted for a PO. Blue Y: Indicates a single Invoice submitted. Bold blue Y: Indicates multiple Invoices submitted. N: The return document has NOT been submitted for a PO.
ASN	Indicates the status of the 856 ASN. Options include Y and N. NOTE: ASNs may have an S status, indicating that the ASN has been saved but not yet sent. Y: The return document has been submitted for a PO. Blue Y: Indicates a single ASN submitted. Bold blue Y: Indicates multiple ASNs submitted. N: The return document has NOT been submitted for a PO.

Button Functions

Quick Document Creation:

This is a tool section for the Supplier to be able to create multiple documents at one time for multiple Purchase Orders.

Button	Definition
PO ACK	Generate a PO Acknowledgment for the selected order.
Single PO per ASN	Create an ASN for a single PO.
Many POs per ASN	Generate a consolidated ASN for multiple POs.
Invoice	Generate an Invoice for the selected order.
Order Status	View Order Status.

Button Toolbar

Button	Definition
Archive Selected	Remove POs from the Document Management screen and save them in the Archive database.
Print Selected	Print all the selected POs.
Save to PDF	Save POs as a PDF file.
Save to CSV	Save POs as a CSV file.
Keep as New	Check the document box, then click the Keep as New button. The document will be moved back to the New Documents menu.
View Selected	View all of the selected POs.

View details of a document in the Document Management Menu

To view the details of a document, click the link in the DocNum column on the Document Management menu.

On the Purchase Order window, you can create relevant return documents from an EDI 850 PO, including an EDI 855 PO ACK, EDI 856 ASN, and EDI 810 Invoice.

Create Ack: Create a PO Acknowledgement for a PO.
Build Shipment: Create an ASN for a PO.
Create Invoice: Create an Invoice for a PO.

Why Use the Document Management Menu?

The Document Management menu simplifies vendor operations by:

Allowing vendors to manage POs and create return documents.
Offering clear insights into order statuses.
Ensuring POs that have already been fulfilled are retained in the Archive database.

Archive Purchase Orders

Once PO have been completed, they can be moved from Document Management to the Archive database. A completed PO means all required transactions have been processed for the Purchase Order (PO). Furthermore, the order has been fulfilled, shipped, invoiced, and acknowledged by the system.

Archiving a completed PO will allow users to organize and separate the in-progress orders from already-fulfilled Orders.

1. From the Document Management menu, select the POs.

2. Click Archive Selected.

3. In the pop-up confirmation message, click OK.

The documents will be moved to the Archive database.

NOTES

POs that have been moved into the Archive database can also be moved back to Document Management by selecting the Move to Active button at the bottom of the Archive screen.
POs that have been moved into the Archive database will have the FINAL Receipt Status.
POs are never deleted from TrueCommerce Home. They will remain accessible in the New Documents, Document Management, and Archive screens.

rev: 09/01/25

TrueCommerce Home: For Vendor - The Document Management Menu