What are Rules in Auto Sourcing?
Auto Sourcing rules let you create "when this, then that" statements to automate data entry.
For example, when filling out an Invoice, all Bill To fields (e.g. address, city, and zip code) must be completed. Instead of entering this information manually each time, you can create a rule that automatically fills in these fields based on the Name you enter.
Once the rule is set up, Fulfillment will auto-fill the Bill To information for you, making the process faster and more accurate. You can create similar rules for any field on any document to reduce manual entry and speed up your workflow.
Setting Up Auto Sourcing Rules
In the example below, we are setting up a rule for Invoices. This rule will automatically fill in the Bill To Address and the Bill to City based on the Bill To Name.
Follow the steps below to set up rules in Auto Sourcing:
Select Settings > Auto Sourcing > your desired Trading Partner and Document.
Each field in your selected document has an Edit link in the upper-right corner. Click Edit on any field to create a rule associated with that field.
An Advanced Preferences pop-up window will display. Click Add Rule.
Create a custom name for your rule if you like in the Rule Name field. In the example below, we kept the default naming convention.
Next, select the When field drop-down menu. This field covers the the "when" portion of the "when/then" statement you are creating. The "then" portion of your statement is automatically set to the original field you selected on the previous page. In the example below, we select Bill To Name.
Click
Add a Line Item.Fill in the "when/then" rule you would like to set for your specified fields. In the example below, WHEN you type the Bill To Name "Store 3," THEN the Bill To Address and City will automatically populate the address and city we created for our rule.
Click the Apply button when you are done adding your rule(s). You will be prompted to click the Apply button one more time to close the window.
Turn on the Activated toggle to ensure your rules are applied.
Click Save.
💡 Tip: You can add more than one rule at a time to your intended when/then statement. Simply click the Add a Line Item button to add another dependency.
Using Your Auto Sourcing Rules
Now that you have set up rules to speed up document creation, it is time to try them out! Rules apply to the specific document type and Trading Partner you selected when creating them.
In the example above, we created a rule for Invoices for a specific Trading Partner. Now, when we enter "Store 3" as the "when" condition, the address and city fields source in automatically—saving you time on data entry!
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