SRS Distribution | Supplier Integration
Rachelle Van Wagoner
19 steps
5 minutes
Roof
Scribe
Google Docs
Google Calendar
Google Sheets
If you do not already have Order Templates created with SRS, we HIGHLY recommend you contact your SRS rep and have them create one(s) for you OR login to RoofHub and convert an invoice into an Order Template before authentication. This will streamline and create the most efficient process in RoofLink.
Authentication & Setup
1
Enterprise: Settings > Company Settings > Supplier Integrations\ Pro: Company Settings > Supplier Integrations
2
Under SRS, Click "Connect Account"
3
You can connect your SRS account with either a recent invoice OR via RoofHub.\ \ When connecting with a Recent Invoice, enter your:\ Account Number, an Invoice Number and the Invoice Date. \ \ \*Please note, that the invoice date MUST be more than 48 hours old.
4
To connect with RoofHub, enter your:\ Account Number and Integration Key. \*Your RoofHub Integration Key can be found by logging into RoofHub > Integrations > Integration Key
If the credentials provided were valid, you will see the following success message. Click Continue.
If the credentials that were entered are not correct, the user will see the following error message:
5
Now you will need to Assign your SRS Branches to your RoofLink Regions.\ PRO TIP: Product Import, Pricing and Submitting Orders are dependent on what branches are mapped here. ***Please take your time.*** \*You will see ALL branches your SRS account has been approved to order from. \ We HIGHLY suggest only mapping the branches you ACTUALLY order from. \ Why? Each branch houses over 13,000 products. Depending on the categories you to choose to import in the next step, this could result in 1000s of products you would never use. \ \ Click on the dropdown and assign which branch(s) the region orders from. Once done, click "Assign Branches".
Alert! \ Next, we will import products. Please note, that if you import the entire catalog/categories, if your SRS Account Rep has not added a price for you, it will be imported as $0.00 until SRS updates it for you.
6
In November, we updated the way we are importing products. \ Now, after SRS Branch & RoofLink Regions have been mapped, we will AUTOMATICALLY import ONLY THE PRODUCTS that you have ordered in the last 180 days.\ \ Why? BECAUSE WE HEARD YOU. \ Previously, you could only import full catalogs or categories, which resulted in 1000+ products that you would never order. \ This reduces the amount of products that get imported into your library, eliminating manually setup on products you don't ever order.
Tip! If you would still like to import the entire product catalog, individual categories or via Order Templates, just go back to Settings > Supplier Integrations click "New Import" and choose if you want to "Import Product Categories" or "Import SRS Order Templates".\ \ You can import: - The entire product catalog of products that are available at your mapped branches (good option but not recommended) - Single or multi select only relevant product categories (better option) - **Via SRS Order Templates (best, most efficient option)** \ See next step for more info.\ \ Click Start Import.
Tip! To import products via Order Templates, you must have 1+ ACTIVE templates in RoofHub. \ You will see the Order Template name and the associated products.\ \ Select 1 or more templates > click Start Import, and we will only import the products on those Order Template(s) into your product library. ProTip: we call a SRS API to validate if the product is available in the branches you mapped earlier. If it is NOT, we will not import the product.
You can view which Order Templates you have imported by going to Tools > Templates > Supplier Templates.
It could take some time to import your products depending on the amount of products you are importing. We will email you when ALL products have been added in RoofLink > Tools > Products > Supplier Synced Products
Tip! If you miss the email, you can also see if product import is complete by navigating back to Settings > Supplier Integrations and see the status here:
You can always import more products by starting a new import where you set up the integration OR, if you just want to add a couple individual products from SRS go to Products > Search.\ If "Import" is present, you can do so by clicking Import.\ If the product has already been imported, you will see "Details" instead of "Import".
Tools: Suppliers & Products
7
Tools > Suppliers When you have a Supplier Integration enabled, your "Suppliers" and "Products" screen will now look a little different. We have separated your Manually Added Suppliers & Products and your Integrated Synced Suppliers & Products, so that you know which suppliers and products are included in live catalog and pricing syncs.
8
Click the edit pencil and add your Supplier and Company Contact. The Supplier Contact will be cc'd on the order confirmation.\ The Company Contact will be emailed when an order is submitted AND *(coming soon)* when/if there is a change order!!! You can also see how many product were imported in the "Products" column. \ Click on \[#\] Products.
9
ENTERPRISE CUSTOMERS:\ Integrated Suppliers do not follow the product hierarchy the rest of your manually added products do. \ Meaning they don't associate to a single product that inherits the unit mapping or labor costs. \ You will need to manually add these by going to Tools > Products > Manage Products > Supplier Synced Products > Product line item > Scroll to the right and click the action ... button > Edit Unit Map.
10
The Unit Mapping must be done for EVERY product in order for us to convert the quantity and price for you based on a roof drawing or measurements.
11
Labor Cost\ In order for use to automatically add a product to the work order, add the Labor Cost.\ \ You can apply the Labor Cost to an individual Product or to an entire Category.
Tip! Again, your Supplier Synced Products and Manually Added Products are now separated. The **Unit Price** you see, is your negotiated (unique to you, SRS customer account) cost.\ \*If $0.00 is displaying it is because your SRS rep has not yet added pricing to your account yet. Please contact SRS to have it added. The **Unit of Measurement**(s) are the UoMs that you can order in from SRS. We are automatically adding the **Trade** of ROOFING to all supplier synced products.\ *Coming soon, you will be able to edit the trade.* The **Item Code** is the SRS Item Code. If there are variances of a product, those Item Codes can be found on the NEW product details screen, but we will automatically pass the selected item code to SRS for you, when you submit your order.
You can now click on a Product line and see more details in our NEW Product Details screen. This new view is only available on products that were imported via the integration. \*\*We receive the product images, variances and item codes directly from the SRS API. - If an image isnt loading, that is an issue with SRS's API and not something we can fix. - If the Unit Price is incorrect, please contact SRS, as we are pulling this from the API that is linked to your customer code used at integration setup. - If you don't see a variance, it is because we are only adding products (and their variances) that are available at the branches you mapped during integration setup.
PRO ACCOUNTS ONLY!!! Tools: View imported SRS Order Template(s)
12
If you imported products via SRS Order Templates, you can view them by going to Tools > Templates > Supplier Templates
13
**COMING SOON!!!**\ You can more quickly create a Roof Template by selecting the Order Template then clicking "Convert to Roof Template".
Tools: Create Roof Template(s)
14
Pro Accounts: Create a Roof Template and select Supplier = SRS Distribution \[Integrated\]. Then add your SRS products to the Template. Enterprise Accounts: Create a Roof Template and add SRS synced products to pull in pricing. \ \ \***Coming Soon (in November)** in the product selection drop downs, you will be able to more easily identify SRS synced products by seeing the SRS logo. \ \ PLEASE NOTE: - **The unit cost for integrated products are used on both the estimate and the material order** - Enterprise accounts, can now associate Labor Cost on the Roof Template
User Journey | Estimate
If you are an Enterprise user and select Supplier = SRS Distribution \[Integrated\], you will only see the estimate builder for V2.
15
Create an Estimate. Once you have enabled the SRS Integration, when you create an estimate you will now see "SRS Distribution \[Integrated\]" as a supplier to select. \ If you are wanting to pull in live pricing and submit an order using the integration, you MUST select this supplier (rather than one that was manually entered).
After you have selected SRS Distribution \[Integrated\], **IF you have more than one** Job Account associated to your SRS Account, then you will see the "Select SRS Job Account" dropdown.\ If you want to use pricing associated to a different job account for the estimate, you need to select the correct job account at this time. \*You will have the opportunity to change the Job Account on the Material Order as well, but it will not update the prices on the estimate.
16
When you add line items to your estimate, the Product dropdown will only show products available to order from your branches, as well as the available variances. The unit price that was synced at initial product import will be displayed here as well. \*Prices can change depending on the variance. Verify the color is correct.
At estimate creation and when you add items to an estimate, we are using the pricing that was fetched at initial import.\ If you would like to do a live pricing check to make sure you have the most up to date pricing on your estimate or material order, click "Pull Latest Pricing" in your checklist or using the refresh icon next to where you add line items.\ \ If the pricing has changed, we will not only update it on the estimate and material order, but we will also update those items in the Product Catalog at that time.
17
Make sure to Submit the Prospect for Approval, and APPROVE so that the prospect becomes an actual job!!!
User Journey | Material Order
Tip! By selecting Supplier = SRS Distribution \[Integrated\] at estimate creation, when creating the material order, the Supplier, Job Account (if applicable) and Trade will automatically apply for you. BUT in the event that you need to change any of those, you can do it here.
Tip! You can add additional Line Items AND even Pull Latest Pricing to make sure your pricing is synced with SRS.
18
Create the Material Order. \ Once approved, click Place Order. \*Please note that when using an integrated supplier, you no longer see the Pickup Order option under Place Order. You'll see why in the next step.
19
When ordering with SRS via the integration, the form below will open. 1. Verify you are placing the order with "SRS Distribution (Integrated)" 2. Verify the Deliver To address 3. Select Delivery or Pickup 4. Verify the Branch 5. Verify the Job Account (if applicable) 6. Select a Requested Delivery Date\ \*Delivery cannot be today 7. Select Delivery Type: Ground Drop or Roof Edge 8. Select Delivery Time: AM, PM or Anytime 9. If needed, add Instructions to the Branch 10. Click Place Order
If the order was successfully placed, you will see this success message.\ Click Close.
Once the order is placed - We will display the SRS Order ID in the Details section of the Material Order - You will also be able to see order status' such as: Order Confirmed, Order En Route, Order Delivered etc. - Once the order is delivered, we will also pull in the image with Proof of Delivery and automatically add it your Job Docs - Coming soon...Credit Memos
FAQ's
**SRS Order Templates.** If you import a SRS Order Template, then update it in RoofHub, there is NO WAY for us to sync the update back into RoofLink. \ You will have to delete the Order Template in RoofLink and upload it again for it to have the most recent changes.
**Is returned material going to automatically be added in RoofLink?** Unfortunately right now, it is going to continue to be a manual process.\ Coming soon, we will notify you via email when a credit memo was created and automatically add it to the Job Docs in RoofLink. We have submitted a feature request to SRS to expose additional API's so we can pull in updated numbers automatically for you.
**Early Pay Discounts.** Right now, SRS does not have a way to trigger if an invoice is paid nor is a webhook available from Bill Trust. We have submitted a feature request to SRS for them to figure out how to pull in all the invoice history so that we could then pull that into job costing...but as of today, its not available.
SRS Distribution | Supplier Integration
Rachelle Van Wagoner
19 steps
5 minutes
Roof
Scribe
Google Docs
Google Calendar
Google Sheets
If you do not already have Order Templates created with SRS, we HIGHLY recommend you contact your SRS rep and have them create one(s) for you OR login to RoofHub and convert an invoice into an Order Template before authentication. This will streamline and create the most efficient process in RoofLink.
Authentication & Setup
1
Enterprise: Settings > Company Settings > Supplier Integrations\ Pro: Company Settings > Supplier Integrations
2
Under SRS, Click "Connect Account"
3
You can connect your SRS account with either a recent invoice OR via RoofHub.\ \ When connecting with a Recent Invoice, enter your:\ Account Number, an Invoice Number and the Invoice Date. \ \ \*Please note, that the invoice date MUST be more than 48 hours old.
4
To connect with RoofHub, enter your:\ Account Number and Integration Key. \*Your RoofHub Integration Key can be found by logging into RoofHub > Integrations > Integration Key
If the credentials provided were valid, you will see the following success message. Click Continue.
If the credentials that were entered are not correct, the user will see the following error message:
5
Now you will need to Assign your SRS Branches to your RoofLink Regions.\ PRO TIP: Product Import, Pricing and Submitting Orders are dependent on what branches are mapped here. ***Please take your time.*** \*You will see ALL branches your SRS account has been approved to order from. \ We HIGHLY suggest only mapping the branches you ACTUALLY order from. \ Why? Each branch houses over 13,000 products. Depending on the categories you to choose to import in the next step, this could result in 1000s of products you would never use. \ \ Click on the dropdown and assign which branch(s) the region orders from. Once done, click "Assign Branches".
Alert! \ Next, we will import products. Please note, that if you import the entire catalog/categories, if your SRS Account Rep has not added a price for you, it will be imported as $0.00 until SRS updates it for you.
6
In November, we updated the way we are importing products. \ Now, after SRS Branch & RoofLink Regions have been mapped, we will AUTOMATICALLY import ONLY THE PRODUCTS that you have ordered in the last 180 days.\ \ Why? BECAUSE WE HEARD YOU. \ Previously, you could only import full catalogs or categories, which resulted in 1000+ products that you would never order. \ This reduces the amount of products that get imported into your library, eliminating manually setup on products you don't ever order.
Tip! If you would still like to import the entire product catalog, individual categories or via Order Templates, just go back to Settings > Supplier Integrations click "New Import" and choose if you want to "Import Product Categories" or "Import SRS Order Templates".\ \ You can import: - The entire product catalog of products that are available at your mapped branches (good option but not recommended) - Single or multi select only relevant product categories (better option) - **Via SRS Order Templates (best, most efficient option)** \ See next step for more info.\ \ Click Start Import.
Tip! To import products via Order Templates, you must have 1+ ACTIVE templates in RoofHub. \ You will see the Order Template name and the associated products.\ \ Select 1 or more templates > click Start Import, and we will only import the products on those Order Template(s) into your product library. ProTip: we call a SRS API to validate if the product is available in the branches you mapped earlier. If it is NOT, we will not import the product.
You can view which Order Templates you have imported by going to Tools > Templates > Supplier Templates.
It could take some time to import your products depending on the amount of products you are importing. We will email you when ALL products have been added in RoofLink > Tools > Products > Supplier Synced Products
Tip! If you miss the email, you can also see if product import is complete by navigating back to Settings > Supplier Integrations and see the status here:
You can always import more products by starting a new import where you set up the integration OR, if you just want to add a couple individual products from SRS go to Products > Search.\ If "Import" is present, you can do so by clicking Import.\ If the product has already been imported, you will see "Details" instead of "Import".
Tools: Suppliers & Products
7
Tools > Suppliers When you have a Supplier Integration enabled, your "Suppliers" and "Products" screen will now look a little different. We have separated your Manually Added Suppliers & Products and your Integrated Synced Suppliers & Products, so that you know which suppliers and products are included in live catalog and pricing syncs.
8
Click the edit pencil and add your Supplier and Company Contact. The Supplier Contact will be cc'd on the order confirmation.\ The Company Contact will be emailed when an order is submitted AND *(coming soon)* when/if there is a change order!!! You can also see how many product were imported in the "Products" column. \ Click on \[#\] Products.
9
ENTERPRISE CUSTOMERS:\ Integrated Suppliers do not follow the product hierarchy the rest of your manually added products do. \ Meaning they don't associate to a single product that inherits the unit mapping or labor costs. \ You will need to manually add these by going to Tools > Products > Manage Products > Supplier Synced Products > Product line item > Scroll to the right and click the action ... button > Edit Unit Map.
10
The Unit Mapping must be done for EVERY product in order for us to convert the quantity and price for you based on a roof drawing or measurements.
11
Labor Cost\ In order for use to automatically add a product to the work order, add the Labor Cost.\ \ You can apply the Labor Cost to an individual Product or to an entire Category.
Tip! Again, your Supplier Synced Products and Manually Added Products are now separated. The **Unit Price** you see, is your negotiated (unique to you, SRS customer account) cost.\ \*If $0.00 is displaying it is because your SRS rep has not yet added pricing to your account yet. Please contact SRS to have it added. The **Unit of Measurement**(s) are the UoMs that you can order in from SRS. We are automatically adding the **Trade** of ROOFING to all supplier synced products.\ *Coming soon, you will be able to edit the trade.* The **Item Code** is the SRS Item Code. If there are variances of a product, those Item Codes can be found on the NEW product details screen, but we will automatically pass the selected item code to SRS for you, when you submit your order.
You can now click on a Product line and see more details in our NEW Product Details screen. This new view is only available on products that were imported via the integration. \*\*We receive the product images, variances and item codes directly from the SRS API. - If an image isnt loading, that is an issue with SRS's API and not something we can fix. - If the Unit Price is incorrect, please contact SRS, as we are pulling this from the API that is linked to your customer code used at integration setup. - If you don't see a variance, it is because we are only adding products (and their variances) that are available at the branches you mapped during integration setup.
PRO ACCOUNTS ONLY!!! Tools: View imported SRS Order Template(s)
12
If you imported products via SRS Order Templates, you can view them by going to Tools > Templates > Supplier Templates
13
**COMING SOON!!!**\ You can more quickly create a Roof Template by selecting the Order Template then clicking "Convert to Roof Template".
Tools: Create Roof Template(s)
14
Pro Accounts: Create a Roof Template and select Supplier = SRS Distribution \[Integrated\]. Then add your SRS products to the Template. Enterprise Accounts: Create a Roof Template and add SRS synced products to pull in pricing. \ \ \***Coming Soon (in November)** in the product selection drop downs, you will be able to more easily identify SRS synced products by seeing the SRS logo. \ \ PLEASE NOTE: - **The unit cost for integrated products are used on both the estimate and the material order** - Enterprise accounts, can now associate Labor Cost on the Roof Template
User Journey | Estimate
If you are an Enterprise user and select Supplier = SRS Distribution \[Integrated\], you will only see the estimate builder for V2.
15
Create an Estimate. Once you have enabled the SRS Integration, when you create an estimate you will now see "SRS Distribution \[Integrated\]" as a supplier to select. \ If you are wanting to pull in live pricing and submit an order using the integration, you MUST select this supplier (rather than one that was manually entered).
After you have selected SRS Distribution \[Integrated\], **IF you have more than one** Job Account associated to your SRS Account, then you will see the "Select SRS Job Account" dropdown.\ If you want to use pricing associated to a different job account for the estimate, you need to select the correct job account at this time. \*You will have the opportunity to change the Job Account on the Material Order as well, but it will not update the prices on the estimate.
16
When you add line items to your estimate, the Product dropdown will only show products available to order from your branches, as well as the available variances. The unit price that was synced at initial product import will be displayed here as well. \*Prices can change depending on the variance. Verify the color is correct.
At estimate creation and when you add items to an estimate, we are using the pricing that was fetched at initial import.\ If you would like to do a live pricing check to make sure you have the most up to date pricing on your estimate or material order, click "Pull Latest Pricing" in your checklist or using the refresh icon next to where you add line items.\ \ If the pricing has changed, we will not only update it on the estimate and material order, but we will also update those items in the Product Catalog at that time.
17
Make sure to Submit the Prospect for Approval, and APPROVE so that the prospect becomes an actual job!!!
User Journey | Material Order
Tip! By selecting Supplier = SRS Distribution \[Integrated\] at estimate creation, when creating the material order, the Supplier, Job Account (if applicable) and Trade will automatically apply for you. BUT in the event that you need to change any of those, you can do it here.
Tip! You can add additional Line Items AND even Pull Latest Pricing to make sure your pricing is synced with SRS.
18
Create the Material Order. \ Once approved, click Place Order. \*Please note that when using an integrated supplier, you no longer see the Pickup Order option under Place Order. You'll see why in the next step.
19
When ordering with SRS via the integration, the form below will open. 1. Verify you are placing the order with "SRS Distribution (Integrated)" 2. Verify the Deliver To address 3. Select Delivery or Pickup 4. Verify the Branch 5. Verify the Job Account (if applicable) 6. Select a Requested Delivery Date\ \*Delivery cannot be today 7. Select Delivery Type: Ground Drop or Roof Edge 8. Select Delivery Time: AM, PM or Anytime 9. If needed, add Instructions to the Branch 10. Click Place Order
If the order was successfully placed, you will see this success message.\ Click Close.
Once the order is placed - We will display the SRS Order ID in the Details section of the Material Order - You will also be able to see order status' such as: Order Confirmed, Order En Route, Order Delivered etc. - Once the order is delivered, we will also pull in the image with Proof of Delivery and automatically add it your Job Docs - Coming soon...Credit Memos
FAQ's
**SRS Order Templates.** If you import a SRS Order Template, then update it in RoofHub, there is NO WAY for us to sync the update back into RoofLink. \ You will have to delete the Order Template in RoofLink and upload it again for it to have the most recent changes.
**Is returned material going to automatically be added in RoofLink?** Unfortunately right now, it is going to continue to be a manual process.\ Coming soon, we will notify you via email when a credit memo was created and automatically add it to the Job Docs in RoofLink. We have submitted a feature request to SRS to expose additional API's so we can pull in updated numbers automatically for you.
**Early Pay Discounts.** Right now, SRS does not have a way to trigger if an invoice is paid nor is a webhook available from Bill Trust. We have submitted a feature request to SRS for them to figure out how to pull in all the invoice history so that we could then pull that into job costing...but as of today, its not available.
