When you create a purchase order in POTS, NetComm Contracts can find that POTS record and copy its requisition number onto your forecast record. The lookup runs automatically about once a day, and you can also run it yourself.

Unlock the lookup

The POTS Records panel on the right side of a forecast record stays locked until both of these are true:

  1. The record is in Phase 3 or later.
  2. The POTS Order Created checkbox (Identification section) is checked. The panel refers to it as POTS Record Created.

POTS Records panel locked
Locked: the panel explains what is missing.

POTS Records panel ready
Ready: the panel shows how many matches are unconfirmed and confirmed.

The automatic lookup also needs the record's CAN#, Vendor, and Estimated Amount of Action. Records missing any of these are skipped.

Find the POTS record

  1. Click Find Associated POTS Record. The Associated POTS Record Information dialog opens.
  2. On the Find Associated POTS Info tab, check the three search fields, which are pre-filled from the record: CAN (up to 7 characters), Vendor Name, and Estimated Amount. Adjust them if needed.
  3. Click the search (magnifying glass) button.

Find Associated POTS Info tab with no results

If you see 0 Records found, check that the CAN and vendor name match what was entered in POTS. A manual search replaces any earlier unconfirmed results.

Confirm the match

One POTS record found with a Confirm button

  1. Compare the POTS Number, Req Date, Purchase Amt, and Order Status with your POTS order. Click the POTS Number to see full details.
  2. Click Confirm.

The record's POTS Requisition # is set to the confirmed POTS number, and the match moves to the Confirmed POTS Record(s) tab. The Found By column shows whether the match came from the automatic lookup (Nightly Sweep) or a manual search (Manual).

Undo a confirmation

  1. Open the Confirmed POTS Record(s) tab.
  2. Click Unconfirm on the record.
  3. Check Also remove the POTS Requisition # from this forecast record if you want the field cleared, then confirm.

The record moves back to the Find tab for review.

Common questions

  • The POTS amount differs from my estimate. Change the Estimated Amount in the search box to the POTS amount and search again.
  • Can I confirm more than one POTS record? Yes. Each confirmation overwrites the POTS Requisition # with the newest confirmed number, so confirm the primary order last.
  • “can is required and must be at most 7 characters” – shorten the CAN in the search box to seven characters.