The Online Ordering module works with the USA and Canadian divisions of D&H. Before you can start setting up the online ordering feature in QuoteWerks, you first need to setup the D&H Real-Time Module. For instructions on how to do this, please see Real-time Module.
The Online Ordering Module will use the same User ID and password that is used for the Real-time Pricing & Availability. You may already have a User ID and Password with D&H. The real-time pricing and availability credentials are the same that you use to log into the D&H website to search for products and pricing.
If you do not have a User ID and Password to log into the D&H website you will need to contact D&H to request it. To do this, you can go to www.dandh.com for the USA or www.dandh.ca for Canada, and on the left hand side select ‘Online Forms’, and then choose ‘Electronic Commerce User Agreement”. You can then fax or email it in to D&H.
D&H strongly suggests that you create a new user login ID dedicated to XML Pricing & Availability requests. To do this, log in to DandH.com and go to the Account Admin tab, and choose “Add, change or delete usercodes”.
If you have questions, you can call D&H at 800-877-1200.
Ordering from D&H
To place an online order, select Purchasing from the left navigation panel. You will be prompted to close all open documents before proceeding.
The online ordering module reads all the item information from the database and updates the item(s) in the database with the order results. If any of the items that were updated were in an open order at the time, those changes may accidentally be overwritten. For this reason, QuoteWerks closes all open documents before proceeding.
Users can select documents based on a specific date or a range of dates by adjusting the date filter at the top of the Purchasing Window. Additionally, users can filler by the customer by clicking on the drop-down of the “Select Customer” menu. Only customers and vendors within the filter date range are displayed.
This article contains the following sections:
Selecting Items to Order
Under this Purchasing tab of the purchasing window, choose D&H as the vendor you would like to order from and then choose which line items you would like to order.
IMPORTANT: Only items from QuoteWerks ORDER documents (DocType = "ORDER") will appear under the Purchasing tab. So, if you started with a quote, ensure you convert it to an order by choosing the File -> Convert to Order menu.
There is a status bar that shows the total number and dollar amount of the selected items. This is very useful for meeting minimum purchase amounts for free shipping from vendors.
If you have specified a vendor minimum amount required for free shipping on the Vendor Maintenance menu in QuoteWerks, a window will ask if you'd like to proceed anyway or add more items to the PO before creating it.
Currently Open Order
This option will display all the qualified line items from the order that you had open when you opened the Purchasing window.
NOTE: Since QuoteWerks needs to close all open documents as described earlier, you will notice that QuoteWerks does close your currently open order, but on this window for the Currently Open Order option, it does remember which document was currently open
Multiple Orders
This option will display all the qualified line items, from any order, that have not yet been ordered.
After placing checkmarks next to each line item that you want to order click Place Online Order to proceed to the Online Order Form.
NOTE: To the right of the selected vendor and Export to Windows clipboard icon 
is available. This will let you export the selected items to the Windows clipboard if you need this information outside of QuoteWerks.
On the Purchasing window, there is also a right click menu option of "Manually enter PO Number". This is useful when you have already created the PO for the item elsewhere, as setting the PO number removes it from the list of items that need to be ordered. Optionally you can also specify the PO date that will be written into the Order Date column for each line item selected.
Additionally, users can right-click and choose “Copy DocNo” which copies the document number to the clipboard. This feature enables users to click on the File-> Open menu option and paste the document number to quickly locate the document they need to review.
Clicking on the 
icon will load the Product Sourcing Panel so users can update prices and check stock before ordering to make sure they are sourcing it from the best vendor.
Completing the Online Order Form
The D&H online order form has three tabs:
Purchase Order Info Tab
To begin the ordering process, enter information into the below described fields as needed.
PO Number
You'll use this value when creating a purchase order. If you're linking to QuickBooks, Autotask, or ConnectWise, the same PO Number will be used when exporting to that application. You can set this number manually or, if you've set a default numbering sequence under Setup -> Options menu -> Installation tab, you can click the 
button next to the Next PO number sequence field to select the next numerical value. Additionally, if you've set a PO Prefix/Postfix value under the Vendors menu, then this value will display with the PO number. For example, if you'd set the postfix to "DH" (for D&H), the PO number would read, "26-1001DH," where "26" indicates the year 2026 and 1001 represents the unique numeric sequence.
PO Description (QW)
The "PO Description" field allows you to store the description of the purchase order in the QuoteWerks database and is displayed on the Purchasing Window when viewing Purchase Orders. This description is not transmitted to the distributor.
PO RefID (QW)
In this field, you can enter a job or ticket number to group purchase orders. For example, you might create five purchase orders to purchase all the products required for the job, and by entering the same job number for each PO, you can easily group and display them together under the Purchase Orders tab.
Filtering by PO RefID while under the Purchase Orders tab will show you the purchase orders linked by job number, and you can get an overall view of whether most of the items have been shipped and received. Filtering by PO RefID while under the Ordered Items tab will show you a complete list of all the items ordered within all purchase orders. It will also show their statuses in terms of whether they've shipped and been received, as well as their serial numbers. Once you see you've received all the items under this tab, you can schedule the job to deliver them to the customer.
Back Order Handling
You can select from two options, either to have each backordered item shipped as they become available or wait until all items are available and then ship the complete order.
Drop Ship Password
If you have a drop ship password set with D&H, you can enter it here.
Special Instructions
Enter any special instructions that you would like the D&H sales rep to review before accepting this order. Entering anything into this field will cause the order to be placed on hold, requiring the sales rep to manually review it before it will be released for processing.
The Special Instructions field holds up to 300 characters. By using the Special Instructions field, users can choose to submit online orders to D&H overriding the D&H real-time price with your own D&H sales rep negotiated price. When submitting an overridden price you can enter a reason such as a D&H quotation # in the Special Instructions field. Upon receipt of an order where prices don’t match the D&H real-time pricing, the D&H order is automatically flagged, and the D&H sales rep will review the order manually.
End users are able to override the pricing when performing the online ordering with D&H. However, unlike the other vendors, D&H does not support line-item level comments.
What happens instead is the order is submitted with a HOLD status if the real-time price does not match the user price. This is remarked in the Special Instructions message box. The system will then attempt to apply the part numbers to the Special Instructions field as well to indicate which items have the special pricing. However, the Special Instructions field has a character limit. As such, the system takes a few steps to provide as much information as possible.
It will start by attempting to apply "HOLD + typed special instructions + "'NonStandardPricePart#' + (non-standard pricing)"" for each item.
If there is not enough room in the available characters to accomplish that task, then it simply write "HOLD + end user typed special instructions + "negotiated/non-standard pricing - please review" without any indication as to which lines have the non-standard pricing.
If it is simply too long, then it just states, "HOLD + typed instructions + "review""
NOTE: The input boxes for the following fields have max length limits preventing the entering of data longer than the D&H order will allow. This will avoid getting messages telling you that the data is too long and then requiring you to manually change it. The fields are ShipToName, ShipToContact, ShipToAddress1, ShipToAddress2, ShipToCity, ShipToState, ShipToPostalCode, and ShipToPhone.
Shipping Tab
Once you have entered information on the Purchase Order Info tab you will next want to input shipping information for the order.
Ship to
If you selected to order items from the currently open order, when you click the [Copy from] menu button you will have the option to pull from the ‘Ship To’, ‘Sold To’, ‘Bill To’, ‘Sales Rep Location’ and ‘Our Location’ areas in QuoteWerks.
If you selected to place an online order with items from multiple orders in QuoteWerks, any of the the 'Ship To’, ‘Sold To’, ‘Bill To’, ‘Sales Rep Location’ options from those orders will be available in addition to the ‘Our Location’ option. The Clear Ship To button to the right of the [Copy from] menu clears all the fields.
If all of the items are from the same order the Ship to fields will default to the Ship to fields from the quote.
Ship Via
Here you can select your preferred shipping carrier. The available options will vary depending on your country and are defined by D&H.
End User Tab
The End User tab is where users can add the End User contact information as well as other important information, specifically for licensing and warranty orders.
Copy From: Copy the End User contact details from the Sold to, Ship to, Bill to for the selected items on the order.
End User PO Number: Specify a PO number for the end user. This is not a require field.
Authorization Quote Number: For any negotiated or special pricing, place the quote number for the corresponding order in this field.
Master Contract Number: Add master contract number if applicable.
CCOID Number: Add CCOID number if applicable.
Serial Number: Add serial number if applicable.
ESD End User Email: This field may be required on particular orders, typically ones containing warranties and software licensing.
Reseller Email: Add your email to this field when/if required.
Line-Item Information
This section of the Online Order Form displays the line items that you have selected to order. You may remove an item from the list by selecting it and clicking the 
button.
Placing the Order
Step 1: Verify Current P & A
Click on the [1. Verify Current P & A] button (P & A stands for Pricing & Availability). This step accesses the D&H website in the same way the Real-Time Data module does and returns the current pricing and availability of the line items.
NOTE: The Product Total label displays the extended total of all the items on the order. Before real-time pricing is retrieved, it totals the offline prices from the QuoteWerks line items. After real-time pricing is retrieved, it totals the real-time prices. After the order has been placed, it totals the ordered prices.
Realtime Unit Price
This is the current real-time price.
NOTE: When placing online orders, the QuoteWerks PO Item records the Standard Unit Cost which is populated from the real time pricing. It also records the Unit Cost from the QuoteWerks order or the negotiated price override that you enter when placing the electronic order. If the Unit Cost does not match the Standard Unit Cost, there will be an additional display in the Cost column on the Purchase Orders and Ordered Items tabs of the Purchasing window displaying the differences in cost.
For example, if you placed an order for Item A at $179.83, when the PO is created in QuoteWerks, the item's cost would be listed as "$179.83 ($539.49)" on the first line, and "$199.95 ($599.85) STD" on the second line. The number in the parenthesis is the extended Cost, and the second line that has the "STD" postfix indicates this is the standard price. If the Unit Cost and the Standard Cost are the same, the 2nd line is not needed and will not be displayed.
Realtime Physical Qty in Stock
This is the current total quantity in stock at all of the physical warehouses combined.
Ship from Warehouse
This column for each line item will contain a list of all the D&H physical warehouses and the quantity in stock of this item in each of the physical warehouses. If you would like the item to ship from a specific warehouse, then you can choose warehouse from here, otherwise by default D&H will choose which warehouse to ship it from.
NOTE: If you have specified a preferred warehouse in the real-time module setup, the preferred warehouse will automatically be selected as long as the preferred warehouse has the item in stock.
Step 2: Validate the Order
Once the P & A Request is completed, the [2. Validate Order] button will become available. Validating the order will validate all the information entered on the order form and then will validate all the items on the order form.
Header Validation
You will be notified if there are any validation issues with the order:
If there are any issues, you can make the changes and then click on the [2. Validate Order] button again to verify that your changes have satisfied the validation.
Item Validation
If D&H does not have sufficient stock of the item to place your order, QuoteWerks will notify you of this and will ask if you want to remove the item from the order.
Pricing Validation
You may also receive warning notifications indicating there are pricing differences between the price on the QuoteWerks order and the real-time price. This can occur often since real-time prices change often. You are notified of this so that you are aware of this price difference. With this knowledge you can make a determination as to whether or not this is simply a small price variance or a significant price difference which would require your verification before proceeding.
NOTE: There is a good chance that the Unit Price for the items in the QuoteWerks order may be different than the real-time Unit Price. When this happens, you will receive a series of warning messages alerting you to this discrepancy. As a procedural control you could update the QuoteWerks order with real-time pricing and availability (using the Tools -> Refresh with latest pricing menu) before beginning the online ordering process, which would ensure that the Unit Price in the QuoteWerks ORDER would be the same as the real-time Unit Price retrieved from D&H during the ordering process
Once any validation issues have been addressed you will receive notifcation that the order is valid and that you are able to proceed with submitting the order:
Step 3: Submit the Order
Once you have successfully validated the order, you may now submit it using the [3. Submit Order] button.
This step submits the order to D&H and receives an order confirmation if the order is successful. If you have the Quickbooks online purchase order integration enabled you will be prompted to export the online order to Quickbooks as a Purchase Order:
NOTE: When some orders are placed, D&H may split the single order into multiple orders. Typically this happens when items that are ordered are shipped from different warehouses or when an item that D&H does not have in physical stock is ordered from the vendor and drop shipped to you. In these cases, the line items will not have the same sales order number.
Once the D&H Online Order form has been closed, if you ordered items only from the current open document, this document will automatically re-open for you to review. If you ordered items from multiple documents, you will need to open them individually to review them.
When you open a document that contains items you just ordered, you will note that the SO Number (Sales Order Number) column has been updated with the D&H sales order number. Also, QuoteWerks will update the QuoteWerks document Unit Cost field with the D&H ordered unit price. When this happens, the Cost Modifier value (if any) will be cleared. If the item being updated has a Price Modifier that is based on Unit Cost, the Price Modifier will also be cleared.
NOTE: The Distributor SO Number column may not be visible by default. If you do not see this column, select the View -> Customize columns menu and make it visible.
Since the Distributor SO Number column will be populated with the D&H order information, it is a good idea to make sure these columns are visible and it might be helpful if they were located next to each other. This column can be customized under the View -> Customize Columns menu.
When you first start using the Online Ordering Module to place online orders with D&H, we recommend that you verify through the D&H website that the order has been received by D&H and the order details such as price, warehouse selections, and shipping carrier selection are as you expect them to be.
To find your D&H order on the D&H website, log into the D&H website and then under the Ordering toolbar on the left-hand side, choose Order Tracking. In the Order Tracking window to the right, you can enter a specific Order/Invoice# or search for the Payment Status of “In Process” to find the order that was just placed.