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Epicor integration with Axya for the PO module

Sending a Purchase Order

Prepare your purchase order as usual with the supplier of your choice (items, quantities, prices, and desired delivery date).

When your purchase order is ready for approval, update the Axya Status field located at the top right and select Send to Axya.

Once the order is approved (your PO is in APPROVED status in Epicor), it will automatically be sent to Axya.
The Axya Status will then change to Successfully Sent, confirming that the order was transmitted to the supplier.
Your PO must be APPROVED for it to be sent to Axya.

⚠️ In case of failure, the status will change to Creation Failed. If this happens, please contact the Axya team.

When the supplier confirms the order in Axya, the status will automatically update to PO Confirmed.

Sending With Attachments (Draft Mode)

If you need to attach files to the order (quotes, technical sheets, etc.):

Follow the same steps as a standard send, but select Send as Draft in the Axya Status field.

The order will be sent to Axya as a draft.

You can then upload your documents in Axya and manually confirm the send to the supplier.

Revising a Confirmed Purchase Order

If a purchase order has already been confirmed (PO Confirmed) but requires modification (e.g., adding or removing a line):

Apply the changes directly in Epicor.

Change the Axya Status to Send New Revision.

The supplier will receive a notification and will need to confirm the order again.

Once confirmed, the status will return to PO Confirmed.

Epicor – Axya Synchronization

If some orders seem to be missing in Axya:

Verify that the synchronization is up to date.

Click on the ERP icon (top right of the Axya platform) to check the synchronization status.

Review and Updates in Epicor

When actions are confirmed in Axya (dates, quantities, prices), they are automatically reflected in Epicor during the next synchronization (every 5 minutes).
Your PDF version will also be updated automatically in Axya.

Automatic Updates in Epicor

Action Confirmed in Axya Result in Epicor
Date change

Updates the date used for your production (depending on whether you use due date or promise date)
Price change Updates prices line by line
Quantity change Updates quantities
Line item receipt

Axya Status = Received
Full receipt

The purchase order is closed and archived in Axya
 

Procedure for Cancelling an Order in Axya

1. Cancelling an Order No Longer Required

If you need to cancel an order because it is no longer needed:

  1. Log in to the Axya platform.

  2. Go to the Orders tab.

  3. Search for the order using the search bar.

  4. Once on the order page, click the three dots in the top right corner.

  5. Select Cancel Order.

  6. You may then delete this order in Epicor.

2. Cancelling an Order Sent to the Wrong Supplier

If you accidentally sent the order to the wrong supplier:

  1. Cancel the order by following the previous steps.

  2. Email customerservice@axya.co to request deletion of the transaction in Axya.

Once the transaction is deleted, you can:

  • Modify the PO in Epicor

  • Resend it through Axya to the correct supplier

⚠️ Important:
If the transaction is not deleted in Axya, you will not be able to resend the order to the correct supplier, as it still exists in the database. Step 2 is therefore essential.

Need Help?

If you have any questions or issues, contact our team at:
📧 customerservice@axya.co