Portal.io Integration Guide

Overview

Cornerstone has partnered with Portal.io, one of the leading proposal creation services.

Why Portal.io?

• Portal.io is a leading proposal writing software company
• They maintain one of the most complete product databases, with over 1 million current items
• Portal.io is integrated with a host of suppliers and vendors to provide fully managed dealer pricing

Integration Benefits

This integration streamlines two key areas:

1. Inventory Pricing Management in Cornerstone

• Update parts price and cost in Cornerstone automatically

2. Turn Accepted Proposals into Workflow

• Progress billing
• Technician assignment and scheduling
• Inventory tracking
• Recurring billing

Important: Cornerstone's integration begins at the point where a customer has accepted a Portal.io proposal.

Importing a Portal.io Proposal

Step 1: Access Quotes

From Cornerstone, click Quotes.

Step 2: Create New Quote

1. From the Quotes screen, click Insert
2. At the confirmation prompt, select Scratch

Step 3: Download Proposal

From the Quote Update screen:

• Click Download Proposal to begin importing an accepted proposal into Cornerstone
• OR click Portal.io Website to add, modify, or view existing Portal.io proposals

Step 4: Select Proposal

1. The Proposal List window will open, showing all 'Accepted' proposals in Portal.io
2. To import a proposal, highlight it in the list
3. Click Select

Step 5: Confirm Import

1. You will receive a popup confirmation
2. Click Yes to confirm this is the proposal you would like to import

Step 6: Select or Create Customer

The Customer Selection List will open, with customer information from the Portal.io proposal listed in blue text on the left.

For Existing Customer:

1. Search for an existing customer
2. Highlight the customer
3. Click Select

For New Customer:

1. Click Insert
2. A new customer account record will be created with information populated from the Portal.io proposal
3. If you use account auto-numbering, the account number will be automatically assigned; otherwise enter the new account number
4. Select the tax code to assign to the account
5. Click OK to save the account

Parts Matching

Once the Portal.io proposal is imported, the 'Match Catalog List With Current Inventory' screen will open, allowing you to match parts or import new parts into Cornerstone.

Parts can be added in one of three ways:

Matched Existing (Green Highlight)

Parts highlighted in green have matched a part in your inventory.

• Parts are matched based on Part ID, Manufacturer ID, Brand, or Model Number
• Parts that matched existing inventory will be updated with the latest price, cost, part category, sub-category, vendor name, manufacturer, and manufacturer part ID from Portal.io

Matched Manually (Orange Highlight)

Indicates the specified part was manually matched to an existing inventory part in Cornerstone.

• The price, cost, and product information will be updated with the latest pricing and product information from Portal.io
• This includes part category, sub-category, vendor name, manufacturer, and manufacturer part ID

Auto Add Item (Blue Highlight)

Parts highlighted in blue did not match any existing inventory items and have not been 'manually matched'.

These items can be automatically added to your Cornerstone inventory:

• Auto Add an individual item by highlighting a part and clicking Auto Add
• Click OK to add all blue highlighted parts at the same time

The part price, cost, part category, sub-category, vendor name, manufacturer, and manufacturer part ID will be imported.

Manual Match Process

To manually match a Portal.io part to an existing inventory part:

Step 1: Select Item

Left-click on an item in the list you wish to match.

Step 2: Click Manual Match

Click Manual Match.

Step 3: Search and Select

1. The Inventory Master List window will open, with the part information from Portal.io in blue text on the left
2. Search for the item you would like to match using Description, Part ID, Part ID Mfg, or Search field
3. Once you have located the item, click to highlight it
4. Click Select

After matching your part, you will be returned to the 'Match Catalog List With Current Inventory' window. The matched part will now be highlighted orange.

What Gets Updated: The original part in Cornerstone inventory will be updated with price, cost, part category, sub-category, vendor, manufacturer name, and manufacturer ID from Portal.io.

Auto Add Examples

Auto Add - Individual Item

Items highlighted in blue did not match any existing inventory item.

1. Left-click on an item in the list you wish to Auto Add
2. Click Auto Add
3. When the item is manually Auto Added, the color will change from blue to green, showing that the item is now considered a matched inventory item

Auto Add - All Items

To Auto Add all blue highlighted items to inventory:

1. From the Match Catalog List With Current Inventory screen
2. Click OK
3. All items highlighted in blue will be Auto Added to your inventory

Note: If these items appear on any future proposals, they will be considered a 'match' since they are now part of your Cornerstone inventory list.

Correcting an Incorrectly Matched Item

If you matched a Portal.io item to a Cornerstone inventory item incorrectly, you can 'unmatch' the item and return it to its previous state.

Unmatch Process

1. Left-click on an item in the list you wish to unmatch
2. Click Unmatch
3. The item returns to its previous state as an Auto Add item, highlighted blue
4. You can now either manually match to another inventory item or auto add the item to your Cornerstone inventory

Filtering Items Shown

Use the checkboxes to see only:

• Matched Existing
• Matched Manually
• Auto Add items

Quote Check

When a proposal is imported into Cornerstone, we perform checks to make sure the Cornerstone Quote tax rates and totals match the Portal.io proposal tax rates and totals.

If we find a discrepancy, you will receive a popup warning notification.

Example Issue: The tax rate for a new customer did not match the tax rate on the Portal.io proposal. Either the tax rate was incorrectly selected or the tax rate stored in Cornerstone does not match the tax rate from Portal.io.

Tax Rate Precision Note: If your tax rates extend beyond 2 decimals, you may experience slight rounding differences in the tax calculations as Cornerstone calculates tax on each line item and then sums the taxes while Portal sums the line items and then applies the tax rate. If there is a discrepancy, it generally is only pennies and you can adjust the proposal in Cornerstone before invoicing.

Inventory Pricing

Important: Once you have enabled the Portal.io integration, Portal.io becomes the source for pricing, descriptions, and categories.

Custom Pricing Considerations

If you have custom pricing set up in your inventory and then import a part from Portal.io, the Portal pricing will overwrite your custom pricing.

Solution: If you want custom pricing set on an item, you will need to change the price in Portal.io before syncing inventory or importing a proposal.

Three Prices You Can Change in Portal.io

1. MSRP - Manufacturer Suggested Retail Price (not used to calculate price on a quote)

2. Sell Price - The price at which the item will be sold to the customer

3. Cost - The price you pay a vendor or distributor for the product

Note: If the 'sell' price in Portal.io is $0 and the MSRP is $500, when the item is imported into a Quote and Inventory you will need to manually add the 'sell' price to the item.

Updating Inventory from Dashboard

Updates to Cornerstone's inventory can also be accomplished from the Inventory Dashboard. While pulling the proposal updates those specific items, Download Parts will refresh ALL connected parts at the same time so you have the most current pricing/cost information.

Steps

1. Click Inventory > Inventory Dashboard
2. Click Download Parts

Two Options

Option A: Sync Known Parts With Portal.io

• This will sync cost, price, category, manufacturer ID, vendor, etc. for any part that has been previously imported from Portal.io

Option B: Pull Portal.io Parts into Cornerstone

• This will import all of your Portal.io parts into Cornerstone's inventory
• Any 'known' parts will be updated and any 'new' inventory items will be added
• This includes cost, price, category, manufacturer ID, vendor, etc.

Image Download

Regardless of which choice you make, you will be presented with a confirmation to download associated images for each Catalog item.

• If you select Yes, part images will be downloaded and added to each part
• If you select No, only the part cost, price, and associated part information will be imported

Important: If you have a large quantity of items, downloading images of each item can take some time.

Match Catalog List

When you Pull Portal.io Parts Into Cornerstone, you will be presented with the 'Match Catalog List With Current Inventory' screen. You can perform manual matches or auto add items, just as you did when importing the proposal from Portal.io.

RMR / Recurring Charges

Recurring items added to Portal.io must match the RMR Code and description used in Cornerstone.

Adding Recurring Charges to Portal.io Catalog

1. Log in to your Portal.io account
2. Click Catalog > Our Custom Items
3. Click the '+' in the top right corner of the Custom Items window
4. In the Brand Name field, enter the RMR Code used in Cornerstone
5. In the Short Description field, enter the Description of the RMR code used in Cornerstone
6. Enter the Cost and Sell Price
7. Put a check in 'Recurring Service'
8. Put a check in 'Tax Exempt' if you do not charge tax on services
9. Click Create Custom Item

When Imported into Cornerstone

When added to a proposal and imported into a Cornerstone Quote, a pending RMR charge will be added to the customer account when the quote is accepted as a service ticket or invoice.

Editing Quote Items

From the quote, click on Edit Quote Items. You can change the frequency and amount if necessary.

Activating Pending RMR

When the quote is accepted and turned into a service ticket or invoice, the RMR charge will be added to the customer's account as 'Pending RMR'.

Visual Indicators:

• On the Customer List, the customer account number will be highlighted in orange
• Opening the customer account shows an orange highlight on Recurring Charges menu item

Activating the RMR Charge

1. Open the Recurring Charge Profile
2. The 'Pending' checkbox will be checked
3. To activate the RMR charge:
   • Uncheck 'Pending'
   • Enter the 'Next Date' (the date the RMR charge will start being billed to the customer)

Need Help?

Still have questions? Contact Cornerstone Holding Co. 847-405-9517 or email us customer.success@alarmbills.com