About this Guide

The Printer’s Plan - ASI integration allows promotional product orders generated in ASI to automatically flow into Printer’s Plan. This feature was introduced in the 2022 version of Printer’s Plan and requires a valid ASI account. For information about obtaining an ASI account please visit the following site: https://www.asicentral.com/

Step 1: Create an Integration Service in Printer’s Plan.

The integration service created in Printer’s Plan will be used to capture quantity and pricing information when an order from ASI is sent to Printer’s Plan. To add this service navigate to the Services section of Printer’s Plan. In this section select a Service Department, then select a Service Category. After selecting a category click the New button at the top of the window.

Create the new service, it can look something like this:

Step 2: Printer's Plan Integration Settings.

In Printer's Plan go to the Settings section, open the Third Party Integrations folder, and select Promotional Products. This will open the Promotional Product Integration window:

This window has the following options:

New - Clicking on this option opens a window to create a new Integration record.
Edit - Clicking on this option allows you to edit the selected Integration record.
Delete - Clicking on this option deletes the selected Integration record.
A right-click on an Integration record provides the following menu options:

Set Status - This option allows you to enable/disable the Integration.

In the Promotional Products Integrations window click New and the following window will appear:

This window has the following fields:

Enable: Check this option to enable the integration.
Vendor: Select the promotional product integration vendor [ASI].
Integration Name: Enter the name of the integration.
Account/Client ID: Enter your ASI Account ID.
Account Number: Enter your ASI Account Number.
Username: Enter your ASI account username. If necessary, ASI can create a user account specifically for the integration.
Password: Enter your ASI account password.
Client Secret: Enter your ASI Client Secret.
Token: Not used for the ASI integration.
Endpoint: Enter the ASI integration endpoint address of: https://esp.asicntral.com/api/v1/
Request Frequency: The selection in this field determines how often Printer’s Plan will automatically check for a new ASI order. Printer’s Plan will also check for new orders when the program is first started (Recommended 60 Minutes).
Default Product Type: Select the default product type that will be used when an item from ASI is added to Printer’s Plan.
Default Service: Click this button to select the default service that will be used when an item from ASI is added to Printer’s Plan. This service is used to capture the quantity and price fields of the ASI order. It is recommended to use the service that was created in step one of this guide.
Request Jobs: Click this button to manually check for new ASI orders.

Step 3: ASI Integration Settings.

As part of the integration, the following configuration options need to be added to ASI.

Create a Printer's Plan Order Status

The ASI order needs to be set to a specific job status to indicate that it is ready to be received by Printer's Plan. The following steps outline how to create this status:

Log in to the ESP website and click on the Orders Tab.
In the Orders tab, at the top right corner click on the Image icon

On the menu that appears select Settings:

This will display the Settings menu. From this menu select the Order Status menu option:

In the window that appears, click the + Add an Order Status button to create a new order status:

In the Edit Order Status window, in the Order Status field, enter the status of "Send To Printer's Plan" -- make sure to enter this exact text in the Order Status field:

Select any color and click Save to save the Order Status.

When an ASI Order/Invoice is ready to be sent to Printer's Plan change the status of the order to Send to Printer's Plan. This will update the job so it can be received by Printer's Plan.

Create a Printer's Plan Customer ID Field

To link Printer's Plan customers to a corresponding ASI customer account, a Printer's Plan Customer ID field needs to be added to ASI. This field is used to store the Printer's Plan customer number. The following steps outline how to create this field:

Log in to the ESP website and click on the Orders Tab.
In the Orders tab, at the top right corner click on the Image icon

On the menu that appears select Settings:

This will display the Settings menu. From this menu select the Company Profile menu option:

On the Company Profile page, in the Third Party System Name field enter the text "Printer's Plan Customer" -- make sure to enter this exact text in this field. Please note, you do not need to include the text "ID" in this field, this will automatically be added by ASI :

When editing a customer account in ASI, in the Printer's Plan Customer ID field enter the Printer's Plan customer number:

Step 4: Receiving an ASI Order in Printer’s Plan.

When an order/invoice is created in ASI the following conditions must be true for Printer’s Plan to receive this job:

The ASI Order Type is set to Order or Invoice.
The ASI Status of the order is set to Send to Printer's Plan (See step 3 of this article for steps in creating this order status).
The ASI Order Date is less than 90 days from the current date.
The ASI order was not previously received in Printer’s Plan. Once the order is added to Printer’s Plan it cannot be added again.

When a valid ASI order has been received by Printer’s Plan, at the top right corner of the Jobs section a red alert message appears indicating a new Web Order has been added.

Clicking this button will take you to the Web Order, alternatively, you can access the job by opening the WebOrders folder and selecting All.

When an ASI order is added to Printer’s Plan the following field mappings will be used:

Customer:

To identify the customer, Printer’s Plan will use the following logic:

Printer’s Plan will first check the Printer's Plan Customer ID field of the ASI order data file. If this field matches an existing Printer’s Plan customer number then the Web Order will be created under that account. (See step 3 of this article for steps on creating this field).
If the Printer's Plan Customer ID field does not produce a match, Printer’s Plan will check the Company ID field of the ASI order data file. If this field matches the Customer ID field of a Printer’s Plan customer then the Web Order will be created under that account.

To link the account based on this ID, open the CRM tab in ASI and select the company. At the top of the browser, in the URL address the ASI Company ID is displayed:

Enter this ID in the Customer ID field of the properties window of the Printer's Plan customer:

3. If the Printer's Plan Customer ID and Company ID fields fail to produce a match, the Printer’s Plan Web Order will be created under the PlanWeb Customer (customer #20). This job would need to be assigned to an active customer account before the Web Order can be converted to a live order.

Contact (Job’s Buyer):

After identifying the customer account Printer’s Plan will check the Email Address field of the ASI order data file to find the Job’s buyer. If Printer’s Plan finds exactly one matching contact, this contact will be added as the Job’s buyer. If an exact match is not found, the contact from the ASI order will be added to Printer's Plan.

Ship To Address:

After identifying the customer account Printer’s Plan will check for a matching Ship To record using the following logic:

If the [CompanyName], [Name], and [Address\Line1] fields in the Shipping Contact section of the ASI order data file match exactly one Printer’s Plan Ship To record, this Ship To record will be assigned to the Web Order.
If the[CompanyName], [Name], and [Address\Line1] fields fail to produce a match, Printer’s Plan will use the data in the Shipping Contact section of the ASI order file to create a new Ship To record.

Job Fields:

The following mappings will be used when the ASI order is added to Printer’s Plan:

ASI Order # = Printer’s Plan External Invoice ID. This field is also added to the Note field of the Printer’s Plan web order.
ASI Order ID = Printer’s Plan Web Job ID.
ASI PO Reference = Printer’s Plan PO number.
ASI In-Hands Date = Printer’s Plan Job Due Date.
ASI Sale Person = If the ASI Sale Person name matches the Printer’s Plan/Employee IntegrationID then that rep is added to the Job. If the IntegrationID does not produce a match then Printer’s Plan will check for a matching Employee name. If the Employee name does not produce a match then Printer’s Plan will use the Customer’s default sales rep.
ASI Sales Tax = Printer’s Plan Job Tax Amount. The Tax name is not sent by ASI, Printer’s Plan will use the Tax Name assigned to the Printer’s Plan Ship To record.
ASI Payment Terms = If the ASI payment terms exactly match a Printer’s Plan payment term, that payment term is applied to the job. Otherwise, the Customer’s Default payment terms are used.
ASI Amount Paid = If the ASI order is marked as paid this information, along with the ASI Payment Method, will be added to the Job Note field of the Printer’s Plan Web Order.
ASI Description = Printer’s Plan Job Title.
ASI Shipping Via = If the ASI shipping method exactly matches a Printer’s Plan Shipping Method ApiCode, that method is applied to the job. If the ApiCode does not produce a match then Printer’s Plan will check for a matching Shipping Method Name. If the Shipping Method Name does not produce a match then Printer’s Plan will use the Customer’s default shipping method.
ASI Discount = Printer's Plan Discount.

Item/Service Fields:

When adding a new item from an ASI to Printer's Plan, the default Product Type and default Service(s) for this item are established in the Printer’s Plan Settings/Third Party Integrations/Promotional Products/ASI Integration Settings window (outlined in Step 2 of this guide). Printer's Plan will only create line items where the ASI item type is either a Product or a Service. Additionally, the following ASI fields will be mapped to the Printer’s Plan item:

ASI Item Description = Printer’s Plan Item Description.
ASI Item Cost = Printer’s Plan Item Cost.
ASI Item Price = Printer’s Plan Item Price. The unit price is always set to Per Each.
ASI Item Quantity = Printer’s Plan Item Quantity.
ASI Customer Product Number (CPN) = Added to Printer’s Plan Item Note.

If the ASI item type is set to Product, each SKU/Charge on this item will be added as a service to the Printer's Plan line item. These services will have the following field mappings:

ASI\Variants\Description = Added to the Printer's Plan Service Note.
ASI\ServiceCharges\ID = Added to the Printer's Plan Service Note.
ASI\Decorations\ServiceCharges\Description = Added to the Printer's Plan Service Note.
ASI\Variants\TotalCost = Printer's Plan Service Cost.
ASI\ServiceCharges\TotalCost = Printer's Plan Service Cost.
ASI\Decorations\ServiceCharges\TotalCost = Printer's Plan Service Cost.
ASI\Variants\TotalPrice = Printer's Plan Service Price.
ASI\ServiceCharges\TotalPrice = Printer's Plan Service Price.
ASI\Decorations\ServiceCharges\TotalPrice = Printer's Plan Service Price.
ASI\Variants\TotalUnits = Printer's Plan Service Quantity.
ASI\ServiceCharges\TotalUnits = Printer's Plan Service Quantity.
ASI\Decorations\ServiceCharges\TotalUnits = Printer's Plan Service Quantity.

If the ASI item type is set to Service, Printer's Plan will use the following field mappings when adding the service to the line item:

ASI\LineItems\Description = Added to the Printer's Plan Service Note.
ASI\LineItems\TotalCost = Printer's Plan Service Cost.
ASI\LineItems\TotalPrice = Printer's Plan Service Price.
ASI\LineItems\TotalUnits = Printer's Plan Service Quantity.

Vendor:

If an ASI item includes a vendor, the following logic will be used to assign a Printer’s Plan vendor to the service.

If the ASI Supplier ID is equal to a Printer’s Plan Vendor ID then the service will be assigned to that vendor.
If the ASI Supplier\Primary Email Address matches one Printer’s Plan Vendor email address, that vendor is assigned to the service.
If the ASI Supplier is not found, Printer’s Plan will use the ASI Supplier fields to create a new Vendor.

Step 5: Converting the Order in Printer’s Plan.

After reviewing the WebOrder, click the Paste as… button to convert the job into a live Printer’s Plan Order (or Quote). The Job Status and Job Title of the Web Order will be updated to reflect that the job has been converted.