Back Office > Data Export > Data Portal > Foodbuy

 

Topics

 

 

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Description

 

This feature is used to configure Foodbuy settings to facilitate the Importing/Syncing of Foodbuy Catalogue Items and Suppliers as well as the Downloading/Importing of Supplier Invoices.

 

Foodbuy offer sites procurement services by partnering with Suppliers and providing access to a national food and hospitality procurement and supply chain capability. In support of those SwiftPOS sites that have embraced the services of Foodbuy, SwiftPOS integrates with Foodbuy, via Foodbuy's Online API, to facilitate the importing of Foodbuy Supplier Invoices. The integration comprises of the following:

 

1. Supplier & Product Import/Sync - This is used to download/sync Foodbuy Suppliers & Catalogue Items and import/update in SwiftPOS. This is a one-way integration, that is Supplier & Catalogue Item data is ONLY created/updated in SwiftPOS. It's primary role is to facilitate the importing of Foodbuy Supplier Invoices. Note : It is NOT intended to function as a Product Price Book. For more information ...
2. Invoice Import - This is used to download Foodbuy Suppliers Invoices and import into SwiftPOS. For more information ...

 

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To Be Considered

 

1. This feature is currently designed to support version v1 of the FoodbuyOnlineAPI.

 

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Pre-Requisites

 

1. Ensure the site is registered for Advanced eTrade.

 

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Setup

 

1. Stop the SwiftPOS Service Monitor service.
2. For each Location Group that will be importing Invoices ensure the settings for each are appropriately configured and enabled in the Service Monitor > Foodbuy interface.
3. Once configured these Location Groups will also automatically be listed in the Foodbuy > Settings tab in SwiftPOS Back Office. Select the Test button opposite each to ensure a successful connection can be established to the Foodbuy Portal.
4. For each SwiftPOS Location that will be importing Supplier Invoices, ensure the Location's Host Store ID is set to the Foodbuy's equivalent InternalFinanceCode value. These values are included in the Foodbuy Invoice data returned by the API and should be provided by Foodbuy in order to set the SwiftPOS Location's Host Store ID. Note : If no Location is found in SwiftPOS with a Host Store ID value matching that of Foodbuy's InternalFinanceCode, then the first SwiftPOS Location found will be used. It is therefore recommended that the Host Store ID values against each Location are appropriately configured.
5. In the Defaults tab ensure the defaults are appropriately configured in the Products section.
6. Ensure the SwiftPOS Service Monitor service is started.

 

Initial Load

 

7. The first time the the Foodbuy Interface is initiated by the Service Monitor, Foodbuy Suppliers and Catalogue Items will be retrieved and processed. For more information ...
8. Note : Be aware that the first time Catalogue Items are retrieved and processed, it may take in excess of 20 minutes.
9. Once the initial load of Foodbuy Catalogue Items has completed (as can be seen in the Event Logs), then the initial Matching and Linking of these Items to SwiftPOS Products can take place.

 

Initial Matching/Linking/Unlinking

 

The Matching, Linking and Unlinking of Foodbuy Catalogue items to SwiftPOS Products is done in via the Create/Link Products and Unlink Products tabs.

 

10. In the Create/Link Products tab:
     

 

11. In the Unlink Products tab:
     
1. Optionally, select the Load Products > Matched menu option to list the Catalogue Items that have already been matched and Linked to a SwiftPOS Product.
2. Now, if required one can go through selectively select the Unlink checkbox to Unlink selected Catalogue Items. Once all the selection have been made, select the Unlink Selected button to apply the changes and ensure the Links between the Foodbuy Catalogue Items and SwiftPOS Products are removed.

 

Once the Initial Load and Initial Matching/Linking/Unlinking of Foodbuy Catalogue items has been completed, there would be very little reason for a site to revisit these tabs, as the Foodbuy Interface that is invoked regularly (as per the Interval set) will maintain on an ongoing basis the importing/syncing of Suppliers and Products from Foodbuy to SwiftPOS as outlined below.

 

That completes the steps regarding the Setup topic.

 

Supplier & Product Import/Sync

 

The aim of importing Foodbuy Supplier and Catalogue Item data into SwiftPOS is to primarily facilitate the importing of Foodbuy Supplier Invoices and thus ensure SOH levels are appropriately updated.

 

Service Monitor

 

The first time the Service Monitor is started after setting up for Foodbuy Integration, it will retrieve the Foodbuy Catalogue and populate the SwiftPOS SupplierProductCatalogueTable with the Foodbuy Catalogue Items. Note : Be aware that the first time Catalogue Items are retrieved and processed, it may take in excess of 20 minutes.

 

Other than the first time, the Service Monitor will poll the Foodbuy Portal at the specified Interval and retrieve the latest updates to Foodbuy's Supplier and Catalogue Item data and import/sync them with SwiftPOS to ensure that the most recent updates to Foodbuy data is also updated in SwiftPOS where appropriate.

 

 

 Only after that will any UnMatched and/or Duplicate Products be visible via the Create/Link Products tab and any Matched Products be visible via the Unlink Products tab.

 

Suppliers

 

Active Foodbuy Suppliers are linked to SwiftPOS Suppliers by storing the Foodbuy Suppliers ClientVendorID in the SwiftPOS Supplier's Account field. If more than 1 Foodbuy Supplier is linked to the same SwiftPOS Supplier, then all of these will be listed in the Account field separated by semicolons (;).  For example, For SwiftPOS Supplier ASAHI the Account field could display a value such as ASAHIBEV;ASAHINSW.

 

1. For each Active Foodbuy Supplier found a check is done to confirm that whether the Supplier already exists in SwiftPOS. This check is done by matching the Foodbuy's SupplierID value with the Account value of the first SwiftPOS Supplier found. Note : No check is done on uniqueness, so the first match found will be considered as successful.

 

• If a MATCH is found, then the following SwiftPOS Supplier data is updated with the following Foodbuy equivalent data:
   
• Supplier Name
• Supplier ABN
• Address fields
• Email (but we truncate to our field length as they may have multiple emails separated by semi-colons).
• Active status

 

• if NO MATCH is found, then a SwiftPOS Supplier is created along with the following Foodbuy equivalent data:
   
• Supplier ID - Set to FoodBuy's ClientVendorID
• Supplier Name
• Supplier ABN
• Address fields
• Email (Truncated to 50 characters as Foodbuy may have multiple emails separated by semi-colons).
• Active status

 

Products

 

In SwiftPOS a Product can be linked to MULTIPLE Suppliers, however in Foodbuy a single Catalogue Item (Product) is linked to just ONE Supplier.  Foodbuy Catalogue Items are downloaded/synced with SwiftPOS as follows:

 

1. For each Active Foodbuy Catalogue Item found a check is done to confirm that whether the Product already exists in SwiftPOS. This check is done by matching the Foodbuy's ProductID value with the Supplier Code value of the first SwiftPOS Supplier Product found. Note : No check is done on uniqueness, so the first match found will be considered as successful.

 

• If a MATCH is found, then the following SwiftPOS Product data is updated with the following Foodbuy equivalent data:
   
• Description
• Change Date
• Primary Supplier
   
• If a NO MATCH is found, then a SwiftPOS Product is created along with the following Foodbuy equivalent data:
   
• Product Code - Generally will be set to the Foodbuy's ProductID. In the case that this Product ID already exist in SwiftPOS then a new Product Code will be generated.
• PLU - Where possible this will be set to the Foodbuy's ProductID. Where this is not possible then a PLU number will be generated.
• Description
• Size/UOM - Set as per the default value configured here.
• Case Qty - Set as per the default value configured here.
• Change Date
• Primary Supplier

 

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Operation

 

From an operational perspective regarding the Foodbuy Integration the primary goal is to facilitate the downloading and importing of Foodbuy Supplier Invoices. These are downloaded & imported into SwiftPOS as follows:
 

• Foodbuy Invoices must meet the following criteria before being listed for selection to download in the Download Foodbuy Invoices screen:
   
1. They must be Approved Foodbuy Invoices.
2. They also must NOT have previously been downloaded and either Saved as Pending or Completed in SwiftPOS.
    
• The Location in which an Invoice will be imported into will in the first instance default to the first SwiftPOS Location found. If however a SwiftPOS Location is found that has a Host Store ID equivalent to the Foodbuy Invoice's InternalFinanceCode value, then that Location will be used. The Location will be listed in the Download Foodbuy Invoices screen.

 

The following topics would need to be considered:

 

Default Settings for Invoices

 

1. Prior to downloading/importing Invoices confirm the Retrieve From date is set in the Invoices section of the Defaults tab for each Location Group.

 

Downloading Foodbuy Invoices

 

1. In the Invoice Import screen select the Download button > Foodbuy menu option to open the Download Foodbuy Invoices screen.
2. In the Download Foodbuy Invoices screen:
    
1.  The screen will initially present as empty.
2. In the header section select the Location Group for which Invoices are to be retrieved.
3. Select the Refresh button to retrieve the Foodbuy Invoices available for download for the selected Location Group.
    
1. If no Invoices are retrieved:
    
1. Check to make sure that the API Settings are correct and tested and a connection can be successfully established.
2. Check that the Retrieve From date is set and appropriately applicable. That is, it is set to a date that will result in Invoices to be retrieved.
    
4. Select either the All checkbox to select all Invoices listed in the grid or select the Select checkbox opposite individual Invoices to be downloaded.
5. Select the Download button to commence downloading and populate the Import Invoices screen with the downloaded Invoices.
6. A prompt will display confirming the completion of the Download process.
    
1. Once an Invoice is downloaded and it appears in the grid of the Import Invoices screen, attempting to download the same Invoice again will NOT result in it appearing twice in the grid. It will NOT be downloaded again.
2. Only when an Invoice is Saved or Saved and Committed will it NOT be listed as one of the Invoice available to be downloaded and hence cannot be imported again.

 

Matching Foodbuy Invoices

 

1. In the Import Invoices screen:
    
1. The downloaded Invoices will be displayed in the Import Invoices screen.
2. Invoices that have been automatically matched during the download process will display a selected Matched checkbox. Note : If unselected, the Invoice will need to be Matched manually using the Match button.
3. Refer to the Invoice Import for more information on Matching Invoices manually.
4. Once the Invoice is matched it should now appear in the Import Invoices grid with the Matched checkbox selected.

 

Import Foodbuy Invoices

 

1. Once Invoice have been downloaded and matched, they will be displayed in the Import Invoices screen with the Matched checkbox selected.
2. Select an Invoice and then select the Open button to open and review it in the Invoice/Receipt Goods screen. Note : The Open button will only be enabled if the selected Invoice is Matched.
3. Select the All checkbox to select all Invoices listed in the grid and select the Save and Commit button to import and save the Invoices as Complete (Submitted). Note : Invoices (rows) that are NOT Selected and NOT Matched will NOT be imported.
4. A prompt will display confirming the completion of the importing process.
5. Once Saved and Committed, SOH values will be adjusted accordingly.

 

That completes the steps regarding the Operation topic.

 

Download Foodbuy Invoices

 

 

This screen is accessed from here and is used to retrieve and selectively download Foodbuy Invoices.

 

Filters

 

• The filters at the top of the screen can be used to limit the number of rows displayed in the grid. The filters include the following types:
   
• Drop Down Lists - The filter fields of this type are: Location Group, Location and Supplier.

 

Grid

 

The grid displays the Foodbuy approved Invoices that have been retrieved and are available for downloading and importing into SwiftPOS.

 

Noteworthy:

 

• Location - This will default to the first SwiftPOS Location found if no SwiftPOS Location is found that has a Host Store ID equivalent to the Foodbuy Invoice's InternalFinanceCode value.

 

Note : Rows displayed in the grid can be sorted by toggle selecting the column headings.

 

Footer

 

• Download - Select to download the selected Invoices.
• Refresh - Select to retrieve Invoices and refresh the rows in the grid.

 

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Settings

 

 

This screen is accessed from here and lists the Location Groups that have been configured in the Service Monitor > Foodbuy interface to facilitate the importing of Foodbuy Supplier Invoices. Note : It is recommended that Location Groups are configured in one place, namely the via the Service Monitor > Foodbuy interface. After which they will automatically be listed here.

 

If no, or not all Location Groups are listed here then it is recommended to configure them first via the Service Monitor > Foodbuy interface. Once added and configured in Service Monitor they will then automatically be listed here and can be tested to see if a connection to the FoodbuyOnlineAPI can be established.

 

API Settings

 

• Location Group - Select from the drop down list the Location Group for which the API settings are to be configured in order to establish a connection to the Foodbuy Portal.
• Folder - Displays/Enter the folder to which Invoices will be downloaded.

 

• The following details will need to be sourced from Foodbuy to establish a connection their Portal and entered against each Location Group (Venue) entry.
   
• URL - Displays/Enter the Foodbuy provided URL via which data will be retrieved.
• Version - Displays/Enter the version of the API that is currently supported.
• Authentication Mode - Select from the drop down list one of the following methods of authentication to enable access to the Foodbuy portal:
   
• User Name/Password - Displays/Enter the Foodbuy User Name and Password provided.
   
• Test - Select to test the settings.

 

Defaults

 

 

This screen is accessed from here or here and is used to configure the default settings to be used when Importing/Syncing Foodbuy Catalogue Items and Supplier Invoices.
 

Products

 

For Products that are created as a result of the Load Products > Unmatched process set the following defaults:
 

• GST Free Category - Displays/Select the Category that will be used to assign GST Free Products to.
• GST Category - Displays/Select the Category that will be used to assign GST Products to.
• Reporting Group - Displays/Select the default Reporting Group.
• Size/UOM - Displays/Select the default Size/UOM.
• Case Qty - Displays/Select the default Case Qty.

 

Invoices

 

For downloading/importing of Supplier Invoices set the following defaults:
 

• Location Group - Select from the drop down list the Location Group.
• Default Import Location - Select from the drop down list the default Location into which Invoices will be imported when no Host Store ID is found for the equivalent InternalFinanceCode value of the Invoice being imported.
• Retrieve From - Displays/Set the starting date from which Invoices will be retrieved and downloaded for the selected Location Group. This is inclusive of the date set and is usually set to the Go-Live date from which importing of invoices will commence.
• No of days to retrieve - Displays/Set the number of days from today for which Invoices will be retrieved for potential downloading. This is to ensure that, for example say, only the last 3 months worth of Invoices are retrieved and downloaded. Normally set to reduce the number of Invoices retrieved and hence improve performance.

 

Create/Link Products

 

 

This screen is accessed from here and is used to initially Load Foodbuy Catalogue Items into SwiftPOS Back Office.

 

Filters

 

• The filters at the top of the screen can be used to limit the number of rows displayed in the grid. The filters include the following types:

• Full/Partial Texts - The filter fields of this type are: Description. The wildcard for searching is the "%" symbol. If you want to search for "Coke" and "ml" anywhere in the search then you can enter "Coke%ml" to find all the different sizes of Coke.
• Drop Down Lists - The filter fields of this type are: Supplier.

 

Grid

 

The grid displays the Supplier Code, Supplier, Category, Min Order Qty, UOM, Case Size and Description of the Foodbuy Catalogue Items returned by the Load Products process. It also displays the SwiftPOS Product's  Inventory_Code, Description, Case Qty and Size.

 

The following checkboxes can be selected to:

 

• Create New - Select to ensure the Foodbuy Catalogue Item is created as a SwiftPOS Product when the Apply Changes button is selected.
• Match - Select to ensure the Foodbuy Catalogue Item is matched/linked to the selected SwiftPOS Product when the Apply Changes button is selected.

 

Note : Rows displayed in the grid can be sorted by toggle selecting the column headings.

 

Footer

 

• Load Products - Select from the drop down list one of the following:
   
• Duplicates - Select to view all Products that maybe considered to be duplicate. That is, more than one Foodbuy Catalogue Item was found to match with one SwiftPOS Product. For these a decision will need to be made as to which one of the duplicate Foodbuy Catalogue Items is to be matched to the SwiftPOS Product.
• UnMatched - Select to view all Products that were found to not have an equivalent match to a SwiftPOS Product. For these a decision will need to be made as to whether they need to be matched or left as unmatched (that is, Items that are not stocked by the site).
   
• Match - Select the By Supplier & Product Code menu option to automatically match Foodbuy Catalogue Items to SwiftPOS Products.
• Apply Changes - Select to ensure that any changes made to the rows in the grid are applied.

 

 

Unlink Products

 

 

This screen is accessed from here and is used to manually unlink selected Foodbuy Catalogue Items that have already been linked to SwiftPOS Products.

 

Filters

 

• The filters at the top of the screen can be used to limit the number of rows displayed in the grid. The filters include the following types:

• Full/Partial Texts - The filter fields of this type are: Description. The wildcard for searching is the "%" symbol. If you want to search for "Coke" and "ml" anywhere in the search then you can enter "Coke%ml" to find all the different sizes of Coke.
• Drop Down Lists - The filter fields of this type are: Supplier.

 

Grid

 

The grid displays the SwiftPOS Product's  Inventory Code, Description, Report Group, Category, Stock Size and Case Qty. It also displays the Product Code, Product Title, min order qty, UOM, Case Size and Supplier_Name of the Foodbuy Catalogue Items returned by the Load Products process . Note : To edit an entry in the grid, double click a row. Rows displayed in the grid can be sorted by toggle selecting the column headings.

 

The following checkboxes can be selected to:

 

• Unlink - Select to ensure the Foodbuy Catalogue Item is selected to be Unlinked from the SwiftPOS Product when the Unlink Selected button is selected.

 

Footer

 

• Load Products - Select from the drop down list one of the following:
   
• Matched - Select to load and view all Products that have already been linked to Foodbuy Catalogue Items. If necessary select the Unlink checkbox opposite a Product to Unlink it. Then select the Unlink Selected button to commit the unlinking of selected Products.
   
• Unlink Selected - Select to ensure that any changes made to the Unlink checkboxes in the grid are applied.

 

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Related Topics

 

1. Data Export
2. Import/Export Overview

 

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