Metcash - V7 Grocery & V8 Liquor Import/Export

 

Back Office > Data Export > Data Portal > Metcash/ALM & IBA > Metcash/ALM > Settings

 

Description

 

This feature is used to Export/Import data to/from Metcash via the Advanced Host Integration Web Services portal. The Import feature allows for the importing of Metcash Grocery, Liquor and Invoice information. The Export feature allows for the exporting of Sales related information.

 

Pre-Requisites

 

  1. To make use of this feature, sites will need to be registered for the Advanced Host Integration module. This may incur an additional charge. To confirm charges, email registrations@swiftpos.com.au.
  2. This will ensure the following:
     
    1. The Metcash menu item is visible in the Data Portal, which will facilitate the Importing/Export of Metcash related data.
    2. The Host Item Code is visible in the Product Full Edit screen.
    3. A Metcash tab is visible in the Product Full Edit screen, providing visibility of Metcash data related information.
    4. In Product Associations, Specials/Promotions associated with a selected Product will display Metcash specific data. An example of this can be seen below.

 

  1. In Location Group Edit - Configure the Metcash V7 Account settings provided by Metcash.
     

 

  1. Ensure that the Save Labels Locally option is NOT selected. This will ensure that Labels are stored as part of the SwiftPOS database and that the Metcash Label functionality is used.
  2. It is also Recommended that the following are created:
     
    1. A default Product Group to which new Products (created during the Import process) can be assigned to by default when no mapping exists between Product's (Metcash) Department and existing SwiftPOS Product Groups. For example, create a Product Group named Metcash Imported. Once created, ensure that the default Product Group in the Settings > General tab is set to this default Product Groups.
    2. A default Category to which new Products (created during the Import process) can be assigned to by default when no mapping exists between Product's (Metcash) Category and existing SwiftPOS Categories. For example, create a Category named Metcash Imported. Once created, ensure that the default Category in the Settings > General tab is set to this default Category.
       
  3. Configure the settings.

 

Settings - General tab

 

 

https://services.metcash.com/api/retailServices/api/RetailWebServicesV7Service - This is the correct URL to use.

 

This screen is accessed from here.

 

Global Settings

 

  • Import URL - Displays/Enter the Metcash Web Services URL provided for importing files
  • Product Group - Select to open the Product Groups Search and select a Product Group that will be used as the default Product Group to be assigned to all Products that are associated with a Metcash Department/Category/Commodity/Sub-Commodity combination and have not been mapped to a SwiftPOS Product Group in the Metcash > Settings > Group/Category Mapping tab.
  • Category - Select to open the Categories Search and select a Product Group that will be used as the default Category to be assigned to all Products that are associated with a Metcash Department/Category/Commodity/Sub-Commodity combination and have not been mapped to a SwiftPOS Category in the Metcash > Settings > Group/Category Mapping tab.
  • Default Mapping - Select from the drop down list to set the mapping of MSC Products (Metcash Standard Commodity) by either Category or Product Group.
  • Create - Select one or more of the following:
     
    • Unmatched Products - Select to ensure Metcash Products that cannot not be matched to an existing SwiftPOS Product (using the Barcode to match), will automatically be created in SwiftPOS (as a new Product) during the Import process.
    • Product Groups - Select to ensure Metcash Departments are created in SwiftPOS as Product Groups. Note : A Metcash Department will only be added as a Product Group in SwiftPOS, if the Metcash Department Number does NOT already exists as a Product Group Number in SwiftPOS.
    • Categories - Select to ensure Metcash Categories are created in SwiftPOS as Categories. Note : A Metcash Category will only be added as a Category in SwiftPOS, if the Metcash Category Number does NOT already exists as a Category Number in SwiftPOS.
       
  • Import New Products as Active -  Select to ensure that all new Products imported are flagged as Active on Import.
  • Update Stock Size - Select to ensure that the Product Size field is updated when Products are imported. Likewise, unselect to ensure the Product Size field is NOT updated.
  • Enforce mandatory Metcash Details when maintaining Products - Select to ensure that when Products are edited via the Product Full Edit screen, that Metcash details that are deemed mandatory (in the Metcash tab), are entered. Unselect to ensure the entry of these details are not enforced. Useful when non-Metcash imported Products have to be created/edited. Note : When unselected Metcash details entered will not be saved.
  • Export URL - Displays/Enter the Metcash Web Services URL provided for exporting files.

 

Location Group (Venue) Defaults

 

  • Location Group - Select from the drop down list, the Location Group (Venue) to which the settings configured below, will be applied to.
  • Metcash V7
     

Configure the settings provided by Metcash to ensure a connection can be established with their Web Services portal. Note : To make use of Metcash V7/8, the site must be registered for Advanced eTrade.

 

  • Account State  - Select from the drop down list one of States.
  • Business Pillar - Select from the drop down list one of the options available.
  • B2B Account ID / Password - Enter the login details.
  • Customer ID - Enter the appropriate ID.

 

  • Import Files Folder - Displays/Select the folder into which files will be imported. Files imported will appear as ZIP files in the folder specified here. For example:
     

 

  • Reports Folder - Displays/Set the folder into which Reports generated by the Import/Export of data, will be placed. Reports generated by the Import process will be in the form of Excel spreadsheets, For example:
     

 

  • Label - Displays/Select the default Label to be used to set the Label value for all new Products imported.
  • Label Qty - Displays/Enter the default Qty that is to be used to set the Label Qty value for all new Products imported.
  • Update Sell Price to Price Level - Select to the ensure the selected Price Level is updated when the Metcash Sell price is imported. Once selected it will be considered as the default, and can be overridden here at any time when importing.
  • Update Cost Price in Location - Select to the ensure the Cost Price is updated in the selected Location when the Metcash Cost price is imported.
  • Export Folder - Displays/Select the folder from which files will be exported.

 

Settings - Host File Mapping tab

 

 

This screen is accessed from here and is used to map imported Metcash Departments and Categories to existing SwiftPOS Product Groups and Categories respectively. Note : Mapping to SwiftPOS Product Groups and Categories is only recommended for already established SwiftPOS sites, that have existing Product Groups, Categories and Products configured in the Back Office, and for which they wish to continue to maintain in conjunction with the Metcash imported Products.

 

Footer

 

  • Apply Mapping - Select to Apply the changes to Mappings that have been made. Once selected a confirmation prompt will be displayed to confirm that the updating of the Product Groups and Categories assigned to SwiftPOS Products in line with the Mapping selections displayed in the grid, can go ahead. Note : Mappings configured prior to the import of an Initial Host file will be applied when the Products are imported. Any changes to the mapping configuration after the import of an Initial Host file, will require the Apply Mapping feature to be actioned to ensure the changes are applied to Products.
  • Map by Description - Select to automatically map the Metcash Departments/Categories to the SwiftPOS Product Groups/Categories based on their Descriptions.

 

Import

 

 

This screen is accessed from here.

 

  • Import URL - Displays the Metcash Web Services URL as configured in Settings.
  • Import Folder - Displays the Import folder as configured in Settings.
  • Reports Folder - Displays the Reports folder as configured in Settings.

 

Import Files

 

Note : The import of the Initial Host File and subsequent will result in Products being added to the SwiftPOS database and by default will be flagged as INACTIVE. Sites that require new Products to be Active when imported will need to ensure the Import New Products as Active option is selected in the Settings screen.

 

  • Location Group - Select from the drop down list of Location Groups (Venues) for which the Import is being done.
  • Price Level - Select from the drop down list the Price Level to which imported Price updates will be applied.
  • Show Files and Import - Select to open the Available Files screen that lists the files available for importing. Once selected a prompt will be displayed confirming whether to Show All Files? Select Yes to display all Files, including those previously imported. Otherwise select No to only show Files that have not been imported.
     

 

  • Import - Select to open the Import File prompt to enter the file to be imported.
     

 

  • Import Next - Select to Import the next file. If no files are found to be imported, a notification prompt will be displayed.

 

Footer

 

  •  Support Tools - Exclusively for use by SwiftPOS Support.

 

Match Products

 

 

This screen is accessed from here and is used to resolve issues relating to the Products that have been imported.

 

Grid

 

The grid displays the:
 

  1. Item Code, Host Description, Host Barcode, Size, Sell Multiple and RRP of the Imported Products.
  2. Product Code, Description, Barcode, Size and Case Qty of the SwiftPOS Product that may be associated with the Imported Product listed on the left.

 

Other than the data columns listed above, the following action (column) options are available for each item listed in the grid:
 

  • Create New - Select to ensure the imported Product (Item Code) is created in SwiftPOS as a SwiftPOS Product.
  • Match - Select to ensure the imported Product to the left of the Match column is matched to the SwiftPOS Product listed to the right of the Match column. This will result in the SwiftPOS Product's Host Item Code being updated with the imported Item Code.
  • Remove Barcode - Select to ensure the Barcode listed to the right of the Remove Barcode column is removed as one of the Barcodes listed for the selected SwiftPOS Product.

 

Footer

 

  • Load Products - Select from the drop down list one of the following:
     
    • Requiring to be Resolved - Select to list the imported Products for which issues were encountered that need to be resolved. Note : It is recommended that all Products listed, be resolved.
    • Unmatched - Select to list the Imported Products that could not be matched (using the Barcode) to an existing SwiftPOS Product.

 

Export

 

 

This screen is accessed from here.

 

  • Export URL - Displays the Metcash Web Services URL as configured in Settings.
  • Export Folder - Displays the Import folder as configured in Settings.

 

Export Sales

 

  • Location Group - Select from the drop down list the Location Group (Venue) for which data is to be exported.
  • Export - Select to open the Export Sales screen to select a Trading Date range and Location Group (Venue) for which Sales data will be exported.
     

 

  • Reset - Select to open the Reset Sales screen to select a Trading Date range and Location Group (Venue), and then Mark as Exported or NOT Exported.
     

 

Operation

 

  1. Importing Metcash Host files into a new SwiftPOS database

 

Sites that are being configured for the first time and requiring integration to the Metcash Web Services portal, then ensure the following steps are followed:

 

  1. In a Test system
    1. Make a backup of the current SwiftPOS database.
    2. Ensure the steps outlined in the Pre-Requisites section above are completed.
    3. Ensure the following Global Settings are set:
      1. Set the Default Product Group to the Metcash Import Product Group created here.
      2. Set the Default Category to the Metcash Import Category created here.
      3. If required select one or more of the following options:
        1. Create Unmatched Products.
        2. Create Product Groups
        3. Create Categories
        4. Import New Products as Active
        5. Update Stock Size
        6. Enforce mandatory Metcash Details when maintaining Products
    4. Ensure the following Location Group (Venue) Settings are set:
      1. If required set the following defaults:
        1. Select a Label. This may mean a Product Label may need to be created first.
        2. Set a Label Qty.
        3. Update Sell Price to Price Level - Select update and select a Price Level.
        4. Update Cost Price in Location - Select update and select a Location.
    5. In Data Export > Data Portal > Metcash > Import:
      1. Ensure the correct Location Group and Price Level is selected.
      2. Select the Show Files and Import button.
      3. At the Show All Documents? prompt, select Yes.
      4. Select the most recently dated Initial Host file and select Select.
      5. The following prompt will be displayed:
         

 

This will mean that as yet no Products have been imported and that prior to that being done, there is a requirement to ensure the mapping of Metcash Departments, Categories, Commodities and Sub-Commodities to SwiftPOS Product Groups and Categories is completed first.

 

    1. Using the Data Export > Data Portal > Metcash > Settings > Group/Category Mapping tab to ensure where possible mappings are configured. Where mappings are not possible or there is uncertainty, then map these to the Metcash Import Product Groups and Categories created in the Pre-Requisites section here. Save the mapping changes.
    2. Now repeat step 3 above and ensure the same Initial Host file is selected again. This time the above prompt will not be displayed.
    3. Wait until the Importing of data has completed. On completion the Reports folder will be opened and displayed in File Explorer.
    4. In Data Export > Data Portal > Metcash > Import > Match Products tab:
      1. Select the Load Products > Requiring to be Resolved option from the drop down list.
      2. Work through the list and either :
        1. Create new Products in SwiftPOS based on the Item Code imported, by selecting the check box in the Create New column, OR
        2. Match Imported Item Codes to SwiftPOS Products, by selecting the check box in the Match column, OR
        3. Remove the Barcode from SwiftPOS Products, by selecting the check box in the Remove Barcode column.
      3. Repeat step 2 above until all rows imported items have been actioned.
      4. Select the Load Products > Unmatched option from the drop down list.
      5. Work through the list and either :
        1. Create new Products in SwiftPOS based on the Item Code imported, by selecting the check box in the Create New column, OR
        2. Match Imported Item Codes to SwiftPOS Products, by selecting the check box in the Match column.
      6. Repeat step 5 above until all rows imported items have been actioned.
    5. Import any remaining files that are more recent than the Initial Host file imported in step 3.3 above. For example, Maintenance Host or Promotion files.

 

 

  1. Importing Metcash Host files into an existing SwiftPOS database
     

Sites that already have Product Groups, Categories and Products configured in SwiftPOS Back Office and are wanting to import a Metcash Initial Host file for the first time, then ensure the following steps are followed:

 

  1. In a Test system
    1. Make a backup of the current SwiftPOS database.
    2. Ensure the steps outlined in the Pre-Requisites section above are completed.
    3. In Data Export > Data Portal > Metcash > Import:
      1. Select the Show Files and Import button.
      2. At the Show All Documents? prompt, select Yes.
      3. Select the most recently dated Initial Host file and select Select.
      4. The following prompt will be displayed:
         

 

This will mean that as yet no Products have been imported and that prior to that being done, there is a requirement to ensure the mapping of Metcash Departments, Categories, Commodities and Sub-Commodities to SwiftPOS Product Groups and Categories is completed first.

 

    1. Using the Data Export > Data Portal > Metcash > Settings > Group/Category Mapping tab to ensure where possible mappings are configured. Where mappings are not possible or there is uncertainty, then map these to the Metcash Import Product Groups and Categories created in the Pre-Requisites section here. Save the mapping changes.
    2. Now repeat step 3 above and ensure the same Initial Host file is selected again. This time the above prompt will not be displayed.
    3. Wait until the Importing of data has completed. On completion the Reports folder will be opened and displayed in File Explorer.
    4. In Data Export > Data Portal > Metcash > Import > Match Products tab:
      1. Select the Load Products > Requiring to be Resolved option from the drop down list.
      2. Work through the list and either :
        1. Create new Products in SwiftPOS based on the Item Code imported, by selecting the check box in the Create New column, OR
        2. Match Imported Item Codes to SwiftPOS Products, by selecting the check box in the Match column, OR
        3. Remove the Barcode from SwiftPOS Products, by selecting the check box in the Remove Barcode column.
      3. Repeat step 2 above until all rows imported items have been actioned.
      4. Select the Load Products > Unmatched option from the drop down list.
      5. Work through the list and either :
        1. Create new Products in SwiftPOS based on the Item Code imported, by selecting the check box in the Create New column, OR
        2. Match Imported Item Codes to SwiftPOS Products, by selecting the check box in the Match column.
      6. Repeat step 5 above until all rows imported items have been actioned.
    5. Import any remaining files that are more recent than the Initial Host file imported in step 3.3 above. For example, Maintenance Host or Promotion files.

 

Example of the Product Full Edit > Metcash with Advanced Host Integration Registration

 

 

Example of Promotion Association with Advanced Host Integration Registration

 

 

Related Topics

 

  1. Advanced Host Integration Registration
  2. Data Export
  3. Import/Export Overview

 

Published 28 Mar 2024