Purchase Plus Import

 

Back Office > Data Export > Data Portal > Purchase Plus

 

Description

 

This feature is used to configure Purchase Plus (PP) Download settings to support the Importing of PP Supplier Invoices.

 

To Be Considered

 

  1. This feature requires SwiftPOS Advanced eTrade Registration.
  2. The PP Import is only available to those sites whose Software Enhancement licence has not expired.

 

Setup

 

  1. For each Location Group that will be importing Invoices ensure the Group Prefix value must contain the PP Organization ID. Note : This value is provided by PP and is used to ensure correct API connectivity when establishing connectivity to PP.
  2. For each Location that will be importing Invoices ensure the following:
     
    1. For Purchase Plus V1 - Ensure the Host Store ID contains the PP Department Code. Note : If NO Location is found with a matching PP Department Code in the Host Store ID field, then those Invoices will NOT be imported.
    2. For Purchase Plus V2 - Ensure the Host Store ID contains the PP Corporate Code. Note : If NO Location is found with a matching PP Corporate Code in the Host Store ID field, then those Invoices will be imported and assigned to the first Location listed.
       
  3. Ensure for each Supplier for which Invoices will be imported from PP, the following is configured:
     
    1. The SwiftPOS Supplier Account value is set to the PP Supplier Code, which can be found as indicated here:
       

 

Settings

 

 

Invoice Download Settings

 

  • Location Group - Select from the drop down list the Location Group for which Invoices are to be downloaded.
  • Folder - Displays/Select the folder to which Invoices will be downloaded.

 

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

 

Download Invoices

 

 

Search 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 PP Invoices (subject to the search filters above) available for downloading.

 

Footer

 

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

 

Operation

 

Processing PP Invoices is as follows:

 

Downloading PP Invoices

 

  1. Select the Download button to download PP Invoices.
  2. The Download Purchase Plus Invoices screen will be displayed, and will be populated with those Invoice available for download for the first Location Group listed in the drop down list. If no Invoices are available, select another Location Group.
  3. Using either the All or Select checkboxes, select the Invoices to be downloaded.
  4. Select the Download button to commence downloading and populate the Import Invoices screen with the downloaded Invoices.
  5. Invoices that have been automatically Matched during the Download process will display the Matched checkbox selected
  6. If an Invoice has previously been downloaded and is still listed in the Import Invoices screen, it won't be downloaded again.

 

Matching PP Invoices

 

  • The downloaded Invoices will be displayed in the Import Invoices screen.
  • Individually select and match (by selecting the Match button) each unmatched Invoice. This is done via the Match Invoice screen.
  • Once the Invoice has been loaded into the Match Invoice screen, select each of the unmatched Products (identified by blank values displayed in the Product Code column), to open the Match Product screen and select a matching SwiftPOS Product.
  • Save or Save and Commit and Close the Match Invoice screen.
  • The Invoice should now appear in the Import Invoices grid with the Matched checkbox selected.

 

Import PP Invoices

 

  • Once Invoice have been downloaded and matched, they will be displayed in the Import Invoices screen with the Matched checkbox selected.
  • Select the Open button to open ad review the selected Invoice (current row selected) in the Invoice/Receipt Goods screen. Note : The Open button will only be enabled if the selected Invoice is matched.
  • Select the Save and Commit button to Commit all selected (that is, all rows with the Select and Matched checkboxes selected) Invoices. Once committed SOH value will be adjusted accordingly.

 

Related Topics

 

  1. Data Export
  2. Import/Export Overview

 

Published 28 Mar 2024