Metcash / ALM & IBA Overview

 

Description

 

This document provides an overview of the Metcash / ALM & IBA features available in SwiftPOS.

 

Metcash Trading Limited is the parent company for ALM (Australian Liquor Marketers).

 

IBA (Independent Brands Australia) is a marketing division of ALM of which it develops, manages and retails brands such as Cellarbrations, Bottlo, Porters, Thirsty Camel (in some states), etc. In addition, it contracts brand customers like LMG (Bottlemart), Liquor Legends, Liquor Stax and a range of others.   

 

SwiftPOS currently offers the following Download, Import and Export features in relation to Metcash / ALM & IBA related data:

 

  1. Mix n Match - Imports Multi Buy Promotions related data into SwiftPOS Back Office using Metcash provided Price Books.  For more information ...
  2. Price Books & Promotions - Imports Products & Promotions related data into SwiftPOS Back Office using Metcash provided Price Books. For more information ...
  3. Sales Data - Exports Sales (Scan) related data from SwiftPOS Back Office. For more information ...
  4. Supplier Invoices - Import Supplier Invoices into SwiftPOS Back Office and will require the sites to have a SwiftPOS Advanced eTrade Registration. For more information ...

 

Pre-Requisites

 

  1. Obtain the required credentials from the IBA/ALM/Metcash team to enable the downloading/importing and exporting of Price Book/Promotions and Sales related data. These should include Web details, such as HTTP Address, the store's Area ID, Username and Password.
  2. In SwiftPOS Back Office > Suppliers > Supplier eTrade v2 > Import Price Book tab > Metcash - IBA section, select the Settings button to configure the Settings.

 

Operations

 

  1. Price Books & Promotions
     

Price Books can be created manually by referring to the Price Book File Structure. SwiftPOS can also export Product related data in the form of a Price Book. For more information ...

 

  1. Download the Price Book (Host File)/Promotion file
     
    1. In SwiftPOS Back Office > Suppliers > Supplier eTrade v2 > Import Price Book tab > Metcash - IBA section:

 

      1. Enter/Select the Folder into which downloaded Price Book (Host File)/Promotion file will be placed.
      2. Select the Download button to download the IBA Price Book as an XML file.
      3. In the Search Location Groups screen select the Location Group to which the import applies.
      4. The Price Book (Host File)/Promotion file should now download and appear in the folder specified. For example, iba_product_promotions.xml which is in the IBAPriceBook.zip file. If it doesn't, confirm the settings are correct and check the Event Logs.

 

  1. Import the Price Book (Host File)/Promotion file
     
    1. In SwiftPOS Back Office > Suppliers > Supplier eTrade v2 > Import Price Book tab > Metcash - IBA section:

 

      1. Select the Import Price Book button to import the downloaded Price Book.
      2. Once the import has completed follow the steps outlined to:
         
        1. Match Products
        2. Import New Products - Any cell prefixed with an * in the Matching Group or Matching Category columns indicates that that Group/Category listed does not currently exist and will be created if the import is committed. Note : If you alter the Category of an imported Product and import an IBA promotions file, it will put the Product into the original Category for the duration of the Promotion.
 
  1. Importing IBA Promotions

 

    1. Ensure a Price Book (Host File)/Promotion file has been either downloaded or provided by IBA in the form of an iba_product_promotions.xml file.
    2. Using the IBA option from Import button drop down list in Specials/Promotions, in the Open screen, select the iba_product_promotions.xml file.
    3. A prompt similar to the one below will be displayed:
       

 

Note : If no Promotions are present in the iba_product_promotions.xml file, then the drop down list will contain no entries.

 

    1. Select a Promotion from the drop down list.
    2. The following prompt will be displayed:
       

 

    1. Select the Host ID button to match the Products in the imported IBA Promotions.
       

If a prompt similar to the one below is displayed, then the Promotion will not be imported.

 

 

Also, as long as the right Promotion Group from IBA has been selected, only the Promotion for that State will be imported.

 

    1. Once imported, the Promotion will appear in the grid and can then be processed further as per the Specials/Promotions screen.

 

  1. Supplier Invoices
     
    1. Importing Metcash / ALM Invoices

 

Note : This feature requires SwiftPOS Advanced eTrade Registration.

 

  1. Download & Import
     

Supplier Invoices can be Downloaded & Imported using the Invoice Import > Download > Metcash / ALM option to download them directly via the Metcash Import URL into the Import Folder displayed in the Metcash Invoice Download screen below:

 

 

  1. Select from the Location Group drop down list the Location Group (Venue) for which invoices are to be imported.
  2. Select either the List files available to download option to display the following prompt:
     

 

Select Yes to show all  (red and green highlighted) Invoices, or No to only show those Invoices (green highlighted) that have not as yet been downloaded.

 

  1. The Available Files screen will be displayed with Invoices previously downloaded highlighted in red  and invoices pending download highlighted in green, as can be seen in the screenshot below:

 

 

  1. Select one or more invoices, from those displayed in green, to download.
  2. Select the Import button.

 

  1. The Match supplier to Invoice screen will be displayed.
  2. Select the METCASH LIMITED Supplier and select OK.
  3. The downloaded Invoices will now appear in the grid of the Import Invoices screen.
  4. Match the Products for each Invoice listed by selecting the Match button to display the Match Invoice screen.
  5. Enter a Purchase Order number into the Order # field. This will either be the same as the Invoice number or the number of the Purchase Order that was created in SwiftPOS.
  6. If any Products listed in the grid do not have any value displayed in the Product Code field then it means that there is no Metcash (ALM) Supplier Record in SwiftPOS Back Office for that Product. The appropriate Product can be selected simply by pressing Enter in the Product Code field then selecting the relevant Product from the list. A confirmation message will appear after the Product is selected, allowing you to cancel out if the wrong Product was selected.
  7. Once all of the Products in the Invoice are matched with Products in the SwiftPOS Back Office, the Invoice can be committed as a pending Invoice by pressing the Commit as Pending button. If there are any new Barcodes in the Invoice, SwiftPOS will allow you to select whether to add the new Barcodes to the Products in the SwiftPOS Back Office. It is also at this point that the case quantity of every item in the Invoice is updated in SwiftPOS Back Office which ensures that the costs displayed in the Invoice are updated correctly in SwiftPOS Back Office.
  8. Once all Invoice have been Matched, save them as Pending either using the Commit button in the Match Invoice screen, or selecting the invoices and selecting the Save as Pending button in the Import Invoices screen.
  9. Saved Invoices will no longer be listed in the Import Invoices screen. To process the invoices further, access them via the Suppliers > Invoices / Receipt Goods > Retrieve > Pending Invoice option.
  10. Open the Invoices/Receipt Goods screen and select the Retrieve Pending Supplier Invoice option from the drop down list associated with the Retrieve.
  11. Review the Invoice, check the line totals and enter the Invoice total and then Save as Complete to complete the process.

 

  1. Import
     

Supplier Invoices can be imported from a Metcash provided XML file located in a selected folder and using the Invoice Import > Import > Metcash / ALM > Food or Liquor (ALM) options.

 

  1. In the Open screen of file explorer, locate and select (Open) the Metcash provided XML file. For example, 20220214_011652_00000000000007550333_1.XML.
  2. Once imported the following prompt will display and the invoice will now appear in the grid of the Import Invoices screen:
     

 

Select OK

 

  1. Follow the steps from 2.1.1.7 above.

 

Bonus Stock


The screenshot below shows a typical bonus stock item in SwiftPOS Back Office.
 

  • The 1st item line shows the quantity of the bonus stock but also has a cost attached to it.
  • The 2nd line is used to reverse the cost from the first line but has a quantity of 0 which means the bonus stock is being posted at $0.00 cost.
  • The bonus stock checkbox at the end of each row is automatically enabled when a Metcash (ALM) Invoice is imported into SwiftPOS Back Office. When this checkbox is enabled the items on those lines will not be used in the calculation of the new cost for that item.

 

 

Related Topics

 

  1. Import/Export Overview
  2. Suppliers

 

Published 28 Mar 2024