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Vision Commerce can be integrated with your

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Warehouses (if this is supported by your

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You can send

  • XML Sales Orders via emailĀ 
  • XML Product Codes via email
  • XML Pre-Advices via email

You can receive

  • CSV Goods Received filesĀ 
  • CSV Stock Confirmed Picked files
  • CSV Stock Snapshot files

The receiving files come to you by email and you upload these files using the Warehouse file upload menu on Vision Commerce.

Please note : If you can have your emails sent to a directory on your server we can set the system to load these files for you early in the morning, it can only be done daily and this is to ensure that the system does not duplicate any of its processing, if you want it more than daily then you have to perform that file upload yourself manually.

Vision Commerce v2.4 will bring a change to incoming files, and we will have an automatic email system which will poll for email and when a new email is received it will process it into the system, at this point we will move to XML files replacing the older CSV files.

You should also have these files sent to your own email inbox, in the case of a problem they are then there and available to be processed manually.

If you have the files sent only via email as PDFs then this will mean all purchase orders need to be manually receipted (seeĀ Receipting Purchase Orders (Stock & EP) for more details) - this means you will need to ensure all details are correct as per the goods received note you get given or told by the receiving warehouse.Ā 

It will also mean all Sales orders have to delivered manually via Deliver Orders

This is not how we would suggest the system is used as it would be very easy to be in the position where stock is at the warehouse and your sales people know it is but orders are unable to be allocated and committed for delivery as stock has not been received in the system

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Warehouses)

Sales Orders, Purchase Orders and Product Information files can be sent directly to your Warehouse real-time via email (when you choose to send them).

  • Confirmation of despatch of goods, confirmation of receipt of goods and Stock Snapshots received real-time via email (as soon as your Warehouse chooses to send them) so that you can ensure Vision Commerce stays synchronised with your Warehouse.
  • This is major process that ensures automated, rapid and accurate cross communication of business critical information in real-time between your staff and your Warehouse.
  • Your Warehouse would normally send out the files at a set time each day, but often can be requested to send files every year, month, day or hour depending on how quickly you need to see that your Orders and Purchase Orders have been processed.


Incoming Files

Vision Commerce monitors incoming email, extracting the attached files, imports them (if they pass a stringent validation process) and updates the relevant Sales and Purchase Orders.

  • Commerce checks for duplicated information (at file, order and order line level) and will not update a line or order twice.


Outgoing Files

Vision Commerce will only submit a Sales Order, Purchase Order or Product Code information to your Warehouse when you decide it is time to do so.

  • This avoids Orders being sent too early and gives you time to make adjustments.
  • You can choose whether to send a file straight away or wait until later in the day.
  • You can choose to send one Order per file or send many orders on a single file.
  • Sending files through the automated service prevents errors both on the original Sending of the Orders and also receiving the Orders by your Warehouse that often occurs in a manual process.


Monitoring Outgoing Files

You can monitor all outgoing files from the Warehouse - Submissions screen.

  • Results are filtered by the Warehouse Group you wish to view.
  • You can look at Sales Orders, Pre-Advices and Product Codes separately.
  • You can see Order that are awaiting Submission or those that have already been submitted.
  • Although it is rarely needed, there is also an option to regenerate a file and submit it again.


Managing Incoming Files

You can manage your incoming files using the Document Management screen.

  • Results are filtered by the Warehouse you wish to view.
  • You can check for all incoming files that have not yet been processed.
  • You can check whether files have been received for Purchase Orders, Sales Orders and Stock Snapshots individually.
  • You can view the files received converted from XML into easy to read .pdf formats
  • There is a Configuration tab so you can choose how often Vision Commerce checks for and uploads new files and how long to keep old files for.
  • An audit log records all incoming file activity so you can check for any issues and see exactly when the files were received and processed.


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