Vision Commerce can be integrated with your warehouse both in relation to submitting orders to the warehouse and in receiving files back in relation to goods received (on Purchase Orders) and orders processed (on Sales Orders) as well as Stock Exceptions.
It is your own choice as to whether you have the files for Goods Received, Orders Processed and Stock Exceptions sent to you as PDFs for your information only or as back end files which are then processed and updated in Vision Commerce.
If you have the files sent only via email as PDFs then this will mean all purchase orders need to be manually receipted (see 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.
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
If you receive and process file automatically they can be viewed in Document Management.
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You will be able to use the warehouse xml service (commonly known as EDI - Electronic Data Interchange) if your warehouse supports this, some warehouses only offer partial support for some of the information which can be sent or received.
| Table of Contents |
|---|
What can be sent and received
Vision Commerce → Warehouse
Products |
|---|
Purchase Orders (Pre-advices) |
Sales Orders |
Tasting Notes |
Warehouse → Vision Commerce
Goods Received |
Orders Pick Confirmation |
Stock Snapshot |
How is this sent to the warehouse
We use a direct method of communication which is commonly known as an API (application programming interface), this involves the two systems talking directly to each other.
We securely connect to the WMS and once authenticated we can send information in XML format or request a reply in XML format.
The XML formats are industry standard formats where we know what each field is and what we should receive in the field. ( XML - extensible markup language - commonly used in digital documents)
How is this controlled
You have full control over this within the warehouse group settings, there are two boxes on the page
PUSH | Send information to the warehouse |
PULL | Request the information from the warehouse |
You will find the options within the EDI tab on the warehouse group maintenance.
Further information on these fields can be found here System Menu | EDI Settings within the warehouse group settings page.
Recommended Settings
We recommend a realtime setting where possible, however product codes are not normally required and purchase orders can just be sent when the next sales order is sent to the warehouse.
Pull Information
Document Type | What does this do |
|---|---|
Goods Received Schedule | this will try to match a purchase order line by line and receipt the stock, this increases the stock |
Orders Picked Schedule | this will match sales order lines and confirm the quantity despatched, this reduces stock in warehouse (it is no longer allocated) and makes the order line available for invoice. |
Stock Reconciliation Schedule | this is performed daily to balance the systems book to book and as long as commerce has processed the goods received and orders picked then this should balance, we only recommend to run this once daily. |
| Note |
|---|
Do not switch on auto balance or create products unless you are told this is the method you will operate as this will automatically adjust your stocks to the warehouse every time it loads and should only be used by those customers who are just using the system for entering orders and where values do not matter. |
Email summary - we suggest you have this with an address, you will then receive an email confirming the processing and any issues, if you do not want this and only want to know about problems then tick the “exceptions only” option.
How do you monitor this is working
Use the warehouse documents - further reading is located here Warehouse Documents - Vision Commerce - Confluence (atlassian.net)