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Vision Commerce can be integrated with your warehouse if this is supported by your warehouse

You can send

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

You can receive

• CSV Goods Received files 
• 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 v2.3 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 (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 then there will be a report created and this 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

Image Added

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)