Warehouse XML Service

Products

Purchase Orders (known as Pre-Advices)

Goods Received 

Sales Orders 

Orders Pick Confirmed

Tasting Notes

Stock Snapshot 

• 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, importing them (if they pass the stringent validation process) and updating the relevant Sales and Purchase Orders (providing they haven't already been updated).
   

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

• The following is a section of an incoming Purchase Order file:
  
   

  

   
  
  

• The file will contain all the Goods Received since the last time your Warehouse generated this kind of file.
  
  

  • If you have had to manually mark goods as Received prior to the file imported, Commerce will not try and receipt them again.
     
     

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.
    
    

  • The following is a section of an example Outgoing Sales Order file:
     
     

    

     
    
     

  • Although this is just a section of the file, all the details of all the Orders are included with a file that is then sent through to your Warehouse quickly and most importantly accurately.
     
     

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.