Fintech Integration for Cloud Retailer

Modified on Tue, 14 Nov 2023 at 10:39 AM

Overview

Fintech is a service for processing supplier documents provided by your distributors and passes the electronic invoice (EDI) documents to Cloud Retailer.  The integration is designed to save time managing purchase orders by automatically creating those purchase orders for you!





How does the process work?

  1. You or your supplier's sales rep begin by creating a purchase order.
  2. The purchase order is processed by the supplier and an electronic invoice is created
  3. The purchase order is delivered to your store and the electronic invoice reflects the quantity and cost for all received items.
  4. The electronic invoice is delivered to Fintech's server for processing.
  5. Fintech will process the document and deliver the file(s) to our servers.  Note: Fintech processes these documents once per day and it is typically done in the evenings.  This means we may not receive these electronic invoices until, at least, the day after delivery.  We do not have any control over when or how often Fintech can deliver these files.
  6. Once the files are received, Cloud Retailer will automatically run a process to look for new files 3 times a day.
  7. If a new file is found, the electronic invoice is parsed and a purchase order will automatically be created in Cloud Retailer with the location, supplier, reference number, items, quantity, cost, and extended cost values.
  8. By default, the purchase order's status is set to Inventory Not Received for human verification.  Note: If desired, we can set the purchase order's status to Inventory Received.


What is needed from me to integrate with Fintech?

Before the integration with Cloud Retailer can begin, you need to have an open account with Fintech.  We will need to know the company name and address you used to set up your account.  We use this information to verify the account before any changes can be made by Fintech.


Once verified, the rest of the process is handled by us!  We will share your Cloud Retailer location and supplier information with Fintech which will allow them to program the electronic invoices based on your existing data.  This further reduces the amount of work needed to get started with Fintech.


How accurate is the data?

The electronic invoice is typically exactly what you receive from the supplier during the delivery.  There are instances where the electronic invoice was generated but actual inventory levels did not meet the required ordered quantity.  These types of discrepancies are usually only corrected on the paper invoice copy.  

It's important to know that the data is not manipulated by Fintech or Cloud Retailer which means if the paper invoice differs from the electronic invoice, you will need to make those corrections to the generated purchase order manually.


What if there are errors when creating the purchase order?

Cloud Retailer maps items in the electronic invoice to products in your database through the reorder number field in the supplier details portion of the product edit page.  If the item can not be found, the document processing log will display an error message for that item.  Clicking on the description of the failed product will redirect you to the product catalog to search for the product.


Can I run this process manually?

The process is designed to run automatically for a more effortless experience.  However, there is a way to run this process manually if you wish to look for new files at any given time.  This process can only be run by employee roles that are set to run integration processes.  This process can be found by navigating to Tools -> Integration Processes -> Supplier Documents Importing and Processing.

 

What happens if I manually create the purchase order before the system creates one? 

The reference number in Cloud Retailer is generated based on the reference number and order date assigned by your supplier.  For example, reference number 655910 was processed on 6/15/2022.  The Cloud Retailer reference number will be "655910 20220615".  If a purchase order exists with the same reference number, the process will overwrite the data.


If you created the purchase order manually and do not want to keep the generated purchase order, or vice versa, you can simply delete one of the purchase orders to prevent duplicating inventory values.

 

References


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