Warehouse Goods Received Integration
Process inbound goods-received confirmations against purchase orders.
Warehouse Goods Received Integration
Bevica's Warehouse Receipt Integration allows you to import receipt details from your third-party warehouse, compare them to the original Bevica document and post them where they match.
Prerequisites
Pre-Advice notifications previously sent to the warehouse.
Bevica Warehouse Integration extension installed.
Communication Engine extension installed.
Account with a Vision managed warehouse: LCB, Vinotheque, Lanchester, EHD, Coterie Vaults.
Vision managed warehouses
Bevica utilises the 2201 Goods Received file provided by Vision.
Notes from the Vision Help files:
Limitations
This file can only be exported in one Goods Received format, once exported it will not be available on one of the alternatives.
Setup
These steps assume that setup has already been done as outlined in this article: Warehouse Outbound Document Integration
Warehouse Integration Setup
Navigate to Warehouse Integration Setup and 'Edit' the Warehouse Code which has already been set up. Under Inbound check the following field:
Handle Rotations (Receipts)
Enabling this setup will, on posting receipts, copy rotation references provided by the third party warehouse to document lines.
Processing Receipt Confirmations
Import Goods Received details
Stock Transaction entries
Post Bevica documents
Resolve discrepancies manually
The steps below go through manually processing the file from the warehouse, this is useful for familiarisation, testing and troubleshooting. It is possible to automate the process, contact your Bevica consultant to help set this up.
The process supports matching and posting Purchase Orders, Transfer Orders (Receipt) and Sales Return Orders.
1. Import Goods Received details
Warehouse goods receipt details can be imported manually, useful for familiarisation, testing and troubleshooting, or automatically via API.
See Setting up Communication Engine for Vision Stock Received for details on how to contact your Bevica consultant to set up the automated API import process. The manual process is detailed here:
Navigate to Warehouse Integration Inbound Requests. This holds each imported file.
On the ribbon select Process and Upload File.
Select the appropriate Warehouse Code. The Supplier Request Code is usually left blank as this is automatically identified by the system using the file name or content. This is only required to be completed if the import routine cannot identify the file type.
Press OK and then navigate to the .xml file to upload. Once imported the file will show as Request Status = Pending.
Warehouse Integration Inbound Requests showing Request Status = Pending Select Process Requests from the ribbon. Select the appropriate options - Warehouse Code is mandatory and other filters can be used to process specific entries.
Once completed, the Request Status field will change to 'Generated' if the file is processed successfully. Any errors will be shown in the Last Error Message field for resolution.
Warehouse Integration Inbound Requests Error Handling
Any error messages are captured in the Last Error Message field for the file. You should resolve the error and then select Revert to Previous Status and Process Requests again.
If a file is to be ignored, then use Cancel Requests to mark it as cancelled. It will then not be processed in future.
2. Stock Transaction entries
Navigate to Warehouse Integration Stock Transaction Entries. You can also open the selected receipt records from the Warehouse Integration Inbound Requests page ribbon.
The entries page shows the imported details and if they have been matched successfully against Bevica documents.
Order Type
If this is populated it means the Bevica document has been recognised.
Status
Status is initially 'Open' until orders are posted, then they will either be set to Error or Complete.
Document Qty. Outstanding (Base)
Where the document has been found this displays the quantity on the document line. If it's red it means there is a discrepancy with the warehouse details.
3. Post Bevica documents
Select the document(s) to be processed and choose Post Selected Orders. This will receive each selected document.
Set the appropriate filters:
Posting Date Method
Options: Use Transaction Date = uses the date from the goods received file for both Posting Date and Document Date. Use Custom Date = allows you to set a specific Posting Date.
Posting Date
If 'Use Custom Date' has been selected set the Posting Date to use.
Look for Next Available Posting Date
If 'Use Transaction Date' has been selected this will automatically find the next available Posting Date if the Transaction Date is outside of the user's posting date range through General Ledger Setup, Inventory Periods, or User Setup.
Replace Document Date
If you select 'Use Custom Date' then you can choose to replace the Document Date and therefore the Due Date calculation which come from this.
Stock Transaction Entry
If required you can filter to specific entries using these filters.
Posting Notes:
Selecting any line on a document will process all lines for that document.
Documents must be 'Released' to be processed.
You can select multiple documents as a single batch.
Documents which have been processed successfully are marked as Completed and the Posting Type set to 'Automatic'.
Alc. % ABV checking
Posting a receipt line from the Stock transaction entries page or original document performs the same alcohol % check. The page's ABV field will appear red if the value confirmed by the warehouse does not match the details held in Bevica.
To understand the options and how to set this up go to Checking Alc. % Vol.
4. Resolve Discrepancies manually
The list may contain warehouse generated receipt lines that cannot be posted automatically by the system. These should be receipted manually, then return to the stock transaction entries page and Set Lines as Completed.
Last updated
Was this helpful?