SPS Commerce Tools

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SPS Commerce Tools Overview

SPS Commerce facilitates the data collaboration of more than 95,000 retail supply chain partners/Vendors with industry-leading technology. With SPS, you can strengthen your global supply chain and better serve your clients.

The SapphireOne Electronic Data Interchange (EDI) integration solution from SPS Commerce automates your processes according to your business’s unique rules and requirements. It also eliminates error-prone and time-consuming manual data entry processes that slow operations and accelerate costs.

The SapphireOne SPS Tools enable the user to efficiently manage their SPS Commerce directly from within SapphireOne. It gives the SapphireOne user the ability to integrate their SPS Commerce management with their SapphireOne data file. It also allows the user to manage reports, upload and export invoices, OVI’s and acknowledgements.

SPS Commerce Tools Provided

SapphireOne provides the following tools for the bulk management of your SPS data.

  • Import Orders – Enables the SapphireOne user to import orders created in SapphireOne SPS Commerce.
  • Re-upload ASN – Refers to an advanced Ship notice and gives the user the ability to re-upload an ASN directly into SapphireOne.
  • Upload Acknowledgement – Enables the user to upload an acknowledgement order. This is provided for the supplier to give feedback to the purchaser that has sent in an order, as to whether they can fulfil that order in total or in part.
  • Upload Invoices – Enables the user to upload SPS invoices directly into SapphireOne.
  • Export Acknowledgement – Enables the user to export SPS Acknowledgement directly from SapphireOne.
  • Export Invoices – Enables the user to export SPS commerce invoices directly from SapphireOne.
  • ABS Import – Enables the user to import ABS orders while bridging with the SPS Commerce integration.

SPS Commerce Tools Operational Procedure

1. Setting Up The Master Default

There are multiple settings under the Utilities Controls > Master Defaults > API page > EDI & Courier tab > SPS Commerce section.

  • FTP Credential – In the early stage of the project, SapphireOne and/or client will receive this information from SPS commence.
    • Importing Time for OVI – this allows the server to connect and check with SPS OVI on their FTP four times a day. Depending on the requirement, the user can set up the time ideal for their business. For example, dealing with an Australia based client, you will set up these four times within the normal 9-5 working hours, or set this up following the US working hours. Alternately if there are international clients, then set up four times apart 24/7.
    • Use Test FTP – This enables the SapphireOne user to receive orders, and send back any documents, to the test folder structures on the SPS FTP. This will be done in conjunction with SapphireOne implementation of SPS Commerce.
    • Item Registry – This includes any inventory matched setting in the item registry file.
      e.g class = export or tag5 = Amazon
    • Item Registry Map – Mapping setting per integration.

2. Setting Up The Client

Each client using SPS, has to be setup matching their requirements. The settings are on the client’s terms page > EDI Setting section.

  • EDI Link – This is the unique identifier SPS provided to use to map the client.
  • Ship ID – This is normally the same as the EDI Link. On some occasion, if it is different, SPS should advise in advance.
  • Location – This normally follows the client location code. The same client can be setup as a different client in different locations. Because each order is recorded in a specific location. There are two ways to set this up.
    • The parent child system – Can be set up if there is one master entity paying the invoice for all their locations. For example, Amazon has six warehouse locations in Australia, you are only doing business with four warehouses, then you need to setup four different client children. They will have the same EDI Link but a different location ID mapping to their physical location and also different delivery addresses.
    • Multi address system – Set up the location ID under the client’s address. Make sure the parent location is empty. Using this method the EDI will pick up the same client, with the correct shipping location.
  • Mapping – This is the setting for a particular mapping. It only has a different mapping for AmazonDF now. the other format is somewhat hardcoded per serial number / per implementation.
  • Order Qty Option – this is the setting for recording the OVI line quantity. It Ordinarily uses the default data entry rule. I.e put no stock quantity on backorder and stock quantity on deliver. The No Backorder option will only provide what the current stock quantity in the warehouse is. It will not add anything to the back order. The original order quantity will be recorded on each lines notes area. Full backorder puts all order quantity in backorder regardless of the current stock level.
  • Order Acknowledgement – Send back the Acknowledgement document to SPS FTP automatically after the OCI has been created.
  • No Invoice – Exclude any transaction from this client in the upload invoice to SPS feature.
  • No Shipping Notice – Exclude any transaction from this client, in the upload shipping notice to SPS feature.
  • Include Product Code – Include the Inventory ID setup in SapphireOne as ConsumerPackageCode in the Shipment notice upload
  • Account Number – This is located in More Details page of the client record – Client Account field.

3. Receiving The Client Order

This does not work on single user or the uncompiled version, so there’s no concern of accidentally triggering this on offline copy

The server will talk to the SPS FTP server and pull any Order Vendor Invoice (OVI) four times according to the status of the Master Default setting. The OVI XML file on the FTP will be deleted regardless of the OVI creation status.

  • The OCI will be tagged SPS_Order by default. It is ok to overwrite this as the transaction still maintains the link to the SPS record.
  • Further change of the order details will not communicate back to the client via SPS. The user is required to contact their clients manually to notify them of the order detail changes.

4. Sending The Back Order Acknowledgement

This depends on the status of the Order Acknowledgement client setting.

  • The server will automatically send back an order acknowledgement by uploading it to the SPS FTP.
  • The client without Order Acknowledgement enabled will not trigger this feature.

5. Sending The Advance Shipment Advice

First the order has to be boxed. There are three different locations to do this.

  1. The shipping screen of the transaction
  2. The web pack Packing Consignment feature
  3. From the manifest screen after adding the transaction to the manifest

Once the box packing process has been completed, each box will have its own SSCC. This is important for the process. Please note the following.

  • If the company has its own number, the SSCC prefix should be set up within the company > More Details page/screen.
  • If the company is using a shipping service such as StarTrack, the courier company will provide the SSCC number.In this case the relevant setting needs to be se tup under the Carrier / Sales People inquiry.
  • For Toll, StarTrack and Auspost we have an inbuilt label setup which respects their standard requirements.
  • For other companies or companies that have their own truck for self-consignment, the box label will use the Shipping Labels-1 Custom Report setup under Utilities mode.
  • Once the shipment is ready to dispatch, the user will access the SapphireOne Manifest Inquiry tools to upload the ASN to the SPS FTP.

6. Generating The Invoice

Once everything has been finalised the user can highlight all the invoices from the Sales Transaction Inquiry tools to upload the invoices. This behaves in the same manner as the email invoice process and will batch upload all the invoices to the SPS FTP.

  • The invoice belongs to the client with No Invoice option Selected. The invoice will not be uploaded to the SPS FTP.
  • For the parent / child client, the parents mailing address will be utilised as the Billing and Remit To address. The Remit To address, if it was originally provided on the OVI, will be used instead of the Client Settings.

Additional Notes

  • To verify the first few sample orders, it might be easier to NOT setup the FTP. This is because the system is designed to delete the file after it is imported.
  • It might be easier to access via an FTP client such as Filezilla, download the file, and test it locally with the SPS Import Order under Transaction Inquiry.
  • There may be small variances to modify for each new client that is onboarded.
  • It is safer to use the serial number to define the difference, since we don’t want to break the code for existing clients.          
  • Currently there is no way for the user to manipulate the SPS linkage. Only the PO imported from the SPS server, or manually imported via the SPS tools manual, works with step 5 and 6. 
  • The order acknowledgement is an automatic action in reply to the client order received, the user cannot manipulate this process. 
  • The SPS process, does not respect the status of the transaction. It can send ASN and upload invoices from either OCI or SCI.
  • Most of the Import / Export process can be tested using the tools under either Sales > Transaction Inquiry or Manifest Inquiry. You can verify the result by running a manual Import / Export.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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