SPS
1. Overview
The SPS EDI integration allows XoroERP to exchange business documents automatically with SPS Commerce using Electronic Data Interchange (EDI).
Instead of sending spreadsheets, emails, or paper documents, purchase orders, shipment confirmations, and invoices flow digitally between XoroERP and SPS. This removes manual data entry, and ensures that both systems always reflect the same order and shipment information.
For operations users, this means:
No re-typing of customer orders
Automatic updates when shipments are confirmed
Faster billing cycles
Fewer order and inventory mistakes
2. Workflow – SPS
2.1 Document Creation in XoroERP
Daily business activities in XoroERP generate records such as:
Sales Orders created from customer demand
Shipment records when orders are fulfilled
Invoices are generated once shipments are completed.
These records become the source for outbound EDI documents sent to SPS.
2.2 EDI Export to SPS +
XoroERP converts these records into standardized EDI files such as:
997 – Functional Acknowledgment
855 – Purchase Order Acknowledgment
856 – Advance Shipping Notice (ASN)
810 – Invoice
These files are placed in the configured target directories where SPS Fulfillment picks them up.
Flow: XoroERP → SPS Fulfillment
2.3 SPS Processing
SPS receives the EDI files and processes them inside its fulfillment network.
Orders are validated
Shipments are prepared
Inventory is updated
Shipment and status responses are generated
2.4 EDI Import from SPS
SPS sends files back to XoroERP such as:
850 – Purchase Order
997 – Receipt confirmations
Shipment confirmations and inventory updates
XoroERP imports these files and automatically updates:
Order status
Shipped quantities
Tracking numbers
Inventory levels
Flow: SPS Fulfillment → XoroERP
2.5 Error Handling & Reprocessing
If any file fails to import or export:
The error is logged.
Notification emails are sent if enabled.
The failed record can be reviewed, corrected, and retried from the Operations Page.
3. Settings
3.1 Data Export Setting
The following accounts and configuration will be used in XoroERP. This can be changed later.
Store
Dropdown
Selects the XoroERP store used for SPS EDI order processing. All incoming EDI orders are created under this selected store, ensuring consistent order ownership and reporting.
Location Name
Text Field
Defines the warehouse or fulfillment location used for both incoming and outgoing SPS EDI transactions. All orders, shipments, and inventory updates are associated with this location.
Default SKU
Text Field
Used when an item received via SPS EDI does not exist in XoroERP. If an incoming EDI document references an unknown SKU, the system applies the Default SKU to prevent processing failures.
Use Archive Directory
Checkbox
When enabled, a copy of all processed SPS EDI files is stored for audit and troubleshooting purposes. Enabling this option reveals additional archive-related fields.
Trading Partner
Text Field
Specifies the SPS trading partner you are connecting to. This value determines which partner’s EDI documents are processed through this configuration.
Archive Directory Order
Text Field
Displayed only when Use Archive Directory is enabled. Defines the directory path where processed EDI order files are archived for historical reference.
Target Directory Order
Text Field
Defines the directory path where inbound purchase order files (EDI 850) are placed by SPS. XoroERP monitors this directory to pick up and process incoming orders.
3.2 Auto Release & Waving
Auto Release Sales Orders
Checkbox
When enabled, sales orders created via SPS EDI are automatically released in XoroERP after creation. Checking this option reveals additional settings related to automatic waving and allocation.
Auto Wave Sales Orders
Checkbox
When enabled, XoroERP automatically creates waves for eligible sales orders as soon as they meet the configured allocation and fulfillment conditions, eliminating the need for manual wave creation.
WaveCreateCode
Dropdown
Defines how inventory allocation is performed when orders are automatically waved.
Allocate Full Order Only – Inventory is allocated only when the entire order quantity is available.
Allocate Full Quantity Only Per Line – Each order line is allocated only when its full quantity is available; partial lines are skipped.
Allocate What Is Available – Allows partial allocation based on currently available stock.
Auto Acknowledge Order
Checkbox
When enabled, orders are automatically acknowledged in XoroERP once the 855 Order Acknowledgement document is generated and transmitted, ensuring immediate confirmation without manual intervention.
3.3 Shipment & Invoice Controls
Target Directory 856
Checkbox
When enabled, shipment confirmation (EDI 856) files are generated and placed in the configured target directory. Enabling this option reveals additional fields related to 856 processing.
Target Directory 856
Text Field
Specifies the directory path where outbound EDI 856 shipment confirmation files are written for SPS to consume.
Scheduled Delivery Date Offset from Ship Date
Numeric Field
Defines the number of days to offset the scheduled delivery date from the ship date. This value is added to the ship date to calculate the delivery date included in the 856 document.
Send Document 810
Checkbox
When enabled, invoice (EDI 810) documents are generated and sent to SPS. Enabling this option reveals additional invoice-related fields.
Target Directory 810
Text Field
Specifies the directory path where outbound EDI 810 invoice files are written for SPS processing.
Send Tax and Allowance Information to SPS
Checkbox
When enabled, tax details and charge or allowance information are included in EDI 810 invoice documents, ensuring accurate financial reporting and reconciliation on the SPS side.
Allow Document from Different Source
Checkbox
When enabled
3.4 General Settings
The following configurations will be used in XoroERP. This can be changed later.
Use Division
Checkbox
When enabled, division information from SPS EDI documents is used during order creation in XoroERP. This is typically required when the trading partner differentiates orders by division.
Use Ship To Address Location Number
Checkbox
When enabled, the Ship-To location number from the EDI document is used to determine the delivery location, ensuring accurate address and routing mapping.
Use Third-Party Total Amount Validation
Checkbox
When enabled, the total amount received from SPS is validated against the calculated order total in XoroERP. Any mismatch can be flagged to prevent incorrect order processing.
Use Purchase Order Number as Customer Purchase Order Number
Checkbox
When enabled, the trading partner’s purchase order number is used as the customer purchase order number in XoroERP for consistency and traceability.
Item Identifier Code
Dropdown
Defines how items are identified and matched during EDI processing. The selected identifier must align
3.5 Inventory Sync Settings
The following configurations will be used for syncing inventory with the Trading Partner. This can be changed later.
Enable Full Inventory Sync
Checkbox
Enables inventory synchronization between XoroERP and SPS. When enabled, XoroERP periodically fetches inventory data from SPS and updates inventory levels accordingly. Enabling this option reveals additional inventory-related configuration fields.
Inventory Identifier Code
Dropdown / Text Field
Defines the identifier used to match inventory items between XoroERP and SPS. This must align with the item identifier sent by SPS (such as SKU, UPC, or other configured codes) to ensure accurate inventory mapping.
Xoro Inventory Level
Dropdown
Specifies which inventory quantity in XoroERP is used as the reference during synchronization. This determines which internal inventory level is compared and updated based on SPS data.
Third Party Inventory Level
Dropdown
Defines the inventory level reported by SPS that XoroERP should align with. This determines which stock quantity from SPS is treated as the source for synchronization.
Inventory Sync Schedule
Configuration
Controls how often inventory synchronization runs. Inventory sync can be configured to run on a recurring interval or once per day, depending on operational requirements.
Recurring
Option
When selected, inventory sync runs repeatedly based on the configured hours and minutes interval.
Once Per Day
Option
When selected, inventory sync runs once every day at the configured time.
Hours
Numeric Field
Defines the hour-based interval for recurring inventory sync jobs.
Minutes
Numeric Field
Defines the minute-based interval for recurring inventory sync jobs, allowing fine-grained scheduling.
3.6 Import Export Setting
You can schedule data import/export and configure notification emails.
Time Zone
Dropdown
Selects the operational time zone used for scheduling all SPS import, export, and inventory sync jobs. All automated processes run according to this selected time zone.
Enable Auto Import / Export
Checkbox
When enabled, XoroERP automatically runs SPS-related import and export jobs without manual intervention. Execution follows the configured start date, schedule type, and interval settings.
Integration Start Date
Date Field
Defines the date from which automated SPS import and export jobs begin running. Jobs are not triggered before this date.
Recurring
Option
When selected, import and export jobs run repeatedly based on the configured hour and minute interval.
Once Per Day
Option
When selected, import and export jobs run once per day at the configured time.
Hours
Numeric Field
Defines the hour interval used when recurring execution is enabled.
Minutes
Numeric Field
Defines the minute interval used when recurring execution is enabled, allowing fine-grained scheduling.
Auto Import Start Time Offset
Numeric Field
Adjusts the import execution time earlier by the specified number of minutes. For example, if the interval is 30 minutes and the offset is 5 minutes, imports run every 25 minutes.
Receive Import Error Notifications
Checkbox
When enabled, instant email notifications are sent whenever an SPS import job encounters an error, allowing quick response.
Instant Error Email(s)
Text Field
Specifies one or more email addresses that receive immediate import error notifications. Multiple email addresses must be separated by commas.
Send Daily Error Email
Checkbox
When enabled, a daily summary email containing all SPS-related import and export errors is sent to the configured recipients.
Daily Error Email(s)
Text Field
Specifies the email addresses that receive the daily error summary. Multiple email addresses must be separated by commas.
Error Email Filter Keywords
Text Field
Allows filtering of log entries included in email notifications. Keywords can be entered to exclude matching logs, and wildcards (such as *error*) are supported to reduce notification noise.
4. Operations Page
The Operations Page is the command center for monitoring and managing all SPS EDI activity.
Header Options
These options appear at the top of the Operations Page and control the SPS account configuration.
Add Account – Connects a new SPS EDI account to XoroERP for order, shipment, and invoice processing.
Change Account – Switches or updates the currently connected SPS EDI account.
Remove Account – Disconnects the SPS EDI account from XoroERP and stops all related processing.
Settings – Opens the SPS configuration settings page where export, import, inventory sync, and EDI behavior can be configured.
Import Function
The Import function allows users to manually trigger inbound SPS EDI processing without waiting for scheduled jobs.
Imports include:
Orders (EDI 850)
Inventory adjustments
Other enabled inbound EDI documents
This is commonly used for testing, reprocessing, or urgent operational needs.
4.1 Orders
This tab shows all inbound and outbound purchase order-related EDI files.
Operations users use this tab to:
Verify that orders were exported to SPS
Check if inbound purchase orders were successfully imported
Retry failed order records
View error messages if a document was rejected
4.2 Acknowledgements / Confirmations
This tab tracks:
997 – Functional Acknowledgements
855 – Order Acknowledgements
It helps confirm whether SPS:
Received your documents
Accepted or rejected the order details
This ensures that no order is missed or silently rejected.
4.3 Inventory / ASN / Invoice Tabs
These tabs control shipment and inventory-related documents.
Inventory
Shows inventory adjustment files received from SPS. Keeps stock synchronized.
ASN
Tracks outbound Advance Shipping Notices (856). Confirms what was shipped.
Invoice
Tracks invoice files (810) sent to SPS after shipment.
Each tab allows:
Viewing file status
Retrying failed records
Reviewing error messages
4.4 Logs
The Logs tab provides a complete history of:
All imports and exports
File names and timestamps
Error messages and system responses
It is used for:
Troubleshooting
Audits
Verifying what data was exchanged and when
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