Setting up Data Import/Export Scheduler
The import and export functionalities enable organizations to transfer data between the system and external sources. Importing data involves bringing external information into the ERP system, while exporting refers to extracting internal data for external use or analysis. This exchange of data helps in maintaining accurate records and facilitating decision-making processes.
XoroERP allows you to schedule both exports and imports, facilitating automatic data exchange with external systems.
Scheduling an Export
Setting up a scheduler for exporting data involves entering the key details, such as the import/export utility template, specifying the start and end date and time for the schedule, configuring recurring schedules, and defining email or FTP settings.
To begin the process, pull the desired details by selecting the module from the "Search by" dropdown option. Now, apply the required filters using the advance search option.
Once you have filtered the data, go to Options > Schedule Export. Opt for the "Schedule Export - Selected" option to schedule an export for selected data.
Select the import/export utility template options and click "Schedule".
Job Scheduler Fields
Schedule Title
Enter a title for this job scheduler.
Description
Enter a description for the job scheduler.
Action
This field will be locked in as an "Export".
Start At
Select the date and time at which you want to schedule the export. You can choose today's date here.
End At
Select the date and time at which you want this scheduler to stop.
Recurring Schedule?
Check this box if this is a recurring export. If this is selected, you can choose how often do you want this scheduler to send your waves to your 3PL.
You can make it every hour, every two hours, every half an hour, etc.
Split Files By Identifier
Enable this option to split the export file by identifier.
An Identifier is a key value of the data belonging to a particular module. Following are few a examples of Xoro modules with their Identifiers.
Wave Detail: Order Number
ASN Detail: PO Number
SO Detail: Third-Party Ref No
PO Detail: Third-Party Ref No
Item Product Header: Base Part Number
Please Note: This option is only available in the case of exports.
Format
This field allows you to select the format of the export file (CSV or TXT).
Include Headers
Enable this option if you want to add the header row in the export file.
Destination Type
You can select FTP/Email, depending on how your 3PL is receiving the CSV files.
If it’s an email just fill in the Email information below and if it’s FTP then you are required to fill in the FTP details below.
Delimiter
This field allows you to select the preferred delimiter (Comma, Tab, or Pipe).
File Encoding Type
This field allows you to select the file encoding type from the available options like UTF8, ASCII, etc.
Export Parameter Expression
Enable this option if you want to export the parameter expression. Once this is enabled, you can add/update the custom script for the parameter.
Email Settings
If you have chosen "Email" as the "Destination Type", fill in the following details in this section:
To: Enter the email address to which you intend to send the export file.
CC: This field allows you to include additional email recipients who will receive a copy of the scheduled wave export notification.
Subject: Specify a descriptive title for the export email, summarizing its purpose or content.
Body: Enter the main content of the email here.
Send From Email: Specify the email address from which the export email will be sent.
FTP Settings
If you have chosen "FTP" as the "Destination Type", fill in the following details in this section:
Type: Select the preferred protocol for the FTP connection, "FTP/FTPS" or "SFTP".
Host: Enter the hostname or IP address of the FTP server where the files will be transferred.
Port: Enter the port number to establish the FTP connection. The default ports are 21 for FTP and 22 for SFTP.
Username: Enter the username required to authenticate and access the FTP server.
Password: Fill in the password associated with the provided username for authentication purposes.
Use SSL: Enable this to use the SSL encryption for the FTP connection. When enabled, data transferred between the client and server will be encrypted for added security.
Target Directory: Specify the location on the FTP server where the exported files will be stored after being transferred to the server.
Test Credentials: Click on this option to test the validity of FTP/SFTP credentials. The system will promptly verify the provided credentials. If the credentials are valid, a success message will be displayed, confirming the successful validation of the FTP/SFTP connection. In instances where the provided credentials are invalid or incorrect, the system will generate an error, alerting users to potential issues before attempting data transfers.
File Name
The file name of your CSV is the name of that file when it gets sent over, so certain 3PLs are probably going to prefer certain names to certain formats for their files so you can always specify this.
Enable notification on error
This feature at the bottom enables notifications in case of errors in the export.
Check this box if you want to get notified of an error every time there’s some kind of problem or if there’s an error with this scheduler.
Once the scheduler is configured, click on "Save" to create the job.
Scheduling an Import
Scheduling an import involves creating an import job from the upload modules. If you have an integration with a 3PL, scheduling an import ensures that the respective invoices and item receipts are generated and the correct inventory is reflected in the system. An import can be scheduled for the following modules:
Sales Order
Purchase Order
Waves
ASN
Products/Items
Item Prices
SO Shipments
Pricing Rule
Inventory
Address Instructions
Manufacturing Order
Dropship Receipt
Commission Rule
Invoice Payment
Bill Of Materials
In the upload module, scroll down to the bottom of the page and select the "Import" option from the "Upload" dropdown menu. You will be navigated to the "Job Scheduler" page. Fill in the details, including the FTP details, and click "Save" to schedule the import.
3PL Integration
If your instance of Xoro has a CSV integration with a 3PL, you need to enable the Import/Export scheduler to automatically send and receive Wave(s)/ASN(s) confirmations.
Xoro will send them to your 3PL provider, once they are confirmed, they are sent back to Xoro at which point Invoices/Item Receipts are automatically generated.
With the 3PL connections, the following will happen in the system:
Wave is Exported
Ship Confirmation is Imported
ASN is Exported
Receipts are Imported
Inventory is Synced
Xoro-3PL-Xoro Workflow
Here's the workflow in Xoro for the 3PL Integration.
Export Waves
If you have an API integration with your 3PL then this won’t be necessary, but if you’re doing a CSV integration, then make sure that the scheduler is in place at the Data Export Centre.
To begin the process, open the Data Export Centre and search by "Wave Detail". Now, apply the required filters using the advance search option. For example, if you want to export the waves daily, you can use the following filters:
Status= “Open”
Create Date= “Today”
Create Time = Greater than or equal to midnight (or any time).
Import Waves (Ship Confirmation)
If you have a CSV integration with your 3PL and are using a scheduler to send waves to them, you have to set up a scheduler for receiving those wave confirmations back from your 3PL so that invoices can be generated in the system.
Scroll down to Step 5 of the module and select the "Schedule Import" option from the "Upload" dropdown.
You will be asked to select an import/export utility. Choose the utility and click "Upload". You will be navigated to the "Job Scheduler" page. Fill in the details, including the FTP details, and click "Save" to schedule the import.
Export ASNs
If you have a CSV integration with your 3PL and you want to Receive Goods you will be creating ASNs on your Purchase Orders. ASNs convey essential information about the shipment, such as item details, quantities, and delivery specifics.
Now you will need to set up a scheduler to send those ASNs automatically to your 3PL. This scheduler ensures a streamlined and efficient flow of information, facilitating timely and accurate updates to your third-party logistics provider.
Once you have filtered the data, go to Options > Schedule Export. Opt for the "Schedule Export - Selected" option to schedule an export for selected data.
Select the import/export utility template options and click "Schedule". Fill in the details and click "Save" to schedule the export.
Import ASNs (Item Receipts)
If you have a CSV integration with your 3PL and are using a scheduler to send ASNs to them, you have to set up a scheduler for receiving the ASN confirmations back from your 3PL so that Item Receipts can be generated in the system. This ensures that the correct order status is reflected in the system and your inventory levels remain updated and accurate as and when the goods are received.
Scroll down to Step 5 of the module and select the desired import option from the "Upload" dropdown.
Select Import (Purchase): Select this import option for importing purchase order receipts.
Select Import (Return): Select this option for importing RMA ASN item receipts.
You will be navigated to the "Job Scheduler" screen. Fill in the details, including the FTP details, and click "Save" to schedule the import.
Scheduler Best Practices
Below are some recommended best practices to follow when scheduling import and export jobs:
Consistency: Make sure to set your job schedulers at times that are consistent with your 3PL’s processing times.
Error Handling: Enable notifications for errors so that you are promptly informed about any issues that arise during the import/export process.
Validation: Always validate the import/export templates to ensure that data is being processed correctly.
Test Runs: Carry out test runs before setting the scheduler live to confirm that everything operates smoothly.
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