Vendor EDI: New Vendors (Those QSROnline has NOT yet integrated with)
Electronic Data Integration (aka) EDI, refers to our vendor invoice automation feature. When QSROnline integrates with a food vendor, we are able to automate your invoices, importing them directly into the QSROnline system and alleviating you of any manual entry. This article discusses the information needed for those vendors with which QSROnline has NOT yet integrated with. Outlined below are the Customer Responsibilities and the Vendor Responsibilities for potentially building a new vendor integration with QSROnline.
Initial Contact with Vendor
As a customer of both QSROnline and the new vendor, it is your responsibility to make the initial contact with your vendor to request electronic invoices. With the vendor's approval and cooperation, we can move forward with the integration process.
Please refer your Vendor to the New Vendor Responsibilities section below so that they are aware of the requirements for EDI integration between them and QSROnline.
Please send QSROnline a list of the vendor's customer identifiers that will be used in the files to identify each of their customers (your stores). In other words, you will need to send QSROnline your customer numbers for each of your store locations.
New Vendor Responsibilities:
Acceptable File Types
In order to automate your invoices, QSROnline must build a custom integration with your vendor. It is the vendor's responsibility to send QSROnline one of the following acceptable file types:
- Standard EDI 810 files
- CSV (comma-separated-values)
- TSV (tab-separated-values) files.
*We can also give the vendor an FTP site to upload these files to, if necessary.
Suggested File Structure
Above is a sample CSV invoice file. You will notice it does not match the suggested format below exactly, but it is close enough for our needs, as we are relatively flexible on file structure. The first row of the sample file is a list of field names or column headings. This row of column headings is optional but helpful when viewing the file.
Below are the minimum fields QSROnline requires for electronic invoice files. The simplest format would just include all these fields on each line, separated by commas or tabs.
- Customer# or Store# (this must identify the single store to which the order is shipped. See CUSTOMER IDENTIFICATION below),
- InvoiceReferenceNumber (alphanumeric),
- ItemReferenceNumber (alphanumeric, must uniquely identify a single product),
- ItemPack/Size (optional),
- ShippedWeight (optional),
- ItemTaxAmount (amount of tax applied to this line item)
An invoice file can have any name. However, file names should be unique and not reused or copied, since they remain on our FTP server after being uploaded by the vendor. Therefore, we recommend a naming convention that incorporates the current date and/or time into the file name. This is not required, however, as long as file names are not reused. File extensions are ignored and are therefore not required.
Delivery of the File
It is the vendor's responsibility to automatically upload invoices to an FTP of their choosing.
QSROnline prefers daily delivery of invoice files to QSROnline from the vendor. Invoice files can be uploaded at any time to QSROnline's FTP site using credentials we will provide to the vendor. Credentials will be provided after we verify the format of the sample file. Other delivery options may be available upon request of the vendor.