Import EDI files

LOGISTICS -> Import EDI

This page allows you to review and search across all files that have been imported so far and view the alert status of each file. You can click on any file to drill into its full import log to review any information, warnings or errors.

To import EDI files

  1. Click the Upload files button
  2. Either click Select files or drag and drop the files you would like to import onto the import box.
  3. Click the Upload button to send the selected files to the server.

Once uploaded the files will begin processing and you should see the status of each file change from pending -> succeeded / warnings / failed. Click on any file for more details.

Note

The type of file you are importing will be detected automatically. Most transfer files should process within a few seconds. Large stock-on-hand files (5MB+) may take a couple of minutes.

Resolving import errors

EDI files sometimes contain data that doesn't match your codes or descriptions. Sometimes you'll need to add new items in the Setup pages, other times the item you want already exists with another code, or is spelled slightly differently. This is what Aliases are for.

Many of the Setup pages allow you to enter Aliases against items which allows snapSales to find matching items even if the spelling or codes are different from yours.

If an item doesn't exist, a link will be provided to help you add it easier (download from Master Data where applicable).

You can edit the file contents if required, just be careful that you are only fixing the data that needs to be fixed and you don't compromise the file structure.

Once you have fixed all errors, click the retry icon to try processing the file again.

Warnings

These are only warnings, the file has loaded successfully. These could include

  • unable to find supply contracts for product
  • weights required for new products
  • for amended transfers - what has changed
  • etc.

Adding a note

Click on the Notes cell to add a note. This can be useful if there are files with errors/warnings to indicate the issues have been looked at.

Supported EDI formats:

Pallet XML files (Pipfruit)

These files allow you to import inventory into snapSales. In fact, at the time of writing this, this is the only supported method to import inventory into snapSales.

These files will most often be sent to you by a Packer or Coolstore. Each file can contain either Stock-on-hand or Transfer out details which can usually be determined from the file name (SOH or TX) or by opening the file.

More details about this file format is available on the NZ Apples and Pears website.

Stock-on-hand

The following processes occur in snapSales as the stock-on-hand is imported:

  • The attributes of all known SETUP -> Products (materials) are validated against those set up in snapSales and Pipfruit industry master data.
  • Unknown products and their attributes can often be added automatically. When enabled this feature allows importing inventory with minimal up-front set up. This is particularly useful for domestic or process grade which are less likely to confirm to industry-standard master data.
  • Production site (orchard) details are validated against Pipfruit NZ information to ensure the source of the fruit can be verified for correct market access.
  • Full details of all Pallets, Declarations, Product Lines, Materials, and Sample Blocks are imported.
  • Any significant changes to imported items are recorded in the import log as either information or warnings.
  • Pallet market declarations are assessed against the market requirements published by Pipfruit NZ to determine their suitability for all markets.
  • Any pallets in the same location that are no longer in stock, and haven't been loaded out, are removed from inventory and a warning is added to the import log.
  • All new product in inventory is examined to determine the relevant LOGISTICS -> Supply Contracts and SETUP -> Pools. Any issues finding contracts are logged as warnings.

Transfer (load) out

These additional processes occur when importing transfer information.

  • Sales are automatically generated for each order number quoted in the transfer files.
  • Income lines are automatically added to each sale for each combination of variety, size, grade and pack type.
  • Shipping costs are automatically added to each sale whenever possible.
  • If a correction file is sent, this can be imported. Additional pallets will be added but if pallets have been removed, these pallets will need to be removed from the sale manually.

Types of files include

  • the standard NZ pipfruit transfer/loadout files
  • there is a generic Excel loadout template available. Ask the team at snapSoftware to provide this. Rules for using the file:
    • Red columns are mandatory, these are listed first then the others are listed alphabetically
    • You can hide columns but do NOT delete columns
    • You can rearrange the column order
    • Do NOT change the name of the columns
    • Dates in dd/mm/yyyy format
    • Some notes on the fields
      • SaleCode – if this sale does not exist, it will be created
      • LoadFrom – location code
      • LoadTo – location code
      • Variety – variety code
      • Pack – pack type code
      • PalletNo – a unique number. If you don’t have a pallet number, we suggest you enter the sale code and a sequential number, eg AP999-1, AP999-2, etc where AP999 is the sale code
      • Packer – packhouse code
      • Complete as many of the non-mandatory columns as you want (feel free to rearrange for ease of use)
  • talk to the team at snapSoftware if your suppliers provide a different format

Market requirements (NZ Apples & Pears)

This file contains details of the requirements for fruit to be suitable for export markets. It is important to have the latest file's data so snapSales can provide you with accurate market suitability information.

Market suitability for all pallets in your inventory is reassessed when this file is imported.

This file is published by Pipfruit NZ on their FTP site and snapSales can be configured to download and import it regularly if desired.

More details about this file format is available on the NZ Apples & Pears website.

Orchard registrations (NZ Apples & Pears)

This file contains a list of all of the Pipfruit orchards registered for the current season. It includes the blocks, varieties, and special compliance program status for each of those orchards. The data in this file can change as frequently as hourly in response to compliance program removals actioned by MPI.

This file is published by Pipfruit NZ on their FTP site and snapSales can be configured to download and import it regularly if desired.

More details about this file format is available on the NZ Apples & Pears website.

Product/Material master data (Apples & Pears)

This is a collection of files published by Traders in the pipfruit industry:

  • PCT (Product Code Translation) file - Contains industry-standard codes for Brands, Grades, Growing Methods, PLU Stickers, Pack types, Treatments, Sizes, and Varieties.
  • CLAS (Classification) file - Contains industry-standard codes for Customer suitability, Pallet types and Storage types.
  • MATM (Material) file - Contains the Material (Product) codes for an individual Trader.
  • UOM (Unit Of Measure) file - contains quantity, weight and volume information specific to a trader's materials. Unfortunately these values have become much less reliable is recent years. It is highly recommended you maintain your own weight information in snapSales.
  • VENDOR (Vendors) file - This contains a list of many of the operators in the Pipfruit industry and offers some standard codes for Growers, Packers, and Coolstores - albeit not comprehensive.
Note

If you publish your own master data then you should import any updated PCT, MATM and UOM files into snapSales whenever you add new codes.