Invitbox allows you to import your invoice/delivery data into Idealpos but does require some initial set-up so that invitbox knows how to reference your products and your suppliers.
Please note that only Idealpos version 4 and above has the import facility.
Set your default Product Unit
You need to tell invitbox whether you normally receive products in Cases of product, or in Units.
Go to Admin > Inventory/POS Settings > Inventory Settings
For the sake of clarity invitbox considers Cases to contain one or more Units. Whichever setting you decide upon here can be overwritten for a product prior to invitbox creating the export files for Idealpos. You are simply setting here what is "normal". For most of you this will be cases.
See - “Finalising your Inventory Settings in the Inventory tab prior to Export” below.
Inventory/POS Supplier Cards
Idealpos does not require you to include the details of the supplier within the file that we create for you to import into Idealpos, but by identifying the supplier as Idealpos knows it to be, we can name the export file for you in a manner which will make it easy for you to identify which Supplier the file relates to.
We will name each of your files for import as follows:
where the first 6 numbers are the delivery date DDMMYY and the next string is the name of the supplier as Idealpos knows it to be. The “.inv” is the file type.
Because it makes your import routine a lot easier, we make this a mandatory step.
Within invitbox, you can add the Idealpos suppliers via Admin > Inventory/POS Settings > Supplier Cards and more detailed help is available in this screen.
After you have added/imported the Idealpos Supplier Names into invitbox, you need to go to Admin > Suppliers > edit and choose a value from the Supplier Card (Idealpos) drop-list for each supplier in invitbox whose deliveries you might want to send to Idealpos.
In the example below, the company in invitbox is called COCA-COLA AMATIL (AUST) PYL LTD, but Idealpos knows it to be “CCA”
What we now have is a link/connection between what you have called the supplier in invitbox, and what Idealpos knows the supplier to be.
Importing into Idealpos
Once you click Export from the inventory tab in invitbox, invitbox will produce a ZIP file. (Depending on whether there was 1 invoice or multiple invoices being exported, will depend on whether there is 1 or more files contained in the Zip file). It is done in Zip format because Idealpos require a file for each invoice, so for you to be able to export many invoices from Invitbox at once, it needs to export them together in Zip format.
Idealpos require an .inv file for import, so the Zip file will first need to be extracted before you can import it into Idealpos. The extracted files should be saved in the folder on your computer that Idealpos helped you create.
These files are in the same format as ILG import files. So in order to import these into Idealpos you need to import them as though they were ILG.inv files, but instead of identifying your supplier as ILG, you should obviously identify the correct supplier.
Please refer to your Idealpos manual or reseller for more information on importing an ILG.inv file into Idealpos.
To learn how to add products into Inventory within Invitbox please view this article: Inventory Tab