API Connections

API Connections

Shopify

Shopify

Shopify

Shopify Setup

Login to your online shopify account

shopify.com

Go to settings and Notifications

 

 Scroll to the bottom of the page to find (Create Webhooks)

 

Select Order Creation

Enter this into the URL

https://SERVER_PATH/csp/NAMESPACE/api/shopify/orders/create

 

Once you have created the webhook, you will be given a verification code which needs to be setup in Webaccounting.

 

Go to the System > Configuration Module > Security > API Setup

Select Shopify Webhook for incoming orders from Shopify

Paste the Webshop verification code into the password and save

Ensure the Active tick box is ticked

 

Now to setup the link from Webaccounting to Shopify

We have to get the username and password from Shopify

 

 Click on Create new private app

 

Enter the App name

Enter the developer email address - peter@webaccounting.co.za

Select Products and change to Read and write

Open up inactive and find customers and change to read and write

 

After you click save at the bottom of the screen, you will get a confirmation screen

 

After you have created the app, there will an API key and Password

You will need these two items for the Webaccounting setup

 

Setup the outgoing Webaccounting to Shopify integration

Select Shopify Admin API in dropdown

Put in your store URL

Put in your username and password from your Admin API private app that was setup

 

Go to the functions tab to enable the Debtors and inventory

 

 

 

 

 

Shopify

Customer Setup

Customer setup to Shopfiy

When you setup your customer and you tick the Sync to Webshop

Then Webaccounting will create an account on Shopify with the default user.

Shopify will then send out an email to create an account to the contact and then the client will verify their account

Then Webaccounting will create the customer on Shopify with the following fields

1 Customer Code
2 Customer name
3 Customer Address
4 Customer default contact person
5 Customer contact email address
6 Customer contact mobile number

 

Shopify

Inventory Setup

Inventory setup to Shopfiy

When you setup your inventory item and you tick the Sync to Webshop

Then Webaccounting will create the item on Shopify with the following fields

1 Inventory Code
2 Description
3 Long Description
4 Group Code
5 Default price structure
6 Default cost price
7 Default sell price
8 Upload the primary image

 

Shopify

Email Confirmation

Customer setup to Shopfiy

After the customer has been created on Shopify, it will send an email to the customer to activate their account.

 

Mail Chimp

Mail Chimp

Mail Chimp

Mail Chimp Email To

Video training manual 2019 - Click Here

Webatar > Activity > Email Mailing List

In web accounting we allow for email mailing list out.

Having created a central database in your customer setup files, you are able to create different mailing lists for targeted markets.

You can use the web accounting system to email out to the clients as a bulk email out, however this is not as effective as MailChimp.

Web accounting can send out the mailing list with attachments, but we do not keep a record of whether the recipient has read the Mail, opened it and whether that email address is valid.

While MailChimp has all these advanced features, we have added a function to export to MailChimp.

The exported file will have the name, surname, email address and the list name which you can use as a tag in MailChimp to email out.

When you export out, check your file first to make sure that it is comma delimited and not semi colon delimited.

Open the file app in notepad and replace all semi colons with commas.

Log into your Mail chimp profile and import your new list.  This will update existing email addresses and put a tag against those customers.

MailChimp allows for multiple tags.

 

 

WooCommerce

WooCommerce

Hawk GPS System (NZ and Australia)

Hawk GPS System (NZ and Australia)

Rossum

Rossum

Rossum

Rossum Document Import

Rossum is a third-party application which allows the user to import PDF documents from suppliers into Purchase orders or Goods received vouchers.

The free version allows for 300 pages per month to be imported into the system.

Sign up is directly with Rossum

https://elis.rossum.ai/

 

Setup your API with your username and password

 

GRV / Supplier invoice import

 

Typless

Typless

Typless

Typless PDF Reader

Typless is a third-party application which allows the user to import PDF documents from suppliers into Purchase orders or Goods received vouchers.

The signed-up version can be a pay as you go which allows for 50 free documents per month.

Five free training documents

Current pricing up to 2022-02-28 is as follows:

Euro 0.14 per document (first 50 is free for month) line item document

Euro 0.50 per training (first 5 is free)

Other charges

Only header and total, they charge Euro 0.07 (this is for information only)

Sign up is directly with Typless

https://typless.com/

Sign up with Typless

 

After the setup of Typless, find the token key and setup the API for Typless

 

 

Typless

Typless Training Doc Setup

Setup a new training document

 

Select the Line item invoice option

 Setup a new document type configuration

Ensure that the name does not contain any spaces and no funny characters $!*@? etc

  

 Setup all the field names

 

Once all the fields have been setup, create document type

  

After the document has been saved, click on Training room to train the document

 

Setup the Metadata fields

 

 

Match fields from the document to the metadata

 

Setup the line data

 

Confirm all the changes

 

Finalizing the document

 

Click to train the document

 

Go back into the training room to check if the document read the data correctly

 

Train again

 

 

 

Weather Forecast

Weather Forecast

Weather Forecast

Weather Forecast

This API allows the system to fetch two weeks of weather information for specific region.

It is used in job scheduling and viewed on header of pages.

The weather API is free up to 1000 requests per day from Visual Crossing Weather

The system collects the following:

1 Weather type - Rain, sunny
2 Weather description
3 Minimum and Maximum temperature for the day

Before setting up the API, one needs to sign up for an account

To access the weather website, go to Weather forecast or https://www.visualcrossing.com/ to sign up.

 

At the website - click on create new account or sign up

 

Follow the steps

 

Confirm your password

 

Agree to the terms

 

Enter a reason

 

Sign into the account.

The Key is very important as we will use this in the setup

 

Go to System Configuration > Security > API setup

Click on Add to add in Visual Crossing Weather API

 

Fill in the information

It is important to add in the Config the following

;collection
key = ........(paste key here from website signup)

Proceed to Weather Region setup manual - Access here

 

 

Google Geo Locate

Google Geo Locate

Google Geo Locate

Google Geo Locate

Setting up Google Maps for geolocate is used for the debtors and creditors addresses.

This function helps you find the longitude and latitude of the customer address which can be used in various systems.

One of the areas that the geolocate is used for, is to push the Geo locate for a invoice to a Courier company so that they can deliver the package.

The Google geolocate is a paid service from Google.

You will have to set up an account and pay the charges directly to Google in order to use this feature.

Go to https://mapsplatform.google.com

to setup your account

Once you go to the web address, click on Get Started

 

Enter all your information to sign up

 

After you have filled in all the information on the sign up.

There are a few settings that need to be set up in order to use the Google Maps.

Click on APIs on left menu.

 

There are certain APIs that we want to keep and the rest of them we are going to disable.

See below image of the four APIs that we want to keep.

We are going to start off with the first one to disable which is the directions API.

Click on the details on the far right of the line to enter the screen so we can disable the API.

 

Click on the disable button on the top right hand corner for that particular API that we are going to disable.

Disable the API.

 

Google will ask you each time to enable this function after you have disabled it.

Just click on the back arrow button so that you can disable the next one.

 

Find your API key in Google Cloud platform and copy

Go to huge ERP > Security and API setup.

Click on add to create the Google geolocate API.

Copy your API key in the API key section.

You can enter the email address that you used to log in for your Google geolocating platform.

This email address is not used, but it is useful to know which email account you used for the Geo location platform for Google.

 

Geolocate is used in debtors and creditors addresses.

It will capture two coordinates which is the GPS coordinates as well as the Google plus code for Geo location.

They get coords button is used to use the API for Google in order to populate the GPS coordinates and the plus code coordinate.

The look up coordinates button will open up the Google Maps and show you the location of the customer.

The GPS coordinates and the plus code coordinates can be used for Courier company delivery address location.

 

 

Ship Logic - The Courier Company

Ship Logic - The Courier Company

Ship Logic - The Courier Company

Ship Logic

This API is used for the courier company link up allowing one to automatically create a shipping document on the courier company system.

 

There are a few steps one needs to do in order for this to work.

Create the API to Ship Logic

 

 Get your codes from Ship logic website

The access key ID to be entered in the API key field

The secret access key to be entered in the password field

Enter your email address that you use to access the Ship logic website

 

 Go to Debtors / Creditors additional properties to setup shipping methods

This is where we link the courier supplier company to the delivery method

 

  Go to the Creditors / supplier setup to link the supplier to the Courier API for Ship logic API

 

  This will all integrate with the shipping information on the invoice

Check out more details

 

 

 

 

 

 

Ship Logic - The Courier Company

Ship Logic Courier Delivery Setup and Usage

To view instructions on creating a shipment from an Invoice without an overview of the relevant form components, click here. 

Set Up

Ship Logic Account

From the Account Settings page in Ship Logic, click the Create API Key.

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Copy the API Key to the clipboard and store it somewhere safe.

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API Setup

Return to Huge ERP and navigate to API Setup in the SCM module under Security. 

Click the Add button in the top toolbar. 

Select Ship Logic API from the API combo box in the Add form.

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In the Location field enter "api.shiplogic.com" without the quotes.

In the User Name field enter the email address used to log into Ship Logic. 

Copy the API Key copied from the Ship Logic Account Settings page to the API Key field.

In the config field enter "bearer" without the quotes.

Make sure the Active checkbox is checked. 

Click Save when done.

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Creating a Delivery Company

To select Ship Logic as the API for courier delivery for an Invoice or other applicable document, it first needs to be added as a Delivery Company in Creditors Setup in the Creditors Module under Configuration.

Click the Add button in the top toolbar.

In the Details tab fill in the Credit Code, Name and Short Name fields for the Delivery Company. Other information in this tab is optional.

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Save the form by clicking the Save button, and then switch to the Info tab. 

In the Use Courier API combo box select Ship Logic API, then save the form again. The form can now be closed.

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Shipping Terms

In addition to creating a Delivery Company for Ship Logic, Shipping Terms need to be created for selecting the Delivery Company from an Invoice form.

Navigate to Additional Debtor Properties in the Debtor module under Configuration. Switch to the Shipping Terms tab.

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Click the Add button in the top toolbar.

In the Shipping Method form enter a Code and Description in the respective fields.  Select Delivery for the Ship Type combo box and External for the Delivery By combo box.

The Delivery Company combo box should be enabled after selecting External for the Delivery By combo box. Select the created Delivery Company for the combo box.

Make sure the Active checkbox is checked, and then click Save & Close. 

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It should now be possible to create shipments with Ship Logic from Invoice forms.

Optional - Service Types

Optionally Service Types can be created to populate the Service Type combo box in the Shipping tab of the Invoice form. To do this navigate to Courier Setup in the SCM module under Administration.

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Service Types can be added, edited and deleted from this panel. The selected API should be Ship Logic API and the Code should be unique for Ship Logic. The codes should correspond to valid Service Type codes for Ship Logic. Service Types available for a delivery can be viewed as described by clicking the Courier API or Get Rates button in the Shipping tab of the Invoice form, as described in the next section.

Optional - Predefined Parcel Sizes

Predefined parcel sizes can be created in the Courier Setup panel in the Parcel Sizes tab, or in the Defaults tab in the Parcel Selection grid, which is described in the next section. Predefined parcel sizes can be used as templates to create new parcel entries with the same values for a new shipment from the Parcel Selection for an Invoice. The selected API should be Ship Logic and the name should be unique. The dimensions and weight should all be provided.

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Using Ship Logic to Create Shipments

Shipments can be created from the document types:

The process to create a shipment is identical for all document types, however the delivery status can only be updated automatically from Invoice documents at this point.

Outside of the document form, the Collection address is retrieved from the Company Profile Info form in SCM. Currently only the physical address fields are selected.

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Address Fields

Field Description Example
Address Line 1 The street address 1188 Lois Avenue
Address Line 2 The suburb, or local area Menlyn
Address Line 3 The city Pretoria
Address Line 4 The region or province Gauteng
Country The selected country, defaults to South Africa South Africa
GPS Coords Optional GPS coordinates, comma separated latitude then longitude -25.7863272, 28.334732

Creating Shipments from an Invoice

An Invoice to create a shipment from can be in Preparation or Posted Status. If in Posted status, only the fields in the Shipping tab can be edited.

At a minimum, outside of the Shipping tab fields, the Customer, Internal Contact and Contact Person fields are required.

Components and fields that may be used are marked red in the screenshots, and the fields that are not used are marked purple. Buttons that are optionally used are marked yellow.

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Detail Tab components

Component Used Required Description
Customer Yes Yes Used for Delivery Address and Delivery Contact. Required to save a new Invoice. The delivery address used is the Customer address for the Address Type selected in the Shipping tab. The numbered address fields are required to be for the same address components as the Branch Address, e.g. Address Line 1 is for the Street Address. If a Contact Person is not selected from the Address tab then the Delivery Contact is obtained from the selected customer instead. The first name, last name, email and mobile number of is used, with the name and either the email or mobile number being required.
Sales Rep No    
Reference Yes No Becomes the customer reference for the delivery if set
Internal Contact Yes Yes Used for the Collection Address and Collection Contact. The collection address becomes the Physical Address of the Branch the user belongs to. The first and last name, and email and mobile number are used, with the email or mobile number being required as with the Delivery Contact.

Address Tab components

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Component Used Required Description
Address Type No   Address that when selected will populate the address fields in this tab.
Address Fields No   Currently is not used. Instead the unedited customer address for the selected customer in the Detail Tab and address type in the Shipping Tab is used for the delivery address.
Contact Person Yes No Overrides the default contact person for the Customer if selected. The name and email or mobile number of the Contact Person is required.
View Button N/A No Can be used to edit the details for the selected Contact Person.
Contact No Yes No If set then this Contact Number is used instead of the Mobile Number for the selected Contact Person or default Debtor Contact Person.
Region No   Is unrelated to the Region given in the addresses.
Branch No   The branch address is from the branch the Internal Contact belongs to.

Shipping Tab components

All of the components in the main area, that are not marked purple in the screenshot are required or are used for Courier Delivery related functions with Ship Logic. The components that are required to create a Shipment are marked red.

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Component Used Required Description
Shipping Terms Yes Yes Required to populate the Delivery Company combo box and then select the Courier Company for Ship Logic. For more information view the Set Up section.
Collect / Ship Date No   Currently not used for Ship Logic, but could be used to schedule the collection date and time.
Shipping Options - email Yes No If checked then delivery updates are sent to the Collection contact by email or SMS.
Shipping Options - other No   These shipping options do not apply to Ship Logic. [NEW]
Pickup Instructions Yes No Special instructions for the delivery driver when collecting the shipment. [NEW]
Delivery Instructions Yes No Special instructions for the delivery driver when delivering the shipment. [NEW]
Delivery Company Yes Yes Required to select the Courier Company that has for its Courier API field Ship Logic set. For more information view the Set Up section.
Address Type Yes No The type of customer address such as Physical, Delivery or Postal. If unselected then the Delivery address is used.
Validate Button No No Validating address is unsupported by Ship Logic. Click this button will show an error indicating this. [NEW]
Update Customer Address image.png No No Requires address validation to be supported. [NEW]
Parcel Dimensions display field No No Displays the information about the current parcel selection for the shipment to be created. If blank then there is no parcel selection. If faded then the shipment was created for the parcel selection.
Custom Parcel Dimensions button image.png N/A Yes Clicking on this opens the Parcel Selection window, which is required for specifying information about the parcels for the shipment. This is explained in the next section.
Service Type Yes No Is now used to pre-select a rate from the list of available rates retrieved from ShipLogic that are presented when the Courier API button is clicked.
Tracking No No   Displays the last Tracking Number that is assigned to the Invoice. This can be edited and be related to shipping functions outside of ShipLogic.
Tracking No buttons No   These buttons can be used to add a new Tracking Number to the Invoice or view the list of existing Tracking Numbers for the Invoice. The tracking numbers do not need to have been created with Ship Logic.
Delivery Status display field. Yes No Displays the current shipping status for the last shipment created with Ship Logic.
Update Delivery Status
image.png		 Yes No Clicking this button will perform an API request with Ship Logic to update the Delivery Status display field.
Auto checkbox Yes No Having this checked will cause the Delivery Status display field to be updated when the Invoice is opened and there is a shipment created with Ship Logic for it.
Courier API button image.png Yes Yes This button is required to be clicked on before a shipment for the Invoice can be created with Ship Logic. If there is a selection of parcels created, and the other requirements are met, a window with a list of available shipping rates, or services types, will be presented, of which one can be selected and a shipment created. [NEW]
Details
image.png		 No   For unrelated shipping functions. The Pickup and Delivery instructions may also be set in the form that opens after clicking the button, but it is unnecessary when these fields already exist in the current form.
Save Shipping image.png Yes Yes Is required to save the Shipping Tab fields if the Invoice Save button is disabled as it is when the Invoice status is Posted. The Customer, Internal Contact and Reference fields are not saved. The Shipping Tab fields are also saved automatically when the Courier API button is clicked.

Parcel Selection Grid

The Parcel Selection Grid is opened in a new modal window by clicking the Custom Parcel Dimensions button image.png next to the Parcel Dimensions field. It is required to have at least one parcel created before a new shipment can be created with Ship Logic.

When there is one or more parcel for the new shipment, the Parcel Diminsions field in the Shipping tab of the Invoice form will be updated to reflect this. In this case the text is coloured black. If the parcel dimensions are greyed out, then the parcels the dimensions are for have been assigned to the last created shipment, and for to create a new shipment new parcel dimensions will need to be added [NEW].

image.png Example of Parcel Dimensions created for the next shipment.

image.png Example of Parcel Dimensions assigned to the last created shipment.

The Parcel Selection Grid is used for several purposes:

Editing Parcel Dimensions

For a shipment to be created with Ship Logic the dimensions and weight need to be specified. The quantity is optional and can be used instead of copying a parcel with the same dimensions and weight for the value of quantity.

Selection Grid

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Component Description
Search button Clicking this will reload the grid from the server
Add Clicking this opens a dialog to add a new parcel
Edit When one row is selected and is for a parcel without a shipment, the same dialog that is opened with the Add button is opened to edit information for the selected row.
Delete When at least one row is selected and the rows do not include rows for created shipments, the rows will be deleted without confirmation. Multiple rows are selected by holding down the control key and clicking on the rows to add to the selection.
Include Tracked [NEW] To include parcels with a shipment in the grid this checkbox is checked. To only show the parcels for the next shipment, it is unchecked.
Name column The name given to the parcel. This is not required by Ship Logic but is necessary if created from a parcel template.
Shipment column [NEW] This column is hidden by default. To unhide it, open the menu for the column and check the box for it in the "Columns" submenu. If there is a shipment number associated with the parcel then it is shown in the row. If there is not shipment number but there is tracking number then "Unavailable" is shown To group the rows by this column, open the menu for the column and click "Group by this field".
Shipment Created [NEW] This column is hidden by default and needs to be enabled in the Columns submenu. If a shipment was created that includes the parcel this column will show the date and time it was created if this information is available.
Dimensions (L x W x H) Show the length, width and height of the parcel in centimeters
Wgt The weight in kilograms
Qty The number of parcels with the same dimensions and weight in the shipment
Close button Closes the window. When the window is closed the Parcel Dimensions field in the Shipping tab of the Invoice form will be refreshed from the server.

 

Add / Edit dialog

Opened by clicking the Add or Edit buttons

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The Parcel combo box can be used to select a parcel template created in the Defaults grid and prefill the remaining fields.

Defaults grid

Lists predefined parcel dimensions that can be selected and added to the Selection grid for the next shipment.

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To select more than one row, hold down the Control key before clicking on the next row.

When one or more rows are selected the Add Selected button becomes enabled. Clicking on it will create new parcel dimensions, with the values of the selected rows, in the Selection grid for the next shipment. When the new rows are added successfully, the tab is automatically switched to the Selection grid.

Editing Predefined Parcel Dimensions

To add and edit predefined parcel dimensions click the add and edit button respectively. A row needs to be selected before it can be edited. Multiple rows can be deleted together by selecting more than one by holding the Control key, and then clicking the Delete button.

Add / Edit Dialog

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Entering a name is required and if a Courier API is selected then it is required to be unique for the selected API. The name will appear in the combo box in the add/edit dialog for the parcel selection grid. The dimensions and weight are required fields for Ship Logic.

Viewing Past Shipments

In the parcel selection grid, created shipments can be viewed by checking the Include Tracking checkbox. If a shipment was created with Ship Logic then the parcels for it should have the Shipment number assigned to it, the Shipment Created column will have the date and time the shipment was created and there should be a distinct tracking number for each parcel in the Tracking Number column. A column for the Tracking URL of each parcel in the shipment is also available.

If a parcel has a quantity greater than one, then in the Tracking Number and Tracking URL columns there will be a new line for each of the parcels that make up the quantity.

These columns are hidden by default and will need to be unhidden.

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Rows can be grouped by the Shipment number, but changing the sort order of groups is currently unsupported and the groups are always sorted in ascending order. To isolate to a single shipment, one can be selected from the Shipment combo box in the search panel. Available shipments are sorted by the time and date they were created in descending order.

Updating Tracking Information

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To update the Delivery Status for the parcels belonging to a shipment, select a row for a parcel with a Shipment number, then click the Status button in the top toolbar of the window. If successful then the columns API Status, API Parcel Status and Status Updated will be updated. The API Status column in the Delivery Status for the shipment, whereas the API Parcel Status is the delivery status of the parcel. The Status Updated column is the date and time the delivery status was last successfully updated.

If a parcel has a quantity greater than one, then in the API Parcel Status column there will be a new line for each of the parcelsthat make up the quantity.

Creating a Shipment

Invoice Set up

A shipment is created Ship Logic from an Invoice by clicking on the Get Rates or Courier API button in the Shipping Tab when the required information has been saved to the Invoice and is correct.

Required Steps

To create a Shipment with Ship Logic from an Invoice document the following is required before clicking on the Get Rates or Courier API button in the Shipping Tab:

Optional Steps

Selecting from the Available Rates

When the Invoice is ready clicking the Get Rates or Courier API button in the Shipping Tab will present a new window with a list of the available rates or Service Types and their associated costs and other relevant information. By default the Economy rate, if it is available will be preselected, but if the Service Type selected from the Shipping Tab is available it will be preselected instead. Another rate can be selected by clicking on it. When a rate is selected the Select button in thet bottom toolbar will be enabled.

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Clicking the Select button will create a shipment with Ship Logic with the selected option.

Clicking the Cancel button will close the window without creating a shipment.

If the Select button was clicked and a Shipment was created successfully with Ship Logic, then a success message with the tracking number will appear.

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The tracking number will also be added to the Invoice in the Tracking No field and to the Tracking Number list opened by clicking the View Tracking Numbers button image.png next to it.

When the success message is dismissed, the Waybills or parcel labels will be automatically downloaded by the browser as a PDF file. The shipping documents, which include the labels, will be saved as attachments to the Invoice.

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The Parcel Dimensions field in the Shipping Tab will be greyed out to indicate that the parcels it references are assigned to a shipment.

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In the Parcel Selection window the Shipment combo box will show the Shipment number for the created shipment with the date and time it was created.

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The rows for the parcels belonging to the Shipment are updated as follows:

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Attachments

The attachments created by Ship Logic can be viewed with other attachments for Invoice, in the Attachments window, opened by clicking the Attachments button in the top toolbar of the window for the Invoice.

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The attachments added for the created shipment will include "ShipLogic" and the tracking number in their names.

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Delivery Status Updates

The Delivery Status for the last created shipment belonging to the Invoice can be updapted by clicking the Update Delivery Status button image.png next to the Delivery Status field in the Shipping Tab. To automatically update the delivery status when any Invoice is opened the Auto checkbox next to the button can be checked. 

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Xero API

Xero API

Xero API

There are a few steps to setup Xero

Following this documentation in Xero Setup, click on link below

Xero setup

Xero API

Xero API Link settings

Create application

Visit this URL App management – Xero
Click the new app button

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Application URL should be the web address of the server
Redirect URI should be https://{serverHostName}/csp/sys/oauth2/OAuth2.Response.cls

Click on the app and then select the Configuration menu.

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Server Settings

Go to System administration -> Security -> Client, in the management portal for the server.

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Click the Create Server Description button.

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Issuer endpoint should be 
https://login.xero.com/identity/connect


An SSL config will be needed for this, which is selected as the SSL/TLS configuration

Click on Client Configurations for the server description just created

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Click on the Create Client Configuration button.

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For "Application Name", "Client name" and "Description" enter "xero-{namespance}". 
Client type should be "Confidential".
Enter the servers host name into the "Host name" text box.


Click on the "Client Credentials" tab

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Enter the details shown here in the configuration section of the Xero app that was created earlier.

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API Huge ERP

 Configuration Module> Security> API Setup

Add as shown below into the API setup in the SCM module 
"xero-hugeerp" should be replaced with "xero-{namepsace}"

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Tick the functions that are needed to activate the link between Huge ERP and Xero

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Xero Sales Acc Here you can specify which sales Xero items must go to 
Xero COS Acc Here you can specify which Cost of Sales Xero items must go to 
Xero Division Here you can set up your Xero Division as default 
Xero Sales Rep Here you can select a Sales Rep as a default 
Set Xero Tenant Once you have Authenticated your Debtors, Creditors and Inventory, you will need to set the Xero Tenant which is a once off setup.

Click "save" and then the "Authenticate sign in" button.

Enter the login details for your Xero company into the window that opens.

Xero API

Xero data files

When setting up Xero, the following master files need to be imported into Huge ERP

  1. Customer list
  2. Supplier list
  3. Inventory list

The customer and supplier codes are usually the same as the company names in Huge ERP.

The codes in Huge ERP which is the company names are the codes in Xero.

Make sure that the Debtors and Creditors codes are not duplicated in Huge ERP as Xero does not have separated databases for customers and suppliers.  They are the contact list but marked as a customer and supplier.  Having the the same code in debtors and creditors will cause problems in the sync.

Procedure

  1. Export customer, supplier and inventory lists from Xero
  2. Fix data files for Huge ERP import
  3. Import the data into Huge ERP
  4. Link API to Xero
  5. Verify codes for Customers
  6. Verify codes for Suppliers
  7. Verify codes for Inventory

Verify

Customers verify

 Debtors Module> Configuration> Debtors Setup

Click Search all Debtors

Run this utility to check customers in Xero and Huge ERP.

When the utility finds the same customer, it will write an internal code from Xero into the tables of Huge ERP.

Whether the customer is updated, Huge ERP knows which customer to update in Xero.

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This is a once off setting that needs to be done, once this has been done and you Add a new debtor, it will automatically sync to Xero 

Verify Creditors 

 Creditors Module> Configuration> Creditors Setup

Clock search all Creditors

Run this utility to check suppliers in Xero and Huge ERP.

When the utility finds the same supplier, it will write an internal code from Xero into the tables of Huge ERP.

Whether the supplier is updated, Huge ERP knows which Supplier to update in Xero.

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This is a once off setting that needs to be done, once this has been done and you Add a new Creditor, it will automatically sync to Xero 

Inventory verify

 Inventory Module> Configuration> Inventory Setup

Click Search all Items

Run this utility to check customers in Xero and Huge ERP.

When the utility finds the same inventory, it will write an internal code from Xero into the tables of Huge ERP.

Whether the inventory is updated, Huge ERP knows which item to update in Xero.

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This is a once off setting that needs to be done, once this has been done and you Add a new Inventory item, it will automatically sync to Xero 

Xero Sales and Cost of Sales for an Inventory Item

To set up a specific Sales and COS account for an inventory item, double click on the inventory item

Go the Comment/Replace Tab, here you can stipulate a specific account that this item must go to when adding this item to an invoice.

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Xero API

Troubleshooting

Trouble Processing a Transaction

If you are trying to process an invoice, Credit Note, GRV or a Stock Return and you get an error, you can disconnect Huge ERP from Xero.

System Configuration > Security >API Setup

Double click on Xero to open

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Untick the Active Box and click save and close

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Failed to post to Xero

Invoice

Debtors Module > Activity > Invoice

When you have an invoice that Fails to push through to Xero, you can process this manually.

Open your invoice 

Click the "Action" Tab, you will see the button "Push to Xero" by clicking this button the transaction will be pushed to Xero. 

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Credit Note

Debtors Module > Activity > Credit Note

When you have a Credit Note that Fails to push through to Xero, you can process this manually.

Open your Credit Note

Click the "Action" Tab, you will see the button "Push to Xero" by clicking this button the transaction will be pushed to Xero. 

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GRV

Creditors Module > Activity > Goods Received Note (GRV)

When you have a GRV that Fails to push through to Xero, you can process this manually.

Open your GRV

Click the "Extras" Tab, you will see the button "Push to Xero" by clicking this button the transaction will be pushed to Xero. 

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Stock Return

Creditors Module > Activity > Return to Supplier (RTS)

When you have a Stock Return that Fails to push through to Xero, you can process this manually.

Open your Stock Return

Click the "Action" Tab, you will see the button "Push to Xero" by clicking this button the transaction will be pushed to Xero. 



View Posted and Non posted Transactions

Debtors

Debtors Module > Analysis >Debtors Document History

In the column "Posted to Xero" you will see either Yes which means it was posted to Xero or blank which means it has not been posted to Xero

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To post to Xero double click to open the transaction 

Click the "Action" Tab, you will see the button "Push to Xero" by clicking this button the transaction will be pushed to Xero. 

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Double check your transaction is not already in Xero as clicking this will duplicate the transaction if it was already posted

Creditors

Creditors Module > Analysis >Creditors Document History

In the column "Posted to Xero" you will see either Yes which means it was posted to Xero or blank which means it has not been posted to Xero

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To post to Xero double click to open the transaction 

Click the "Extras" Tab, you will see the button "Push to Xero" by clicking this button the transaction will be pushed to Xero. 

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Double check your transaction is not already in Xero as clicking this will duplicate the transaction if it was already posted

Shopify API

Shopify API

Shopify

Creating the Shopify link with Huge ERP

Look into the setup of Shopify on the following internal link:

Shopify setup

Shopify API

Shopify Link

Shopify setup

Select the "Apps and sales channels" menu in settings

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Click on the "Develop apps" button.

Click on the "Create an app" button.

 

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Click on the "Configure Admin API scopes"

 

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Select the following options:
write_assigned_fulfillment_orders, read_assigned_fulfillment_orders, read_customer_events, write_customers, read_customers, write_draft_orders, read_draft_orders, write_inventory, read_inventory, write_orders, read_orders, write_products, read_products

Click the "Install app" button at the top.

 

Huge ERP setup

Add the following in the API setup

 

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The keys are in the "API credentials" tab on the Shopify app.

 

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Enter the "API key" as the user name and the "API secret key" into the API Key field

Select the required functions

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GoSweetSpot

GoSweetSpot

GoSweetSpot API Setup

Basic Instructions

Get API Key from GoSweetSpot account

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Notes

## Fields ##

Only  the API Key is required; the optional config settings are entered in the config field (TBD)

## Config items ##

**ini formatted text**

- supportemail - optional, may be used by GoSweetSpot to email developer 
- side_id - optional, used if the GoSweetSpot Site field in the branch company setup in SCM is not set
- excludeContactInfo - optional, if set to 1 or "yes" then contact information is not included when creating a shipment

GoSweetSpot

Setup of GoSweetSpot

Register your company with GoSweetSpot and login.

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  1. Get the API Key from the GoSweetSpot account page in Administraton; Preferences & Settings; Advanced Settings; API Key [TODO screenshot]

  2. Copy it into the API Key field

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API Setup

  1. Log into the Huge ERP System

  2. Go to the API Setup search grid in SCM User actions: SCM; Security; API Setup;

  3. Click Add

  4. In the API combo box select "GoSweetSpot" (Remove all other user name and passwords that may be populated )

  5. Paste API Key in API Key field.
  6. Tick Activate
  7. Click Save and close 

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  1. Create a Creditor for GoSweetSpot

  1. User actions: Creditors; Configuration; Creditors Setup; Creditors Setup: Add;

  2. Fill out fields in Details Tab:

    1. Creditors Code – e.g. "GOSWEET"

    2. Name – e.g. "GoSweetSpot"

    3. Short Name – e.g. "GOSWEET"

  3. Uncheck in Details Tab: (optional)

    • Print Statement

    • Email Statement

    • Sync to Mobile

  4. In the Info Tab select "GoSweetSpot" in the Use Courier API combo box field.

  5. Click Save & Close

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On GoSweetSpot get your site No. which you will find under Support

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Add your Site No. to your company profile

1. Company Profile: Search in SCM; Administration; Company Profile; double click to edit Company Profile; Address; Add Site No. to GoSweetSpot field; Save

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Courier Setup

1. Search in SCM; Administration; Courier Setup; Click Add; Add Code, Courier API, Select GoSweetSpot; Add description, Click Default, Save

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Parcel Setup

GoSweetSpot allows pre-defined parcel sizes to be referenced in new shipments.

you can find your standard parcel sizes in Go SweetSpot. 

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To setup parcel sizes go to 

  1. Go to the Courier Setup search grid in SCM User actions: SCM; Administration; Courier Setup; Parcel Sizes
  2. These can be added to reflect your personal box or satchel sizes.

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This is what it should look like once added in. 

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GoSweetSpot

GoSweetSpot Courier Delivery Setup and Usage

To view instructions on creating a shipment from an Invoice without an overview of the relevant form components, click here. 

Set Up

GoSweetSpot Account

Get the API Key

From the GoSweetSpot account navigate to the Preference & Settings page by selecting from the Administration menu. 

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Scroll down and click Advanced Settings to expand this section.

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Scroll to the bottom of this section and copy the API Access Token to the clipboard.

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Get the Site ID 

The Site ID is linked to the collection address that is used when creating an account with GoSweetSpot.

From the GoSweetAccount navigate to the Users & Permissions page by selecting Manage Users from the Administration menu.

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Copy the Site ID from the Site column that is linked to the collection address for courier shipments created from HugeERP. image.png

API Setup

Return to Huge ERP and navigate to API Setup in the SCM module under Security. 

Click the Add button in the top toolbar. 

Select GoSweetSpot from the API combo box in the Add form.

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Copy the API Key from GoSweetSpot to the API Key field.

Make sure the Active checkbox is checked. 

The User Name and Password fields are not required and can be left blank.

The config field can specify optional settings. Each setting is required to be on a separated line and begins with the name of the setting followed by an equals sign and then the value for the setting. So far the available settings are as follows:

Name Description
side_id The Site ID to use if it is missing from the Company Branch setup 
excludeContactInfo If the value is "yes" without the quotes, then contact info for the delivery recepient, such as the name and phone number, is to be excluded when creating a shipment.

Click Save when done.

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Adding the Site ID to the Branch 

Navigate to Copy Profiles in SCM under Administration, and open the form for the company branch in which GoSweetSpot is to be used.

Switch to the Address tab, and copy the Site ID copied from GoSweetSpot into the GoSweetSpot Site field, then save and close the form.

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Creating a Delivery Company

To select GoSweetSpot as the API for courier delivery from an Invoice form or other document form, it first needs to be added as a Delivery Company in Creditors Setup.

Navigate to Creditors Setup in the Creditors Module under Configuration.

Click the Add button in the top toolbar.

In the Details tab fill in the Credit Code, Name and Short Name fields for the Delivery Company. Other information in this tab is optional.

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Save the form by clicking the Save button and then switch to the Info tab. 

In the Use Courier API combo box select GoSweetSpot then save the form again. The form can now be closed.

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Adding Shipping Terms

Shipping Terms need to be created for selecting the Delivery Company from an Invoice or other document form.

Navigate to Additional Debtor Properties in the Debtor module under Configuration. Switch to the Shipping Terms tab.

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Click the Add button in the top toolbar.

The opened window may contain the title Shipping Methods but it is for creating and editing a Shipping Terms instance [TBC fix language tag].

In the Shipping Method form enter a Code and Description in the respective fields.  Select Delivery for the Ship Type combo box and External for the Delivery By combo box.

The Delivery Company combo box should be enabled after selecting External for the Delivery By combo box. Select the created Delivery Company for the combo box.

Make sure the Active checkbox is checked, and then click Save & Close. 

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If the Default checkbox is checked, then when an Invoice or other document is first loaded the Shipping Terms from this form will be selected automatically. 

It should now be possible to create shipments with GoSweetSpot from Invoice forms.

Optional - Predefined Parcel Sizes

Predefined parcel sizes can be created in the Courier Setup panel in the Parcel Sizes tab, or in the Defaults tab in the Parcel Selection grid as described in the next section. Predefined parcel sizes can be used as templates to create new parcel entries with the same values for a new shipment from the Parcel Selection for an Invoice. The selected API should be GoSweetSpot and the name should be unique. The dimensions and weight should all be provided. 

If there are no predefined parcel sizes created then when adding parcel sizes for a courier delivery from an Invoice form or other document form, the dimensions and weight values will need to be manually specified.

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If the Name matches a pre-loaded stock size for GoSweetSpot, for instance "GSS-A1 SATCHEL" then the other fields will be ignored by GoSweetSpot and the rates for the delivery will be based on the stock size given by the name. The names have to match exactly. For more information see GSS Satchel Specific Rates – Help Centre (gosweetspot.com)

Using GoSweetSpot to Create Shipments

Shipments can be created from the document types:

The process to create a shipment is identical for all document types, however the delivery status can only be updated automatically from the Invoice form at this point.

Creating Shipments from an Invoice

An Invoice to create a shipment from can be in Preparation or Posted Status. If in Posted status only the fields in the Shipping tab can be edited.

At a minimum, outside of the Shipping tab fields, the Customer, Internal Contact and Contact Person fields are required in addition to the delivery address given in the address fields in the Address tab of the form. 

Fields and other UI elements that are used for creating shipments with GoSweetSpot are marked red in the screenshots. Purple indicates that the field is not used.

Detail Tab

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Component Used Required Description
Customer Yes Yes

Required to save the Invoice.


The address fields in the Address tab is populated with the address of the selected Customer.


[TODO] The default contact is used as the delivery contact if the contact person is not set in the Address tab. [TBC - check if the contact information from the Debtor Details form is still in use]
Reference No


Order Number Yes No Used as the reference for the shipment.
Internal Contact Yes Yes Used to get the Site ID from the Company Branch that the selected user belongs to.

Address Tab

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Component Used Required Description
Address Type Yes   Address that when selected will populate the address fields in this tab for editing.
Address Lines 1-4 Yes  

Line 1 is either a street address or building number. If it begins with a number then it is assumed to be a street address, otherwise the street address in contained in Line 2. 

 

The lines following the street address line are for the suburb and city that order. 

 

The address can be validated and corrected from the Shipping tab by clicking the Validate Address button.
Address Code Yes
The post code for the address.
Contact Person Yes Yes

References the contact person for the delivery. The name, email and mobile or phone number of the contact person is included when the shipment is created, unless disabled in the API setup in the config field with the excludeContactInfo setting.  

 

[TODO] Overrides the default contact person for the Customer if selected. The name and email or mobile number of the Contact Person is required. 
View Button  Yes No Can be used to edit the details for the selected Contact Person.
Contact No Yes No [TODO] If set then this Contact Number is used instead of the Mobile Number for the selected Contact Person or default Debtor Contact Person. 
Branch No   The branch address is from the branch the selected Internal Contact belongs to.

Shipping Tab

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Components Used

Components inside the main panel of the Shipping tab which are not used currently or are redundant in creating shipments or for other API functions with GoSweetSpot are highlighted purple in the next screenshot.

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Component Used Required Description
Shipping Terms Yes Yes Required to populate the Delivery Company combo box and then select the Courier Company for GoSweetSpot. For more information view the Set Up section.
Collect / Ship Date No   Currently not used by GoSweetSpot
Shipping Options - Email Yes No If checked then delivery updates are emailed to the delivery contact.
Shipping Options - Signature Yes No If checked then a signature is required on delivery.
Shipping Options - Saturday

If checked then delivery will be on a Saturday, increasing the rates. 
Pickup Instructions No No Not used with GoSweetSpot when using the Site ID. 
Delivery Instructions Yes No Special instructions for the delivery driver when delivering the shipment.
Delivery Company Yes Yes Required to select the Courier Company that has GoSweetSpot set as its Courier API. For more information view the Set Up section.
Validate Button No No Clicking this button will validate the address set in the Address tab and open a window with the result and options to update the address. For more information view the Validating the Delivery Address section.
Update Customer Address image.png Yes No

Opens a window to edit the Customer address selected in the Address tab. When saved the address will be saved to the customer.

[TBC - save to the document too]
Parcel Dimensions display field No No Displays the information about the current parcel selection for the shipment to be created. If blank then there is no parcel selection. If faded then the shipment was created for the parcel selection.
Custom Parcel Dimensions button image.png N/A Yes Clicking on this opens the Parcel Selection window, which is required for specifying information about the parcels for the shipment. This is explained in the next section.
Service Type No No Is no longer necessary for creating shipments.
Tracking No No   Displays the last Tracking Number that is assigned to the Invoice. This can be edited and be related to shipping functions outside of the Courier API.
Tracking No buttons No   These buttons can be used to add a new Tracking Number to the Invoice or view the list of existing Tracking Numbers for the Invoice. The tracking numbers do not need to have been created with GoSweetSpot.
Delivery Status display field. Yes No Displays the current shipping status for the last shipment created.
Update Delivery Status
image.png		 Yes No Clicking this button will perform an API request to update the Delivery Status display field.
Auto checkbox Yes No Having this checked will cause the Delivery Status display field to be updated when the Invoice is opened and there is a shipment created.
Courier API button image.png Yes Yes This button is required to be clicked on before a shipment for the Invoice can be created with GoSweetSpot. If there is a selection of parcels created, and the other requirements are met, a window with a list of available shipping rates, or services types, will be presented, of which one can be selected to create a shipment. 
Details
image.png		 No   For unrelated shipping functions. The Pickup and Delivery instructions may also be set in the form that opens after clicking the button, but it is unnecessary when these fields already exist in the current form.
Save Shipping image.png Yes Yes Is required to save the Shipping Tab fields if the Invoice Save button is disabled as it is when the Invoice status is Posted. The Customer, Internal Contact and Reference fields are not saved. The Shipping Tab fields are also saved automatically when the Courier API button is clicked.

Validating the Delivery Address

To validate and to correct the address that is entered into the address fields in the Address tab, click the Validate button image.png in the Shipping tab. The address that is validated is the address as it is in the fields, not the saved address. After the address is validated by GoSweetSpot a window will open with named address fields and the validation result in the Log field. If a field has been corrected by GoSweetSpot then an asterisk will appear next to it. 

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After editing the address, validation can be performed again by clicking the Validate button image.png next to the Postcode field.  

Clicking the Close button will close the window, without making any changes. 

Clicking the Apply button image.png will copy the address fields as they are to the address fields in the Address tab of the Invoice form.

Clicking the Inv Only or Doc Only button image.png will also save the address as the address type selected in the Address tab, to the document.

Clicking the "Inv & Cus" or "Doc & Cus" button image.png will copy the address to the form, save it, and save the address to the customer selected in the Detail tab as the address type selected in the Address tab.

Parcel Selection Grid

The Parcel Selection Grid is opened in a new window by clicking the Custom Parcel Dimensions button image.png next to the Parcel Dimensions field. It is required to have at least one parcel created before a new shipment can be created with GoSweetSpot.

When there is one or more parcel for the new shipment, the Parcel Dimensions field in the Shipping tab of the Invoice form will be updated to reflect this. In this case the text is coloured black. If the parcel dimensions are greyed out, then the parcels the dimensions for it have been assigned to the last created shipment. To create a new shipment, new parcel dimensions will need to be added.

image.png Example of Parcel Dimensions created for the next shipment.

image.png Example of Parcel Dimensions assigned to the last created shipment.

The Parcel Selection Grid is used for several purposes:

Editing Parcel Dimensions

For a shipment to be created with GoSweetSpot the dimensions and weight need to be specified or the name needs to match with a name of the a pre-loaded stock size from GoSweetSpot. The quantity greateer than one is optional and can be used instead of copying a parcel repeatedly.

Selection Grid

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Component Description
Search button Clicking this will reload the grid from the server with the search results.
Add Clicking this opens a dialog to add a new parcel
Edit When one row is selected and is for a parcel without a shipment, the same dialog that is opened with the Add button is opened to edit information for the selected row.
Delete When at least one row is selected and the rows do not include rows for created shipments, the rows will be deleted without confirmation. Multiple rows are selected by holding down the control key and clicking on the rows to add to the selection.
Include Tracked To include parcels with a shipment in the grid this checkbox is checked. To only show the parcels for the next shipment, it is unchecked.
Name column The name given to the parcel. If the name matches a pre-loaded stock size from GoSweetSpot, then this stock size is used by GoSweetSpot when creating a shipment.  
Shipment column This column is hidden by default. To unhide it, open the menu for the column and check the box for it in the "Columns" submenu. For a parcels that are new it will show "Not Created". If there is a shipment number for the parcel then it is shown. If there is not shipment number but there is tracking number then "Unavailable" is shown.

To group the rows by this column, open the menu for the column and click "Group by this field". 
Shipment Created This column is hidden by default and needs to be enabled in the Columns submenu. If a shipment was created that includes the parcel this column shows the date and time it was created.
Dimensions (L x W x H) Show the length, width and height of the parcel in centimeters
Wgt The weight in kilograms
Qty The number of identical parcels in the shipment
Close button Closes the window. When the window is closed the Parcel Dimensions field in the Shipping tab of the Invoice form will be refreshed from the server.

 

Add / Edit dialog

Opened by clicking the Add or Edit buttons

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The Parcel combo box can be used to select a parcel template created in the Defaults grid and prefill the remaining fields.

Defaults grid

Lists predefined parcel dimensions that can be selected and added to the Selection grid for the next shipment.

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To select more than one row, hold down the Control key before clicking on the next row.

When one or more rows are selected the Add Selected button becomes enabled. Clicking on it will create new parcel dimensions from the selected rows in the Selection grid that are to be included in the next shipment. When the new rows are added successfully, the tab is automatically switched to the Selection grid.

Editing Predefined Parcel Dimensions

To add or edit predefined parcel dimensions click the add or edit buttons. A row needs to be selected before it can be edited. Multiple rows can be deleted together by selecting more than one by holding the Control key, and then clicking the Delete button. 

Add / Edit Dialog

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Entering a name is required and if a Courier API is selected then it is required to be unique for the selected API. The name will appear in the combo box in the add/edit dialog for the parcel selection grid. The dimensions and weight are required by GoSweetSpot if the name does not match with the name of a pre-loaded stock size. 

Viewing Past Shipments

In the parcel selection grid created shipments can be viewed by checking the Include Tracking checkbox. If a shipment was created with the parcel then the Shipment, Shipment Created, Tracking Number and Tracking Number columns will contain values for shipment.

These columns are hidden by default and will need to be initially unhidden. 

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Rows can be grouped by their Shipment numbers or Shipment Created dates, but while grouped are not able to be sorted in descending order [TBD - find out if this can be fixed]. To only show the parcels for a single shipment, one can be selected from the Shipment combo box in the search panel. Available shipments in the drop down list are sorted by the time and date they were created in descending order.

Updating Tracking Information

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To update the Delivery Status for all the parcels belonging to a shipment, select a row for a parcel with a Shipment number, then click the Status button in the top toolbar of the window. If successful then the columns API Status, API Parcel Status and Status Updated will be updated. The API Status column is the Delivery Status for the shipment, whereas the API Parcel Status is the delivery status of the consignment the parcel is part of, if the shipment was split into multiple consignments. The Status Updated column is the date and time the delivery status was last successfully updated. 

If a parcel has a quantity greater than one, then in the API Parcel Status column there will be a new line for each of the parcels that make up the quantity.

Creating a Shipment

Invoice Set up

A shipment is created with GoSweetSpot from an Invoice by first clicking on the Get Rates or Courier API button in the Shipping Tab when the required information has been saved to the Invoice and is correct, and then when the GoSweetSpot Delivery Options window is opened, ,clicking on the Select button in the Action column of the grid for the chosen option.

Required Steps

To create a Shipment with GoSweetSpot from an Invoice form the following is required before clicking on the Get Rates or Courier API button in the Shipping Tab:

Optional Steps

Selecting from the Available Rates

When the Invoice is ready clicking the Get Rates or Courier API button in the Shipping Tab will present a new window, GoSweetSpot Delivery Options, with a list of the available rates or Delivery Options and their costs and other relevant information. 

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Clicking a Select button will create a shipment with GoSweetSpot with the option for the row.

Clicking the Cancel button will close the window without creating a shipment.

If the Select button was clicked and a Shipment was created successfully with GoSweetSpot, then a success message with details for the created shipment will appear.

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When the success message is dismissed, the parcel labels will be automatically downloaded by the browser as a PDF file. This file will also be saved as an attachment to the Invoice.

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The Parcel Dimensions field in the Shipping Tab will be greyed out to indicate that the parcels it references are assigned to a shipment.

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The tracking number will be added to the Invoice in the Tracking No field and to the Tracking Number list opened by clicking the View Tracking Numbers button image.png next to it.

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In the Parcel Selection window the Shipment combo box will show the Shipment number for the created shipment with the date and time it was created.

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The rows for the parcels belonging to the Shipment are updated as follows:

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Attachments

The attachments created by GoSweetSpot can be viewed with the other attachments for the Invoice, in the Attachments window, opened by clicking the Attachments button in the top toolbar.

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[TODO] The attachments added for the created shipment will include the name of the Courier Delivery company, for example "GoSweetSpot", and the tracking number in their names.

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Delivery Status Updates

The Delivery Status for the last created shipment belonging to the Invoice can be updated by clicking the Update Delivery Status button image.png next to the Delivery Status field in the Shipping Tab. To automatically update the delivery status when any Invoice is opened the Auto checkbox next to the button can be checked. This feature is currently only available from Invoice forms.

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