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After the integration

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How it will work

Once the integration is completed:

  • You will no longer need to manage stock through Vend. Instead, you will receive your stock through Unleashed.
  • All stock reports should only be run in Unleashed.
As soon as the integration is performed, it creates a discount product. The discount is used as a sale where there is a discount line, it uses this Vend discount product.

 

Process: How Vend and Unleashed will work together

The following processes are examples that demonstrate how Vend works with Unleashed after the integration is completed.

Example process 1

  • You receipt in a purchase order in Unleashed.
  • Unleashed updates the quantities in Vend for the products receipted.

Example process 2

  • You sell a product in Vend.
  • A copy of the sales order is pulled into Unleashed.
  • Unleashed attempts to automatically complete the sale –or– if there is not enough stock, the sale is given the status ‘Parked’, and allocates stock to that sale.
  • Sales orders will be brought into the warehouse automatically, from the mapping that was configured during the setup process.

Viewing the Connection log

The Connection Log provides a list of every single action that has occurred during the integration process. For example, you can use the log screen to determine any issues that might occur during the integration process. This could include a validation error, or any other possible faults. You can use the Connection Log page to determine what the actual fault is, and then plan to fix accordingly. The logs only keep the last 7 days of activity.

Viewing in log levels

You can select the log level that you need to view for analysis. 

  • ERROR: Displays error type logs.
  • INFO: Displays general log information, such as products details being transferred.
  • ALL: Displays all log levels.

Using your accounting provider with Unleashed & Vend

This diagram demonstrates how the three systems work together when fully integrated.

 

Pricing cannot be sent to the tax inclusive field in Vend, it is only sent to the tax exclusive field. This means that you need to set up all your retail pricing in Unleashed as tax exclusive.

How accounting providers work with Unleashed

If you are using an accounting provider, consider the following:

  • Unleashed will not send the invoice for a Vend sale to your accounting provider. Otherwise, this would duplicate the process.
  • Unleashed sends the sales journal for the transaction to your accounting provider. This is adjusting your stock levels.
Sales between Unleashed and Vend may differ by a small amount, however; this should not affect your reconciliation as Vend sends both the Sales and the Payment to the accounting provider.

Close Vend registers each day

In order for someone to be confident that all the information in the three systems are up-to-date, you must close all the registers that you are using by the end of each business day.

Returns & Credits

In Vend, returns and credits are handled by entering negative lines on a sale (see image). This does not work the same way as Unleashed, so the sale cannot be imported (Unleashed has a separate module for Returns and Credits).

 

 

How to handle your returns and credits

The best way to handle your returns and credits is to do a manual adjustment in Unleashed for the stock returned in Vend (on a regular basis i.e. daily).

  1. In Vend, export the sales history to find the returned products

    1. Go to History in Vend.

    2. Filter down the history based on the relevant Date and Register.

    3. Click Export CSV at the top right. Note that Vend can only export a sales report if there are less than 1000 records in a day.

  2. With the exported file, filter the rows using the Quantity column (you want the products with a negative quantity as these are your Returns/Credits).

  3. Enter a stock adjustment in Unleashed to add back these negative quantities for each product.

Field validation mappings

The following is a list of field validations that need to be mapped during the Vend integration. All available information has been gathered to ensure you have the easiest integration possible.

Products

 Unleashed Vend
Product Code Product Handle (Vend strips out any space)
Stock Keeping Unit
Product Description Product Name
Product Group Type
*Barcode Product Handle
Notes Notes
Default Purchase Price Supply Price
Default Sell Price Retail Price (excluding tax)

*This is optional and dependent on the barcode. If changes are required, please contact Unleashed Support.

Customers

Unleashed Vend
Customer Code Customer Code
Customer Name Customer Name
Postal Postal
Street Address / PO Box Street
Town/City City
Postal Code Physical postcode
First Name Contact Name (First Name)
Last Name Contact Name (Last Name)
Email Address Email
Website Website
Fax Number Fax
Mobile Number Mobile

 

Stock On Hand

Unleashed Vend
Available Quantity Current Stock

 

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