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XchangeIT integration

XchangeIT integration

Setup :

Store : [contact Xchange]

Token Url (default) : https://tc.xchangeit.com.au:8787/api/security/gettoken

XchangeIT Url (default) : https://csapi1.xchangeit.com.au:8000/

Username : [contact Readysell]

Password : [contact Readysell]

Authorisation : [contact Readysell]

Schedule : only update for Start & End time of task running (task will run 1x at start for Morning Process and 1x at the end for End of Day Process)
- i.e. 0 0 5-15 ? * * *
means Task only run at 5am for Morning Process and 3pm for End of Day Process

 

Morning Process

Task will connect to XchangeIT server to fetch / Get :

  1. DD3 file (Invoice) from XchangeIT and convert DD3 into Purchase Receipt
    *Task will auto create a product if not found from Readysell database.
    *Task will auto create a supplier if not found from Readysell database.

    *Specify default Product Unit on System : Product : Generated-Product-Unit-Code
    (otherwise Task will use “EACH” product unit)
    *Specify default Product Category on System : Product : Generated-Product-Category
    (otherwise Task will use category “Store Products”)

    *Product will be set as type Newsagency automatically only when Product in XchangeIT invoice has IssueCode. Otherwise, Readysell will treat the product as Standard product such as Card, Wrap, Mug, etc (non-magazine type items)
    Note,
    When a Product set as type Newsagency, user will be prompted a warning if sale this item without scan the barcode, however, this prompt can be turned off from System Type (OPTIONAL-VALIDATION-MESSAGES) and Readysell will automatically insert the latest barcode data if available

    *Product barcode will be created as Alternate ID in Product module for every Issued (from Purchase Receipt) with format : Barcode + Extension (if any)
    *Product barcode in Alternate ID also has column called “Data” will contain an information with format : [Issue Code]-[Reference Number]-[Supplier Code]-[Barcode Extension]-[RecallWeek]

    *Purchase Receipt will have XchangeIT integration checked
    *Purchase Receipt Type cannot be changed
    *Purchase Receipt will have Reference Number and non-editable

    image-20250625-002015.png

     

* Purchase Receipt line should have necessary data in column XchangeIT_JsonData

image-20250625-001727.png


*User should continue with Default Total as confirmation and Complete this Purchase Receipt

 

2. RTF3 file (Return Items) from XchangeIT and convert RTF3 file into Purchase Credit

*Task will NOT create Purchase Credit line if product is not found from Readysell database.
*Task will also NOT create Purchase Credit line if product is not found from Readysell Purchase Receipt
*Task will create supplier if not found from Readysell database

*Purchase Credit will have XchangeIT integration checked
*Purchase Credit will have XchangeIT RTF3 Credit checked as source of data from XchangeIT

image-20250625-023643.png


*Purchase Credit line will have columns :
-Max Return Qty : maximum qty can be return based on calculation from the supplier
-Max Return Date : latest date user need to confirm to supplier via XchangeIT
-Receipt Qty: total qty of this product from XchangeIT Purchase Receipt - see point 1 - DD3 file
-Sold Qty : total qty of this product sold (initial by default is 0 qty)
-XchangeIT_JsonData : necessary data from XchangeIT

*Qty Received by default after import RTF3 from XchangeIt same value as Max Return Qty (as negative value)

image-20250625-023804.png
image-20250715-015817.png

 

*User can click “Calculate Sold Qty” button to calculate how many pf this product sold from Invoice Lines posted. This action will update Qty Sold value and also update Qty Received (Qty On receipt - Qty Sold)

image-20250715-015654.png


*User must confirm this Purchase Credit back to XchangeIT by click “XchangeIT Confirm” button.
(this button would be enabled initially for Purchase Credit if XchangeIT task parameter “Store” has a value)

image-20250625-023921.png

*After confirm successfull, Readysell will set XchangeIT Credit Confirmed checked and “XchangeIT Confirm” & “Calculate Qty Sold “buttons to hide.

image-20250625-032102.png

 

3. RCF3 file (Confirm Return Items) from XchangeIT

*Task will find Purchase Credit with XchangeIT integration checked and matching Reference Number

*Task will update the Quantity Credit with Quantity Approved from RCF3 file
*User can continue manually to finalise or Complete this Purchase Credit

*Note, not every supplier in XchangeIT has this RCF3 file.

 

Store sell Product Type Newsagency with Barcode

  1. User sell product with barcode and Readysell will capture the Barcode data that contains [Issue Code]-[Reference Number]-[Supplier Code]-[Barcode Extension]-[RecallWeek] put into Internal Notes Line and disabled from user to modify. This internal note will be used by Readysell to send back to XchangeIT in End of Day Process.

    image-20250625-024459.png

     

  2. If user sell product (and type is Newsagency) without scan the barcode, a warning will be prompt to user.

    image-20250625-025214.png

This prompt can be turned off from System Type :
OPTIONAL-VALIDATION-MESSAGES : DISABLE-SALE-WARNING-FOR-NEWSAGENCY-TYPE
If this prompt turned off, Readysell will automatically insert latest barcode data (if any)
i.e.

image-20250715-020237.png

 

Store Manually Credit Product (Early Credit)

  1. User can create Purchase Credit manually

  2. User scan the barcode of product that need to return (Early Return)

  3. Readysell will capture the Barcode data that contains [Issue Code]-[Reference Number]-[Supplier Code]-[Barcode Extension]-[RecallWeek] put into Internal Notes Line and disabled from user to modify. This internal note will be used by Readysell to send back to XchangeIT for Early Credit process.

    image-20250625-030545.png

  4. If user does not scan the barcode but input the product manually, Readysell will get the latest barcode data from this product and put into Internal Notes Line.
    i.e.

    image-20250715-020237.png

     

  5. User can click “Calculate Sold Qty” button to find out how many of this product sold in Invoice Lines posted.

  6. User need to send this to XchangeIT by click “XchangeIT Confirm” Button
    (this button would be enabled initially for Purchase Credit if XchangeIT task parameter “Store” has a value)

    image-20250625-023921.png

  7. When successfull, Readysell will set XchangeIT integration and XchangeIT Credit Confirmed checked

    image-20250625-031736.png

  8. XchangeIT Confirm and Calculate Sold Qty buttons will be hidden

     

End of Day Process
Task will connect to XchangeIT server to send SL3 :

  1. Sale Invoice Lines with product type Newsagency

  2. Send to Supplier in XChangeIT for supplier to calculate the credit availability