** Automatic ERP Integration is an Add-on to the Pepperi product.
For business advantages and pricing see: https://www.pepperi.com/integration/integration-overview/
** This article is only one of a few introductory articles that we highly recommended you read before beginning the ERP Integration process.
For a list of recommended articles see this link: ERP Integration Guidelines
The following is a step by step explanation of the configuration process:
Your project manager will grant you FTP Access to your existing Pepperi account.
Go to Settings -> ERP Integration -> Configuration.
There is an input directory for files sent from your ERP: ftp://erp.pepperi.com/Prod_Input
There is an output directory for files exported by Pepperi: ftp://erp.pepperi.com/Prod_Output
Both are username/password protected.
ERP Input File Formats
File formats required for loading other entities such as the following are detailed in the attached Excel file ERP_Integration_Template.xlsx (downloadable from the link at the bottom of this article):
- Contact Persons (for your Accounts)
- Units of Measure
- Order History
- Order Statuses
For details on these file formats see this article: Files upload.
Each entity has a list of fields, which are the column headings. Column headings must be identical to those assigned in the Field Name column. All entities are described in detail in the tabs of the Excel file.
The ERP integrator or the on-site ERP admin is responsible for outputting the files in this required format as CSV files. File content must be reviewed to make sure only WANTED data is being loaded into Pepperi, and filtering must be adjusted accordingly.
1. File naming conventions
File naming conventions are detailed for each entity at the top of each tab in the ERP Integration Template Excel file. Each entity is transferred in a file named by a generic convention, allowing Pepperi to pick up the file and know exactly what type of data it contains.
Here is an example of the naming convention for the Items and Accounts files, which can be applied to understand them all:
The Items file should be named as follows:
(also supported: A-I-Distributor_ID.csv)
Example: A file time/date stamped from August 24 2012 at time 14:32:45 with customer ID number 153359 would be named:
The Accounts file should be named as follows:
(also supported E-S-Distributor_ID.csv)
Example: A file time/date stamped from June 23 2012 at time 12:05:35 with customer ID number 829075 would be named:
2. Rate of file transfers
Pepperi is constantly checking for files in the Prod_Input directory.
The maximum recommended rate of item data file transfers from an ERP system to Pepperi is once every hour.
The recommended rate of account data file transfers from an ERP system to Pepperi is once daily.
Initial Mapping of Items and Accounts required:
Sample ERP input files of Items and Accounts must be mapped via the Pepperi admin import capability before automatic ERP integration file transfers are initiated. This is done by the admin in the usual way using the Excel mapping procedure.
The Items and Account files must maintain the same exact mapping structure throughout the period of automation of the ERP Integration. For detailed instructions on mapping Items and Accounts files see the articles: Upload Items and Upload Accounts.
Other types of files transferred (order status, debts, contacts, etc.) have hard coded headings, with no mapping available or necessary.
Once files are being transferred on a regular basis to Pepperi's FTP server, updates will automatically be loaded into Pepperi. Automatic generation of the files in the required format, with the required naming convention as well as their transfer to the FTP location are the responsibility of the ERP admin or integrator on the customer's end.
Loading Item Image Files
Images are loaded via the Pepperi admin interface on a browser. Images are uploaded in bulk. Image files must be named as their corresponding item code (exact match). Files selected will be automatically paired with their items in the catalog.
Images are not loaded from the ERP system. For an article with detailed instructions: Upload Images.
Transactions/Orders and Accounts Integration back to the ERP
The ERP admin or integrator on the customer's end is responsible for writing the script that checks the FTP output directory Prod_Output periodically, grabbing the Order and Account files, and then processing them and loading to the given ERP system.
To configure the automatic output of sales transactions you will need to set this up in the Workflow tab of the Transaction Type.
Go to Settings -> Sales Activities -> Transaction Types
Select the sales transaction type you wish to export to your ERP (you may have multiple Transaction Types if you are running the Corporate package, otherwise you will only have one transaction type typically named "Sales Order" - unless you renamed it. If you want other transaction types to be exported then follow the instructions below for all the transaction types you want exported to your ERP).
The Workflow tab allows you to define actions based on the status of the order.
You may not want to export an order to the ERP if it's not yet in "Submitted" status, or any other status requirement you may have.
Click on "Add Export File". You will be prompted to select which format to export to: XML, PDF, Excel (CSV)
The transaction will be exported in the format you select.
You can export multiple formats by adding multiple export files. Just click on "Add Export File" again.
Once you added an export file, you can test it by clicking on the "Test" link beside the file. A sample transaction file will be downloaded in .txt format allowing you to see the content of what will be exported to the FTP output directory.
Exported orders will automatically be placed in the "Prod_Output" FTP directory.
Files are exported as a single file per order.
The fields contained in the file are only the activated fields in the Items Data Customization. The activated fields are the ones that were mapped on the initial mapping of the Item data.
To view which fields have been activated:
Settings -> Items -> Data Customization
Fields that have a "+" symbol in the right column are the inactive fields. All the other fields will be exported in the Order XML file.
Integration of Account updates and new Accounts created back to ERP
Accounts Integration exports an XML file immediately after any Account or contact information is updated on the Pepperi App or by an admin on a browser.
One file per Account modification is exported.
A sample Account XML and Order XML file is attached at the bottom of this article.
Settings -> ERP Configuration section is an important part of configuring automatic ERP integration.
Date time format, GMT offset, CSV delimiter are selected from the menus in this screen.
Date/time format: This sets the format in which your dates and times are listed in the files you transfer. See this article for the date format: Date Format in ERP Configuration
GMT offset: sets the GMT offset.
The GMT offset determines the time displayed in the User Interface. If it is left blank, GMT will be shown on all user interfaces.
CSV delimiter: Sets the delimiter used in the files you transfer.
Culture settings are displayed. The culture setting affects two things:
- Decimal Point Format ( e.g.: en-US 123.45 fr-FR: 123,45 )
- Non-UTF8 format setting for letters in the language with special characters
The default Culture setting displayed will usually be correct, however upon automatic ERP Integration initialization, the settings must be confirmed.
DOWNLOAD SAMPLE TEMPLATES BELOW - see FTP Upload article for details on each file type : FTP Upload Files