The administration menu in the top-right of Cloud, primarily used by FreshTrack/Support, contains the following pages:

Actions

[fts_action_edi_after_order_import]: Used to customise orders after Cloud's default import logic has already run. Params passed in p_input: integration_id, integration_type, order_no, version_no, po_type, edi_status, prev_version_no, order_id, order_version_id, prev_order_version_id, forecast_order_id, consignee_id, consignee_code, consignee_name, master_consignee_id, master_consignee_code, master_consignee_name, supplier_code, supplier_name.

[fts_action_edi_order_import_product_selection]: Used to customise products selected for given item codes. Return "product_id": uuid or null (null = product not found error) and "do_override": true to override default product selection by Cloud.

Params passed in p_input: integration_id, integration_type, order_no, version_no, po_type, prev_version_no, order_id, order_version_id, prev_order_version_id, line_no, ean13, ean14, item_no, item_description, ordered_qty, consignee_id, consignee_code, consignee_name, master_consignee_id, master_consignee_code, master_consignee_name, supplier_code, supplier_name.

EDI Log

Detailed log of EDI communciations. Typically used for technical support if required. You can search by PO number.

EDI Messages

Shows all sent/received planned orders, purchase orders, order change requests, advance shipping notices and invoices. You can search by PO or ASN/Invoice number.

Cloud checks for new inbound messages on the FreshTrack Xchange EDI VAN server every five minutes, however you can also use the Import actions on the EDI Messages page to manually check for updates. The "Import and Process All" action is the most commonly used. The other buttons are typically used for support. You can tick an inbound message and use the "Mark for Reprocessing" action to re-import it (will be picked up in the next five-minute window).

B2B Integrations

FreshTrack will configure your details including API Token (used for connecting to the FreshTrack Xchange EDI VAN service - middleware between buyers and suppliers). The API Parameter field is used to set the starting import message number for Xchange, or supplier identity for iFresh. The 5-minute recurring auto-import job can also be toggled on and off here.

All three retailers support EDI orders and invoices.

Planned and confirmed EDI orders will appear in: Orders & Dispatch > Orders. EDI orders are flagged as such. They will also have an EDI Status, such as: "Provisional PO" (planned/forecast order only, will show with an orange warning icon also), "PO Confirmed" (purchase orders are assumed to be "confirmed" by suppliers by default), "PO Cancelled" or "PO Pending Buyer Confirmation" (when changes to quantity or price have been sent back to the retailer as a request for PO update).

Planned orders will be cancelled when replaced by confirmed orders, closer to delivery lead time. Confirmed orders should have few, if any, version updates. Confirmed orders will link back to planned orders via the description in the Comment field.

Within an Order, the Order Details section shows ordered products.

Changes to quantities and prices can be requested via EDI for Coles orders (but not Woolworths/ALDI). If you need to make changes to quantities/prices, you can use the Proposed Quantity and Proposed Price fields after double tapping on an order item or clicking the edit icon. Note: quantities and prices can only be decreased.

If you have entered proposed changes, click Save first, then click the "Send EDI Order Changes" button in the top right. This will set the EDI Status to "PO Pending Buyer Confirmation" and notify the buyer. They will either confirm the changes and the order will be updated to: "PO Confirmed" status again or they will cancel the order and the status will become: "PO Cancelled".

You can also directly edit quantities and prices, but this is not recommended except in special circumstances and where confirmed with the buyer. Order items can be assigned to separate dispatch loads and can be split and merged using the action buttons to the top right of the table.

Create a Dispatch Load (or multiple) for the order and populate it with pallet and box records. Once the stock is assigned to the Dispatch Load and the truck is leaving or just left, send the ASN with the: "Send Adv. Shipping Notices (ASNs)" button in the top right. You can also tick multiple dispatch loads and use the: "Send EDI Advance Shipping Notices (ASNs)" action.

After the ASN is sent, you can add an invoice record on the Dispatch Load's Invoices tab. You can use the action button on the dialog to calculate the total amount, which is based on stock assigned to the dispatch load and pricing from the order. You can then send the invoice with the "Send EDI Invoices" button provided in the dialog.

For Coles, ideally create one dispatch load and invoice record per truck if possible. You can however use one combined dispatch load and invoice for the whole order.

For ALDI, you can create combined or per-truck dispatch loads and invoices, but each dispatch load and invoice must cover the entire quantity for any line items included in it.

Woolworths does not use ASNs. Invoices can be combined or per-truck.

Pallets are assigned to dispatch loads in various ways depending on your setup. SSCC labels will also be configured by FreshTrack and are available for printing within Cloud. FreshTrack can explain these functions for your site.

Important: No order changes can be requested once an ASN is sent successfully. Ensure the order quantities and prices are correct first.

You can under-supply products with ASNs/Invoices, there is no validation that they must fulfill the whole order.

Once the ASN is sent, the ASN Sent On field will be updated automatically.

ASN delivery dates are based on the "Scheduled Delivery" field in the main tab of the Order.

You can resend ASNs and Invoices, but typically only if you have received an error email from the buyer's system. If you receive no error email within 15 minutes, you can assume the ASN or invoice was accepted successfully and you will need to manually follow up with the buyer to discuss changes.

Reports

Dispatch loads and pallets will typically have a report icon available like this:

Click on this to print SSCC labels and delivery dockets. You may also be instructed to print labels/reports using other functionality in Cloud.

Email

Once mailing lists are configured in Contacts/Entities, you will receive email notifications with the details of orders, ASNs and Invoices.