Which documents should Supply Lens pick up from Enterpryze?
Lesson 10 of 15 8 min read
The import settings shared by Order, Shipment, Invoice and Credit that decide where an import starts, which documents qualify, how long to wait and what extra detail to bring.
When a Configuration is set to Receive, Supply Lens picks documents up from Enterpryze on each scheduled run: orders keyed in by your sales team, despatches, invoices or credits. A shared set of settings controls which documents qualify. Learn them once and you can apply them to every receiving Configuration.
| Setting | Order | Shipment | Invoice | Credit |
|---|---|---|---|---|
setupDate, lastImportDate | ✓ | ✓ | ✓ | |
lastImportedId | ✓ | |||
importDelay | ✓ | ✓ | ✓ | |
importStatuses | ✓ | ✓ | ||
includeCardCodes, excludeCardCodes | ✓ | ✓ | ✓ | ✓ |
includeBusinessPartner, parseIdentifiersFromBusinessPartnerNotes | ✓ | ✓ | ✓ | ✓ |
disableExpectedPayableTag | ✓ | ✓ | ✓ | ✓ |
Where does the import start?
| setupDate | Only documents created on or after this date are imported. Set automatically when the Configuration is first set up, and not normally changed. Stops historical documents being pulled in at go-live. |
|---|---|
| lastImportDate | The timestamp of the most recently imported document. Updated automatically after each run, so the next run only fetches documents changed since. Managed by the system: do not edit it. |
| lastImportedId | Credits only. The id of the most recently imported credit, so each run only fetches credits created after it. |
Leave the bookmarks alone
lastImportDate and lastImportedId are Supply Lens's bookmarks. Editing them by hand can make Supply Lens skip documents or fetch them again. If you think documents have been missed, contact Support with your Integration Id.
Which documents qualify?
| importStatuses | A list of Enterpryze document statuses to import. When it has values, only documents in one of those statuses are processed. When empty, all statuses are included. |
|---|---|
| includeCardCodes | When it has values, only documents from Business Partners with these card codes are imported. |
| excludeCardCodes | Business Partner card codes to skip. Documents from these partners are not imported. |
Guidance:
- Use
importStatusesso Supply Lens only picks up documents that are ready, not drafts still being worked on. - Use
includeCardCodeswhen only a few customers' documents should flow, for example one retailer's orders. - Use
excludeCardCodesto keep particular partners out. A common case: the generic BP that your web orders are created against. Those orders started in your storefront, so you may not want them picked up again.
How long should Supply Lens wait?
| importDelay | A delay before a document is imported after it arrives, written as a duration, for example 00:05:00 for five minutes. Gives other apps time to finish updating it first. |
|---|
Guidance: set a delay if something else touches documents just after they are created in Enterpryze, such as a pricing engine, a fulfilment app or a person finishing their edits. Otherwise Supply Lens could pick up a half-finished document.
What extra detail should come with it?
| includeBusinessPartner | When true, the full Business Partner record is loaded with the document, bringing in more customer detail than basic identification. |
|---|---|
| parseIdentifiersFromBusinessPartnerNotes | Pulls identifiers out of the notes field on the Business Partner, using a pattern (a regular expression). Each entry names an identifier type and gives a pattern, which capture group to take (by number or name), an optional replacement and whether to ignore case. |
Guidance: turn on includeBusinessPartner when the receiving system needs customer details that are not on the document itself. Use the notes parsing when your team keeps a code, such as a customer's account number at a 3PL or retailer, in the BP notes and the receiving system needs it. Writing the pattern is a job for your implementer.
Should totals be checked?
| disableExpectedPayableTag | When enabled, stops the expected payable tag being added to imported documents. That tag is normally used to check that the calculated total matches the expected amount. |
|---|
Guidance: leave this off, so totals are checked. Only turn it on if your implementer advises it.
Shipment only: link the delivery to its sales order
| linkToOriginalDocument | When true, the Enterpryze delivery is linked back to the sales order it came from. |
|---|---|
| originalDocumentType | The type of the original document to link to, typically a sales order. |
| originalDocumentReferenceType | The reference type used to find the original document. |
Guidance: keep the link on, so your team can see in Enterpryze which order each delivery fulfilled.
Northgate's phone orders
Northgate Tools' sales team keys phone orders straight into Enterpryze, and Supply Lens picks them up to send to its 3PL. Staff often add a line or two in the minutes after saving, so Northgate sets importDelay to 00:10:00. It adds its ready-to-ship status to importStatuses so drafts are not picked up, and adds its web BP's card code to excludeCardCodes, because web orders already reach the 3PL directly from the storefront.
Recap
setupDateandlastImportDate(orlastImportedIdfor credits) decide where imports start. Never edit the bookmarks.importStatusesand the card code filters decide which documents qualify.importDelaylets other apps or people finish with a document before it is picked up.includeBusinessPartnerand notes parsing bring in extra customer detail.- Leave totals checking on, and keep shipments linked to their sales orders.
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