Scheduling an Automatic Import of Supplier Data Files

Updated November 29, 2023

Note: Before following these instructions, we recommend you view About Serial Costing first.

In this method, you'll automate importing a supplier data invoice file (either an Excel file or an EDI file in CSV format) using EPASS Server Engine. EPASS Server Engine will automatically import data files into the Serial Costing utility based on the schedule you create. When you go into Serial Costing, the invoice data will already be there waiting for you.

First, you'll create the automated task in EPASS Server Engine, and then you'll load the imported invoices into the Serial Costing utility for costing.

Before Starting:

Creating and Scheduling The Import Task:

  1. In EPASS, go to Tools > System Maintenance, and then click the Variables tab.
  2. Click Server Engine, and then click Open.
  3. Click the EDI Services tab.  
  4. Click Add. 
  5. In the Add Service section, select EDI810 from the Specification dropdown.

  1. In the Code field, enter a unique identifier for the variable. Enter a Description (optional), and in the File Path field, enter the location of ePASSScheduler.exe.

  1. In the Import Folder Path field, enter the filepath where the EDI810 files are located.
  1. Select Get file type and Supplier Invoice Template Code from file name. With this selected, Server Engine will process all EDI810 files and use the code in the file name to apply the appropriate Supplier Invoice Template.

Note: To use this option, the file name of the EDI810 files must follow this format: [Supplier Invoice Template Code]_810_[Date Stamp].csv. The import looks at the first part of the filename up to the first underscore (_) and uses that to apply the correct Supplier Invoice template. The file must include '810', otherwise the importer will ignore it.

For example, the ABC Supply Company's Supplier Invoice Template code in EPASS is ABC. The file name of an EDI810 received from them would be ABC_810_050520230800.csv

  1. If you want to use Server Engine to schedule the import, in the Interval section, enter how often the variable should run (in hours and minutes) or select a specific time each day from the dropdown.

Note: If you want to test the automatic import with an alternate import method, such as Task Scheduler, set the Interval to 0 Hours and 0 Minutes:

  1. Click OK.

Note: To test the import manually, you can run it by entering this command into the command line: ePASSScheduler.exe [DATABASE NAME] EDI810 [EDI CODE] You can also run this command from the Task Scheduler, the Windows Run command, or by creating a Shortcut.

 

Scheduling an Import with Task Scheduler

You can use Task Scheduler instead of Server Engine to automate the file import process. However, using this method requires that you create a scheduled task for each of your suppliers, rather than only needing to create one with Server Engine.

Click for instructions

Loading Imported Invoices into Serial Costing:

  1. Go to Purchasing > Serial Costing.
  2. Click Invoices.

Tip: When the Invoices button is red, there are imported invoices that need to be costed.

 

  1. Select the invoices that you want to cost by holding CTRL and clicking in the multi-select area.

  1. Click Return.
  2. The model data from each PO is loaded into the Serial Costing screen.

The Serial Costing screen is broken up into several columns of information:

  1. Each model that was ordered on the POs.
  2. The quantity ordered and received.
  3. The quantity of serials that need to be costed.
  4. The quoted cost for each model.
  5. Your cost (before costing).
  1. Click Expand All Rows to view the serials for each model.

Costing Each Serial:

Starting with the first model in the Serial Costing window, follow this method to cost.

  1. Verify that the amounts shown in Quoted Cost and Your Cost are the same.

Tip: Any discrepancies between the Quoted Cost and Your Cost amounts are highlighted in red.

  1. Click the model's Cost checkbox.

  1. Move on to the next model and then repeat steps 1 and 2.

Note: If you don't want to cost a serial, clear its Cost check box. Any serials that do not have their Cost checkbox selected will not be costed. If there are any errors during the costing process (for example, Model record is locked), error messages are displayed in the white box above the progress bar.

  1. When you are finished, click Cost.

  1. The Add AP Transaction window opens. Verify that all the information is correct in this window. If necessary, enter a Cost Center for each Distribution line. Click OK and repeat for any additional Add AP Transaction windows that open.

Note: In each Supplier’s settings (Supplier record > PO Variables tab) you can select to auto create the AP transaction without displaying it on screen. Make sure that you are comfortable with the settings before enabling this option.

 

The costing process is now complete.

See Also: