What is an ERP system?
ERP stands for Enterprise Resource Planning, it is a type of software that businesses and organizations use to manage day-to-day activities in many facets of their business. They can oversee accounting, project management, risk management, procurement, supply chain management, compliance, CRM and many more depending on the type of software.
Nimbello has worked with many different ERP types, some examples are D365, QAD, Syteline, Sage, Great Planes, Infinium, JDE, and Oracle. When we integrate with an ERP we require certain data to be able to make your invoice flow through our system and back into yours smoothly for the benefit of the AP team and your business as a whole.
When starting a project and service with Nimbello you’ll want to identify key people of your team who have an understanding of the ERP system to help with the integration and troubleshooting.
How is data transmission handled?
When sending your files to us the method we use is SFTP, Secure File Transmission Protocol. It involves someone from the client side (Or a 3rd party integrator) dropping those files on our SFTP folder where we pick them up and load them into the system.
When invoices have gone through our workflow and all the checks have been made Nimbello drops them into a folder on the FTP and you will retrieve them to load into the ERP finishing the loop. This runs on a schedule so things flow smoothly. If you update a Purchase order in the ERP it takes time for that data to be extracted, sent to the FTP and then loaded by Nimbello. The speed of this can be customized based on your needs as a business, sometimes it’s daily, other times it’s every hour.
Some popular FTP program options that support timed transfers are,
- JScape
- GoAnywhere MFT
- GlobalScape EFT
- WinSCP
- Oracle MFT
These are a few suggestions, and you may find another program suits your business needs better.
What kind of Data does Nimbello Need?
What we need from the clients ERP:
- Purchase Order Details
- Vendor Master
- GL Accounts
- Receipts
- Confirmation/Error File
If doing Non-PO only, then just the Vendor Master, GL Accounts and Confirmation/Error file will be needed.
Each of these files will need to have specific data and be formatted correctly which our Data Dictionary will show. This is provided at the start of a project. Some columns will need to be “quote identified” if using quotes happens for things like item descriptions or in names. Nimbello requires certain data columns, but you can add more according to the Data Dictionary. These additional fields could be used for your workflow or extra information in our portal to help users.
Required Data for each file is below
- Vendor Master File
- Vendor#
- Vendor Name
- Vendor Address/City/State/Zip
- Purchase Order File
- Vendor#
- Vendor Name
- Purchase Order#
- Line Number on PO
- GL Account
- Product ID
- Quantity Ordered
- Unit Price
- Receipts File
- Vendor#
- Purchase Order#
- Line Number on PO
- Receipt Number (Unique value)
- Receipt Date
- Quantity Received
- Quantity Invoiced
- General Ledger File (GL)
- GL1
- Any other GL segments you use (If any)
- GL1 Description
- Other GL segment descriptions (If any)
- Confirmation-Error File
- Vendor#
- Invoice#
- Severity (Error/Succeded)
- Message (ex. "Invalid GL Combination"/"Invalid PO Number")