Ivend Retail - Sage 300 Integration

iVend Retail - Sage 300 Demo Script
iVend Retail- Sage 300 Demo Script

Version: 6.5.6
July 2019
Table of Contents
Introduction ......................................................................................................................................3
Assumptions ......................................................................................................................................3
Demonstration - Background ..............................................................................................................4
Management Team from the Head Office ............................................................................................... 4
Store Managers and Point of Sale (POS) Operators ................................................................................ 4
IT Staff ....................................................................................................................................................... 4
What to Demonstrate?.......................................................................................................................5
Point of Sale (POS) Transactions: ............................................................................................................. 5
Back Office Transactions: ......................................................................................................................... 5
Point of Sale (POS) Transactions .........................................................................................................6
Sale ............................................................................................................................................................ 6
Refund ....................................................................................................................................................... 9
Add a New Customer .............................................................................................................................. 11
Special Order........................................................................................................................................... 12
Special Order Delivery ............................................................................................................................ 16
Promotions ............................................................................................................................................. 18
Surcharges............................................................................................................................................... 22
Quotation ................................................................................................................................................ 24
Back Office Transactions .................................................................................................................. 27
Purchase Order ....................................................................................................................................... 28
Goods Receipt Purchase Order (PO) ...................................................................................................... 32
Goods Receipt ......................................................................................................................................... 35
Goods Issue ............................................................................................................................................. 39
Inventory Counting ................................................................................................................................. 41
Stock Transfers – Inter Branch Transfers (IBT) ...................................................................................... 44
Stock Transfer Shipment ........................................................................................................................ 44
Stock Transfer Receipt ............................................................................................................................ 48
Acronyms ........................................................................................................................................ 51
Copyrights©2019. All Rights Reserved. Page 2 of 51

Introduction
This is a demo script document for iVend Retail consultants to provide a demo on iVend Retail - Sage
300 integration landscape. This document will help consultants to understand various transactions
happening in iVend Retail - Sage 300.
Assumptions
The demo script is written based on the iVend Demo Stack data installed and configured in iVend Retail
– Sage 300 Environment. It is assumed that the integration is working and a few transactions have been
tested before the demonstration. The script also assumes that the presenter has installed and
configured iVend Mobile POS.
It is assumed that all the products used in the upcoming transactions have been added to Sage 300, and
have been synchronised to iVend Retail. This script assumes that the following promotion has been set
up and are marked active.
Promotion Name: <Buy 3 Get 1 Free>
Details: <Buy 3 Men’s Polo Shirt, Get 1 for free>
The image below provides details for the Bonus Buy Setup:
This demo script is designed to cover the majority of the key transactions available in iVend Retail
Management Suite.
Note: This demo script is designed to provide as much background information to create a real-life re-
enactment of the day in the life of a retailer. Therefore, it is designed to be used as a guide to add

structure to your demonstration and is not to be read aloud word for word. This script assumes the
demonstrator is already familiar with the participating applications in iVend Retail. The script also
assumes that the presenter is able to navigate through the entire sales cycle of Sage 300.
Demonstration - Background
There are three user types available in the setup of iVend Retail:
1) Central planning team at the Head Office

2) Store manager and the operators at the Till
3) Representatives of the IT Department
Typical interested parties present at a demonstration of iVend Retail from the prospect include:
Management Team from the Head Office

The management team will be more interested in knowing how best iVend Retail provides visibility of
the entire retail operation. Also, they will be interested in the level of flexibility offered by iVend Retail
in such retail operation tasks including configuring price lists, promotions, managing warehouses, stock
availability, and merchandise planning (more from the view point of knowing stock availability at the
store level).
Store Managers and Point of Sale (POS) Operators

Store managers would primarily be interested in the management of stock and cash at the store. For a
store manager ease of stock requisition, visibility of stock in transit to the store, reconciliation of cash at
the end of the day (EOD) process and user rights management of the till operator are all relevant.
A POS operator would be concerned about – how to process a sales transaction, take payment through
multiple types, credit card payment gateway processing, refunds, credit notes, gift cards, reprinting of
receipts, and account customers.
IT Staff
The IT team are typically focused on functions concerning the technical nature of the application such as
the integration of data from iVend Retail into Sage 300, the implementation methodology, ongoing
support of the application.
Furthermore, architecture of the application, Internet connectivity, and integration into Sage 300 and
hardware and software pre-requisites would also be relevant when addressing IT support staff at a
prospect.

What to Demonstrate?
An iVend Retail sales consultant should demonstrate the entire sales cycle, and other business
transactions that highlights the integration scope. This will create a pitch to discuss further about the
details of application and the integration with various teams.
Listed below are the transactions which are integrated from iVend Retail to Sage 300 ERP.
Note: A sales consultant can choose to show all or some of these transactions depending upon the
business scenario.
Point of Sale (POS) Transactions:

The POS Transactions are relevant for store managers and Point of Sale cashiers.
Sage 300 iVend Retail

Shipment Entry/Invoice Entry Sale – To Cash Customer
Shipment Entry/Invoice Entry Sale – Using Discount Coupons
Credit Note Entry Refund
Shipment Entry/Invoice Entry Sales – Registering a New Customer
Order Entry Special Order
Shipment Entry Delivery
Order Entry Quotation
Back Office Transactions:

The back office transactions are relevant for store managers and Head Office (HO) employees.
Sage 300 iVend Retail

PO Entry Purchase Order
Receipt Entry Goods Receipt PO
Adjustments Entry Goods Receipt
Adjustments Entry Goods Issue
Return Entry Goods Return
Adjustments Entry Inventory Counting
Transfers Stock Transfer Shipment
The table below provides the entity mapping between Sage Master and iVend Master:

Sage Master iVend Master Integration Type

Customer Groups Customer Groups Uni-Directional
Customers Customers Bi-Directional
Vendor Groups Vendor Groups Uni-Directional
Vendor Vendor Bi-Directional
Bank Bank Uni-Directional
Currency Code Currency Uni-Directional
Currency Rates Exchange Rate Uni-Directional
Payment Codes Payment Type Uni-Directional
Product Category Product Group Uni-Directional
Items Product Uni-Directional
Manufacturer's Alternate UPC Uni-Directional
Item
Units Of Measure Unit Of Measure Uni-Directional
Barcodes UPC Code Uni-Directional
Price List Codes Price List (Master) Uni-Directional
Item Pricing Item Prices List Prices Uni-Directional
Locations Warehouse Uni-Directional
Salespersons Sales Person Uni-Directional
This script will further include all the transactions that are listed above, and their effect in Sage 300.
Please note that this document is written with the assumption that the consultant has a working iVend
Retail- Sage 300 environment.
Point of Sale (POS) Transactions
All the transactions that occur at the store by a cashier can be termed as POS transactions. These
transactions happen between a cashier and a customer. Various POS transactions and their net effect in
Sage 300 is mentioned in the following sections:
Sale
The following steps are performed to accomplish a sale in iVend Retail:
1) On iVend POS, search and select the name of the customer for sale transaction.

2) Search for a product with an item number for the sale transaction.
3) Enter the quantity for the item for the sale transaction.

4) Click Cash to complete the transaction using cash tender. Click OK to complete the transaction,
and the transaction completes.
5) Go to Sage 300 server and open Shipment Entry in O/E Transaction.

6) Enter the iVend Transaction Number as a Shipment Number and as an Invoice Number on the
Shipment Entry screen of the O/E Transaction.
Note: The iVend for Sage 300 connector uses the transaction number generated in iVend to create
corresponding entries in Sage 300.
Refund
Refunds are generated against goods retuned by the customer.
The following steps are performed to create refund:
1) On the iVend POS, select the customer. Click Transaction Type.
2) All the transaction for the customer are listed on the screen. Select the transaction against
which refund is to be processed. Click Sale Refund.

3) Click Cash to refund by cash. A sale refund is initiated and till opens for returning the amount to
the customer for the returned goods.
On completion of the refund transaction, the connector creates a Credit Note in Sage 300 for the Refund
Transaction in iVend Retail.

Add a New Customer
1) To add a new customer, click Add.
2) Fill up the customer details in the below screen.

Note: Do not forget to provide a Sage Tax Group on customer.

The customer will be added, as shown in the screen below.
Special Order
The following steps are performed to create a special order:
1) In iVend POS, select a customer name.

2) Go to Transaction Types and select the Transaction Type as Special Order.
3) The transaction type changes from Sale to Special Order. Perform product search and create an
order for the product.

4) Click Fulfilment.
5) Click Add Plan, this displays a list of available plans. Choose an appropriate Fulfilment Plan. Click
Add All Product.

6) Click OK, collect advance payment. As an example, advance payment is collected for the special
order.
The transaction details are listed for the Special Order.

7) In Sage 300, search the transaction with order number in O/E Order Entry screen. The special
order is integrated into Sage 300.
Special Order Delivery

The following steps are performed to create special order delivery:
1) Go to Transaction Search. Locate the special order. The transaction details are displayed on
screen.

2) Select the Product and then click Fulfilment.
3) The order quantity to be delivered is displayed on the screen. Click OK to proceed.

4) The transaction converts to delivery transaction. Click Cash to complete the transaction.
Note: On the left pane, the transaction type is changed to delivery.
On Sage 300, go to O/E Shipment Entry and search the Shipment Number and Invoice Number with
special order number. A Shipment Number and Invoice number is created with the same Transaction
code created in iVend POS.
Promotions
The promotions are the discount on a sale transaction (either individual items or at the document level).
These discounts automatically synchronise into Sage as other discounts.
The following steps are performed to create and apply the promotion on a sale transaction:
1) In iVend Retail, go to Management Console > Operations > Pricing and Promotions > Bonus
Buys.
2) Click New on the Bonus Buys Search screen to create a new promotion.
3) Enter the promotion code, select the promotion type, effective date range for the
promotion, effective time duration, minimum bill amount on which the promotion will be
triggered, minimum quantity on which promotion will be applicable, discount type and
Discount value. Set maximum redemption count per store, promotion applicability count
and other parameters like promotion color, and item scan.

4) Click Promotion Applicability to select days, special days and applicable source.
5) Click Exclusion List to add product, product groups, product category and customer group.
6) Click Setup to configure promotion like buy product to get another product at a discounted
price.
7) Click Serial Details to configure promotion on product serial number.
8) Create a sale transaction in iVend POS for the promotional product.

The promotion gets applied on the selection of the product for which the promotion was
configured.

9) Select the promotional product. Click OK.

The promotional product gets added to the list with a discounted price.
10) Complete the transaction at POS.
11) On the POS, click Transaction Search and take a note of the transaction code. This
Transaction code is the Invoice Number in Sage 300.
12) On Sage 300, go to O/E Invoice Entry > Totals tab, search the Invoice number to view the
discount information.

Surcharges
Sage 300 Miscellaneous Charges of O/E Setup and Additional Costs of P/O Setup are mapped to Surcharges
in the iVend Retail.
The following steps are performed to map miscellaneous charges and additional costs to Surcharges:
1) In Sage 300, go to Company > Purchase Order > P/O Setup > Additional Cost.

2) In Sage 300, go to Company > Order Entry > O/E Setup > Miscellaneous Charges.

Quotation
The following steps are performed to create a quotation:
1) In the iVend POS, select the customer. Change the transaction type as Quotation.
2) Select the product for quotation.

Note: The transaction type is changed to Quotation.

Note: Being a quotation, this transaction will have zero amount to be collected. On Sage 300 O/E Order
Entry the order type Quote is displayed.
3) Once the Quotation is approved by the customer, search the Quotation and open it in
Transaction Search.

4) Click Convert to Sales.
The Quotation is displayed as Sale in iVend POS.
5) Click Payments and complete the Sale transaction.

6) On Sage 300, the O/E Shipment Entry displays the Shipment Number and Invoice Number for
the customer.
Back Office Transactions
Back Office Transactions are the transactions at the inventory level. This is relevant for store managers
and people from the Head Office (HO) to keep track of inventory level at any given point in time.
The following back office transactions can be performed in the iVend Retail Management Console:

 Purchase Order
 Goods Receipt PO
 Goods Receipt
 Goods Issue
 Goods Return
 Inventory Counting
 Stock Transfer Shipment
Purchase Order
The following steps are performed to create a Purchase Order:
1) On the Management Console >Operations> Business Transaction. Click on Purchase Order.
2) Enter the details in Purchase Order. Add Product.

3) Select the Product from the Product List.
4) Enter the Purchase Order Quantity. Click OK.

5) Click Yes to continue. A purchase order is created.
6) On Sage 300, go to P/O Transaction, and open Purchase Order Entry.

7) Select the Purchase Order Number created in iVend Retail.
8) Click the Totals tab to view the amount of the Purchase Order.

Goods Receipt Purchase Order (PO)

The following steps are performed to create a Goods Receipt Purchase Order (PO):
1) Click Goods Receipt PO. Click New to create a Goods Receipt Purchase Order.
A list of Goods Receipt PO is displayed on the screen.

2) Select and click GRPO.
3) Click OK to create a GRPO Document.

4) On Sage 300 go to P/O Transaction and click Receipt Entry.
5) In the P/O Receipt Entry, select the GRPO number generated in iVend Management Console
and view the total amount in Totals tab.
On the Receipts Tab, the information about the products in Goods Receipt Purchase Order (GRPO) is
displayed.

Goods Receipt
The following steps are performed to create a Goods Receipt:
1) Click Goods Receipt in the iVend Management console.

2) Click New to create a Goods Receipt.
3) Enter the information in the Goods Receipt form.

4) Click Add Product to add Product information.
5) Click OK on the pop up window.
6) Click Yes to continue. This creates a Goods Receipt.

7) On Sage 300, go to I/C Transaction>Receipts.
8) Select the Adjustment Number. This is the Goods Receipt Number created in iVend
Management Console. View the details.

Goods Issue
The following steps are performed to create Goods Issue:
1) Click Goods Issue on Management Console.
2) Click New to create a Goods Issue document.

3) Click Add Product. Select the products for Goods Issue transaction.
4) Click OK and a Goods Issue is generated.

5) On Sage 300, go to I/C Transaction. Click Adjustment.
6) Select the Adjustment Number. This is the Goods Issue Number in iVend Management Console.
Inventory Counting
Inventory Counting feature of iVend allows to reconcile physical inventory at the stores with the
management console inventory.
The following steps are required to perform the inventory counting transaction:
1) Go to Inventory Counting > Add Product.

2) Search the product to count. Click OK.

3) Click Count Inventory.
4) Enter the actual inventory counted at stores in the Counted Quantity for each item. Click
Reconcile Inventory.
This transaction generates IC Adjustment entry in Sage 300.
Note: Depending upon the actual quantity entered in the inventory counting to the inventory present in
iVend enterprise, IC Adjustment type is determined.
If the inventory counted at stores is more than the inventory present in iVend then integration will assign
Both Increase adjustment type for item.
If the inventory counted at stores is less than the inventory present in iVend then integration will assign
Both Decrease adjustment type for item.

Stock Transfers – Inter Branch Transfers (IBT)

This process of iVend provides the facility to transfer stock between stores; the connector creates IC
Transfer entries in Sage 300. The transfer process is handled using intransit locations of Sage 300.
Stock Transfer Shipment

Stock Transfer Shipment is performed from the store which will share the inventory, the goods will
move to the intransit location assigned to the store. This creates a transfer entry in Sage 300.
1) Go to Stock Transfer Shipment > Click New.

2) Click Add Product to add product to the transfer shipment.

3) After the product search, Click OK.
4) Enter the quantity to transfer.

5) Repeat the steps to add all the products to transfer. Click OK.
This generates IC Transfer entry in Sage 300 from the originating store to the InTransit location.

Stock Transfer Receipt

Stock Transfer Receipt is performed on the store which will receive the inventory, and the goods will
move from intransit location to the target store. This creates a transfer entry in Sage 300.
1) Go to Stock Transfer Receipt > Click New.

The shipment generated from the source store is viewable on the receiving store.

2) Open the Stock Transfer Shipment entry, check the quantity. Click OK.
Stock Transfer Receipt entry is generated.
This generates IC Transfer entry in Sage 300 from the InTransit location to the Target store.

Note: For further configuration of iVend Retail, please refer to the iVend Retail User Guide.
Acronyms
Acronym Description
POS Point of Sale
GRPO Goods Receipt Purchase Order
API Application Programming Interface
UDF User Defined Field
ERP Enterprise Resource Planning

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Copyrights©2019. All Rights Reserved. Page 2 of 51

Promotion Name: <Buy 3 Get 1 Free>

Details: <Buy 3 Men’s Polo Shirt, Get 1 for free>

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1) Central planning team at the Head Office

Management Team from the Head Office

Store Managers and Point of Sale (POS) Operators

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Point of Sale (POS) Transactions:

Sage 300 iVend Retail

Back Office Transactions:

Sage 300 iVend Retail

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Sage Master iVend Master Integration Type

Point of Sale (POS) Transactions

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5) Go to Sage 300 server and open Shipment Entry in O/E Transaction.

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The following steps are performed to create refund:

1) On the iVend POS, select the customer. Click Transaction Type.

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Add a New Customer

1) To add a new customer, click Add.

2) Fill up the customer details in the below screen.

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Note: Do not forget to provide a Sage Tax Group on customer.

1) In iVend POS, select a customer name.

2) Go to Transaction Types and select the Transaction Type as Special Order.

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The transaction details are listed for the Special Order.

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Special Order Delivery

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2) Select the Product and then click Fulfilment.

3) The order quantity to be delivered is displayed on the screen. Click OK to proceed.

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Note: On the left pane, the transaction type is changed to delivery.

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7) Click Serial Details to configure promotion on product serial number.

8) Create a sale transaction in iVend POS for the promotional product.

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9) Select the promotional product. Click OK.

10) Complete the transaction at POS.

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2) Select the product for quotation.

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4) Click Convert to Sales.

The Quotation is displayed as Sale in iVend POS.

5) Click Payments and complete the Sale transaction.

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