Importing into BePoz
Bepoz Stock Control system can import invoices from different suppliers automatically. However, there are some setup fees involved including the authorisation of the Purchasing Link Module.
Lightyear is a system that can generate line item inventory data for the majority of suppliers that can be exported, downloaded and imported into Bepoz at the touch of a button.
There is some configuration required that involves an amount of manual setup in both Lightyear and Bepoz, and once complete bill data can be exported, downloaded, and imported into Bepoz.
This guide will show you how to configure both systems for this purpose. Bepoz has a very intuitive import routine that allows:
1. Importing of multiple bills from multiple suppliers at once
2 . Creation of new suppliers in Bepoz upon import
3. No need to have the Supplier in Bepoz prior to import
4. Creation of new items in Bepoz upon import
5. No need to have the products already in Bepoz prior to import
NOTE: Bepoz considers the import date of the file to be the delivery date. To ensure an accurate inventory, Lightyear recommends the Invoice be exported to Bepoz on the day that the stock is received.
Setup in Bepoz:
1. Supplier setup and configuration:
Firstly, in back office, you will need to have the suppliers setup with a unique supplier number such as the ABN. Edit each Supplier so that their number is unique. E.g, Supplier ALM, Supplier Number 1 or another unique string, such as Supplier Code.
Required information during addition of suppliers
A supplier in Bepoz called Lightyear must be created, without the supplier number
2. Supplier Comms Setup
Exporting of suppliers is an option as you can upload a .csv file in Lightyear. Ensure that the Supplier name and Supplier number are the same in both Lightyear and Bepoz system to match the supplier’s invoice from Lightyear to Bepoz.
Step 7: Save the file to any name with an extension .CSV
Step 8: This is optional. Just make sure you remember the option that you have selected as Lightyear will ask during the import. Select “YES” if you want to add the column name, “NO” if not.
Step 9: Lastly, Bepoz will show how many rows were exported. Will have an option if you want to open the file or not:
Setup in Lightyear:
1. Company Settings
2. Inventory Settings
Select Bepoz from the dropdown menu
3. Supplier Cards Import
(Option A): Locate the exported .CSV file from your local PC and import using the steps below:
Select 'Inventory' in Settings from the left hand nav and click 'Edit' on the Supplier Cards option.
Select the exported file from Bepoz that has columns Supplier Name and Supplier Number. Make sure the file has been saved as a CSV file.
After selecting the CSV file, press the 'Open' button or double click the file.
A modal will appear. Select the option that applies to you. If you saved the exported supplier on Bepoz with Header, select 'Yes'. If not, select 'No'.
Choose 1/2 Columns and click 'Confirm'.
4. Set Mandatory Fields
By default, Lightyear will prevent you from exporting if your bills are missing a Case Qty or Unit Type, but this can be changed!
In Inventory Settings, click into the Inventory/POS Settings option.
Here you can mix and match the Mandatory Export Fields between these options:
- Case Qty
- Unit Type
- POS Code
Click confirm.
Any bills added to inventory from this point will check that the mandatory fields are met.
These will be flagged in Panel 1 with a warning icon 
. Panel 2 will highlight the fields with mandatory data missing, and users won't be able to export without adding in the missing information.
Once you have made the necessary adjustments, click Save and you will then be able to export.
Invoices from Lightyear and Importing to Bepoz
1. Once the supplier has sent an invoice to Lightyear, the invoice should be sitting in the “Approvals” tab. Please see image below for your reference:
2. Moving the “Approved” invoice to the “Inventory” tab:
Once the invoice is approved, you need to move it to the Inventory tab. Select the invoice that is approved and press the 
button.
Invoice should now be in the Inventory tab. It should look something like this:
3. Setting products quantity and exporting invoices.
In the Inventory tab, select your invoice to export. Enter the right quantity of the product and click the 'Export to BEPOZ' button.
Click 'Confirm' to download the invoice.
Save the INV file to the directory where the Supplier Comms is picking up the invoices to be imported on BEPOZ.
After clicking 'Save', a 'Report Success' modal should appear. Click 'Dismiss to return to the app.
Importing Lightyear invoices to Bepoz.
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