SwiftPOS

SwiftPOS



With over 23 years of experience as a POS Software Solutions Provider, SwiftPOS is world renowned for its total Point of Sale solution. Lightyear is able to provide an export file to SwiftPOS that allows for easy Inventory updates. 

For more information, the team at SwiftPOS can be contacted through their website.

Setup in Lightyear

First, you need to switch on the Inventory export feature, to learn how to do so, click here. Once activated, head to Settings > Inventory Settings  and select SwiftPOS from the software dropdown.



Default Product Unit

Once you have selected SwiftPOS as your Inventory/POS Software in Lightyear, we want to set the default product units. To do so, select "Edit" as shown below.



If the majority of your suppliers invoice in cases/cartons, then choose this option. Otherwise select Units (which will always default your items to a Product Unit of 1)




Whichever setting you decide upon here can be overwritten in the Inventory tab prior to Lightyear creating the export files for SwiftPOS.

For more details on how this setting is used, please refer to the Managing Bill Data in the Inventory Tab section in the Inventory User Guide.

Mandatory Export 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:
  1. Case Qty
  2. Unit Type
  3. 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.

Default Cellar Location

The value you enter here will be the default cellar location for each supplier and will appear in the export data for Swift POS. If you have more than one cellar location you can assign a different location to different suppliers via Admin > Inventory/POS Settings > Supplier Cards – Edit.



Inventory/POS Supplier Cards

We'll want to configure your Supplier cards, so that when you upload your file to SwiftPOS, the stock is assigned against the right supplier. To do so, select "Edit" Supplier Cards.



Supplier Cards can be manually entered by selecting "Add", or for larger lists, a csv file can be uploaded. This file can contain either simply the Supplier name, or the Supplier name and it's Cellar Location (if required).

It is important to ensure the Supplier name matches the Supplier in SwiftPOS, or a prompt will appear when importing, requesting a selection of the correct Supplier. 

Assigning the SwiftPOS Supplier to the Lightyear Supplier

Once the Supplier cards have been added to Lightyear, they need to be associated to the Lightyear Supplier. To do so, select "Suppliers"  on the left hand of the screen, then the Green pencil icon of the Lightyear Supplier you want to link a SwiftPOS Supplier Card against.



From here, select the "Inventory Supplier" drop-down box, and select the SwiftPOS Supplier card to be linked. Once done, select "Update" to save this change. 


Importing into SwiftPOS


  1. Select Import button to open the Open file explorer screen.
  2. Select the type of file to be imported via the Import Invoice screen ( INV ) , then locate and select the file and select Open.
  3. If SwiftPOS is unable to determine which Supplier the Invoice is from, then the Select Supplier screen will be displayed, prompting the selection the appropriate Supplier. Note : Once the Supplier is selected it cannot be changed. The only way to change an incorrectly selected Supplier is to delete the Invoice and re-import it and selecting the correct Supplier.
  4. Enter the Invoice Number into the field provided, if not populated by the import. If however, this field is populated by the import, then ensure it is correct.
  5. Enter a Purchase Order number into the field provided if not populated by the import.
  6. Enter the Location into the field provided, if not populated by the import. If however, this field is populated by the import, then ensure it is correct.
  7. Select the Match Codes button to match the items in the Invoice with Products in SwiftPOS. Products that are unmatched (i.e. do not have a value displayed in the Product Code column) can be matched manually by placing the cursor in the Product Code column of the unmatched Product and pressing Enter. The Search Products screen will be displayed. Simply select the appropriate Product and confirm adding a Supplier record to the Product.
  8. Once all Products have been matched, select the Commit button to save the Invoice as Pending.
  9. The Invoice should now be retrievable as a Pending Invoice from the Invoices/Receipt Goods screen.


 




      

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