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

Once you click Export from the inventory tab in Lightyear, Lightyear will produce a ZIP file. (Depending on whether there was 1 invoice or multiple invoices being exported, will depend on whether there is 1 or more files contained in the Zip file). It is done in Zip format because SwiftPOS require a file for each invoice, so for you to be able to export many invoices from Lightyear at once, it needs to export them together in Zip format.

SwiftPOS require an .inv file for import, so the Zip file will first need to be extracted before you can import it into SwiftPOS. The extracted files should be saved in a folder that you use exclusively for SwiftPOS data.

To learn how to add products into Inventory within Lightyear please view this article: Inventory Tab




      

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