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Set Up Remote Sales Order Creation

 

If you operate multiple different facilities or brands, you might choose to maintain these in separate FlexiBake accounts for a variety of reasons, but one facility may supply certain items to the other. This can easily be managed using the setup below to treat the supplying database as a supplier that purchase orders are created for, and the items being purchased as raw materials. As an added bonus, FlexiBake can create the corresponding sales order in the supplying database automatically, eliminating the need for double data entry!

 

Receiving Database

The receiving database is the one that will be purchasing and receiving the goods from the other location. In this database, we'll need to set up the purchasing side of the transaction by creating a supplier and setting up the items we'll be receiving as raw materials linked to that supplier.

Supplier Setup

First, you'll need to create a supplier that represents the supplying database. To learn how to do this, please see Add a New Supplier.

To continue, you'll need to obtain the API information for the supplying database from our support team, who can be reached by emailing support@flexibake.com. A user with Administrator privileges will be required to add this to the supplier for the supplying database using the steps below:

  1. In the Purchases Centre, open Maintain Suppliers
  2. Open the supplier created for the supplying database
  3. Click on the API Info tab, then enter the API information provided by the support team
  4. Click OK to save the changes.

Raw Material Setup

Raw materials must meet the following requirements for this system to successfully create a remote sales order:

  • The raw material's Name must match the name of the corresponding product exactly. 
  • The raw material must be linked to the supplier representing the the supplying database
  • The raw material's Order By Unit in the supplier information section must match the Sell By Unit of the corresponding product. Only the unit abbreviations have to match exactly (for example, pounds must be abbreviated as "lb" in both databases)

Supplying Database

Customer Setup

You must create a customer in the supplying database that represents the facility of the receiving database. The name of this customer must match the name of the warehouse in the receiving database; in most cases where the receiving database has only 1 warehouse, it will simply be named "<Default>". If you operate multiple production facilities in the receiving database, then the supplying database will need a separate customer made for each facility that will be purchasing goods, and the name of the customer must match the name of the corresponding facility exactly.

 

Product Setup 

Products must meet the following requirements for this system to successfully create a remote sales order:

  • The product's Name must match the name of the corresponding raw material exactly. 
  • The product's Sell By Unit must match the Order by Unit of the corresponding raw material in the purchasing database. Only the unit abbreviations have to match exactly (for example, pounds must be abbreviated as "lb" in both databases)

 

Once the above setup has been completed, please see Create A Remote Sales Order from a Purchase Order to learn how to put your hard work into action!