Update M3 Stock with Sales Ticket Information

This document explains how to update M3 stock with sales ticket information that is received from an external point of sale (POS) system.

It also explains how to update the internal accounting file.

Outcome

The stock movements of a POS integrated shop and the internal accounting are updated in M3.

Transactions with transaction type 30=Customer order - return are created from sales tickets with record type 1200=Customer order return.

Transactions with transaction type 31=Customer order - issue are created from sales tickets with record type 1000=Sales.

These files are updated:

  • The file for start values and parameters (CSYSTR)
  • The file for start values for printer selections (CSYSTP).

When the stock transaction file is updated, the shop's stock transactions are displayed in 'Stock Transaction. Display History' (MWS070) and in 'Balance Identity. Open Toolbox' (MWS068). You can, for example, print these lists and use them to follow up on stock transactions that were entered.

Before you start

  • The starting conditions listed in Define Basic Settings for Enabling POS Integration with M3 must be met.
  • The sales ticket information must have been uploaded and validated in the OXSALE file.
  • Sales tickets with record type 1000=Sales or 1200=Customer return in the external POS system must have been transferred to the OPSALE file in M3.
  • The status of the OPSALE records must be 40=Ready for stock update.
  • Accounting events must be defined in 'Accounting Event. Open' (CRS375).

    These accounting events are used for internal accounting:

    • OP05 Sales ticket returns - used for record type 1200 (credit note)
    • OP10 Sales ticket delivery - used for record type 1000 (sales)
    • OP20 Sales ticket invoicing - accounting events OP05 and OP10 are balanced by event OP20.
  • Accounting rules must be defined in 'Accounting Rule. Set' (CRS395/B).

    This table shows the accounting events and accounting types that are connected:

    OP05 910 Inventory
    OP05 904 Not inspected customer return
    OP10 910 Inventory
    OP10 951 Delivered/not invoiced
    OP20 951 Delivered/not invoiced
    OP20 971 Cost of sold goods

Follow these steps

  1. Start 'POS Sales Ticket. Update' (OPS280/E).

  2. On the E panel, specify an interface round number, a facility, and a warehouse (shop).

    On the E panel, specify an interface round number, a facility, a from warehouse (shop), and a to warehouse (shop).

    The interface round number is used to identify all transactions in a batch. All records with the same round number are processed. Interface round numbers are defined in 'Number Series. Open' (CRS165).

  3. Specify a transaction date.

    You can specify the transaction date manually when you enter transactions. In these instances, the current date is proposed for the transaction date by default. In 'Req/Distr Order. Open' (MMS100), a future transaction date and time can be entered. This date determines when the transaction is automatically processed. The transaction date is the planned issue date. For distribution orders, the planned receipt date at the receiving warehouse is shown in (MMS100/F) to the right of the transport time.

  4. Select the 'Inventory accounting interface' field. Press Enter and the stock transaction file is updated.

    Note that the 'Inventory accounting interface' field must be selected in both 'Shop. Open' (OPS500/G) and 'POS Sales Ticket. Update' (OPS280/E) to update M3 stock.

    When the stock transaction file in M3 is updated, the OPSALE records are set to:

    • Status 60=Ready for finance update if update of the general ledger or accounts receivable is to be performed, or
    • Status 80=No further update.

Update Internal Accountings

  1. Start 'Internal Account Entry. Create' (CAS950/E).

  2. Specify a time period for the transaction dates.

  3. Select the 'Stock transaction' and the 'Other transactions' fields. Press Enter and the internal accounting file is updated.

    These events are created in the internal accounting file (CINACC):

    • Sales tickets with record type 1000 (sales) - OP10 910 and OP10 951 are balanced by OP20 951 and OP20 971.
    • Sales tickets with record type 1200 (customer order return) - OP05 904 and OP05 910 are balanced by OP20 951 and OP20 971.

Parameters to set

Note: The fields described here are necessary for the stock update when transferring sales ticket information from the external point of sales system.
Program ID/ Panel Field The field indicates …
(OPS500/G) Inventory accounting interface

... whether M3 stock is updated with sales tickets received from the external POS system that is connected to this warehouse (shop).

Note that the 'Inventory accounting interface' field must be selected in both 'Shop. Open' (OPS500/G) and in 'POS Sales Ticket. Update' (OPS280/E) for the stock transaction file in M3 to be updated.
(MMS005/H) Retrieve stock transactions

… whether messages retrieved from the external POS system are to update M3 stock transactions when using batch entry in (MMS870).

The messages retrieved in this way can be displayed and updated in 'Internal Stock Msg. Manage' (MMS850). Only messages with permitted qualifiers, as defined in 'Internal Stock Trans Qualif. Open' (MMS860), are transferred.
(OPS700/E) Customer order type

… a customer order (CO) type. This is defined in 'Settings - POS' (OPS700). This CO type will be defaulted for all sales tickets received from the external point of sales system into M3.

Note that the CO type specified in (OPS700) cannot be used in 'Customer Order. Open' (OIS100).
(MWS010/F) Create accounting entries for stock transactions … whether financial transactions are created from stock transactions. This field must be selected to update internal accountings. The dispatch policy must be connected to the customer order type indicated in 'POS - Settings' (OPS700/E). You must connect a dispatch policy to a customer order type in 'CO Type. Open' (OIS010/J).
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