Managing Purchase ASN in Cin7 Core and Mintsoft: A Step-by-Step Guide
Managing the flow of inventory efficiently is crucial for any business, and integrating software solutions to automate these processes can save time and reduce errors. This blog post will walk you through managing Purchase Advanced Shipping Notices (ASN) using the integration between Cin7 Core and Mintsoft. This guide is based on a detailed video walkthrough and aims to help you understand the process from raising a purchase order in Cin7 Core to managing the receipt of goods in Mintsoft.
What is Purchase ASN and Why is it Important?
A Purchase ASN (Advanced Shipping Notice) is a notification sent from the supplier to the buyer, informing them about the impending shipment of goods. This notice includes essential details such as the expected delivery date, contents of the shipment, and other relevant information. By managing ASNs effectively, businesses can streamline their inventory processes, ensuring that incoming goods are tracked and received accurately.
The Role of Cin7 Core and Mintsoft in Managing Purchase ASN
Cin7 Core is a powerful inventory management platform that helps businesses manage their stock, orders, and operations. Mintsoft, on the other hand, is a cloud-based order management system designed to handle eCommerce and warehouse management. By integrating these two systems, businesses can automate the flow of information between their inventory and warehouse management, reducing manual effort and improving accuracy.
Step 1: Raising a Purchase Order in Cin7 Core
The process begins in Cin7 Core, where you need to raise a new purchase order. This is the first step in the workflow and involves selecting a supplier, entering contact and shipping information, and specifying a required-by date. The required-by date is crucial as it informs Mintsoft when the goods are expected to arrive.
Key points:
– Select the correct supplier and ensure all contact and shipping details are accurate.
– Specify the required-by date for the ASN.
– Choose the appropriate warehouse that is linked to Mintsoft. The correct warehouse selection is vital for ensuring the integration works smoothly.
Step 2: Adding Products to the Purchase Order
Once the purchase order details are set, you can start adding the products you intend to order. Cin7 Core allows you to add various types of products, including regular inventory items, batch products, and even service items such as shipping. It’s essential to ensure that the SKUs (Stock Keeping Units) for these products match in both Cin7 Core and Mintsoft to avoid any issues during the integration process.
Key points:
– Ensure that all product SKUs match between Cin7 Core and Mintsoft.
– Add any necessary service items, such as shipping, to the purchase order.
Step 3: Confirming and Authorizing the Purchase Order
After adding all the necessary products, the next step is to confirm the purchase order with the supplier. Typically, this involves saving the purchase order and sending it to the supplier for confirmation. Once confirmed, you can authorise the purchase order in Cin7 Core, which triggers the integration to push the information to Mintsoft.
Key points:
– Confirm the purchase order with the supplier before authorizing it.
– Authorization is the trigger for the integration to sync with Mintsoft.
Step 4: Syncing with Mintsoft
Once the purchase order is authorized in Cin7 Core, the integration with Mintsoft takes over. The system will regularly poll Cin7 Core to pull the purchase order details into Mintsoft. This polling interval can vary depending on your account settings, which can be adjusted by your developers based on the number of API calls you’re allowed.
Key points:
– The integration syncs purchase orders from Cin7 Core to Mintsoft regularly.
– Ensure that the warehouse locations and SKUs match between the two systems.
Step 5: Managing the ASN in Mintsoft
After the purchase order has been synced to Mintsoft, you can manage the ASN within the Mintsoft system. The ASN will initially appear as “Awaiting Approval,” giving you the option to approve it before proceeding with the receipt of goods.
Key points:
– Approve the ASN in Mintsoft before receiving goods.
– You can manage batch products and regular products within the ASN.
Step 6: Receiving Goods in Mintsoft
Once the ASN is approved, you can begin receiving goods in Mintsoft. This process involves assigning batch numbers (if applicable) and booking in the goods. It’s essential to ensure that all the details, such as quantities and batch numbers, are accurate during this step.
Key points:
– Assign batch numbers and book in goods accurately.
– Mintsoft will update Cin7 Core with the received goods’ details once the booking is complete.
Step 7: Finalising the Process in Cin7 Core
After the goods have been received and booked in Mintsoft, the integration will push the stock receipt information back to Cin7 Core. This information will appear as a draft stock receipt in Cin7 Core, ready for you to finalize the process by authorising the invoice.
Key points:
– The stock receipt will appear as a draft in Cin7 Core.
– Authorize the invoice to complete the process.
Common Issues and Tips
While the integration between Cin7 Core and Mintsoft is designed to be seamless, there are a few common issues that users might encounter. For instance, serialised products may not always push across correctly due to missing serial numbers during the goods receipt process in Mintsoft. If you encounter this issue, double-check that serial numbers are assigned correctly in Mintsoft, or consult your developer for assistance.
Additionally, if an order hasn’t appeared in Mintsoft, check for a “Sent to Mintsoft” tag in Cin7 Core. If this tag is missing, the integration hasn’t picked up the order yet, and you may need to investigate further.
Conclusion
Managing Purchase ASNs through the Cin7 Core and Mintsoft integration can greatly enhance your inventory management processes. By automating the flow of information between these two systems, businesses can reduce manual errors, improve efficiency, and ensure that goods are received accurately and on time. If you encounter any challenges during the integration process or have tips to share, feel free to leave a comment or reach out for assistance.
For those looking to implement this integration or seeking further help, don’t hesitate to get in touch. The right integration setup can make a significant difference in your operational efficiency.
