How To Integrate With Fintech

This guide can be used to configure an electronic integration with Crunchtime and this vendor. This information is based on the last known setup and requirements from the vendor.

Submit a new request to: <implementation@fintech.net>

Integration Points

• Purchase Order – Detail Header format
• Confirm Receipt – not available
• Confirm Terms - not available
• Invoice – Standard e-invoice
• Bid Sheets – not available

Vendor Setup - Header

• Vendor Code – Create vendor records based on distributors servicing the locations. Vendor Codes are decided on by the customer; let the Vendor contact know the codes to use per distributor.
• VO Mode - FTP
• Interface - Detail Header
• URL - ftp.fintech.net/PO

Vendor Setup – Location Details

• Account # - Distributor account number
• Reference - not used. Repeat the Account #
• User Name/Password – Same credentials will be used by all locations unless stated otherwise by Fintech

Vendor Setup – Charge and Credit Codes

This is a list of common codes found on invoices:

• 999999 (summary level adjustments)
• 99999 (sum of deposits on the invoice)
• 88888 (keg returns)
• 77777 (delivery fees)
• 55555 (sum of taxes on the invoice)
• 00997 (may come over as an informational line item)

Vendor Bids

• Vendor Product Numbers should match the Distributor's product numbers.
• Vendor Units should align with standard 2-character EDI units:
  • Bottle: BO
  • Case: CA
  • Display: DS
  • Each: EA
  • Keg: KE
• Bottles are flagged as Splits on invoices, so you should configure them as splits in Vendor Bids. If you only order a product by the bottle, consider setting up the primary bid as the bottle and the split as the bottle (duplicating the bid). You can then set the Location Product to only 'Allow Split' so that only the Split shows up in the Vendor Order screen.

Other Considerations

• The file naming convention for Invoices is: 009_ RetailerIDYYYYMMDDHHmmss.txt
• Fintech can filter and send invoices for select locations. They can also run invoices in parallel to multiple systems as long as the Vendor Codes and Account Numbers are the same across both systems. If you need to map different Vendor Codes to match the other system, use the Vendor District ID field on the Location Details of the Vendor record.
• Fintech has an add-on tool called OrderSource, which can be used to pass Vendor Orders to your distributors.
• When submitting PO’s to Order Source, Fintech will pass the PO files to the distributors at the top of the hour after Fintech receives the file.
• If using OrderSource, there is maintenance required for upkeep: Invoices with an invalid PO # will fail in Fintech and need to be updated by the customer before it can be sent to Crunchtime; Distributor contacts will also need to be maintained by the customer in Fintech if rep contacts change.
• If you are not using OrderSource and you are emailing orders from Crunchtime directly to vendors, you'll want to consider having Fintech require the PO # on invoices. This is an add-on feature from Fintech to require the vendor to supply a PO # on the file, but this does not guarantee the Vendor is sending the right number. You may need to keep up with distributors who send incorrect data if this happens.
• Free bottles - Example: I buy 2 bottles @ $10/bottle and the Vendor gives me one for free. Fintech can have the invoice file say you are receiving 3 Bottles @ 6.67/bottle
• Fintech’s logic for identifying splits on Invoices: the Split flag is dependent on the unit price charged for an item. If it is less than the MIN prices associated with the clean product information in Fintech's master data that an item is matched to, it would report as a Split = “Y.” If their system cannot identify the clean product record, the following logic is used:
  • If the Product Description contains “KEG”, “BBL” Split flag is N
  • If the Unit of Measure is “EA” “BO”, Split flag is Y
  • If the Unit of Measure is “CS”, “CA”, “KE”, “HK” Split flag is N
• Discounts are rolled into the unit cost of the Product on invoices
• Turnaround time for Invoices is usually a day after delivery. Files are sent to the FTP/SFTP between 4-6 PM ET.