How To Integrate With Ottimate

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: <EDI@Ottimate.com>

Integration Points

• Invoice – Standard e-invoice
• Purchase By Invoice (PBI)

Vendor Setup - Header

• Vendor Code – must match the Vendor ID mapped in Ottimate
  • The Vendor District ID field can be used if the Vendor ID exceeds 6 alphanumeric characters, only for the 009 Invoice file.
  • The Vendor Export Code, or Vendor Location Export Code field, can be used if the Vendor ID exceeds 6 alphanumeric characters, only for the 006 PBI file.

Vendor Setup – Location Details

• Account # - account number per vendor

Vendor Setup – Charge and Credit Codes

Configure based on the 009 Invoices sent per Vendor

Vendor Bids

• Vendor Product Numbers based on invoices per Vendor

Other Considerations

• The Vendor ID and Location ID fields in Ottimate must match to the Vendor Code and Location Code fields in Crunchtime, and the Accounting System. All 3 systems must match where codes are used. 
• The setting in Ottimate that dictates whether invoices are exported to Crunchtime is the "Export Line Items".
• Invoices are sent hourly based on Invoices that were already exported to the AP system and are flagged for Export.
• When using the 006 PBI import file, the Chart of Accounts in Ottimate must be mapped to match the Category/Subcategory/Microcategory used in Crunchtime for invoices.