Importing / Arriving Electronic Invoices ( DDO or DD2 )

Certain suppliers can send electronic invoices in .ddo or .dd2 format. These files are typically sent to your email address.

Importing the File

To import one of these invoices:

1. Log in to your e-mail account.
2. Open the message where the electronic invoice is attached.
3. Save the .ddo or .dd2 file in a location that is easy to access such as Desktop or the C: drive.
4. Now, start Retailer and go to Stock → Invoice Arrivals.
5. Click on Open Invoice.
6. Navigate to the location where the file is saved.
7. Double-click on the file.
   
8. The file will import and be placed on hold in the Select Invoices to Import screen.
   
1. This screen can be accessed through the EDI button. 
   
9. Click on the invoice(s) that you would like to arrive. A tick will appear to the left of each invoice.
   
10. Click on the OK button and the invoices will start arriving into Retailer.
    
11. Retailer will automatically process the arrival for any products it can find a matching barcode or SSC; otherwise, the Find Stock Screen will appear.
12. In the Find Stock Screen, click Add to create the new product and press F2 to quickly navigate through the Stock Wizard using the information provided in the electronic invoice.

When adding stock items by Supplier Stock Code (SSC), if you have more than one item with the same SSC, it will bring up a screen asking which item to arrive. Select the right item and click OK. If you click Cancel, it will bring up the Find Stock Screen for you to search for the item.

For newsagencies, make sure you select the right item for magazines and newspapers. The right item (parent item) should have a PLU against it, and a shorter barcode than the regular issues of the title.

If an electronic invoice was partially stopped halfway, you can resume the process by clicking the EDI button in Invoice Arrivals and selecting it from the list. If the invoice isn't in the list, you may need to delete the partially loaded invoice and re-import the file again.

Common Issues

Below is a list of common issues that customers may run into when importing a .ddo or .dd2 EDI file:

Invoice has already been imported from this file. Importing this invoice again will double your stock figures and charge customers twice. Do you want to import this invoice again?

The above warning may show when importing a .ddo or .dd2 file if the Retailer software detects that the file has already been imported. Please ensure you are importing the correct file, or if you wish to import it again, make sure the original invoice has been fully deleted to prevent doubling your stock figures.

The GST setting on stock is incorrect after EDI arrival.

When arriving items with an EDI file (DDO or DD2), the information in the file is used and can override Retailer's default settings, such as the GST setting.

You can reach out to our Support Team or the supplier to verify that the information in the file is correctly formatted.

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