Kongs invoices have the ability to be imported into Retailer electronically, saving hours of data entry work. Electronic invoicing means that all of the stock you’ve received in an invoice can be imported into Retailer without having to be added manually.

You may need to contact Kongs to ask for the invoice file, which will be emailed to you.

Saving the Invoice File

Before importing the invoice into Retailer, the file must be saved out of your email account onto the computer.

  1. Access the e-mail and right-click on the attachment
  2. Select Save or Save Attachment.
    NOTE: Different email programs save attachments different ways. Refer to the your email software’s documentation for detailed instructions.
  3. Save the file to the Desktop (or another easy-to-find location).
    NOTE: If you don't get an option to select the save location, it saves it to the Downloads folder.
Once saved, DO NOT open the file under any circumstance. This can corrupt any barcodes or supplier stock code information.

Importing the CSV Invoice

  1. From the main screen of Retailer, click on Stock -> Invoice Arrivals.
  2. Click on Open Invoice.
  3. Navigate to the file's location and double-click on the file.
  4. The Import Supplier Invoice File screen will appear. Select the Kongs supplier from the drop-down box.
  5. Click on the drop-down arrow next to Tools and click on Change Template File Settings.
  6. Select the supplier again from the drop-down box and click OK. If the supplier is not visible, click on Cancel to access the Invoice File Template Setup screen.

Configuring the Invoice File Template

The settings will need to be configured from the bottom-up. The settings on this screen will direct Retailer to use the appropriate information from the file.

  1. In the Invoice File Layout section, you should see a preview of the file in the second grid as shown in the image below. If not, click on the yellow file icon, navigate to the file's location and double-click on the file.
  2. In the Validation Settings section:
    • Set the Date Format to match the date on the file.
    • Select the Lines in File Header - The number of lines to skip before the stock information starts.
    • Select the Lines in Footer - The number of lines to skip after the stock information ends.
  3. At the top of the screen, tick This File is Comma Delimited.
  4. Enter the appropriate Column and/or Row values according to the file preview screen below. If you click on any field in the preview, it will show you it's position in the Cell Value box.

  5. Click Save and Close.

Importing and Arriving the Invoice

  1. Back in the Import Supplier Invoice File screen, click on Import.
  2. The screen will flash and you can then click on Close.
  3. The Select Invoices to Import screen will appear.
  4. Click on the invoice to import and:
    • Click on View to see a preview of the invoice to check the information.
    • Click on Delete to remove the invoice.
    • Click on OK to begin arriving the invoice.