How does interbranch ordering work?

Interbranch communication

Through RetailLink, it is possible to order products from other locations. This works best in the situation of one company with multiple branches, but it is also possible to order products from other companies (using RetailVista). The possibility even exists to order products from other companies that do not use RetailVista, as interbranch traffic works based on standard EDI messages.

Conditions

In order to use interbranch traffic, a location must first be connected to RetailLink. Separate documentation is available on how to connect. From that moment on, interbranch orders can be created with a few extra steps.

General setup

To order products interbranch, another location essentially becomes a supplier. This means that a purchase order is created at the store that orders the products, addressed to the supplier representing the other location. At that other location, the purchase order is received as a sales order and can be fulfilled.

This delivery takes place through a reservation and is then delivered either in cash or (often) on account to the location that placed the order. This is followed by a digital packing slip message, followed by a digital invoice message and a paper invoice (if delivered on account).

At the location that placed the order, the digital packing slip can be processed with one action, and the invoice message can be used to quickly and easily perform an invoice check.

Interbranch communication within the same company

When using multiple branches in RetailVista under the same company, interbranch communication works most optimally. There are two reasons for this:

1. The inventory of the other branches can be viewed directly, allowing the order process to know in advance whether an article can be delivered.
2. All products that are ordered fall under the same company, so there is no risk that a certain barcode will not be recognized by the receiving party.
3. Ordering from another branch is simple in terms of user interface because a limited number of branches can be selected directly. This is in contrast to ordering from other companies, where that other company must be created as a supplier and that supplier must be searched for when ordering.

Interbranch communication with other companies or non-RetailVista users

With interbranch communication, it is also possible to order from other companies, or even companies that do not use RetailVista. As long as the latter support EDI, they will receive order messages and can proceed with delivery.

Adding an interbranch

Every branch where orders need to be placed must be registered as a supplier within RetailVista. It doesn't matter whether it is your own branch under the same company or a branch of another company. Of course, that branch must also be able to receive EDI order messages. If it is a RetailVista user, they are likely to be connected to RetailLink. If that is not yet the case, make sure that connection is established first. Register the branch as a supplier and enter the EDI connection number as the number known in the EDI network.

This must be a valid and GS1 recognized unique connection number, unless there is no communication at all with the X400 EDI network (so it is a completely internal system).

Now create the branch as a supplier within the RetailLink administration environment. The mail type and corresponding X400 address depend on how this 'supplier' can be reached. If the branch is also handled by RetailLink, no mail will be sent at all, but the message will be placed directly in the supplier's mailbox. The check by RetailLink to determine if a supplier is connected to RetailLink itself is done through the connection number. If that number is also assigned to a branch of RetailLink, the message will be placed directly in the mailbox of that branch.

In the example below of the destination branch, this is the case: connection number 9900000000042 exists at branch 'Dev/33 branch 2' and is therefore placed directly in the mailbox of that branch.

Placing an order

Now that the supplier is known in RetailVista and also known in RetailLink, it is possible to order products from that supplier. Since there will be no purchasing data available, products are always ordered based on units. When selecting a product, choose 'Interbranch' ordering and select the supplier where the order should be placed. The data such as packaging and the like will be automatically arranged based on the default settings in RetailVista.