Ready-To-Use Integration to synchronize Purchase Order data from CRIBWISE to MONITOR ERP G5 for reasons like:
- View purchased quantities and values in MONITOR
- View delivery status for orders in MONITOR
- Facilitate supplier invoice handling/approval – Match invoice with order
The integration is activated as a CRIBWISE Subscription Add-on and is available for all customers using MONITOR ERP G5. The integration creates “Free text orders” (Row type 2) in MONITOR ERP, meaning there is no connection to Parts in the MONITOR inventory. Orders must have at least status “Active” in CRIBWISE to be synchronized to MONITOR ERP. Synchronization is triggered immediately whenever the order is created or updated in CRIBWISE. This means the Purchase Order is created in MONITOR when it is Sent to Vendor.
Prerequisite
An active Full Access API license and a user API-license is needed from Monitor for the integration to work. Contact Monitor to purchase necessary licenses. Only Monitor G5 is supported.
Detailed description
The synchronization is one-way only, CRIBWISE is the master for these Purchase Orders. Changes on orders in MONITOR ERP are not reflected back to CRIBWISE. It’s possible to set up a separate order type in MONITOR ERP to use for these CRIBWISE created orders. Which order type to use is configurable in the integration. See more in the configuration section further down. Purchase orders for all suppliers in CRIBWISE are synchronized. This means all suppliers (vendors) in CRIBWISE used for Purchase Orders must match a supplier in MONITOR. The match is CRIBWISE VendorId = MONITOR ERP Supplier Code. See picture below.
The match is case-sensitive which means “Cy34” will NOT match “CY34”. It’s a prerequisite to make sure the vendor/supplier identities match between the systems before the integration is activated.
The Integration Verification will check that every Vendor in CRIBWISE also exists as a supplier in MONITOR ERP.
Vendors not found in MONITOR ERP will be listed in the Verification response.
The list can then be used to see which vendors needs attention, either by changing the Vendor ID in CRIBWISE or to add it as a Supplier in MONITOR ERP.
The CRIBWISE Purchase Order number is used as order number in MONITOR ERP.
Order numbers in MONITOR ERP must be no longer than 15 characters. If the order in CRIBWISE has a number containing more than 15 characters, there will be an error in the synchronization and the order will not be created in MONITOR ERP. The error will be visible in the integration execution log.
Data mapping between CRIBWISE and MONITOR ERP
Information on the Purchase Order is mapped from CRIBWISE to MONITOR ERP as follows.
If the order acknowledgment contains a tracking number from the vendor (supplier) that number is mapped to Supplier’s order no in MONITOR ERP.
The order item information is mapped to MONITOR Order row as in picture below.
It’s optional to have the Item Description added as a Sub Row to the MONITOR PO row. This is controlled from the configuration setting “Set Item Description as MONITOR PO Row Sub Content”. Read more about the configuration here. If there is an Expected date on the order item in CRIBWISE that date will be set as Delivery date on the order row in MONITOR ERP.
Delivery date is mandatory in MONITOR ERP and if it’s not supplied from CRIBWISE, then Order date will be used as Delivery date. This is set automatically by MONITOR ERP during creation of the row.
Device
Device is specified on Order level or for each individual order item (row level). If the device is specified on order level the name of the device will be set as “Goods label” in MONITOR. See more in the Goods label section below.
When the device is specified on item level there could be multiple different devices connected to the same order. It’s then also possible to order the same Item (order code and description) for different devices on the same order.
To be able to see which device the item is order for the name of the device will be added as a Sub Row text for the order row. See picture below.
Report arrivals
When the order item in CRIBWISE is updated with Received quantity this triggers the synchronization to MONITOR ERP by creating an Arrival Report to update received quantity for the Purchase order rows.
When all ordered quantities for a row is received the status of the row is changed to “Completely delivered”. If only a part of the order quantity is delivered the row status is changed to “Partially delivered”. When all Purchase order rows is completely delivered the Order status is changed to “Completely delivered” meaning it can no longer be changed.
Goods label
A Goods Label in MONITOR ERP can consists of up to two rows, like in the example below.
Purchase Orders synchronized from CRIBWISE will create a Goods label according to following business rules. If there is a “Shipping note” specified on the Vendor connected to the Purchase Order, then this text is added as the 1st row of the Goods Label.
If the Purchase Order is created for a unique Device, then the name of that Device will be added to the 2nd row of the Goods Label.
If the Vendor doesn’t have a shipping note specified, then the Device name will be added to the 1st row instead.
Purchase Currency
The system currency in CRIBWISE must match the default purchase currency in MONITOR ERP. If the purchase in CRIBWISE is made in another currency than system currency, then this currency must also exist in MONITOR ERP.
Limitations
MONITOR doesn’t have an equivariant to the CRIBWISE order status. This means that there’s not possible to distinguish between Active, Closed or Cancelled orders in MONITOR. When all rows in MONITOR are fully received, the order will automatically change its status to 9 – History (Completely delivered). When the order enters this status it’s no longer possible to update it. There is not possible to delete order rows in MONITOR via API. If an order row is deleted in CRIBWISE then the order quantity will be set to 0 (zero) in MONITOR. Same will happen if the complete order is Cancelled, all rows will be set to zero. There is not possible to set the Purchase Account number to use from CRIBWISE. The account is specified as a default setting in MONITOR. Same applies for cost center. Purchase order number must not be longer than 15 characters. If an order in CRIBWISE has more than 15 characters, it will not be synchronized to MONITOR, and an error will be displayed in the execution log for the integration. By-Default, all purchase orders will be synchronized regardless of Vendor, Stock or Device. Therefor it’s required to have the Vendor Id in CRIBWISE to match a supplier in MONITOR. Otherwise, the synchronization will fail, and an error will be displayed in the execution log. It’s possible to slow-start the integration with only one or a few Vendors. This then makes it possible to verify the integration before enabling the synchronization for all the Vendors. See more regarding this in the Configuration section below, setting CRIBWISE – Suppliers to Synchronize.
Requirements and configuration for MONITOR ERP
Requirement for MONITOR ERP
The integration requires a G5 version of MONITOR ERP, and the API module must be activated. The API must be accessible from the CRIBWISE Cloud meaning that incoming https-calls to the API originated from CRIBWISE Cloud IP-address must be accepted. This may require firewall configurations at customer side. It’s also recommended to setup a specific API-user in MONITOR ERP to use for the integration. To be able to create Purchase Orders in MONITOR ERP via integration a default coding (account) must be configured for “Free order rows”. This configuration is performed in MONITOR settings. The API user must have the following access rights:
- Show supplier
- Show purchase orders
- Show order types
- Show company information
- Show part
- Show chart of accounts
- Show dimensions/dimension codes
- Create new purchase order
- Modify purchase order
- Report arrival of purchase order
- Show currencies
Currency settings
The system currency in CRIBWISE must match the default purchase currency in MONITOR ERP. If multiple purchase currencies are used in CRIBWISE, each currency must also exist in MONITOR ERP. Currencies are matched by currency code (ISO).
Configuration
Before the integration can be used it must be configured. The configuration is made from CRIBWISE Administration Portal from the menu Administration – Integration. If the integration addon is activated for the customer a menu-option will be displayed like in the picture below.
When selecting the menu item, a new blade will be displayed from which configuration and verification of the integration is performed. The blade also contains a tab for the execution log.
Settings to configure – General
| Name | Mandatory | Comment/Description |
| MONITOR G5 API – Base url address | Yes | Base address of the MONITOR server. More info: https://api.monitor.se/articles/v1/url.html |
| MONITOR G5 API – Language Code | Yes | The language code specifies the language that the API will scope the request to which means that any language-dependent functionality will use this language when processing. The value is case-insensitive and must be a valid ISO-639-1 (two letter) language code. More info: https://api.monitor.se/articles/v1/url.html |
| MONITOR G5 API – Company Number | Yes | A company number is the compound of a database number and company id. The database number is a numeric string that identifies the MONITOR database that you are targeting. The company id is currently always 1. <database-number>.<company-id> Ex. 001.1 More info: https://api.monitor.se/articles/v1/url.html |
| MONITOR G5 API – Username | Yes | The username to use when connecting to the MONITOR API. More info: https://api.monitor.se/articles/authentication.html |
| MONITOR G5 API – Password | Yes | The password to use when connecting to the MONITOR API More info: https://api.monitor.se/articles/authentication.html |
Settings to configure – Workflow level
| Name | Mandatory | Comment/Description |
| MONITOR G5 – Purchaseordertype Number | Yes | Specifies the order type to set on the purchase orders. The human readable identifier of the order type. This number is found in MONITOR ERP Settings. |
| MONITOR G5 – Warehouse Code | No | If multiple warehouses is used in the MONITOR ERP system and the Cribwise PO:s must be assigned to a specific warehouse, then the id (code) of this warehouse is assigned here. More info: https://www.monitorerp.com/media/6597/ product_sheet_g5_warehouse_en.pdf |
| MONITOR G5 – Supplier Code for Verification | No | A supplier code to use when verifying the configuration settings. The supplier must exist. If this is specified, then the integration verification procedure will execute the PO Create Command with the /Validate option to verify the input data without actually creating the PO. More info: https://api.monitor.se/articles/v1/commands/simulate-validate.html |
| CRIBWISE – Exclude orders created before | No | This can be used to filter out “old” orders created in the past. Orders that for some reason should not be included in the synchronization. If specified, this setting is used to exclude Purchase Orders created before the specified date. It matches against the PO Order date attribute |
| CRIBWISE – Suppliers to Synchronize | No | This can be used to specify which vendors (suppliers) should be included in the synchronization to MONITOR ERP. The suppliers (vendors) to include is specified in a comma separated list of CRIBWISE Vendor IDs (MONITOR ERP Supplier codes). If the list is empty, all Vendors will be included in the synchronization. Example: “1001,1023,1131” During integration verification the value list will be checked to see if all IDs exists in CRIBWISE and in MONITOR. |
| CRIBWISE – Set Item Description as MONITOR PO Row Sub Content | No | If checked, then the purchased Item’s Description text is set as Sub Row content on Purchase Order row in MONITOR. The setting applies to all Purchase Orders synchronized to MONITOR. |
After the configuration is set, it’s recommended to test the settings by clicking “Save and test configuration”. This saves the configuration and executes the verification.
The status and information of the Verification is shown on a new blade to the right.
If everything looks ok the integration can be activated meaning that the synchronization will start. Purchase orders created or updated after the Activation is done will be synchronized.
Status of synchronization
If there are errors in the synchronization, then those will be displayed in the execution log (Event log). If the log contains errors or warnings from the latest 24h hours there will be an indicator icon displaying this at workflow level. See picture below.
The event log also shows every successfully executed synchronization as an information entry.