Rackbeat: Import Sales /Purchase Orders
Features
- Automatically Import customer sales orders/purchase order into Rackbeat reducing manual data entry and improving order processing efficiency.
- Import customer sales orders/purchase order using various multiple gateways, including SFTP, FTP, From HubBroker Network, IMAP, API and Post Receiver.
- Data mapping and validation before importing orders.
- Configure notification settings, including positive and negative email notifications for app users.
- Schedule order imports on a daily, weekly, or hourly basis.
- Share adaptors with other users within your subscription with advanced security controls.
- Monitor order processing statuses and identify errors to simplify troubleshooting and corrective actions.
Configuration flow
Procedure to activate Adaptor Rackbeat : Import Sales /Purchase Orders
Navigate to Adaptors -> Catalogue, there you can find multiple Adaptors which you can use for business purpose
Click on 'Activate', Adaptor Rackbeat : Import Sales /Purchase Orders will be activated in your account
Sales Order Catalogue
Purchase Order Catalogue
After activation of Adaptor it will navigate to 'General' screen of Adaptor
Procedure to configure Adaptor Rackbeat : Import Sales /Purchase Orders
In General you can manage different settings described in below (General) image
The General tab allows users to configure the basic settings of an adaptor, including its name, description, email configuration, execution status, execution mode, sharing permissions, and security settings.
The following settings are highlighted in the image:
Configure SMTP: Select the default HubBroker email address or an available IMAP/SMTP account. Notification emails and files sent through the destination email gateway will use the selected email configuration.
Status (Active / Inactive): Control whether the adaptor is enabled or disabled.
- Active: The adaptor is enabled and can execute according to its configured schedule (every hour in the illustrated example).
- Inactive: The adaptor is disabled and will not execute.
Execution Mode (Production / Testing): Select how the adaptor processes documents. Production mode is used for normal processing, while Testing mode follows the configured testing behavior, including whether files are sent to their original or processed destinations.
Learn more about sharing and security - Click here
Click on 'Source' to connect source gateways to import the orders into Rackbeat
You can select any gateway from existing gateway or you can create new gateway of below different types:
- FTP
- SFTP
- API
- Imap
- From HubBroker Network
- Post Receiver
You can select multiple gateways as a source gateway.
You can create new gateway by clicking on 'Create new gateway'
You can select any gateway as a source from existing gateways by clicking on 'Select from existing gateways', and it will display all the existing gateways and you can choose any gateway.
When you clicked on selected gateway type (For Ex: FTP)then below image will be displayed and you can choose any other gateway as a source for input
After selection of source gateway, it will be displayed like below:
Click on 'Destination' to connect Rackbeat account in destination, and orders will be imported into Rackbeat account once it is configured.
Step by step connection of Rackbeat account to iPaaS is shown in below images.
- Go to the Settings module in IpaaS
- Then go to Rackbeat accounts and click on '+' button to connect new Rackbeat account
- Add Title and Token to connect the account
After clicking on 'Dropdown ' it will display connected account in adaptor.
Click on 'Import Rules' to add settings for customers for import of documents
In 'Import Rules', all the customers connected through Rackbeat account will be displayed and you can activate all/specific customers for orders
After activation of customers you can change Custom Import Settings (General settings, Delivery locations settings, product settings, control document settings) for individual customer
Import rules for Sales Orders
Import rules for purchase orders
After activation of customer it will be displayed like below (Activated customer) image:
The Import Rules feature allows users to configure customers connected through Rackbeat, search customers using different criteria, customize import settings, and activate or deactivate document imports for individual or multiple customers.
Default settings for order import
The Default Settings feature allows users to define the priority order for retrieving customer details from the Rackbeat account during order import, with options such as Master Sender ID, Sell-to Number, Customer Reference, and Customer Lookup, etc.
Customer and reference settings for sales order
Settings to create new customer in Rackbeat or reject the order when customer account (which is given in order) is not available in Rackbeat
Payment Terms: Configure the payment terms applied to imported orders. You can either retrieve payment terms from the customer record in Rackbeat or select a specific payment term from the available options.
Currency: Define how the currency is assigned to imported orders. You can retrieve the currency from the customer record, use the currency specified in the incoming order/invoice, or select a specific currency from the available options in Rackbeat.
Choose Layout Template: Select the layout template settings to be applied to the order. You can either use the layout settings retrieved from the Rackbeat customer account or choose from the available layout options.
References: Configure the reference settings for the customer order, including the customer order/invoice number, heading, our reference, and their reference.
Import Same Orders Again if Received: Control how the adaptor handles orders that have already been imported. Select Create Same Order to import the order again or Reject Order to prevent duplicate order imports.
Supplier and reference settings for purchase order
The Delivery Location Settings allow users to retrieve and set the correct delivery address using configured lookup priorities, while providing options to accept or reject the order when no delivery address is available.
The Discount Settings section allows users to configure the product used for discounts when processing documents in Rackbeat.
Option | Description |
Select from Existing Product | Choose an existing product from Rackbeat to represent discount amounts in the processed documents. |
Create New Product | Create a new product in Rackbeat specifically for handling discounts when a suitable product does not already exist. |
The Product Settings allow users to configure product lookup priorities using EAN, Seller Item No, or Buyer Item No, and define fallback products when a matching product is not found in Rackbeat.
If the product/item is not available in any of the above steps, create a new product in Rackbeat and use it in the order/invoice lines.
Users can also configure the product unit price, inventory location, and unit of measure for the Rackbeat order line.
Custom settings for particular customer
You can change below settings for individual customer as per the customer requirements.
These settings allow you to customize how orders are processed for each customer.
- General Settings
- Delivery location settings
- Product Settings
- Control Document Settings
Notification settings
HubBroker Notification Module includes the ability to be notified on the individual steps of the transformation process, from data and / or file received at HubBroker until data and/or file leaves HubBroker’s operating environment.
- In the notification module, standard notification text can be used, or specific notification text is specified.
- In addition, small shortcuts have been developed that can be enabled in the notification message, which makes it easier for the user to navigate the HubBroker integration platform (iPaaS).
- HubBroker provide facility to send positive and negative notifications for document and adaptor level.
- User can enable/disable the notification settings according to your needs
- Document level positive notification ensures that file is processed successfully.
- Document level negative notification ensures that file is failed due to some reasons.
- Adaptor level positive notification: Enable positive notification for getting email alert when adaptor executed successfully.
- Adaptor level negative notification: Enable negative notification for getting email alert when execution of adaptor is failed.
User can set their email ids for getting positive and negative email notification.
Schedule settings
You can set schedule for Adaptor when you want to be run the Adaptor automatically
Adaptor support 7 types of schedule.
1. Hourly
2. Daily
3. Weekly
4. Weekly skip
5. Week number
6. Calendar
7. Run once
Dashboard
You can view all the transactions of Adaptor through Dashboard
You can view all the details of exported documents like sender, receiver, document number, customer order number, supplier order number and status
You can view PDF and XML file of orders which are imported and successfully processed into destination gateway
Category: Adaptor
Last date of update: 23.10.2026
Last date of update :02-08-2023
