2. Connect Your Wholesaler to Your Simpro Account

Connect Your Wholesaler to Simpro 

Ready to make your life easier? Connect your wholesaler to your Simpro account and get updates like stock prices, quantity changes and supplier invoices directly in Simpro.

You’ll get this integration set up via the Lentune customer portal. And we’re about to show you how to do it! Check out the demo here or follow the steps below if you’re more of a reader. Let’s get connected and supercharge your workflow.

After you’re all set up, check out this article for the next steps: Sending stock updates to Simpro.
 

1: Log in to the Lentune customer portal

Usually your supplier will send you an invite email which will allow you to create a password and access the Lentune site. If you haven't got an invite or you're not sure how to connect, contact your supplier and ask for your Lentune customer portal login details.

2: Click on Profile then click the Simpro button

In the menu on the left, click Profile then click the Simpro button to start getting set up.

3: Enter Your Simpro Build Name

When you go to Simpro, you go to a website address such as mycompany.simprosuite.com. The build name is the first part of that address. For example, if your Simpro URL is mysimprosite.simprosuite.com, enter mysimprosite in the Simpro build name field and tick the checkbox to accept the Ts & Cs. Now click the Connect to Simpro button.

4: Log in To Simpro.

You’ll be taken to a screen where you’ll be asked to log in to Simpro and authorise Lentune to access your Simpro data. Enter your Simpro username and password and click Login then say 'yes' to authorise Lentune's access;

5: Fill In The Fields And Choose Your Setup Options

You'll now be taken back to Lentune and there will be more fields to fill in and options to choose from so you have control over what you get from your supplier and where it goes. It's important to review these and fill the fields in:

 

6: Select the Company and Supplier names

Start with the Company Name. Use the magnifying glass icon to search for company names in your Simpro and select the company you want to connect.

Next, select your supplier's name. If you start typing, it will return matching results to choose from or you can use the magnifying glass icon to look it up. 

Be sure to click on the correct supplier to select it. If you just type the name and click somewhere else it might look filled in but won't actually be selected so make sure you click on the one you want from the list that appears.

7: Add your Default catalog group in Simpro

Type the name of the catalog you want to use and as you type, it should appear and be clickable. Some keyboards may automatically put a space at the start when you go to type so if no results come up, make sure there isn't a blank space at the start of where you're typing the name in.

What's this for?
Sometimes we might need to create a catalogue item/part no./stock in Simpro. An example is when the wholesaler sends you an invoice for an item that you don't have in Simpro. In order to receipt that item against your PO, we need to create the item first. This is the catalogue you want us to put that item in when we create it. Later on, you'll see there are options where you can choose if those items stay in the catalogue after they're created or if we archive them once they've been receipted against the PO and don't keep them in your catalogue.

8: Add an email address for notifications

If we attempt to send an invoice to Simpro and it can't be sent for any reason, we want to let you know. Please supply an email address where we can send a quick heads-up to.
Want to send to more than one address? You can! Just separate each address with a semi-colon like this:
firstemail@mysite.com;secondemail@anothersite.com

9: Credit Note Type & SimPro account category for credit

Select your Credit Note type. If a credit is sent through, do you want it to be a Price or a Quantity credit? You'll also see a field for an Account Category Name for Credits. If you don't use account categories, you can ignore this and leave it blank.

The SimPro account category for credit is only needed if you have an accounting category set up for credits. This is found in Simpro under Settings>Setup>Accounts>Accounting Categories. If you don't use accounting categories you can leave this field blank. If you don't know what account categories are, you're probably not using them and can ignore this field.

10: Don't Invoice These Order Statuses

You may have certain purchase order statuses you don't want to add invoices to, 'completed' for example. Here you can select any PO statuses where invoices should never be attached to those POs. If an invoice comes in for a PO with one of the statuses selected here, we won't send that invoice through and you'll get a message.
 

11: Checkboxes

The top 2 checkboxes are the most important. These are Choose to automatically sync stock and Choose to automatically sync invoices. You need to tick these in order to receive automatic stock updates and automatic invoice updates. They should be ticked by default but you can untick one or both if you want to disable them. These are technically optional, but if you don't tick them stock/pricing updates and invoices can't be sent to you.

The rest of the checkboxes are optional;

Allow posting of invoices to already invoiced jobs: Simpro generally doesn't allow you to send new or additional invoices through when a job has already been invoiced. Ticking this will ignore that rule and allow those invoices to be sent through.

Leave Miscellaneous Items In Catalogue: If your supplier sends an invoice through and it has an item on it that doesn't exist in your catalogue we will create that item in Simpro so that it can be receipted in. After we've created that receipt we would normally archive the item so it doesn't stay in your catalogue. However, some users want that item to be kept in the catalogue. If you tick this checkbox, we will keep the item in your catalogue and won't archive it.

Add new catalogue items as Inventory by default: If your supplier sends an invoice through and it has an item on it that doesn't exist in your catalogue we will create that item in Simpro so that it can be receipted in. When we create the item we don't tick it as an 'Inventory' item by default. If you want these items to be ticked as 'Inventory' when they're created, tick this checkbox.
 

Email me if I have duplicate catalog items in Simpro: Sometimes when we send stock/pricing updates through to Simpro you might have a duplicate product in your catalogue. If there's multiple items with the same part number we have no way of knowing which one to update. Having this ticked will send you an email advising what duplicate codes we've found, giving you the chance to tidy up your catalogue.

Post invoices with including tax amount: This will be turned on by default and affects if Lentune sends the including tax amount through to Simpro or if we send the excluding amount instead and let Simpro calculate the tax/including amount.
 

12: Click Save in the bottom corner

You’re now set up and ready to go. Woohoo!

What are those red buttons in the bottom corner?

There are 3 red buttons, 'Send invoices to Simpro', 'Update stock pricing in Simpro' and 'Audit logs'. Most people won't use these and they can largely be ignored, but the first two can be used to manually send all unsent invoices to, or update recently changed stock in, Simpro. Audit logs record changes made within the system. Not everything is audited but you can see a trail of who made any given changes.

 

See next: Sending stock updates to Simpro.