Lentune Wholesaler Connect is the ultimate Simpro integration for wholesalers, streamlining the way they share invoices, stock and pricing updates with their customers.
By automating these data flows, Wholesaler Connect ensures that accurate, up-to-date information is delivered directly into the customer’s Simpro account — saving time and reducing errors for everyone involved.
Note: The following instructions assume your Lentune site has already been set up with assistance from Lentune. If you’re unsure about any of the steps or haven’t completed the setup, please contact Lentune support.
How Wholesaler Connect Works
1. Sending files to Lentune
Once the setup process is complete, there are just a few more simple admin steps to get everything running smoothly:
API METHOD
If you're using APIs, please refer to the API swagger documentation, specifically the Wholesaler Connect section. It's important to note that if you are considering using the APIs, you will likely need a developer to assist you. That developer will need a solid understanding of API functionality and will likely need to build a program to create a bridge between your ERP system and Lentune.
EMAIL METHOD
- Stock files: Email a stock file to your Lentune email address in the format defined during the setup process. This needs to be done first. The price files are reliant on the stock being present in Lentune.
- Price files: For each Simpro customer, email a price file containing the stock codes and pricing specific to that customer in the format discussed with Lentune.
- Invoices: Email an invoice CSV and PDF specific to each customer to your Lentune email address. Please note there is a character limit of 255 on the item descriptions. Please ensure your descriptions do not exceed this limit. CSVs and PDFs can be sent in a single email or they can be sent separately, as long as they're in the format discussed with Lentune.
These steps ensure the necessary data is ready to sync with your customers’ Simpro systems
2. Automatic data sync
Overnight, Lentune processes the data and sends stock, pricing, and invoice information to the Simpro accounts of your customers. This happens automatically via scheduled tasks, ensuring the information in Simpro remains accurate and current.
If your customer chooses, they can log into Lentune and manually send the data earlier, but this is rarely necessary.
NEW STOCK
Lentune only updates pricing and info for existing stock. The customer must have a matching item in their Simpro catalogue with your company noted as a supplier against that item.
Lentune does not create new stock. It's up to the customer to ensure they have an up to date catalogue. Simpro's help documentation around importing can be found here.
Managing New Customers
When you onboard a new Simpro customer, you can create their account in Lentune following these steps:
Creating a New Receivable Account in Lentune for Simpro Integration
Once their account is created, Lentune sends them an invitation email. The customer follows these instructions to connect their account and complete the setup.
Some customers may only want stock updates and not invoices or they may only want invoices and not stock updates. When they connect Lentune to Simpro, it defaults to sending both but they can choose not to receive one or the other if they wish.
How Can I Tell Who's Connected And What They're Getting?
On the Accounts search screen, there is a series of tickboxes showing what the customer has done.
It's a good idea to keep an eye on this and follow up any customers who haven't completed the connection. You can ask if they're having any trouble with it or have any questions. Don't forget you can send them the connection guide here. It may be that they've just got busy with other things and need a reminder.
On the Account search screen, you will see the account code and name in the first 2 columns.
If the account is active, there will be a tick in the 'Active' column. If it's inactive, this will be blank.
When you create an account, the customer is automatically sent an invite email. If they have accepted the invite already, this column will be blank. If they have not yet accepted it, there will be an option to resend the invite. Clicking this will send them another copy of the invite email.
'Invite last sent' records the date and time the invite email was last sent to the customer.
Invite accepted indicates if the customer has clicked the link in the email and joined Lentune. If they have, you will see a tick. If they haven't done it yet, this will be blank.
Simpro Integration indicated if they have successfully connected Lentune to Simpro. If they have connected, you'll see a tick. If they haven't it will be blank. You can also see this by double-clicking on the account. If you do that, a pop-up box will open and there will be a 'Simpro status' of either 'Connected' or 'Disconnected'.
When your customer connects Lentune to Simpro, they can choose if they want to get stock/pricing updates and if they want to receive invoices from you. If they have chosen to get these, there will be a tick in the applicable column. If they have opted not to receive those, it will be blank.
What Happens When Data is Sent?
When stock and invoice information is sent to Simpro, it’s automatically marked as ‘sent’ in Lentune. If there’s an issue, the Simpro customer will receive an email notification prompting them to log into Lentune and check the problem. The most common issue is an invalid PO number.
To ensure a smooth integration, wholesalers should always ask their customer to provide the Simpro-generated PO number with their order. It’s important to use this as a reference so that when the invoices are sent to Simpro they can be applied to the correct purchase order.
If a PO number is incorrect, the customer can log into Lentune, locate the invoice with the incorrect reference, update it with the correct number, and resend it to Simpro.
If the problem persists or isn’t clear, customers should contact the wholesaler. If the wholesaler cannot resolve the issue, Lentune support is available to assist.
When the stock task runs, it's looking for items that already exist in Simpro and have your company set as a supplier against that item. We only update stock that already exists in your customer's Simpro catalogue. We don't add new items. The exception to that is if you send an invoice which has an item on it that doesn't already exist in your customer's Simpro catalogues. In that scenario, we create the item in Simpro and the customer can choose if new items like that are kept in their catalogue or if they're archived after they've been receipted.
If you have new stock items, you will need to work with your customers to get those added into their Simpro catalogues so that they can receive pricing updates.
What Your Customers See
It’s helpful to understand what your customers see in Lentune and Simpro. This perspective ensures better communication and simplifies troubleshooting.
In Lentune
Customers can view stock updates, pricing files, and invoices. Errors are flagged clearly, with instructions on how to resolve them.
The Simpro integration setup screen in Lentune:
The invoices screen in Lentune:
The stock search screen in Lentune:
In Simpro
Customers will see updated catalogues, pricing, and invoices reflected in their system after the integration runs successfully.
Glossary of Terms
Here’s a quick reference for some key terms used in Wholesaler Connect and/or Simpro which are useful to know:
- Stock, Items, Catalogue Items, Part numbers: These terms all mean the same thing — the codes synced between the wholesaler and Simpro. We call them “stock,” others say “items,” and Simpro uses “catalogue items” or sometimes "part no."
- Task or Scheduled Task: The automated processes that send stock, pricing and invoice data from Lentune to Simpro.
- PO Number: A purchase order number generated in Simpro, used to ensure invoices match correctly.
- Receipted: Simpro has a concept of receipting items in. When an invoice is sent to Simpro, a receipt is created against a PO for the items on that invoice. It's effectively saying you've invoiced your customer X quantity of that particular item.
For troubleshooting specific issues, refer to our Troubleshooting with Wholesaler Connect guide.