The steps below assume Zephyr integration has been activated on the admin panel.
Please reach out to help@vinosmith.com for more information.
Due to how Zephyr works, the workflow is a multi-step process only partly automated by Vinosmith.
It is a multi-step process because the Order file that Zephyr accepts does not contain all of the Customer data for that order (e.g., name, shipping address, delivery instructions, etc.). The order file only includes the line-item information. However, Zephyr needs all the order information to fully process the order, not just the line items.
Thus, the overall process involves sending Zephyr the line-item information and then, later, following up with the complete invoice information.
Zephyr Customer Code and Item Codes
Zephyr generates and maintains its own wine and account codes, which must be entered into Vinosmith. These codes will be used when Vinosmith generates the files.
Zepehyr Customer Codes
Please note that it's up to the customer to get these Customer Codes from Zephyr.
Once you receive these codes, update the accounts in Vinosmith and populate the Warehouse Code field with the Zephyr Customer Code. If an account has multiple shipping addresses (or alternate addresses), it must be set up as a separate account and thus have a different warehouse code.
Zephyr Item Codes
Workflow
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Ensure that all Wines in the Order and the Account have Zephyr Warehouse codes specified.
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Create an Order and confirm it: choose Deliver Via: Zephyr in the confirmation pop-up.
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Under the Orders tab, click on Pending Deliveries in the left.
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The Pending Deliveries page lists all Orders that have been recently confirmed and are ready to be submitted to Zephyr.
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Check the box next to each Order that you would like to be in the batch you are about to generate.
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At the bottom of the page is a menu With selected export to: and choose Zephyr.
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Vinosmith will generate the Order file and offer it to you to download.
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You must send an email to Zephyr with this file as an attachment.
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After some time, Zephyr will confirm that they received the orders. You now need to generate a PDF file containing all of the Invoices.
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Return to the Pending Deliveries screen: under the Orders tab, click on Pending Deliveries on the left.
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Check all of the same orders you previously selected and at the bottom of the screen in With Selected: menu choose Download PDF - Single File.
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Send that PDF file to Zephyr.
- Once Zephyr has accepted the order file and the PDF(s), go back to the Pending Deliveries screen and check all of those same Invoices, then from the With Selected: action dropdown, choose any of the "Mark as Processed" options such as Mark as Processed (Delivery Status: Sent to Warehouse)
Please Note
You could preemptively generate both the Zephyr EDI order file and the PDF file at the same time and keep the PDF file on your computer for later transmission. It is up to you.
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