FAQ Vend

FAQ Vend

Q: 1. STOCK ADJUSTMENT: When we complete an inventory count/adjustment in VEND, it pushes it through to DEAR but DEAR does not complete it. We have to go in and manually complete the adjustment. This is causing issues because if we don't catch it and complete is straight away, it causes issues with our inventory being off. Is there a way for DEAR to complete the adjustment automatically?

A: a. In all cases where it not completes, there was a product in adjustment that does not exist, has been deleted, or is not active (deprecated) in DEAR.

b. DEAR will only automatically complete adjustments when there are no products in adjustment having non FIFO costing method, as no batch related information is available in Vend.

Q: Does Dear Inventory integrate with both Vend and Xero together? My client is using Unleashed and Xero currently and wants a POS option and Vend is generally the best option available when using Xero.

Unleashed and Vend integrate, but Unleashed is quite expensive and so I am looking for an equivalent system that allows manufacturing abilities, but also talks to Xero.

A: Dear Inventory does integrate with Xero and Vend together.

We strongly suggest that you speak to one of our consultants and book a convenient time with us at https://dearsystems.youcanbook.me/ so we can discuss how DEAR would work with your existing system.

Feel free to utilize the 2-week to test and see if our system suits their business needs before committing. We have plenty of helpful guides in our Solution articles at http://support.dearsystems.com/support/solutions and video tutorials at https://www.youtube.com/user/DearSystems/playlists.

Q: I was thinking of changing my Vend integration to Daily Consolidation but it says: Returns and Refunds for walk-in sales are not supported by Daily Consolidation mode.

So because we do returns through a walk in customer does that we won't be able to do daily consolidation? Or will it just separate out the returns rather than consolidating?

A: Currently returns are catered to in DEAR via Credit Note functionality, so for every return a credit note will be created for the corresponding invoice. If you choose Daily Consolidation the returns will not be allocated as credit notes to the consolidated invoice, so unfortunately using daily consolidation in your case will not be recommended if you regularly deal with customer returns.

Q: I am in the process of implementing Dear with Vend to an existing Xero account. Just wanting to clarify the process flow between Vend and Dear and into Xero. When a sale is made in Vend the order is created in Dear and once fulfilled the invoice is sent to Xero.

I am wanting to confirm if there will be any transactions going directly from Vend to Xero or will they all be going from Vend to DEAR and then into Xero. If you can let me know as soon as possible it would be appreciated.

A: Thank you for your email. The integration should work as you describe, that is Vend should not be connected to Xero directly and all transactions should first be imported into DEAR and subsequently synced to Xero. This includes customer invoices, payments, credit notes, stock adjustments etc. No transactions will go directly from Vend to Xero

Q: Hi, I'm still working on getting the hang of this new workflow. We entered in some new products that are composites. I pushed the list up to Vend yesterday, but the composites didn't go through, only their parts. So I checked on it today, pushed the catalog listing again, and now I have duplicates? For some reason, the system pulled all the dashes out of the handle (SKU?) and created a duplicate of each. I'm looking specifically at the Zorne duvet cover, pillow shams and their composite, the set. Any ideas?

A: When DEAR lists products to Vend it has to generate unique handle. Current way to do it is to strip all non-alphanumeric characters from DEAR product SKU. If you already had these products in Vend with different handle this will create duplicates. You can remove duplicates from Vend and simply download catalog to DEAR to reestablish correct mapping to DEAR products.

Please note that due to limitation in Vend API it is not possible to create composite products correctly in Vend via API (not possible to associate components with the composite product). If you need to have composites in Vend it is required to create them directly in Vend and then download catalog to DEAR. Correct bill of materials will be created in DEAR for Vend composite product.

Q: I have just been loading products from Dear to a Vend store for a client (Project Clothing) and received the following error: Failed to execute call to Vend after 3 attempts

How do I resolve this error? Do I need to reload all products in order to get the 228 products listed in Vend? Please advise

A: Please try to list again. You can reduce number of products listed at the same time by specifying filters by family, tag or category.

This error means that Vend imposed throttling to API calls due to current activity with DEAR (we tried to wait as specified in retry-after by Vend 3 times but some other parallel process was probably running on your store which blocked the listing process).

Q: There a bit of information below but essentially a client of ours (DEAR Organization name - Auto Addiction Bendigo) has a sale in Vend which never hit Xero. On further investigation, this sale was pending in the integration with Vend. Any idea why?

A: Please try to delete pending sale entry from DEAR Vend log and reload it from Vend. Most likely reason is that there might be a collision as DEAR product with the same SKU/name might be linked to another Vend product (not the one sold), which prevents the sale from being correctly captured by DEAR.

You can unlink any product from DEAR Vend catalog (not remove, just unlink) and reload the sale from Vend.

Q: We are running a promotion at stores where we are sending customers gift vouchers (not gift cards), they do not pay us for these. When it comes to mapping the Vend payment type for Voucher to QuickBooks Online, what are the available accounts that can be mapped to?

We would prefer an expense account but that doesn't seem to be an available option from the drop down menu.

A: In QuickBooks Online an expense account can't be used to accumulate payments. You can create a separate bank account for the vouchers and then just write off the balance to an expense account.

Q: I am trying to apply a GC liability account to a Vend integration but I do not have any items in the dropdown menu to select from. I've created the account in QuickBooks Online under Current Liabilities -> Other Liabilities, as well as other combinations with no luck. Could you please advise the COA setup required for the GC liability.

A: Unfortunately QuickBooks Online has certain limitations in regards to the accounts usage. So currently a workaround would be to create a Credit Card type account for Gift Cards Sold and select it as a Gift Card liability account in DEAR, then create a Bank type account for Gift Cards Redeemed and select it as a gift card payment method. Then each month you will make a transfer to move the balance from Gift Cards Redeemed bank account to Gift Cards Sold Credit Card account. Gift cards come from e-commerce as additional charges on a sale invoice.

Q: When listing the products on Vend, Vend has used the Supplier Product Code as the handle which has incorrectly grouped the products and variations incorrectly.

Within DEAR each product and variation has a unique product code and barcode as well as a product description and I am not sure why Vend has used the Supplier Product Code as the method for grouping the product

A: Generally supplier product codes are not exported to Vend and not used in the integration at all.

Q: We are an importing business with 4000 products including variations. We sell through 3 of our own retail shops as well as have 60 wholesale customers that we sell to. We also sell online to retail and have a website wholesalers can use to log in and see their own pricing of our catalogue. We are looking for an inventory management software that can handle importing as well as multiple locations, POS systems and online for both retail and wholesale. Can your software do this? if not does it integrate with vend/shopify or something to do this? Thanks

A: Thanks for your interest in DEAR Inventory.  We perform all the the functionalities that you've mentioned, except for carrying out POS functions. We do integrate with both Vend and Shopify.

We encourage you to try our the features and functionality that you require during your trial.  Here's a link to one of our recent Intro Webinar recordings which helps getting acquainted with the system https://youtu.be/HEIjnFWnvLM

If you would like to speak to someone to discuss your needs or questions you may schedule a call here https://dearsystems.youcanbook.me/

Q: Do my prices have to Tax exclusive?  If so will I need to change all my product prices when importing from Vend to Dear?  Would this have to be done on the csv file?  Or will dear pull the products over and take the tax off accordingly?

A: Your price in DEAR should be tax exclusive. This can be done on the csv file under price tier column, make sure you entering the amount exclusive of tax.

Q: If I have my Dear price as exclusive how do I make this work with Vend being Tax inclusive?  I tested adding a product from Dear to Vend with a Tax exclusive price and when in Vend it has that price but set as Tax inclusive. So my price is then wrong in Vend as it’s not then adding on the tax so how do you suggest I work around that?  As in NZ our retail prices have to be inclusive on our barcodes/advertised prices I can not change Vend to be exclusive.

A: Please read through this article regarding VEND integration http://dearsystems.com/inventory-software/wp-content/uploads/2015/03/DEAR-Vend-Integration.pdf

As stated in the article re:Sale Price Tier "Please ensure prices used within DEAR are tax exclusive before publishing your products. Publishing tax inclusive prices will cause incorrect tax calculations within Sale Orders which will subsequently be imported to your accounting application."

Whether your Vend store is tax exclusive or inclusive depends on your country. Stores in the USA and Canada are tax-exclusive. New Zealand, Australian, and UK stores are tax-inclusive.

You can't really change it. So if your store is tax inclusive you need to create a separate Price Tier with tax inclusive pricing and assign it to your Vend Store.

Q: 1. Once we are integrated with Dear will they still be able to do transfers through Vend and will it then update Dear stock levels with the transfers?

2. Can shopify still be linked with Vend until I have stock levels in Dear and allow Dear to update Vends stock levels,

3. In regards to our Vend and shopify integration currently our products in Vend have the same sku as they do in shopify. That is how we will want it, yes?

A: 1. Currently we don't import transfers and stocktakes from Vend. But we have this task on our to- do list.

2. Yes you can keep it linked but you need to set cutoff date when your inventory in DEAR is 100% correct and unlink Shopify from Vend on this date, connect DEAR and Shopify and update stock level in Shopify from DEAR. On both Vend and Shopify setup page you can find checkbox that let DEAR know if it should update sale channel or not. You can have it set for Vend once Vend and DEAR have the same quantity.  Linking DEAR with Shopify can be done when you are confident with stock level figures in DEAR. Please pay attention to unique SKUs in Vend and Shopify. All linking now done using SKU.

3. Yes, this is correct. Shopify and Vend SKUs must match.

Q: Most of our products have synched over from Dear to Vend by "listing them in the catalogue." However, I have a couple more items that we want to add to the Vend app on our iPad, but it's not showing up on the Vend app Products Page. I've tried updating the item in the Dear catalogue and I've tried refreshing and synching the Vend app. Is there anything else I can try?

A: Please check in Vend admin UI if you can search for this SKU or name. If not please contact Vend support to help you find it. We can suggest to completely unlink entire Vend catalogue and then re-download it from Vend. In this case new links based on SKU/handle will be re-established. Otherwise you can use Unlink action on particular item in DEAR Vend catalogue to remove mapping to this Vend handle and then re-listing it again from DEAR.

Q: Could you please help explain when the COGS journals are posted to xero?  At what stage of the transactions?  I am trying to reconcile all of our accounts and none of the figures are marrying up with what vend thinks they should be.  Any notes you can provide to help me understand the what and when between dear and xero would be great please!

A: Xero is not supposed to record the COGS as of the invoice date! DEAR pushes COGS transactions to Xero as manual journals and the date would be the shipment date in both systems.

Xero will record COGS only if the inventory tracking is enabled in Xero. We do not support this and we require the inventory tracking to be turned off in Xero at all times.

I can't tell Regarding the Vend numbers since there might be shipping date discrepancies as well as difference costs used. DEAR uses the actual costs entered into DEAR, not Vend costs.

Q: I am investigating a POS and Inventory solution for my client who owns 7 retails stores. I am investigating using Vend with Dear and Xero. I have watched the introduction webinar but still have a few questions.  Does Dear cater for:

1. Accommodates for giftcards purchased and used through Vend

2. When a stock PO is received in Dear, is a creditor invoice created in Xero?

3. Can stock PO's be received in Vend, or does it have to be received in Dear?

4. Are there automatic stock level alerts?

5. Is there a stocktake form? How are stocktakes completed?

6. Are there audit reports on which user has changed information in the system?

7. Can you generate and print your own barcodes

A: 1. Yes, DEAR Accommodates for giftcards purchased and used through Vend

2. You need to authorize purchase invoice tab - this will be a bill that is synced to Xero. To push all transactions to Xero you need to click on 'Sync Now' button in DEAR.

3. This needs to be completed in DEAR, DEAR then can updated stock level in Vend.

4. No automatic alerts but you can monitor the low level items on DEAR dashboard.

5. Yes, this a special module for stock takes. Please check out this video for more details: https://www.youtube.com/watch?v=mMbban91Iu0&index=25&list=PLkih4Eu6IIl7-Pvz0GbfJCDrK-oJeCDZH

6. We do not have such audit report however we have audit logs for purchases and sales where you can track the order updates by user and the user is also visible for stock takes, adjustments and transfers.

7. We do not have a barcode generation function but you can assign your own barcode for each product. We also support barcode scanners. More details are covered in this video: https://www.youtube.com/watch?v=VMuIM4L8WBI&list=PLkih4Eu6IIl7-Pvz0GbfJCDrK-oJeCDZH&index=26

Q: We are having some issues with our VEND/DEAR integration. When we complete an inventory count/adjustment in VEND, it pushes it through to DEAR but DEAR does not complete it. We have to go in and manually complete the adjustment. This is causing issues because if we don't catch it and complete is straight away, it causes issues with our inventory being off. Is there a way for DEAR to complete the adjustment automatically?

A: The stock adjustment is marked as complete in Vend it should be imported to DEAR and reflected as stock adjustment. DEAR will only automatically complete adjustments when there are no products in adjustment having non FIFO costing method, as no batch related information is available in Vend. Also please make sure not to include deleted or deprecated products in DEAR on the stock adjustment as this will prevent it from completion.

Q: I don't want every Vend sale coming in as single order into Dear. I am a little bit confuse why Dear capture Vend's sale as single sale order even though I didn't make any changes in the integration settings. Daily Consolidation was the initial setup from the beginning.

A: Please note that even if Daily Consolidation is selected, On Account sales from Vend will be loaded as single orders. 

Q: Sales from Vend were normal sales, should have been pulled in as normal general sales but they were pulled in as advanced sales (multiple fulfillment). No credit notes were created on her end, the software generated them and the entire sale should have come through as one invoice. Could you check what happened on the backend? what triggered it? and how this was created? 

A: This happens when you process Exchange in Vend (when processing credit note, you also add new items to sell to the customer in the same return). This is processed in the way you see it now. In case of multiple returns for consolidated sales, second return processed on another day will also convert the sale into a new advanced sale as it allows to have multiple credit notes per single consolidated order.

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