ERP integrations
The warehouse and the ERP work on the same documents
SmartDepot takes master data, orders and advance notices from the ERP and, once the work is done, returns the actual quantities together with batches, serial numbers and logistic units. A document can originate on either side, and the cooperation model is matched to the way your company works.
Two directions of exchange
From the ERP to SmartDepot
Product and counterparty records, warehouses, orders and advance notices of deliveries and issues.
From SmartDepot to the ERP
Receipt, issue and transfer documents with actual quantities, batches, serial numbers and SSCC codes.
Within one system
Fulfilment steps that do not require data exchange.
Goods receipt
A receipt can start from a purchase order, from a receipt document in the ERP or from an advance notice in SmartDepot. In every variant stock increases only once the goods have been physically received.
From a purchase order
Purchase order (PO)
Delivery advance notice
Receipt by scanning and put-away to locations
Goods receipt with actual quantities, including partial
Order fulfilled or open for the remaining quantity
For a partial delivery each delivery creates a separate goods receipt, and the order remains open for the outstanding quantity.
From a receipt document in the ERP
Goods receipt issued in advance, e.g. from a purchase invoice
Delivery advance notice
Receipt by scanning and put-away to locations
Goods receipt confirmed with actual quantities, stock increased
A goods receipt issued in advance does not change stock until the goods arrive.
From an advance notice in SmartDepot
Delivery advance notice created in the warehouse
Goods receipt without a stock change
Receipt by scanning and put-away to locations
Goods receipt completed with actual quantities, stock increased
The ERP document is created immediately, so purchasing can see the expected delivery, while stock changes only after receipt.
Receipt without a document
Delivery without an order or advance notice
Receipt by scanning and put-away to locations
Goods receipt with the received items
A delivery received without an order or advance notice reaches the ERP as a complete receipt document.
Delivery that differs from the order
Purchase order (PO)
Delivery advance notice
Receipt with a shortage, surplus or goods outside the order
Goods receipt for actual quantities with discrepancies marked
Order open for the missing quantity or closed
A shortage leaves the order open or closes it, depending on the settings. Surplus quantities and goods outside the order are recorded as separate items for the purchasing department to decide on.
Customer return
Return registered in the ERP
Return advance notice
Receipt and assessment of the returned goods
Return document with actual quantities
Returned goods can be placed in a dedicated location for quality assessment. A return received without prior registration reaches the ERP as a new return document.
Goods issue
An issue can start from a sales order, from a delivery note or sales document in the ERP, from an advance notice in SmartDepot or without any document. Stock in the ERP decreases only after the actual issue, by the quantities actually issued.
From a sales order
Sales order (SO)
Issue advance notice
Picking along a route, following FIFO and FEFO
Packing and SSCC labels
Delivery note with actual quantities, including partial
For partial fulfilment the delivery note covers the issued part, and the order remains open for the rest.
From a delivery note or sales document in the ERP
Delivery note, invoice or sales receipt
Issue advance notice
Picking and issue by scanning
Delivery note confirmed with actual quantities, stock decreased
An invoice or sales receipt with a stock effect reaches the warehouse as an issue advance notice, and stock in the ERP decreases only after the issue.
From an advance notice in SmartDepot
Issue advance notice created in the warehouse
Delivery note without a stock deduction
Picking and issue by scanning
Delivery note completed with actual quantities, stock decreased
The ERP document is created immediately, so sales can see the planned issue, while stock decreases only after fulfilment.
Issue without a document
Issue without an order or advance notice, by scanning
Delivery note with the issued items
An issue recorded directly in the warehouse reaches the ERP as a complete delivery note.
Document changes during fulfilment
A document in the ERP may change while the warehouse is already working on it. SmartDepot recognises the fulfilment status and adjusts the plan so that quantities remain consistent in both systems. The rules apply to receipts, issues and transfers.
Change before fulfilment starts
Change of quantity, item or date
Plan updated before work begins
The warehouse always works on the current version of the document.
Higher quantity or a new item
Quantity increased or item added
Added to the plan
Fulfilment of the remaining quantity
Document with actual quantities
The part already fulfilled remains unchanged.
Quantity reduced below what has been fulfilled
Quantity lower than already fulfilled
Overfill marked on the item
Task to return the surplus to a location
Document consistent with the new quantity
The surplus does not leave stock without a trace: the warehouse operator returns it to the indicated location, and the operation remains in the history.
Item removed or document cancelled
Item removed or document cancelled
Closed with the fulfilment to date
Picked goods returned to locations
Document with the quantities actually fulfilled
A document that has not been started is removed entirely, and a document in progress is closed with its movement history preserved.
Closing with shortages in SmartDepot
Fulfilment completed with shortages
Document status and actual quantities
Shortages for another fulfilment or order
The ERP receives the shortage information and can direct it to another fulfilment or a new order.
Inter-warehouse transfers
A transfer covers the issue at the source warehouse, transport and receipt at the destination warehouse. The ERP shows the goods in transit until they are received.
From a transfer document in the ERP
Transfer document issued in the ERP
Transfer plan
Issue from the source warehouse, goods in transit
Receipt at the destination warehouse
Transfer confirmed with actual quantities
Stock at the destination warehouse increases only after receipt, and until then the goods are shown as in transit.
From a transfer in SmartDepot
Transfer initiated in the warehouse
Transfer document with goods in transit
Receipt at the destination warehouse
Transfer closed with actual quantities
A transfer initiated in the warehouse reaches the ERP split into the issue and the receipt.
Change of location within a warehouse
Goods moved to another location
New location recorded in the goods history
Movements between locations do not change the warehouse stock level, so they do not require a document in the ERP.
Production
A production order fulfilled in SmartDepot settles the consumed materials and the received finished goods in the ERP. Finished goods are given a batch and production date, and their origin can be traced back to the material batches.
From a production order in the ERP
Production order in the ERP
Materials taken from stock
Finished goods received with a batch and labels
Material issue and finished goods receipt
Material consumption is settled according to the quantities actually taken from stock.
From a production order in SmartDepot
Production order in SmartDepot
Materials taken and finished goods received
Material issue and finished goods receipt
The order can also be created by importing a spreadsheet.
Master data
Master data is maintained in the ERP, and SmartDepot takes over every change: products with symbol, name, EAN code, unit of measure and product group, counterparties with tax ID and address, warehouses and product groups.
New or changed record
New or changed product, counterparty, warehouse or group
Record updated in SmartDepot
Records synchronised from the ERP are edited in the ERP, so both systems keep the same data.
Record blocked or deleted
Record blocked or deleted in the ERP
Record deactivated, history preserved
A record referenced by documents is deactivated rather than deleted, so the warehouse history remains complete.
Warehouse data in the ERP
Besides quantities, the ERP receives the data collected during fulfilment.
Batches and dates
Batch, production date and best-before date on receipt and issue items.
Serial numbers
Serial numbers of received and issued items.
Logistic units
SSCC codes and the number of pallets and packages.
Shipment
Shipment number and packing list.
Stock consistency
Comparison of stock levels in the ERP and SmartDepot with a list of discrepancies.
Who is responsible for which data
Each piece of information has a single source, so the two systems do not overwrite each other's changes.
The ERP is responsible for
Product and counterparty records
Orders and commercial documents
Prices, settlements and accounting
SmartDepot is responsible for
Locations and put-away of goods
Fulfilment: actual quantities, batches and serial numbers
Logistic units, labels and movement history
How the connection works
Agent in your network
A program installed alongside the ERP connects to SmartDepot over an outbound connection. No open ports or public address are required.
Near real-time changes
The agent checks for changes in short cycles and sends only what has changed since the previous run.
No data loss
If the connection is lost, data waits to be sent and is transferred automatically once the connection is restored.
Access with an API key
The agent authenticates with a dedicated key that can be replaced at any time.
Open API
Systems without an agent connect through the API, using the same documents and rules.
Systems we connect SmartDepot with
The flows on this page are common to all systems. The scope of the integration and the cooperation model are agreed during implementation.