Chapter 143 Folder Admin
Folder Admin helps you automate the import and export of files from an online folder.
Folder Connect is an option in BigBusiness that lets you check online folders for files. We can help you set this up to use FTP or SFTP to get files that are ready to import.
This chapter describes how to manage any problem or make use of additional features. Folder Connect will run problem-free for years but someday you may need this info.
Folder Auto-Connect
Folder Auto-Connect automates the import and export of files from an online folder.
Folder Connect is the option in BigBusiness that lets you check online folders for files. Auto-Connect is the setting that allows it to run automatically and check for new files.
Go to Company card, Connect Settings tab, Folder button to view your connection(s). Any that have Auto-Connect selected are running--but paused while you view them.
Folder Filtering
Folder Connect finds the right files for importing from an online folder using File Kind.
It then reads the files to determine if they can be imported using Validation you preset.
For example, if you want CSV files automatically imported, choose .CSV for it to find. This will ignore other files to avoid errors and skip any presorting of your import files.
Folder Connect also lets you set Validation so it can read files, then decide to import. If you put "CustomerID=123" it would read the incoming files to choose only these.
Folder Connections
Folder Connect lets you have multiple connections to multiple folders for importing.
In Company card, Connect Settings tab, click Folder and you may see multiple listings.
These may connect to the same service but different folders or be for different services.
Folder Upload
Folder Connect lets you upload export files automatically, such as invoices.
Folder Test
Folder Connect provides a Test button which shows the file(s) found in a target folder.
Go to Company card, Connect Settings, Folder and choose a connection and click Test.
This test shows one XML file found called PO_12345.xml followed by its size (1963).
If you are checking on an error or delay be sure to Cancel to avoid changes to settings. If Test does not show an error it is connecting and the cause may have resolved itself.
Folder Advanced
Advanced Setting for Folder Connect let you set defaults for importing download files.
Default Customer lets you choose the customer to use for new orders for a connection.
Folder Invoice Validation
Folder Connect helps you create valid invoices for automatic upload to online folders.
Used with procurement systems, the invoice needs to link items from the placed order. This is done automatically when you Convert the downloaded Order into an Invoice.
Formatting may require that there be at least one line item, for example, on the invoice. If the edited invoice does not meet validation requirements for upload it may not save.
Folder Invoice Ready
Folder Connect helps you set invoices as Ready for auto-uploading to an online folder.
Invoices link to the Folder Connect account of converted Orders. Click Ready for one, or choose several in Invoices Search and use Update to set Ready to Yes and stand by.
Once Ready is set, if your Folder Connect account is set to Auto-Connect, within a few minutes Invoices should update from Ready to Sent, indicating they are uploaded.
Invoices Response
Invoices Reponse is a column you can Add(+) on Invoices Search when using Update.
Using Update you can change many invoices at once. Changing data like a Department will show you locked records that could not be changed so you can review each in turn.
Using Update for a status like Ready, to send automatically, tries to change any it can. Those that cannot be changed yet to Ready, will show their Response, like Not Ready.
Custom Delay
Custom Delay allows for a timing conflict with other network operations by delaying.
Custom Delay is enabled on the Advanced tab of the Folder Connection and custom programmed to your needs such as skipping a time for other operations or downtime.
Multi-Customer
Multi-Customer is a checkbox on Connect options to use multiple customer matches.
If you have one customer with multiple customer cards you can use an ID to separate. This allows you to import orders for any and assign correctly to one match using ID.
Account Code
Account Code helps you manage multiple Customers for one Folder Connect Account.
Code is an entry you create to prepend to Listing, Company Name or Customer Code.
Enter "ABC-" and Big Business will look for "ABC-Company Name" when importing.
To work the Code must be added to Customers for lookup. For ecommerce options this can be done when Big Business adds Customers. For other situations it is DIY.
Turbo Mode
Turbo Mode groups import and export files for fast processing and clean notification.
BigBusiness allows time for FTP file transfers and runs multiple connections in series. Turbo Mode handles multiple files for one connection at once. This may delay others.
To enable Turbo Mode turn on Enable Timestamps in the Folder Connection settings. If you are using Mail Notify you will automatically receive more orders per email, too.