To connect to swiftpos, follow the steps below:




Select the swiftpos Module:

  1. Log in to FASSTA Connect

  2. On the Home screen, in the Next Steps panel, click Select Module



  3. Select swiftpos from the list of available modules



  4. Click the Confirm Selection button

Create an email address to send invoices to FASSTA Connect (Optional)

By creating an email address, you and your suppliers will be able to send invoices directly to FASSTA Connect.

  1. From the Settings side menu, select the Email Inboxes tab, enter a name for your Email Inbox



  2. Click the Save Email Address button.

  3. Share the created email address with your suppliers as the address to send you invoices.

Upload Invoices to FASSTA Connect

Either:

  • Email invoices to FASSTA Connect using the email address created above; OR

  • Use the Upload Documents button in the top bar

Upload Invoices using the Upload Documents button

  1. Click the Upload Documents button

  2. Either drag files to the Drag and drop panel or click on the panel to select files from your computer



  3. If FASSTA Connect doesn't recognise the Invoice format of the uploaded file, it's status will be Setup Required.



  4. Click on the three dots and select Request Setup to send the invoice to our mapping team.

  5. Click on the Request Setup button.



  6. Invoices with a new supplier name or ABN will also show with a status of Setup Required.

  7. Click on the three dots and select Complete Setup to send the invoice to assign a contact.

  8. Select an existing contact from the drop down box, or click the blue + button to create a new contact.

  9. When creating a new contact, you can customise its name.

  10. Click the Create Contact button.

  11. Click the Complete Setup button.

Setup Common Unit Sizes

  1. Click Products in the sidebar.



  2. Click  Add Standard Defaults
  3. Select the unit sizes that you wish to apply globally across all suppliers (from the pre-populated list).

  4. Click the Confirm Global Defaults button.



View Items that require action

  1. Return to the Home page at any time to see an overview of any items that require action.

  2. Click on the items in the Items Requiring Action panel.


Configure how invoices are sent to swiftpos

  1. Click Settings in the swiftpos section of the sidebar.

  2. Under the Export Settings tab, fill in the relevant settings, such as Location ID



  3. Under the Suppliers tab, enter the settings for each supplier, and choose how you want invoices for the supplier to be sent to swiftpos.

Pending Invoices that have not been sent to swiftpos

  1. Click Pending Invoices in the swiftpos section of the sidebar.

  2. Click the three dots and select View Document to open the pending invoice.



  3. If the extracted data is missing information that is needed to determine correct quantities an error message will display.



  4. Click the Product Configuration button to rectify.

  5. Confirm the Unit of Measure (INNER or OUTER) for each product.

  6. If you wish to convert to a different Unit of Measure (UOM), select the desired value and confirm the units per case.

  7. To setup default values specific to the supplier, select the Defaults tab.


    Note: Settings here will override the global defaults set up earlier.

  8. Once the issues have been rectified, send the invoice to swiftpos by clicking the Send to swiftpos button.


Send multiple invoices at once

  1. To send multiple invoices at once, tick the box next to the invoices to send.

  2. Click the Action Selected Items button, then select Send selected invoices to swiftpos.


Resend invoices already sent

By default, only invoices that have not been sent will be listed. To view (and resend) invoices that have previously been sent to swiftpos use the filter above the invoices.


  1. Click the filter above the listed invoices.

  2. Select All Invoices to see all invoices (both those sent and those to send) OR

  3. Select Uploaded Invoices to see invoices that have already been sent.


If you still need assistance after viewing the above, please let us know by lodging a ticket in FASSTA Help.