Supplier External Integration

Supplier External Integration controls how Job Management (Connect) sends and receives purchase orders to and from a supplier. You can configure a supplier's external integration with other systems, for example, through electronic ordering, subcontracting, or API-based integrations.

Setting up a supplier integration process:

  1. Set up integration channels.

  2. Create the supplier.

  3. Add a process pipeline step.

  4. Configure the supplier's external integration settings.

  5. Configure supporting settings.

Each step builds on the previous one. If any step is missing, the integration will not work correctly.

Before you begin

Make sure the following are in place:

  • The supplier record has been created and saved.

  • Purchase order settings have been configured for the supplier.

  • You have access to integration configuration (pipeline and channels)

The External Integration tab might not appear until the supplier is save and at least one pipeline step exists.

Add the process pipeline step

A process pipeline defines what happens when a system event occurs, such as releasing a purchase order. Each step in the pipeline performs an action. For supplier integrations, this typically includes generating an outbound file and placing it into the correct integration channel. The Supplier Order Released pipeline is used when a purchase order is released. The pipeline step you configure determines how the order is sent to the supplier.

  1. On the supplier, select the External Integration tab.

  2. Under the Supplier Pipeline Steps section, select Add Supplier Pipeline Step.

  3. Enter the details:

    • Supplier: The supplier this pipeline step applies to. When a purchase order is released, the system matches the supplier on the order to this field to determine which step should process it.

    • Integration Channel: Select the outbound integration channel that this step will send the generated file to. This is where the purchase order data (e.g. an XML file) gets placed for the supplier to pick up.

    • Pipeline: Select the sub-pipeline this step belongs to. This should match the Integration Sub-pipeline value you select on the supplier's External Integration tab: it's the link between the two configurations.

    • Type name: Enter the handler type that defines what this step actually does (e.g. generating an XML file in a specific format). This determines the processing logic applied when the step runs.

    • Ordinal: Enter the position of this step in the pipeline sequence. Steps run in ordinal order, so this controls when this step executes relative to others. If there are multiple steps in the pipeline, lower ordinals run first.

    • Is active: Select whether this step is currently enabled. If unticked, the system will skip this step when running through the pipeline, effectively disabling the integration for that supplier without removing the step.

  4. Select Save and Exit.

Configure Supplier External Integration

  1. On the External Integration tab, under the External Integration section, enter these details:

    • Send released order via external integration: Select this option to send released purchase orders (and subcontract orders, if applicable) electronically. If this option is clear, order are not sent regardless of the other settings.

    • External Integration Type: Enter the integration type for this supplier. This must exactly match the pipeline name configured in the supplier order release process pipeline. If the values do not match, purchase orders are not routed.

      • Travis Perkins — uses their specific file format and routing

      • Jewson — uses Jewson's specific integration format

      • Grafton — for Grafton group suppliers

      • City Plumbing — for City Plumbing's integration

      • Generic Supplier Integration — for any supplier that follows the standard file format rather than having a bespoke integration

    • Get Availability API Target URL: Enter the supplier's API endpoint used to check product or delivery availability. This is only used for suppliers with API-based integration. For example:

      • https://api.travisperkins.co.uk/availability

      • https://integration.jewson.co.uk/api/v1/stock-check

    • Book Appointment API Target URL: Enter the supplier's API endpoint to book delivery appointments. This is only used for suppliers with API-enabled integration. For example:

      • https://api.travisperkins.co.uk/appointments/book

      • https://integration.jewson.co.uk/api/v1/delivery-booking

    • Web API Authorisation Config: Select the authentication configuration used when calling the supplier's API. This defines how they system authenticates when making availability or booking requests.

  2. Select Save Changes.

Next steps

  • Allocate Merchant Account Number

  • Test the integration:

    • Import test purchase orders through the inbound channel.

    • Raise test purchase orders from the Purchase Orders Dashboard.

    • Confirm that files are sent through the outbound channel correctly.