Efficiently managing stock starts with how retailers receive data from their suppliers. When a supplier provides a structured invoice, our Tower Systems POS software can use AI to import those details directly, accurately, efficiently. This removes the need for manual data entry, saving you time and reducing errors.
Traditional EDI tools are not needed. The AI tools in our software have been tested with many hundreds of invoices. We have retailers saving 3, 4 and 5 hours a week. That’s a bottom-line benefit they love!
Manual data entry is a time-consuming part of managing a retail business. It facilitates mistakes, which can be expensive.
By adopting an automated import process, you eliminate the risk of human error that occurs when typing in costs, quantities, and barcodes. This ensures your inventory records remain accurate and your margins are protected. Most importantly, it frees you from the back office, allowing you to focus more of your time on the shop floor with your customers.
To help suppliers provide the best possible files for small business retailers Tower Systems has put together some simple best practice guidelines you can share with them. We have shared this with our customers, with many suppliers, and now we share it here for any to read and act on, for the benefit of small business retailers.
Document structure and consistency
For the software to identify data correctly, invoices must be structured with a consistent layout and clear column headings. Suppliers should include their company name, address, ABN, invoice number, date and any relevant order numbers.
Necessary product details
Each product listed on the invoice should include the following specific information:
- Product code
- Barcode
- Description
- Unit cost price
- Quantity supplied
- GST amount
- Total price
The invoice should also clearly state the total amount due and any applicable freight costs.
Tax and formatting
It is acceptable for GST to appear as a single line item before the final total if all items on the invoice are GST inclusive.
Regarding file types, the software can process Word documents, PDFs or Excel spreadsheets. For the most reliable results, we recommend using the Arial font.
Support and testing
If a supplier is unsure about their formatting, our team is available to help. They can send a sample invoice to support@towersystems.com.au. We will test the file to ensure it imports smoothly into your system.
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