Ajio VMS Integration Flow

Owned by Prabal Pandit
Last updated: Nov 21, 2023 by Alaf Azam Khan
6 min read

Overview

This document describes an forward order life cycle flow for the Ajio VMS Integration.

Forward Flow

Model 1 : E-invoicing through client’s ERP

Flow Diagram

Forward Order Flow

  1. Omni will fetch B2C order details through Increff's VMS Integration Layer using date filters from Ajio Channel.

  2. Omni will soft reserve the inventory. Omni will send Acknowledgement Increff's VMS Integration Layer for that order. Increff’s VMS Integration layer will hold acknowledgement for definite time (4 hours) and then will send it to Ajio. At this step Ajio will stop customer cancellation. Here 4 hours of window will enable customers to cancel the order.

  3. Increff's VMS Integration Layer will fetch B2B order details for which acknowledgement is sent.

  4. Increff's VMS Integration Layer will send B2B orders to client’s ERP via Increff’s ERP integration(Omni Magic/Standard ERP Integration/ Custom Integration). Here orders will have the final quantity only for which invoice is to be created.

  5. Client’s ERP will make an invoice for the final quantity submitted for B2B PO and give it to Increff's VMS Integration Layer.

  6. Order will be released for picking.

  7. During packing, for invoiced quantities Increff’s VMS Integration layer will generate B2B invoice at Ajio and other quantities will be cancelled for that order. B2B invoice will be updated with QR code and IRN number and the same will be uploaded to Ajio channel. If some items are not found in the warehouse or damaged, the whole order needs to be cancelled as the E invoice is already generated in ERPs and Increff can not cancel it partially on Ajio side.

  8. B2C Invoice and Shipping labels will be fetched for each B2C order while packing in the warehouse.

  9. At the time of handover, Increff will make a Create Manifest call to Ajio to create a manifest for shipments at Ajio channel’s end.

  10. This will end the forward order life cycle.

Interfaces to be Implemented

Interfaces coloured in blue are Mandatory Interfaces.

Flow Name

Details

Remarks

Flow Name

Details

Remarks

B2B Order Posting

Omni will push B2B order details fetched from Ajio to ERP against which the ERP will generate an e-invoice.

Here the Event Type in the postings is set as OUTWARD_ORDER_CREATE.

We support two ways for this -

  1. Standard APIs - Outward Sales Posting API (For ERP systems)

  2. Custom ERP Integration

Post B2B Invoice

Once the client’s ERP generates the e-invoice it needs to pushed to Omni.

We have an API to Push B2B Invoice.
https://increff.atlassian.net/wiki/spaces/OID/pages/510853817/Ajio+VMS+Integration+Flow#Post-B2B-Invoice-API--

Cancelled Order Postings

If the customer cancels the order after the e-invoice has been generated by the client, Omni will send another posting to the client’s ERP which will cancel the order(e-invoice) in their ERP.

Here the Event Type in the postings is set as OUTWARD_ORDER_CANCEL.

We support two ways for this -

  1. Standard APIs - Outward Sales Posting API (For ERP systems)

  2. Custom ERP Integration

Complete order Postings

Once the order is completed in the warehouse, this posting is sent to Client’s ERP.

The main purpose for this posting to create a return order against a partially cancelled orders. If the order gets partially cancelled by the customer after the e-invoicing is done by the ERP, the ERP can consume this posting to create a return order for the items which were cancelled by the customer.

 

Here the Event Type in the postings is set as OUTWARD_ORDER_COMPLETE.

We support two ways for this -

  1. Standard APIs - Outward Sales Posting API (For ERP systems)

  2. Custom ERP Integration

Post B2B Invoice API -

Model 2 : E-invoicing through Increff (RMS)

Flow Diagram

Forward Order Flow

  1. Omni will fetch B2C order details through Increff's VMS Integration Layer using date filters from Ajio Channel.

  2. Omni will soft reserve the inventory. Omni will send Acknowledgement Increff's VMS Integration Layer for that order. Increff’s VMS Integration layer will hold acknowledgement for definite time (4 hours) and then will send it to Ajio. At this step Ajio will stop customer cancellation. Here 4 hours of window will enable customers to cancel the order.

  3. Increff's VMS Integration Layer will fetch B2B order details for which acknowledgement is sent.

  4. After fetching B2B information, Increff’s VMS Integration layer will release the order for picking.

  5. Here if items are not found or damaged, order can be partially canceled.

  6. During packing, B2B invoice will be created by Increff’s RMS. The same will be generated, updated and uploaded to Ajio.

  7. B2C Invoice and Shipping labels will be fetched for each B2C order while packing in the warehouse.

  8. At the time of handover ,Increff will make a Create Manifest call to create a manifest for shipments at Ajio channel’s end.

  9. This will end the forward order life cycle.

 

Manual Tasks to be done by Client

  1. Clients can download reports for E-invoices generated by RMS in a defined date range on the RMS UI. They can use this for reference or manually upload it to their ERPs.

Return Flow

There are two return models supported via Ajio VMS Integration.

  1. Credit Note Model

  2. RSI Model

Model 1 : Credit Note

Return Order Flow - Credit note via ERP

  1. Increff’s VMS Integration layer will receive a return expectation from Ajio against a Forward order number. This can be a customer return or RTO. In case a warehouse has not received return expectation from Ajio for an RTO, Increff’s VMS Integration layer can generate an RTO request to Ajio through Ajio VMS RTO Generation after which Increff’s VMS Integration layer will receive return expectation as RTO in some time. 

  2. This return will be processed in the warehouse and qc updates will be shared with Ajio through Increff’s VMS Integration layer.

  3. Return order postings - from Increff’s ERP Integration layer to client’s ERP.

  4. Credit note posting to Increff - After this client’s ERP has to generate credit note and share with Increff’s VMS integration layer via below API.

  5. Any Qc bad or missing items have to be handled offline with Ajio. Qc updates will be shared through integration but settlements should be done manually.

Interfaces to be Implemented

All Interfaces are mandatory.

Flow Name

Details

Remarks

Flow Name

Details

Remarks

Return Order Postings

After the return is processed in the warehouse, a return order posting is sent to client’s ERP.

 

We support two ways for this -

  1. Standard APIs - Return Order Posting API (For ERP Systems)

    The Shipments array is always empty for this.

  2. Custom ERP Integration

Post Credit Note

After the return is processed in the ERP, the ERP will need to generate a credit note. This credit note will be uploaded to Ajio.

Any Qc bad or missing items have to be handled offline with Ajio. Qc updates will be shared through integration but settlements should be done manually.

We have an API to push credit note -

https://increff.atlassian.net/wiki/spaces/OID/pages/510853817/Ajio+VMS+Integration+Flow#API-to-Post-Credit-to-Omni

API to Post Credit to Omni

Return Order Flow - Credit note via RMS

  1. Increff’s VMS Integration layer will receive a return expectation from Ajio against a Forward order number. This can be a customer return or RTO. In case a warehouse has not received return expectation from Ajio for an RTO, Increff’s VMS Integration layer can generate an RTO request to Ajio through Ajio VMS RTO Generation after which Increff’s VMS Integration layer will receive return expectation as RTO in some time. 

  2. This return will be processed in the warehouse and qc updates will be shared with Ajio through Increff’s VMS Integration layer.

  3. After Return Processing, Credit note will be generated by RMS and will be shared to Ajio.

  4. Any Qc bad or missing items have to be handled offline with Ajio. Qc updates will be shared through integration but settlements should be done manually.

 

Model 2 : RSI Flow

Return Order Flow

  1. Increff’s VMS Integration layer will receive a return expectation from Ajio against a Forward order number. This can be a customer return or RTO. In case a warehouse has not received return expectation from Ajio for an RTO, Increff’s VMS Integration layer can generate an RTO request to Ajio through Ajio VMS RTO Generation after which Increff’s VMS Integration layer will receive return expectation as RTO in some time. 

  2. This return will be processed in the warehouse and qc updates will be shared with Ajio through Increff’s VMS Integration layer.

  3. Ajio will generate RSI documents and Increff’s VMS Integration layer will pull those documents. Increff’s VMS Integration layer will mark this RSI document as ‘ACCEPTED’ to Ajio. Here one RSI document can contain some partial return items and return items from different returns. It can be possible that return items which were not received yet. We have to mark that also as ACCEPTED because of throttling restrictions at Ajio. Here one possibility is Return order is not processed yet. Still RSI will be marked ACCEPTED.

  4. Clients can get RSI reports from Ajio VMS Reports UI. Here they can get a return item level report using which they have to manually upload in their ERP to create Inward PO and do GRN against it.

  5. Any Qc bad or missing items have to be handled offline with Ajio. Qc updates will be shared through integration but settlements should be done manually.