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Genius ERP Integration with Axya for the PO module

This article explains how to configure vendor contacts in Genius so they sync correctly to Axya, and how to send Purchase Orders (POs) to Axya using the PO module in Genius. It also covers synchronization statuses, troubleshooting sync issues, and how PO revisions work after a supplier confirmation in Axya.

 

 

1. Ensuring Vendor Contacts Sync from Genius to Axya

Before sending POs to Axya, vendor contacts must be configured properly in Genius. Axya automatically syncs contacts that meet the required settings. Notifications of new po’s or follow-ups will be sent to these contacts. 

1.1 Vendor Classification Setup

  1. Open the Vendor tab in Genius.

  2. Select the vendor you want to sync to Axya.

  3. Under Classification, add Axya.


    • Note: If you use this field for other data, adding Axya is helpful but 
    • not strictly mandatory.

1.2 Contact Group Setup

Each vendor must have at least one contact assigned to the Axya group.

  1. Open the vendor contact.

  2. Go to Groups.

  3. If Axya does not appear in the list, search for it and add it.

  4. Click Save.

  5. The contact will automatically sync to Axya during the next synchronization cycle.

*If a new vendor contact needs to be added in the future, you can create the contact in Genius as usual and add the Axya group. The Contact will then automatically synchronize in Axya in the next cycle. 

2. Axya-Genius Synchronization Frequency. 

Every 5 minutes, Axya and Genius automatically synchronize. Therefore, any changes in Genius (new POs, revisions, date changes, type changes, etc.) will be reflected on Axya at every 5-minutes interval. To check the status of these synchronizations, you have a “Genius” indicator at the top right of your Axya screen where you can see:

  1. Overall status (green = operational, gray = technical issue to be validated with IT asap)
  2. Last synchronization (the next synchronization will be 5 minutes later)
  3. Last order update (i.e. last time a data was actually synced from or to Genius)



3.Creating and Sending POs from Genius to Axya

3.1 Draft the PO

  1. Go to Vendors → Purchase Orders.

  2. Create a PO exactly as you normally would in Genius.


    • Add vendor code (make sure the vendor selected has the Axya classification and at least 1 contact with the Axya Group. Refer to section 1.1) 
    • Add Buyer code (Make sure the buyer code used as an Axya profile, if not the po will not synch)

    • Add items, quantities, pricing

    • Add delivery dates

    • Complete all usual fields

3.2 Select the Correct Axya Type

A new field is now available under Type for Axya integrations:

  • Axya- Sent→ Use this to send the PO to Axya.

Steps:

  1. Select Axya- Send.

  2. Save the PO.

  3. The PO will appear in Axya after the next synchronization.







4. Review of Axya Types. 

Here is a summary of the Axya po types you can observe in Genius. Each type has been created in your Genius ERP. 



Type

Description

Utility

AXYA-SEND

To send the purchase order via Axya

To send your purchase order to your supplier via the Axya system and initiate Genius-Axya synchronizations: (See section How to send a purchase order from Genius)

PO- Fail

Po has failed to send to your supplier via Axya

This allows you to get notified if a po was not sent properly via the Axya platform. This can be due to wrong buyer code that is not in Axya or wrong Vendor code that is not in Axya as well. If both these are correct and the po still fails to send, please contact our customer service team. 

AXYA-CONFIRMED

PO confirmed via Axya

The purchase order has been confirmed on the Axya platform by the supplier. The buyer also has the ability to confirm on behalf of the supplier in Axya

AXYA-REVISION

PO under revision via Axya

The purchase order has been revised, and the supplier has not yet confirmed the revision. With this type, note that any changes to a PO regarding price/quantity/adding or removing lines will send a revision email to the supplier after saving in Genius. (See section How to manage order revisions)

AXYA-SHIPPED

Shipment confirmed via Axya

The shipment of the purchase order has been confirmed on the Axya platform by the supplier. The buyer also has the ability to confirm the shipment on behalf of the supplier in Axya.

*If needed, the name of your types can be changed directly in Genius by your internal project manager: Configuration and Maintenance > Miscellaneous > Purchase Order Types > Edit.

 

5.Axya-Genius Synched fields. 

Here are the fields that are automatically synched from Axya to Genius. 

  • Delivery date: if the date is changed in Axya and confirmed, the filed will synch automatically in Genius



  • Cost/Prices: When the supplier suggest a new price for an item in Axya and the buyer confirms, the cost filed in Genius will be synched automatically



  • Quantity: when a supplier suggest another quantity and it’s confirmed by the buyer, the quantity Ordered line will be updated in Genius 

6. Order Revision management

How to manage order revisions

A revision process is any change to the PO in Genius (price, dates, quantity, and/or addition/removal of lines) that must be communicated to the supplier via email in the form of a PO revision and requires the supplier to reconfirm the order.

 

→ Important: Any changes to items in Genius will be reflected in Axya automatically, regardless of whether a revision process is necessary or not. For example, if you change a date in Genius at an item level, this date will be automatically updated in Axya. And vice versa, if you change a date in Axya, it will be synchronized in your PO on Genius automatically. The notion of revision presented in this section simply adds 2 elements to this synchronization: (i) a notification email to the supplier with an official revision note and (ii) the request to the latter to re-confirm the PO. 

 

A revision process will not be initiated if the only changes to your PO in Genius are related to dates. If you want to notify your suppliers about date changes, please refer to section 6.3 “(Make a date change and notify the supplier”) at the end of this section.. 

 

Let’s provide an example to illustrate a typical Revision flow. Before a revision, the information between Genius is the same…



There are two approaches to initiate the revision process: (1) manually in Genius, or (2) automatically through Axya.

      6.1 Manually in Genius

  1. Go to the PO in Genius in “Edit” mode and make the appropriate change(s) to the items (for example; a price change);

This is only valid if you want to add/remove lines, or if you want to change the price/qty of an existing line. DO NOT use this process if you are only changing dates on an existing line in Genius (please refer to section 6.3 “Make a date change and notify the supplier” for date-changes only)

  1. Change the PO type to AXYA-REVISION and save the PO to confirm the end of the changes in Genius.
  2. During the next synchronization of Genius with Axya (i.e. every 5 min), Axya will send an email to the supplier with the new version of your PO as an attachment to request a new confirmation*.
  3. Once the supplier re-confirms the PO revision, the type in Genius will automatically re-switch to the AXYA-CONFIRMED type.

 

→ Important: Do not use the AXYA-REVISION type if the changes made in Genius should not issue a revision email to the supplier with the re-approval request.

 

After a revision, we will see… (1) the updated values ​​in Axya, (2) a new PDF “REV 01” which is added to the version history in Axya, (3) a message to the supplier asking to re-confirm the PO and (sent via email with a copy of the new PO pdf) and (4) the Axya status reverts back to “waiting for confirmation”.

 

*The only exception where Axya does not notify the supplier about changes made to a PO whose type is AXYA-REVISION is when the (i) PO has the status HISTORIC in Genius, or (ii) the only changes made were related to dates (in which case we DO NOT recommend to use this process as it might create issues). In such a case, no notification is sent to the supplier. 

 

        6.2 Automatically through Axya

 

It is also possible to generate this revision process automatically from Axya based on a revision request from your supplier; which you have the opportunity to accept in full or in part.

  1. In Axya, a PO can fall under the status Waiting for review ;
  2. By opening the PO on Axya, you will see the modifications requested by your supplier in the Actions panel section. These can be accepted in whole or partially using the toggles
    or ;

 

  1. If these changes are accepted and include a change in price or quantity, an automatic revision process will be triggered.

→ On the other hand, if it is just a change of dates, Genius will be updated automatically, but no revision process will be initiated. 

 

→ [Example] In the case below, the quantity change for item 0118-23111 from 20 to 22 was accepted by the buyer. This automatically updated the PO in Genius, initiated a revision process, and sent this revision to the supplier by email for a re-confirmation request. In Genius, this same PO is now type AXYA-REVISION and on Axya, this PO is Waiting for confirmation . We also see a new version REV XX of the PO added in the Axya history .

 

 

    6.3 Make a date change and notify the supplier

To notify your supplier of a date change, it is recommended to simply change your dates in the Axya interface in order to add the event to the communication channel. Your PO will be updated on Genius with these new dates during the next synchronization.

 

Finally, use the communication section to inform your supplier of the date change. They will be able to clearly see the changes and access the updated PO PDF if needed.

 

If you want to proceed to a date change from WITHIN Genius ERP PO page, you simply need to open your PO, click on Edit and update the Delivery date to a new date. Then simply hit Save, without changing the Axya type. If you do want to notify the supplier about this date change, open the PO on Axya and use the communication section to inform your supplier of the date change. The changes won’t be displayed in the communication chat with the vendor when changed this way.

 

 

7. Cancel an Order 

 

  1. To cancel an order it is best to notify your vendor before taking action. You can do so by writing a message in the supplier chatbox. 
  2. After notifying the vendor, you can cancel the po in Genius as you would usually do
  3. On the next synchronization the order should be cancelled in Axya and you should see the action in the chat box.
     

 

         4. You will find your po in the (Archived) section on your order tab. 

 

8. Summary

Once the integration is correctly set up:

  • Vendor contacts sync automatically via the Axya group.

  • POs are sent to Axya using the AxyaSend / POSend type.

  • Synchronization statuses provide tracking and notifications.

  • Revisions must always be made in Genius.
  • To cancel an order, advise your vendor, cancel the po in Genius, then the po will be cancelled in Axya.

 

For All information about the Order module in Axya see the link below for a complete overview of the order Module in Axya and how to navigate the platform. 

https://www.outsourcing.axya.co/en/dépannage/guide-du-module-de-commandes-dans-axya



If you have any additional questions, please contact us at customerservice@axya.co