Efficiency in the newsagency channel relies on the accurate and fast flow of data. When suppliers provide structured electronic invoices, it allows newsagents to use AI tools within their software to import stock automatically. This process removes the need for manual data entry, ensuring that your products reach the retail floor faster and with accurate pricing.
I am sick and tired of suppliers using old systems and processes that cost us time in our businesses every day. Their failure gives us a reason to reconsider buying from them.
To ensure your invoices are compatible with modern retail systems like the industry standard Tower Systems newsagency software, there are several formatting standards that help the software easily and accurately identify your data.
Standardised invoice structure
For AI to read an invoice correctly, the document needs a consistent layout with clear column headings. Each invoice should prominently feature your company name, address, ABN, invoice number, and the invoice date. If an order number is available, including it helps the newsagent match the delivery to their records.
Essential product information
The software looks for specific data points to create or update stock records. For every product supplied, please ensure the following columns are included:
- Product code and Barcode
- Clear description
- Unit cost price
- Quantity supplied
- GST amount and Total price
Including both the internal product code and the barcode is the most effective way to ensure the newsagent’s system identifies the correct item without manual intervention.
Document formatting
Invoices can be provided as Word documents, PDFs, or Excel spreadsheets. To ensure the text is easily readable by AI scanning tools, we recommend using the Arial font.
If your invoice shows GST as a single line item before the total, this is acceptable provided all individual items listed are GST inclusive.
Testing and support
We want to ensure this process is seamless for both you and your newsagency customers. If you would like to test your current invoice format or have questions about these requirements, please contact the support team at Tower Systems via support@towersystems.com.au. They can review a sample file and provide feedback to ensure it imports correctly.
If you can’t provide invoices as outlined here in the post, you are a burden on the retailers you supply. That gives them (me) a reason to ignore you.
…
Mark Fletcher founded newsagency software company Tower Systems and is the CEO of newsXpress, a marketing group serving innovative newsagents who continuously evolve their businesses to be enjoyable, relevant and successful. You can reach him on mark@newsxpress.com.au or 0418 321 338.