Interfaces require the following elements:
- Connection (Internet)
- Transfer format (e.g., XML or JSON)
- Transmission service
These three elements can be configured differently to meet individual requirements regarding security, performance, and data compatibility.
Types of Interfaces
There are many different approaches to building an interface, so there isn’t one “right” solution. The interface must suit the company’s framework conditions and cover the process flawlessly – according to the motto “As good as necessary, not as good as possible.” Furthermore, the communication direction must be clarified: Are the data only retrieved from the ERP system, or are they also written back into the ERP system?
If the data is only being retrieved, a transfer via SFTP (Secure File Transfer Protocol) is sufficient. Here, the transfer format and transmission service still need to be defined.
For two-way communication, a REST API (Representational State Transfer API) is more suitable. Here, the elements are largely defined; the content and processes within the interface still need to be coordinated.
Added Value in the Process
The purpose of an interface is fulfilled when already captured data doesn’t need to be manually transferred again and when the process completion is visible – for example, in the form of a confirmation message, status display, or email. An interface should ideally not influence the ERP system. Fields only required in the support software should only need to be maintained there and not burden the ERP system. Any adjustments in the ERP system can have far-reaching consequences that may initially go unnoticed. For instance, problems might only surface during a release change or update.
Example Processes
Learn more about two specific processes that we at Trade Monkey have implemented in various versions:
Software “Swiss e-dec” for Export
An e-dec (electronic declaration) for the “Export Assessment Notice” consists of the form header and the item positions. The header generally requires data such as the recipient address and declaration number. Further information like exporter, assessment type, etc., is stored within the interface and does not need to be transmitted.
The item position contains fields such as: customs tariff number, statistical value, net weight, gross weight, package with details, and documents with details (e.g., a proforma invoice). Depending on the product, further data may be necessary. Here too, the customs tariff numbers with the correct parameters are stored in the interface.
To operate the interface, a file in XML or JSON format is required. After its creation, this file should be automatically saved in a defined folder, from where it will be transferred to the Trade Monkey server via SFTP using a pre-installed service. As a response, the designated sender receives an email with the e-dec or an error message. In the latter case, the e-dec can be corrected directly in “Swiss e-dec” and sent to customs again.
Trade Monkey is happy to provide you with Excel templates to create an XML file from them. This makes adjustments to your ERP system unnecessary.
Software “Swiss Sanctions” for Sanction List Screening
For the sanction list screening process, the REST API interface is the right choice. Names from the ERP system are continuously checked, and results are received back in the form of status messages or search results. The status feedback can be used in the ERP system for further actions, e.g., to set up a block on transactions such as order entry, quotation creation, etc. For this purpose, “Swiss Sanctions” has the following statuses:
– Whitelist = The name has been checked, and no match was found.
– Blacklist = The name is on a sanction list and is permanently blocked.
– In Checking = The name is currently under review and cannot be used for further actions until a final assessment.
Limitations of Interfaces
Interfaces aim to reduce work and save on transaction costs (variable costs) after an initial outlay (fixed costs). For the initial costs to be amortized within a reasonable timeframe, a certain transaction volume is essential. Interfaces are well-suited for standardized, repetitive processes, but not for complex or changing sequences.
We’re happy to help you with any questions you have about interfaces.
