Axya integrates with Epicor Kinetic through a lightweight on-premise middleware. The integration provides bidirectional PO synchronization with automated PDF handling and resilient message processing.
| Aspect |
Details |
| Type |
Partner-Delivered Integration |
| Architecture |
On-premise middleware with message queue |
| Deployment |
Windows service on customer VM |
| Sync Frequency |
5 minutes (configurable) |
| Direction |
Bidirectional |
- Purchase Orders — Headers, line items, release-level details
- PO Documents — PDF generated automatically via Epicor's reporting tools
- Revisions — Updated POs detected and sent with fresh PDF
- Reception Data — Receipt status at the release level for delivery tracking
- Supplier Acknowledgments — PO confirmation status
- Delivery Date Updates — Promise dates written back to Epicor
- Price Changes — Updated pricing applied
- Quantity Adjustments — Agreed quantity modifications
- Open a Purchase Order in Epicor Kinetic
- Set the Axya Status field to one of:
- Send to Axya — Send the PO to the supplier immediately
- Send New Revision — Push a revised version of an existing PO
- Send as Draft — Send the PO to Axya as a draft (no email is sent to the supplier initially). This allows you to add technical documents or attachments within Axya before sending to the vendor as a single email event. Once ready, the PO can be sent to the supplier directly from Axya.
- Save and approve the PO
- The middleware detects the status change during its sync cycle (every 1 to 5 minutes depending on your IT configuration)
- PO data is retrieved and the PDF is generated automatically
- The PO is sent to the supplier via Axya's email delivery system and tracked within the Axya interface for buyers
- Ownership in Axya is assigned to the same buyer as in Epicor. Supplier mapping is done using the vendor code.
- Supplier interacts via Axya's portal
- Supplier responses are polled from Axya and written back to Epicor
- When all releases are received, the PO is automatically archived in Axya
- Release-Level Tracking — Epicor's PO release structure is fully supported, with receipt tracking at the release level
- Automated PDF Generation — PDFs generated via Epicor's native reporting engine
- Resilient Processing — Message queue ensures no data loss during transient connectivity issues
- Status Visibility — Integration status visible directly on the PO form in Epicor via the custom status field
- Automatic Archiving — POs auto-archive when all releases are marked as received
| Resource |
Minimum |
Recommended |
| OS |
Windows Server |
Windows Server |
| RAM |
8 GB |
16 GB |
| Disk |
40 GB |
80 GB |
| CPU |
2 vCPU |
4 vCPU |
- VPN access to Epicor Kinetic servers
- OAuth 2.0 API credentials
- Custom query import capability and development mode access
- Windows VM provisioned per requirements above
- Network connectivity to Axya's cloud endpoints
- OAuth 2.0 authentication for Epicor API access
- Middleware communicates outbound only over HTTPS
- No inbound firewall rules required
- All integration events logged for traceability
Once the supplier confirms the PO in Axya:
- Axya sends the confirmation back to Epicor at the next sync
- The PO status updates to PO Confirmed in Epicor
- Confirmation dates are populated at the release level
¶ PO Structure: Lines and Releases
Epicor Kinetic organizes purchase orders using a Lines and Releases structure:
- Each PO line can contain one or more Releases
- Release-level metadata includes: quantity, unit price, due date, and promise date
- This structure enables granular tracking of supplier commitments across multiple delivery dates for the same item
The integration distinguishes between two date fields for precise delivery tracking:
- Due Date — Can represent the initial confirmed date (frozen once set).
- Promise Date — Can represent the latest approved supplier commitment (continuously updated).
Note: This logic is fully configurable per client and can be reversed depending on your planning and KPI needs. Contact your Axya representative to adjust the date mapping.
Use the Promise Date for planning and scheduling, and the Due Date as your original benchmark.
Revisions are handled differently depending on who initiates the change:
-
Buyer-initiated changes (quantity or price) — Automatically:
- Triggers a PO revision
- Increments the revision number (e.g., REV01, REV02)
- Reprints the PO PDF from Epicor
- Resends the updated PO to the supplier for reconfirmation
- The PO status in Epicor reverts to Successfully Sent until reconfirmed by the vendor
To initiate from the ERP side: set the Axya Status to Send Revision and approve. Axya detects the changes at the next sync, generates a new revision, and sends a new PDF to the supplier.
-
Supplier-proposed changes (quantity or price) — Require buyer approval before:
- Triggering a revision
- Sending a new PDF to the supplier
- Writing updates back to Epicor
-
Date-only changes (approved by the buyer) — Do not trigger a new revision number and do not require supplier reconfirmation. Dates are managed at the release level and written directly to Epicor.
Axya maintains a full history of PO PDFs, including all revised versions. Each revision is timestamped for auditability.
Receipts are performed in Epicor as usual. Goods receipts are automatically captured in Axya:
- Quantity received is tracked at the line and release level
- Receipt date is recorded for each delivery
- Line/release status is updated to reflect partial or complete receipt (Axya Status = Received)
- When all releases on a PO are fully received, the PO is closed and automatically archived in Axya
When actions are confirmed in Axya (dates, quantities, prices), they are automatically applied in Epicor at the next synchronization (every 5 minutes). The PDF version in Axya is also updated automatically.
| Action in Axya |
Result in Epicor |
| Date confirmed |
Date field used for production is updated (due date or promise date, depending on configuration) |
| Price confirmed |
Unit price updated line by line |
| Quantity confirmed |
Quantity updated |
| All releases received |
PO closed and archived in Axya |
To cancel an order that is no longer needed:
- Log in to Axya
- Go to the Orders tab
- Search for the order using the search bar
- Open the order and click the three-dot menu in the top-right corner
- Select "Cancel Order"
- After cancelling in Axya, delete the order in Epicor
If the order was sent to the wrong supplier:
- Cancel the order in Axya following the steps above
- Send an email to customerservice@axya.co requesting deletion of the transaction in Axya
- Once the transaction is deleted, modify the PO in Epicor and resend it via Axya to the correct supplier
If certain orders appear to be missing in Axya:
- Verify that the synchronization is up to date
- Click the ERP icon in the top-right corner of the Axya platform to check the sync status
For setup assistance, contact your Axya account representative.