Axya provides a native cloud-to-cloud integration with Genius ERP, one of our most mature and widely deployed connectors. This integration enables seamless bidirectional synchronization of purchase orders between Genius ERP and Axya's supplier collaboration platform.
| Aspect |
Details |
| Type |
Native Connector (built by Axya) |
| Architecture |
Cloud-to-cloud |
| Deployment |
No on-premise middleware required |
| Sync Frequency |
Configurable polling interval |
| Direction |
Bidirectional |
- Purchase Orders — Headers, line items, quantities, prices, delivery dates, notes
- PO Documents — PDF attachments generated from Genius
- Revisions — Changed POs detected and suppliers notified automatically
- Supplier Master Data — Vendor contacts imported for PO matching
- Buyer Information — Buyer assignments mapped to Axya users
- Projects / Requisitions — Requisition data for RFQ creation (optional)
- Reception Data — Goods receipt status for delivery tracking
- Supplier Acknowledgments — PO confirmation status
- Confirmed Delivery Dates — Supplier-committed dates written back to Genius
- Price Updates — Negotiated pricing changes
- Quantity Adjustments — Agreed quantity modifications
- Buyer creates a PO in Genius ERP — Go to Vendors > Purchase Orders, create the PO as usual:
- Add the vendor code (the vendor must have the "Axya" classification and at least one contact in the "Axya" group)
- Add the buyer code (must correspond to an Axya user profile, otherwise the PO will not sync)
- Add items, quantities, prices, and delivery dates
- Complete all standard fields
- Set the PO Type field to AXYA-SEND to trigger the sync
- The PO appears in Axya after the next 5-minute sync cycle and the supplier is notified by email
- The supplier acknowledges, confirms dates, or proposes changes via Axya's portal
- Supplier responses are automatically written back to Genius ERP
- When goods are received in Genius, the PO is automatically archived in Axya
- Automatic Vendor Matching — Suppliers are matched to Axya companies using vendor codes from your Approved Supplier List (ASL)
- Revision Detection — When a PO is modified in Genius and re-sent, Axya identifies exactly what changed and notifies the supplier
- Loop Prevention — Built-in safeguards prevent sync loops when multiple revisions occur in rapid succession
- Duplicate Prevention — Document checksums and change hashing prevent duplicate notifications
- Flexible PO Handling — POs can be sent immediately to suppliers or saved as drafts for review
- Failure Tracking — Failed syncs are logged with actionable details and administrators are notified
The integration is highly configurable per company:
| Option |
Description |
| Auto-send POs |
Send POs to suppliers immediately, or save as drafts |
| Auto-send RFQs |
Automatically dispatch RFQs created from Genius |
| Sync delivery dates |
Write supplier-confirmed dates back to Genius |
| Import suppliers |
Sync vendor master data from Genius |
| Import supplier contacts |
Import primary and/or all contacts per vendor |
| Import buyers |
Map Genius buyer codes to Axya users |
| Import projects |
Sync requisition/project data |
| Fetch PO documents |
Attach PDF files from Genius |
| Failure notifications |
Email alerts when sync issues occur |
- Genius ERP API access credentials (company code + password)
- Vendor codes configured in the Approved Supplier List
- Buyer email addresses matching Axya user accounts
- Network access for Axya to reach your Genius environment
- Secure token-based authentication with automatic refresh
- All communication over HTTPS
- Service account with minimal required permissions
Before purchase orders can flow through Axya, your vendors must be configured in Genius:
- Open the Vendor tab in Genius
- Select the vendor you want to synchronize with Axya
- Under Classification, add "Axya"
Note: If you already use this field for other data, adding "Axya" is useful but not strictly mandatory.
- Open the vendor's contact record
- Assign at least one contact to the "Axya" group. If "Axya" does not appear in the list, search for it and add it.
The contact will be automatically synchronized to Axya during the next sync cycle (every 5 minutes). If a new vendor contact needs to be added later, create the contact in Genius as usual and assign the "Axya" group — it will sync automatically.
A Genius status indicator is available in the top-right corner of the Axya screen, showing:
- Global status — Green means operational; grey indicates a technical issue to validate with your IT team
- Last synchronization — The time of the last completed sync (next sync occurs 5 minutes later)
- Last order update — The last time order data was synchronized to or from Genius
Genius uses custom PO types to track integration status. These are set automatically as the PO moves through its lifecycle:
| PO Type |
Meaning |
| AXYA-SEND |
Send PO via Axya |
| AXYA-PO-ECHEC |
Failed transmission |
| AXYA-PO-CONFIRME |
Supplier confirmed |
| AXYA-PO-REVISION |
Awaiting confirmation after revision |
| AXYA-PO-EXPEDIE |
Shipment confirmed |
Note: PO type names can be customized in Genius by your internal project manager via: Configuration and Maintenance > Miscellaneous > Purchase Order Types > Edit.
The following fields are automatically synchronized from Axya back to Genius when confirmed:
- Delivery Date — When the supplier modifies and the buyer confirms a delivery date in Axya, it is automatically updated in Genius.
- Cost / Price — When a supplier proposes a new price and the buyer confirms it, the cost field is updated in Genius.
- Quantity — When a supplier proposes a new quantity and the buyer confirms it, the ordered quantity is updated in Genius.
A revision is triggered when changes to a PO in Genius (prices, quantities, adding or removing lines) must be communicated to the supplier by email as a PO revision requiring re-confirmation.
Important: All changes made in Genius are automatically reflected in Axya whether or not a formal revision is needed. For example, changing a date in Genius on an item will be reflected in Axya and vice versa.
A revision adds:
- An official notification sent to the supplier
- A request for the supplier to re-confirm the PO
Important: A revision is not triggered if the only changes are to dates. If you need to notify the supplier about a date change, use Axya's messaging or the revision feature directly in Axya.
There are two approaches:
1. Manual revision in Genius:
- Open the PO in Genius in Edit mode
- Make the necessary changes (price, quantity, add/remove lines)
- Change the PO type to trigger the revision
This process applies only for adding/removing lines or changing price/quantity. Do not use this process for date-only changes.
2. Revision from Axya:
You can attach supporting documents (drawings, specifications, supplier submissions, etc.) to individual PO line items. This is useful when:
- You have received a supplier submission to attach to an order
- You need to transmit technical drawings or mechanical documents
- You want to add any relevant document to a specific order before sending it via Axya
- Open the Purchase Orders section in Genius
- Select the order
- Click Edit
- Select the line item you want to attach a file to. If you need to attach a document for the entire order (e.g., a supplier submission), select the first item in the order.
- Go to the "Attachments" tab
- Click Add
- Select the file from your computer
- Click Save
- Save the order to synchronize the changes
Once the order is synchronized:
- Open the order in Axya
- A ZIP file will appear next to the "Additional Files" section
- Suppliers can access and download these documents directly from the Axya portal
Best practice: Always verify that the correct version of the document is attached before sending. Add supplier submissions and technical drawings directly to the order for complete traceability.
Genius ERP supports creating Requests for Quotation (RFQs) through Axya.
- Create a PO as usual in Genius
- Add all items and quantities to be included in the RFQ
- Select an initial supplier — even if you plan to use multiple suppliers in Axya. This supplier can be changed or replaced later in Axya.
- Open the Type field (top-right corner of the PO) and select your RFQ PO type (e.g., "RFQ envoyé Axya")
- Save the PO
- In Axya, go to the Projects tab
- The synchronized PO appears as a project named after your PO number
- Open the project to view the imported items, quantities, and information
- Add any additional notes as needed
You have two options:
- Option A — Separate RFQs: Select items individually if you need to send RFQs to different suppliers
- Option B — Single RFQ: Select all items for a unified RFQ
Then click Create RFQ and in the creation window:
- Confirm the response deadline
- Add instructions in the text field
- Select or add target suppliers (multiple suppliers supported)
- Click Send RFQ
- Open the RFQ in Axya when submissions are received
- Axya displays: unit prices, provided documents, and other bid details
- Award the RFQ to the winning supplier
- The accepted submission is automatically transferred to Genius
Important: Genius does not automatically change the supplier on the PO after an award. Return to the PO in Genius and manually select the final supplier, especially if it differs from the initial supplier. Then send the PO as usual.
To cancel a PO that has already been sent to a supplier:
- Notify the supplier via Axya messaging first to inform them of the cancellation
- Cancel the PO in Genius ERP
- The cancellation syncs automatically to Axya, and the PO moves to the "Archived" section
For setup assistance, contact your Axya account representative.