How to Connect WhatsApp to SwilERP- Follow Integration Steps

Integrate WhatsApp with SwilERP

How to Integrate WhatsApp Into SwilERP Software

SwilERP has featured the option of WhatsApp integration. With this, users can easily share their transactions with customers from WhatsApp via SwilERP software. For this, users must have a WhatsApp application on their mobile phones. This article will explain how you can use WhatsApp integration in your system with your mobile phones. Do follow the below-given process for the implementation of WhatsApp in your software: 


Note: To integrate WhatsApp into the Swil software, ensure you have an updated version of the software. For this, you can contact your local service provider or make a ticket on SWIL Support Desk. 

Start with Login SwilERP dashboard to initiate the process

Step 1): Select the path in 'Update Branch' window:

  1. Go to the System tab.
  2. Select the 'Update Branch' option.
Reference Window:
SwilERP Dashboard Window

How to select the Path in the next appearing window:

  1. Select your Branch name and click on the Edit option.
  2. Now, click on WhatsApp Settings option.
  3. Then a pop-up window (WhatsApp Settings) will open.
Reference Window:
Update Branch Window
  1. Attachment Path- In this option, you need to set the path where you want to save your invoices PDF attachment. Only SwilERP will pick up your invoice copy from that path to send to the customer.  
  2. A pop-up window will open select the folder as per requirement and click on "Ok." (For example you have selected the desktop folder, then path of desktop folder will be automatically filed in the Attachment Path column).
Reference Window:

  1. To save the window click on the Save button.
Reference Window:

Step 2): Create a WhatsApp schedule:

  1. The second step is to create schedule for the same. Go to the System > Master Data > Reminder List (Customer/Supplier) and click on it. A new window will appear to create a schedule for WhatsApp implementation. 
  1. Here are the steps to create a schedule:
  1. Select schedule for as "Transaction". 
  2. Schedule as "WhatsApp". 
  3. Now, select transaction which you want to share on WhatsApp. (For example, you've selected "Retail Invoice")
  4. Tick-Mark on the "Send as attachment" option to share the file as a PDF. 
  5. Save the page with the given option on the top of the left side. 
Note: Users can update the template message in the dialog box. 
Reference Window:

Step 3):  Give Roll and Rights of users:
  1. For sharing the message on WhatsApp, you have to give the rights to the user in the user rights section.
  1. Go to the Administrator > User List and click on it. A user list window will appear.
  2. Select the User Name and click on Edit option.
  3. Go to the Additional Details section.
  4. Check mark in the boxes of Transaction and Send Mail.
  5. Now, to save the updated details, click on Save button.
Reference Window:

Before starting the SMS Integration process, please check whether the following options are correctly updated or not in your Customer Master:

  1. Mobile No ( Mandatory) Please check & update the Mobile No. in your Company Information & also check & update the Customer's Mobile No. in your Customer Master ( If mentioned, it should be written with ten digits without any special character).

Step 4): Create a Sales Invoice to share Bill on WhatsApp:
  1. You have to make a sales invoice for a customer. For this, go to the Sales tab > Retail Invoice.
  1. The Customer's Mobile Number must be filed when you create a new customer master.
  2. Once you fill in the Product details, click on the Save button.
  3. After that, a pop-up window will notify you to share the bill on WhatsApp.
  4. You will see the customer's mobile number, A default Message, and an attachment path there.
  5. Click on the Send option.
Reference Window:
sales invoiceShare Message Window

  1. While clicking on the Send button, a WhatsApp window will appear.
  2. Scan the QR Code from your Mobile Phone. 

  1. How to scan a WhatsApp QR code to use WhatsApp on your computer:

  1. Open WhatsApp on your phone.
  2. Tap Menu or Settings and select Linked Devices.
  3. Tap on Link a Device.
  4. Point your phone to this screen to capture the code.
  5. And after that, a message is automatically shared with your customer via WhatsApp.

Reference Window:

So that is the process of WhatsApp Integration with SwilERP software. If you have any issues while doing this process, you can contact your local service provider or make a ticket on SWIL Support Desk.

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