SFTP setup guide for vendors working with FLX customers! This document will help you establish a Secure File Transfer Protocol (SFTP) connection to exchange inventory, order, and tracking files as flat files (e.g., CSV or XLSX). Follow these steps to configure your SFTP server, share access details securely, and ensure smooth data transfers.

Set Up Your SFTP Server

To begin, you’ll need an SFTP server to host your files. If you don’t already have one, here’s how to set it up:

1. Choose an SFTP Solution: Use an existing server (if you have one) or select a provider like FileZilla Server, AWS Transfer Family, or a hosted service (e.g., ExaVault, GoAnywhere). Ensure it supports SFTP, not just FTP, for security.
2. Configure the Server: Install and set up the software or service. Create a dedicated directory for FLX files (e.g., /flx-integration). This keeps your data organized.
3. Set Access Credentials:
   • Username: Create a unique username (e.g., flxvendor1).
   • Password: Generate a strong password (at least 12 characters, mixing letters, numbers, and symbols).
   • Optional SSH Key: For added security, you can use an SSH key pair instead of a password. Generate a public/private key pair and store the private key securely.
4. Test the Connection: Use an SFTP client (e.g., WinSCP, Cyberduck) to log in with your credentials and confirm the server is accessible.

Tip: If you’re not tech-savvy, ask your IT team or FLX contact for help picking and setting up an SFTP solution.

Prepare Flat Files for Exchange

FLX uses flat files (typically CSV or XLSX) for inventory, order, and tracking data. Your FLX contact will provide templates or specifications for these files. Here’s a general overview:

• Inventory Files: Include columns like SKU, quantity, price, and product name. Update this file regularly (e.g., daily) to reflect stock levels.
• Order Files: Contain incoming purchase orders from FLX, with details like order ID, SKU, quantity, and shipping address. You’ll download these from the SFTP.
• Tracking Files: After fulfilling orders, upload files with order ID, tracking number, carrier, and shipment date.

Ask your FLX contact for exact column headers and sample files. Save your files in the SFTP directory (e.g., /flx-integration/inventory.csv).

Share SFTP Details with Your FLX Contact

Once your server is ready, securely share the following with your FLX contact:

1. Hostname: The SFTP server address (e.g., sftp.yourdomain.com or an IP like 192.168.1.1).
2. Port: Usually 22 for SFTP, unless you’ve customized it.
3. Username: The one you created (e.g., flxvendor1).
4. Password or SSH Key: Share the password or public SSH key (never the private key) via a secure method (e.g., encrypted email, a password manager link).
5. Directory Path: Specify where files will be placed (e.g., /flx-integration/).

Warning: Don’t send credentials over plain email or text. Use a secure channel to protect your server.

Coordinate File Exchange Schedule

Work with your FLX contact to agree on:

• Upload Frequency: How often you’ll upload inventory and tracking files (e.g., daily at 2 AM).
• Download Frequency: When you’ll check for new order files (e.g., hourly).
• File Naming: Use consistent names (e.g., inventory_YYYYMMDD.csv) to avoid confusion.

Test the process by uploading a sample inventory file and asking your FLX contact to confirm receipt.

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Additional SFTP Setup Details

If you experience issues connecting or transferring files, first check that your network allows traffic on port 22 and that your credentials (or SSH key) are correct and limited to the FLX integration directory. Also, review your server logs (commonly in /var/log/) for error messages and use consistent file names (e.g., inventory_YYYYMMDD.csv).

Keep your SFTP server updated and change your passwords or SSH keys periodically. Only share public keys securely and restrict access to just the integration folder (e.g., /flx-integration).

Ensure your files meet FLXpoint’s specifications: inventory files should include SKU, quantity, price, and product name; order files need order ID, SKU, quantity, and shipping details; tracking files must have order ID, tracking number, carrier, and shipment date. For exact guidelines and sample files, refer to the FLXpoint vendor documentation on help.flxpoint.com ..