How to use EasyERP with Magento

Magento integration with EasyERP – our 3rd topic in ecommerce integrations series. With roughly about 30% market share this platform for online retail is a force to be reckoned with. Here is our guide with visuals on how to connect Magento to ERP and how to use it best.

Word of caution right away – our Magento integration capabilities imply the use of 2.0 (and newer) version, Community and/or Enterprise editions. EasyERP supports integration with other platforms like Etsy, Shopify as well.

Magento, actually, is quite elaborate e-commerce platform and CMS, that one needs to install on your own hosting account. Community edition – free of charge, is one of the options. And while setting up a store on Magento can be a complicated matter, building a connection with EasyERP is much simpler.

FredPerry, Bulgari, Watches of Switzerland, Liverpool FC and many other top international brands run on this platform. What about retailers using ERP/accounting/back-office systems and then starting a Magento store? What about retailers running several stores on different platforms? How can they connect and unify their applications?

We, at EasyERP, have been working on the solution to those issues: Magento integration.

Why integrate?

When you connect Magento with EasyERP, you create a powerful system to manage many operations. You are able to collect customer data and provide better shopping experience. With EasyERP as a master system you can manage inventory, sales orders, warehouses, delivery, payments, etc., and multiple e-commerce channels as well. It features:

  • Simple set up, requiring no special skills and taking minutes;
  • Constant stock update, assuring better visibility of any changes of inventory;
  • Customers/CRM, automatically importing buyers so no need to re-enter data;
  • Managing orders and publish listings capabilities;
  • Sales reporting by channel, with adjustable parameters;
  • Invoices import, linked with accounting and payment tracking;
  • Multiple channels management and synchronization.

How does it work?

From the moment you set up EasyERP + Magento integration, data synchronization between two applications starts. This occurs periodically, every 15 minutes by default (users may initiate it manually in Settings). EasyERP is the master system, the central site for all operations. Things that will synchronize and the order is this: products and inventory from EasyERP to a Magento store, products/customers/orders/payments from Magento store back to EasyERP.

How to integrate a Magento store?

You need to access your Magento account, and remember this – your username and password will later serve as API credentials for Magento integration.

magento user sign in

If you want to set up a connection for an account other than your current one, you may create new user roles in Magento admin. Go to System -> Permissions -> User roles -> click Add new role. In Role info tab enter name and password (further API key and password) and in Role Resources tab assign access type for the user (all or custom). Click Save.

magento integration user roles

A good practice, if you have certain products in the store already, is to make a backup before integrating. In Magento admin go to System -> Data Transfer -> Export, select entity (product) and format (CSV), then Continue. Wait a bit for file generation and click Save.

magento csv product export

Now open up EasyERP application, and go to Settings -> Integrations. Click the Add channel button, select Magento channel, give it a name and click Continue.

In a popup window, you have to enter Magento store URL – something like http://storename.yourdomain.com. Then enter store credentials (API username and password), select a warehouse and price list and click Save.

how to integrate Magento and EasyERP

This should take approximately 1 or 2 minutes of your time. If all goes well, you’ll get a system message about successful Magento integration. Shortly, you may see the new channel on Magento side as well (System – Extensions – Integrations).

NOTE: Before connecting Magento to EasyERP, make sure products on both sides exist and correspond. This means ensuring every product has a unique SKU, SKUs are same in both applications, every product has a name, description, price, stock quantity.

Edit the Magento integration

In connected apps in EasyERP, you may see a status of each channel. Active integrations are highlighted in green ‘Connected’. This button is also clickable, so if, say, you were to disable a channel temporarily, you may just click on it and it turns to ‘Disconnected’.

Magento integration connected

On the right side of each channel, there is a ‘rolling wheel’ icon for editing. Click it and you may edit your Magento integration. Basic things here are warehouse/location and price list. Assign a  warehouse, pre-set in EasyERP, to link inventory levels and allocate orders. Assign a price list to determine what prices will you use for Magento shop.

edit magento integration

If you wish to delete a channel completely, click Delete at the bottom, select Remove channel or Resolve conflicts, and confirm. If you resolve conflicting products before deleting a channel, all imported products will be saved in EasyERP.

NOTE: Only one channel per one Magento store is possible – you can not add few channels for the same URL.

Start synchronization manually

As we’ve previously mentioned, synchronization of both applications happens every 15 minutes by default. The user may initiate it manually at any moment. In Settings -> Integrations, there is the Sync button, next to Add channel button.

sync magento channel manually

Click it and data from your Magento integration channel, as well as any other active channels, will start syncing immediately.

Publish products to Magento store

If you have hundreds (thousands?) of products for sale with all the data collected in ERP system, EasyERP + Magento integration comes especially handy. There’s no need to re-enter and re-upload products one by one to your web store.

Users may publish items in bulk to one or all of their integration channels. Go to Inventory -> Products and above the list click the Configure publishing button.

listings to Magento shop

In a popup window select your Magento integration channel you wish to publish items too. Then select a predefined price list to apply. This will sort products (listings) that have not yet been published to a selected channel.

listings from EasyERP

Now you’ll see those products, select some or all of them and click the Publish button. Similarly, users can un-publish products – that is to take down products from a channel.

Publish button for magento integration

NOTE: To publish listings to your Magento shop, products must have the SKU, otherwise the system won’t allow publishing.

Order management

With Magento store integration all sales orders by your end customers will be imported into EasyERP – as the back-office central system. Sales orders are a part of CRM module in our ERP (CRM -> Orders), where in the list you may see right away a channel where an order came from.

orders from magento

As an order from a Magento web shop appears in ERP, its processing (fulfillment) is no different from other sales orders. Find info on order fulfillment in our CRM documentation. EasyERP gives you an extra edge over competitors with related features like invoices, customer database, sales reports, payments/accounting, inventory management.

What data does EasyERP import from Magento along with orders? All the same basics: date, customer, items, and quantity, billing/shipping address, shipping method/rate, order status. Moreover, an order in ERP, unlike on Magento side, has neatly built and billing document-like form, that one can email or print.

orders in Magento integration

Manage inventory

EasyERP encompasses a multichannel inventory management system to control all your stock in a centralized way. You are able to take care of numerous sales channels in one place. That is definitely a business benefit, and Magento integration is no different.

Inventory section offers functionality for products/stock, stock correction, stock detail, goods-out notes (warehouse) and transactions. You can add a new product and publish it to several stores in one action, not 4 or 5. Adding a new product is easy (EasyERP should justify its name, right) – check below.

add new products in easyERP

And don’t forget to enter SKU and minimum stock level, that’s crucial. Deleting a product is even easier – just find it and click the Delete button. Though you should be careful as this action will not delete a product in your front store but just the linking.

how to delete products in easyerp

Under Magento integration, the syncing of inventory takes place along with other entities. Export/Import in both directions covers the following:

  • name of the product;
  • SKU of product;
  • description of the product;
  • price;
  • image of the product;
  • product categories;
  • stock levels.

Settings

For Magento integration with EasyERP, you will also need to conduct some adjustments. Configuring workflows and adding/editing entities is possible in EasyERP -> Settings. Possibilities in regard to e-commerce channels integration are these:

  • Product configurations (product types, options/variants, price lists, shipping methods, etc.);
  • Workflows (sales stages, orders, invoices);
  • Integrations (sales channels, synchronization, resolve conflicts and unlinked orders);
  • Accounting (currencies, bank accounts, taxes, payment terms, transactions);
  • Organizational profile (billing information).
Do you have more questions about Magento integration?contact us

P.S. This is not a full range of possibilities for EasyERP use with Magento covered in this article. You can expect more of customers, payments, shipping, discounts, cancellations and refunds soon.