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Integrations

Introduction

If you own a shop on the eCommerce platforms such as Magento, Shopify or Etsy then EasyERP can help to enhance your business. If your shop has at least few pages of orders and items, the thought about integration with some other resource to export all of your products information manually, may feel like a dreadful task. There is a much easier way to manage several shops simultaneously other than inputting all the data to each store one at a time. You can easily integrate your shop or shops with EasyERP with just a few steps. This process is fast, error-free, simple and adjustable.

By integrating your systems, you won’t have to worry anymore about inaccurate order, customer, and item data that negatively impacts your performance. When you finish this process of integration, you will have more time and energy to concentrate on your customers, your most valuable asset. Your customers will profit from this integration greatly, there will be no chance that you will promise an item that is already sold out, unless you intend to. If you integrate your systems it will allow you to run your business in a way that places your customers on the first place. They’ll show their appreciation by buying from you again and again.

To have in depth knowledge on how to integrate your shop or shops with EasyERP you will have to read next instructions. So gather all your patience, attention and will, because in the end of this guide you`ll be the master of integrating e-commerce platforms into EasyERP.

Note: make sure that every person's name that is registered in your e-commerce shop is written down only in latin alphabet.

New integration

To begin with integration of your shop into EasyERP please tap on Settings then proceed to Integrations section, as you can see here:

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Here is short description of of its functionality:

  • adding synchronization channels;
  • resolving conflicts in product lists;
  • manual syncronization of EasyERP with your shop;
  • access to unlinked orders.

If you haven’t done any synchronizations before in EasyERP, this window will be mostly empty. Only buttons Sync, Unlinked orders, Resolve conflicts and Add Channel will be visible. For more information about what this buttons do, please go to Edit Integration Channel. To start process of integrating your shop to EasyERP, please tap the Add Channel button.

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Channel is used to transfer data from your shop to EasyERP, you can, of course, create multiple channels for different resources such as Magento, Shopify and Etsy. Also you can connect several shops from one platform, if u have, for example, two or more stores on Etsy.

To begin synchronization with your shop, tap on the corresponding logo in the menu.

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Magento

Integrating your Magento shop with EasyERP is an easy task. It will provide you with a powerful instrument for inventory management and order administration. This process will synchronize your orders and products, so when an order is created in Magento it will be automatically created in the EasyERP and vice versa. Same goes for products. Also you can publish products that have already been created or imported to EasyERP from some other source.

It is a good idea, to backup your information, before starting integration. In Magento you can store your pricing, products and customers data in the form of CSV files. To do so open up your Magento administrator account, and go to System/Export. There you can choose what kind of data you`d like to save and customize the content, when done tap the Continue button at the bottom and the file will be generated.

To begin the integration process you will need to create an integration channel in your Magento administrator account. To do so login to your Magento backoffice, and go to System/Integrations.

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Then, press the big orange Add New Integration button, at the top of the screen. This action will open a New Integration window, you will need to fill in the next fields. Name - the name of integration channel, can be anything you like, this name helps you distinguish one channel from another. Another mandatory field is Password, it is a security measure, please enter your administrator account password. Then go to API tab.

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Now, select All in the Resource access drop down list, this will give all needed rights to this channel.

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Now hit big orange Save button at the top right corner of the page to finish up integration process on the Magento side.

To start the integration on EasyERP side please follow next steps. Press the add channel button, as we covered in the New integration chapter, and select Magento.

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Next you will have to type in the integration channel name. It can be any name you like, the main purpose of it is to define the channel. So if you have, for example, a couple of Magento shops integrated with EasyERP you will know which one is which by reading the name. It can be any name you like, any symbols are allowed. When you are done, press Continue.

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Afterwards, the channel data window will open. Here you can input all necessary information for integration.

Note: all fields are mandatory, you`ll have to fill all of them to complete the integration with Magento.

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To begin, type in the address of your shop in the Base URL field. In the API Name field, input your username for administrator access to the Magento shop and API Password - it`s your password to this account.

Now, in the Warehouse field select from a dropdown list a warehouse where you will store items that are registered in your Magento shop. Or you can create a new warehouse, by tapping the Create New text in the list:

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In the Location field, select a precise location in the warehouse of products from this particular channel, like room or a cabinet. This can be done only after you have chosen a warehouse. To edit this properties of the warehouse go to Settings/Product configurations/Warehouses.

Next, please select a Price list, you can choose one from a dropdown list, or create new. Price lists store the information about a currency, in which the transactions will be done, and whether it is a supplier price list or not. Also you can create a new price list here, by selecting Create new option.

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Now, when you have completed all the fields you can finish the Magento integration, to do so press the Save button, at the bottom of the page.

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Long story short, whole process looks pretty much like this:

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Easy, wasn`t it? If everything was inputted correctly EasyERP system will notify you about completion of the process with this message:

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Congratulations! You have successfully integrated your Magento shop into EasyERP.

Shopify

Shopify integration with EasyERP is a right move, if you want a reliable, easy and fast inventory management system. Also, this action will provide a powerful tool for order administration across all your shops. You will be able to synchronize all your product listings and orders with different shops that run on Shopify, Magento or Etsy. So you will have a direct access to a wide variety of markets, thus improve your business and keep your customers satisfied, so they will return to you again and again.

A little advice, try to backup your information before the integration. In Shopify based shops you can export all the information about your orders and products in the form of CSV files. To do so open your back office and go to Products or Orders and click on the blue Export button at the upper right corner of the window. There you can select to save all products or orders and click Export. This action will ensure you that all your products and orders related data will not be lost.

To start the integration process of your Shopify shop with EasyERP, you will have to create a private app. Do not be afraid, you won`t need some special computer knowledges to do so, it is a simple task for two minutes, and here is how it is done. Log in to your Shopify administrator account. Go to Apps tab.

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Afterwards, you will need to tap on the "Private apps" button, located at the top. You will create a private app, no other user will be available to use it.

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The window with your existing private apps will be shown. To proceed with the creation press the Create private app button at the upper right corner. In the top part of the freshly opened menu you will need to input the name of your private app. It can be anything you like, so far that you can distinguish current application from, for example, some other private apps that were created by you.

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Lower down the page there are permissions settings, for a correct integration of your Shopify shop with EasyERP please select those fields in the next way:

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The rest, you can leave untouched, or set to No access. To finish up the process of creating your private app you will have to press the blue Save button at the top. The window with information about your app will be shown to congratulate you. Please write down or save somewhere API key and Password. You will need them, to connect your EasyERP account to your Shopify shop. Now, you have completed the Shopify part of the integration.

To continue, go back to EasyERP and press the Shopify logo in the Add new channel menu. All futher steps are pretty much the same as in case of other platforms, so we`ll only briefly cover essential steps here, for more detailed explanations have a look at "Magento" chapter of this guide.

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Now you have to type in the name of your integration channel, like the name of your private app in Shopify, it can be anything you like, just so you can know which channel is which by the name. When done, tap the Continue button.

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Afterwards you will have to fill the form of the integration channel. Form looks like this:

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First field to fill is the Base URL field. Complete this one with the internet address of your shop. Next you will have to input the API Key and API Password, these are the API key and password of your Shopify private app, that you have created before. If you followed this instructions then you have to have needed data stored somewhere safe. When done, please select a Warehouse, where you will store items from your Shopify store, you can select one already existing from the drop down list or create new one by pressing the corresponding button, as you can see here:

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Next select a Location in a warehouse, keep in mind that you can only do this after you have selected a Warehouse.

And the last stop, select a Price list, that stores needed currency and the shop status that you need, shop can be a supplier or not. You can also create a new pricelist if you press the "Create New" button. When finished the window will look like this:

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To finish the integration of your Shopify shop with EasyERP press the Save button, the system will let you know that everything is correct by showing this message:

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Etsy

When you connect your Etsy shop to EasyERP you will gain such advantages:

  • Create new order in EasyERP and export it to Etsy or other stores;
  • Importing orders and products from Etsy with all information, like pictures, prices, quantity and so on;
  • Inventory management, such as stock correction and transactions between warehouses;
  • Etsy listing management from EasyERP (suspend, end, activate);
  • Shipping methods.

Word of advice, despite are you satisfied or not with your current Etsy orders data, listing, photos and descriptions, it is still valuable and helpful to backup your information into a CSV file. If something will happen to your shop, this file will store all your information as a backup and the process only takes a few clicks. To do so go to Shop Settings/Options/Download Data tab.

To begin the integration of your Etsy shop to EasyERP at first you will need to create an App on Etsy. Don’t be worried, there is no necessity in some special skills or in a lots of time, it a simple and a fast procedure, and here is a step by step instruction to it.

Login to Etsy with you login and password. Now go to the developers tab, you can do this by scrolling down to the bottom of the page and tapping on the Devepolers button, as you can see here:

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Now go to Create a new app menu. Here’s where the corresponding button is located:

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The form of creating a new app will open. Here you will enter all necessary information to integrate your Etsy shop in EasyERP. Before describing in detail, we`ll show you whole creation process in one gif:

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What you need to type in? The first mandatory field is the Name, it can be anything you like to, the main purpose of it is to identify your app. Next, you will have to type in some description into Describe your Application field, it will be just a quick reminder and specifier for your app, something like “App to connect to EasyERP”.

Now is a series of checkboxes that too are mandatory to fill, but here we have an exact instruction on which one to check:

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When done, press the blue Save button. Congratulations, you have created an app on Etsy. Window with Api key details will be shown, you will need to write down or copy somewhere safe keystring and shared secret displayed in this window:

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That’s it, you have completed the integration process on the Etsy side.

To go on with integration from EasyERP side, get back to EasyERP, and select Etsy from the Add channel menu.

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Enter your channel name, this can be any name you like, main purpose of it is to define this particular channel, so if you have several Etsy - channels you would know which is which. Then press blue Continue button.

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After you have pressed that button, channel creation menu will open. This is a view of how it looks:

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All of the following fields must be completed, because they all are mandatory. First enter your shop name. If you don’t know the exact name you can always look it up in the address bar in your browser when viewing your shop, or you can open up your Etsy shop at etsy.com, go to Settings then to Info & Appearance and see it there.

Afterwards input keystring, and shared secret, that you have saved before. Those are the identifiers of the app, that will connect your Etsy shop to EasyERP.

Next you must select a warehouse, where you will store your products that are listed on Etsy. You can select one from drop down list, or create one by pressing the Create New button. Then select a location, where you will store your items. This field will be available for input only after you have selected the warehouse.

Afterwards please select a Price list. It will determinate the currency of the synchronization channel and either it is a supplier channel or not. You can do this from drop down list by selecting one of the already created price lists. Or create new one by pressing the Create New button. As you can see here:

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Last field to fill is the Bank Account field. Select one from the list. This will determine to which one of your bank accounts, registered in the EasyERP, all the money from this channel will be admitted. To add or edit bank accounts go to Settings/Accounting/Bank accounts.

To finish up the configuration of the EasyERP synchronization channel with Etsy you will have to choose to either switch on or off these settings:

  • Update shipping status on Etsy - if you switch this on the order status that are changed and saved in the EasyERP will be synchronized with Etsy. For example if you have changed some order status to “Shipped”, it will be marked as “Shipped” in Etsy too;
  • Update shipping method on Etsy - this will enable updating from EasyERP such data as: shipping origin, processing time, fixed shipping costs for different countries, possible shipping upgrades.

It is recommended to switch on this options to experience full benefit from Etsy integration to EasyERP.

Long story short, it all should look pretty much like on this gif:

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In case you have inputted all the information correctly and after pressing Save button the Etsy window will pop up. It will ask you to confirm connection to your account of the EasyERP synchronization application. You can revoke this access at any time by visiting your Etsy account.

Note: when using this application, all the normal fees for creating and changing listings on Etsy apply.

If you agree to this terms press the Allow Access button.

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Afterwards EasyERP system will notify you about completion of the process with this message:

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Congratulations! You have successfully integrated your Etsy shop in EasyERP.

Editing itegration channel

Obviously, when you have added the new integration channel it will be displayed here. You can change some of the channel properties by tapping on the Gear icon:

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You can change all channel data here that you have entered before. Also there is one new field added to the Etsy channel, it is named shipping template. This is the field where you select one of shipping profiles from Etsy. It couldn’t be selected before, when you were creating channel, because this data can be downloaded from Etsy only after you have integrated your shop with EasyERP.

 

Manual synchronization

Button Sync is responsible for manual synchronization of all your channels with EasyERP and vice versa. Automatic synchronization occurs every 15 minutes, but if you have just uploaded some information to any of your channels and need to update right now, just click on the Sync button.

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Afterwards you`ll see green notification window, which will inform you about succesful completion, or the red one - about unsuccesful (that`s where the fun with support service begins).

Unlinked orders

Unlinked order - is an order that has no corresponding product in the EasyERP system. This could happen if the product was deleted, after the order was created, but before the order was fulfilled. To view all this orders just tap the Unlinked orders button. You`ll be redirected to the CRM/Orders section:

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Here you can see a list of orders with corresponding data displayed in six columns:

  • Reference - this is the number of the order, that is imported to EasyERP;
  • Customer - name of the purchaser;
  • Total - sum to pay for the order;
  • Order date - when was the order created;
  • Channel - from which channel was this order imported;
  • Unlinked products - this button will give you a possibility to connect an order to some of products already registered in the EasyERP.

If you decided to link some of your unlinked orders to a product you will have to press the Go to Unlinked Products button in the corresponding row. This action will open up a window like this:

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The unlinked order stores some information about a product, name and SKU, to be exact. It is displayed here.

So this order was on two items. There are two ways of dealing with this problem:

  • Link - if you press this button, you will have an opportunity to link this order to any of your products, that are already registered in the EasyERP. You will have to type in the SKU of that product;
  • Build - tap on this button will create a new product, based on the information that is stored in the order. Keep in mind that this new product will have only two parameters, name and SKU, all other parameters you will have to add manually.

To view unlinked order from one channel that you have in mind, please press the orders button in the integrations menu.

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Conflicted products

This button allows you to solve the conflicts of products listings. Conflict of products occurs when the imported product has the same SKU with one of the products that have been already registered in the EasyERP inventory management system. There are three possible ways to solve this conflicts:

  • Skip - this option will delete information about the imported product and will only save the listing that already have been registered in EasyERP;
  • Duplicate - if you choose this one, it will create another product with the same SKU, as one that is already existing in EasyERP. Do this on your own risk, because this can bring in even more mistakes;
  • Merge - this option will overwrite the existing product with information that has been imported.

To open the resolve conflicts window simply tap the Conflicted products button the corresponding channel menu. If you do so, a window like this will open:

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As you can see, there is one conflict displayed. In our example, the SKU of the product is “undefined”, it is displayed in the SKU field. The one that is written down in black is the one saved in the EasyERP, the green one - was imported. There is a button located to the left of the SKU, it shows an action that is going to apply to the conflict. The action selected by default is the skip option. To change it press on that button and this drop down menu will be shown:

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Select one of options. If you have a lot of unresolved conflicts displayed in this menu, you can select multiple of them just by checking in the boxes on the left. To select an action for all of the selected conflicts, tap on the Actions button and select one. To save the changes press the blue Save button.

You can also view unlinked products that was imported through some particular channel by taping the number of listings in the integrations menu.

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Delete channel

If you decided to stop synchronizing with some of your shops you will need to delete a channel. This action will not delete already integrated products or orders, it will only stop the update of information from that source. Keep that in mind,

To completely delete a channel go to the edit menu, by clicking on the Gear icon next to the channel that you want to remove. And hit the Delete button at the bottom of the window.

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