How do I link my WooCommerce store to my stock and sales?
| Intagya ERP
Add Online store link from Add apps in Intagya ERP, write your store address and approve the link in the store control panel itself, without giving your password to anyone. Every paid order then arrives every 15 minutes as a confirmed sales order with its customer and delivery address, and the free quantity goes to the store after every stock move.
A small kitchenware shop. It has a store in the market and a WordPress website that sells through WooCommerce.
Every morning an employee opens the website dashboard and copies last night's orders into the system: customer name, phone, address, item, quantity. Twenty orders take a full hour.
On a busy day the last frying pan sells in the shop at noon, and the website keeps showing it in stock until the evening. An order comes in, and the owner has to call the customer and apologise.
Why does my online store show an item that ran out in the shop?
Because your stock has two numbers that know nothing about each other: one in your system, and one you typed on the website last time. Every sale in the shop makes the website number a little more wrong.
Updating it by hand works for a week. Then a busy season comes, or the person doing it is away, and the gap is back.
How do I link my store without giving my password to anyone?
Add Online store link from Add apps. It is free and shows inside Sales under an Online stores menu. Open My stores, pick WooCommerce, write your store address as it opens in your browser and press Link the store.
You land on your store control panel, press Approve there and come back to the system by yourself. Nobody asks for your website password, you can cancel the link at any time, and the orders already imported stay.
One condition: your store must open at an address that starts with https. Most hosting companies switch on the security certificate for free; if yours is off, ask your host first.
What happens to an order once it reaches the system?
A paid order becomes a confirmed sales order for its customer, with the store order number, the delivery address and a shipping line. The first time we bring the last 30 days of orders, then every 15 minutes.
The customer is created from the order if new, and recognised by email next time, so there are no duplicates. Website buyers become real customers in your books, and you can see what each one bought.
An order waiting for payment comes in once it is paid, while an on-hold order such as a bank transfer comes in and shows under Being prepared. When the order turns Completed on the store, the sales order is delivered and invoiced. If it is cancelled or refunded before delivery, the sales order is cancelled.
How does the system know my product is the same one in the store?
By the code. If the store SKU equals your internal reference or barcode, they link at once. So align your codes before linking; it is the cheapest step of the whole job.
For the rest the system suggests a product by name, with how alike the names are. You confirm, choose another, or create a new product with the name, code and price from the store. A product with options, such as size or colour, arrives as one product per option.
Orders of a product that is not linked still come in, but they do not lower stock until you link it. Finish the list on day one.
Does the store quantity go down when I sell in the shop?
Yes. After every stock move on a linked product, the system sends the store the free quantity in the warehouse you ship from, that is on hand minus reserved. A point of sale sale, goods received from a supplier, a transfer between warehouses: all of them are moves.
Sending prices is off at the start, on purpose. Switch it on only if the sales price in the system is the price you want on the website, because it goes out every time you change it.
How should I handle tax in store prices?
Leave Tax on store orders empty and each line comes in at what the buyer paid, tax included. Pick a tax and the price comes in before tax, with the tax added on the sales order and the invoice. Ask your accountant which one suits your tax returns before the first order.
Before you press Link the store, make each product's internal reference match its code in the store. One hour here saves you reviewing dozens of products after the link.
Tomorrow, do two things: align your codes, then link the store and watch Being prepared for a week. You will quickly see how many hours went into copying orders, and how many apologies you stop making.
Read the online store link guide step by step
FAQ
Do I need to give my store password?
No. You approve the link in the store control panel itself, and you can cancel it at any time.
And if my store is on Salla, Zid or Shopify?
Their link is switched on when you ask: pick your store type and press Link the store, your request reaches us and we contact you to finish it.
What if my store only opens over http?
The link will not work, because the store sends its keys over a secure connection only. Switch on the certificate with your host first.
Is the store link paid?
No, it is free. Add it from Add apps and it shows inside Sales.
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