Importing the Data from Woo-Commerce to Xoro is the very first step for any E-Com Transaction to happen here.
There are several settings and methods in Woo-Commerce Sales Channel App by which this process could be executed.
“Enable Auto Import/Export” setting in Sales Channel App: If checked, it enables Auto Import/Export where you have to enter the following details:
- Integration Start Date: Select the Date and enter Time using the calendar from when onwards you want to start the Import/Export process.
- Hour and Min: Select Hours and Minutes from the list that defines the time interval between the consecutive Imports/Exports.
Hence all the data will be automatically fetched from Woo-Commerce to Xoro.
The “Force Sync” setting: Enabling force sync will try to sync orders even if they are previously synced. Please note that enabling this can impact the performance and potentially delay the auto imports.
The “Enable Live Order Sync” setting: Enabling this will sync the order as soon as it drops with no delay. Please note that this setting is not recommended for mass Order drops (more than 2000/day).
The Manual Sync could be run from the Sales Channel App under the “Import Woo-Commerce data XoroERP” tab.
Fill in the “Start Date” & the “End Date” and hit “Import”.
Another way is to write a “Custom Query” to Import the Orders into Xoro.
Use the Query as name=”Woo-Commerce OrderRef#&status=any”
Note: Only one order can be Imported at a time.
The following processes will be undertaken in Xoro after an Order is created in Woo-Commerce:
- Products will be created and/or updated
- Customers will be created and/or updated
- Orders will be created as Sales Orders
- Sale transactions will be created as Deposits against the Sales Order
- Refunds will be created as a Refund against the Deposit
The Work Flow; Woo-Commerce to XoroERP and Back:
In Xoro, as we know an Open Sales Order further undergoes through the different phases (Status):
The Order will be dropped as an SO or as an Invoice will depending upon the WMS setting defined in the Sales Channel App Settings.
If the WMS is checked, the Order will be dropped as an SO otherwise, it will get dropped as an Invoice in Xoro.
After the payment is processed and Confirmed in Woo-Commerce, the Invoice will be automatically Paid in Xoro through the linked Deposit amount.
Finally, the Fulfillment (The Shipment Number/Tracking Number) could be sent back to Woo-Commerce.
The Order is then marked Fulfilled in Woo-Commerce.
After processing the Return/Refund in Woo-Commerce, the auto-sync settings will create the corresponding transactions in Xoro.
The Refund in Woo-Commerce can be created in 3 ways:
- Refund of Quantity
- Refund of Amount
- Refund of both Quantity and Amount
|Type of Refund||Status in Xoro||Impact on the Order|
|Qty Refund||Released||The Status of the Sales Order will change to “Cancelled” (for full qty refund), the “Deposit will be Refunded” and the Quantity in the Item lines on the SO will be reduced by the Qty Refunded in Woo-Commerce.|
|Amt Refund||Released||Ony the Deposit will be Refunded by the Amount Refunded in Woo-Commerce.|
|Qty+Amt Refund||Released||The Status of the Sales Order will change to “Cancelled” (for full qty refund), the “Deposit will be Refunded” and the Quantity in the Item lines on the SO will be reduced by the Qty Refunded in Woo-Commerce.|
|Qty Refund||Allocated (Wave Created)||
|Amt Refund||Allocated (Wave Created)||Only the Deposit will be Refunded by the Amount Refunded in Woo-Commerce.|
|Qty+Amt Refund||Allocated (Wave Created)||
|Qy Refund||Shipped||Invoice Credit Memo will be created and Refunded.|
|Amt Refund||Shipped||Credit Memo will be created and Refunded.|
|Qty+Amt Refund||Shipped||Invoice Credit Memo will be created and Refunded.|
What are the different Woo-Commerce App Logs in Xoro?