Magento & ERPAG integration
The era of the overall digitization and crossing of business from paper to digital media has brought many benefits and accelerated the development of companies. The phenomenon of the CLOUD Internet service and the enabling of business without the physically present borders additionally contributed to that development. Sales on the Internet have been growing for years, and the number of services that enable this kind of sales every day is growing. Magento is one of these services.
In order to enable ERPAG users to sell through Magento services, ERPAG has made it possible to connect between these two services using the Magento API (Application Programming Interface) version 2.3. Therefore, to securely connect ERPAG and Magento, you need to have Magento version 2.3 or higher installed.
By connecting ERPAG and Magento, the user receives the following benefits:
- Complete Inventory Management (Sales, Procurement, Stock Status, Production, Ordering, Packaging and Shipping) on the ERPAG page
- ONLINE sales from Magento
- Updating items in Magento (sending from ERPAG)
- Updating quantities (stock) in Magento (sending from ERPAG)
- Update items in ERPAG (download from Magento)
- Download Sales Order from Magento to ERPAG
In the synchronization process, ERPAG relies solely on the SKU. So, if you already have items defined in Magento, check that each product and its variation have a unique SKU.
Preparing and setting up Magento
The first step for successfully connecting ERPAG and Magento is to create a new Integration (an account that will have access to the Magento API). Open the browser and log into your Magento. Then click on the “System” link as shown in the picture and select the “Integrations” option.
The next step is to create a new integration by clicking the “Add New Integration” button.
Enter a name (the name may be arbitrary, but it is a recommendation to enter a name that will refer to the application for which you are creating the new integration). You must also confirm the new integration by entering your password.
In the same form in the API – Available APIs option in the dropdown list, select the “All” option, then save the changes and activate the new integration.
Then activate the Allow button.
After creating a new integration, Magento will generate tokens from which ERPAG needs only the Access Token data.
Record the text file with Access Token somewhere because you will need it to enter ERPAG.
Preparing and setting up ERPAG
In order for ERPAG to communicate with your Magento store, you must enter the previously obtained Access Token in ERPAG. Log into ERPAG using your ERPAG account and activate the “Web Shops” option from the “Sales” menu.
The next step is to open a new Web Shop.
In the following form, besides entering Magento Access Token, you need to set up the synchronization mode. How data synchronization will take place depends on your business process and varies from case to case. That’s why we will explain each option in detail and you will decide for yourself which model suits you best.
Panel – DOCUMENT HEADER
In the Descriptionfield, enter the name of your Shop. This name will later be displayed through the synchronization process, and in this way, you will know which Magento account you are synchronizing with.
In the Synchronizedfield, enter the starting date and time from which ERPAG will begin to download Sales Order. Later, upon each synchronization, ERPAG will correct this information on the date of the last Sales Order taken over.
In the Statusfield, you can turn on or temporarily turn off the sync with Magento.
In the Update qty to webshop field, select whether you want ERPAG to update the stock status in your shop.
In the On Stock Status select whether you want ERPAG to correct the On Stock data in your webshop during synchronization (Auto option), or for ERPAG to ignore the status because you are updating it manually in your webshop.
In case your Magento is set with multiple web sites and each website has its stores, it’s mandatory that you set the website from which you will synchronize the data.
Panel – API-SETTINGS
Enter the Access Token, and the URL, and then press the VERIFY button to verify that the API data is entered correctly. It is recommended that you use a secure URL, or that the URL starts with https: // instead of http: // in order for the communication between ERPAG to your Shop to be encrypted. At the same time, if your Shop works through an unsecure http: // protocol, there is a possibility that certain options will not work.
Panel – CONFLICT RESOLVER
At the beginning of this instruction, we said that ERPAG is synchronizing with Magento by searching products based on their SKU. When the SKUs are different, the following processes will be performed:
- In case the SKU exists in Magento and does not exist in ERPAG, ERPAG will download and create a new Product in the Product and Services list
- In case the SKU exists in ERPAG and does not exist in Magento, ERPAG will create a new product in your Magento
Conflict resolveris essential in the situation where identical SKUs are found on both sides.
In the Productfield, you can choose which side to win, or which data will be valid:
- ERPAG win – means that the product found in ERPAG will be considered valid and the product in Magento will be overwritten with the one from ERPAG
- Webshop win – means that the product in Magento will be considered valid and the product in ERPAG will be overwritten with the one in Magento
In the Pricefield, you can choose which side will win as far as the selling price is concerned:
- ERPAG win– means that the selling price for the product found in ERPAG will be considered valid and the selling price for the same product in Magento will be overwritten with the ERPAG price
- Webshop win – means that the selling price for the product found in Magento will be considered valid and the selling price for the same product in ERPAG will be overwritten with a price from Magento
- Ignore– denotes ignoring the prices defined in ERPAG and Magento, i.e. prices in ERPAG and in Magento remain as defined
When you have completed all the necessary settings (according to the needs and specifics of the Shop itself), you need to click on the SAVE button to record the changes.
Since both Magento and ERPAG allow you to work with more Stores / Warehouses, after recording the changes, a new panel will appear where you can define (pair) the Magento Store with a specific store in ERPAG. Activate the “Edit” option and pair the appropriate Magento Store with the ERPAG warehouse.
After choosing a warehouse, record the changes.
Setting up items for synchronization in ERPAG
ERPAG allows you to create and select the products you want to synchronize with your Magento Store. Creating a product in ERPAG is already described on the following link: https://learn.erpag.com/project/create-new-product-1/untitled-4/basic-definition and in this manual we will only show details related to Magento.
So, go to the Products and Services list and activate the product you want to synchronize with your Magento Store.
From the dropdown list, select the web shop with which you want to synchronize (if needed, you can also select multiple web shops).
By choosing one or more web shops, a special panel for each web shop will appear on the form.
In this panel, you can define all the parameters necessary for sending to Magento. ERPAG will offer you some default values, but you can correct them at any time. The only information you cannot select is SKU. The SKU must be identical on both sides so that the synchronization process can function at all.
Name – may be different from the name of the item defined in ERPAG
Attribute set * – select the appropriate set (required field)
Price – enter the desired price for the product. If the price is not defined, ERPAG will enter the Default price
Categories * – select one or more appropriate categories (required field)
Status – you can select “Enabled” or “Disabled”
Visibility – you can choose “Not Visible Individually”, “Catalog”, “Search” or “Catalog and Search”.
Description – you can enter a detailed description of the item
Short description– you can enter a short description of the item
In addition to the above-mentioned data from the web shop panel, ERPAG will also take the following data:
- Gross product weight and
- Unit of weight measurement
When the settings are complete, record the changes by pressing the Save button.
* Note: Magento and ERPAG do not have the same structure and functionality related to product properties and product categories. When defining a product in Magento, you have to choose the Attribute Set as a set of multiple different attributes (properties). ERPAG has no such approach, i.e. the products in ERPAG have no properties sets. Also, Magento allows the product to belong to several different categories which is not possible in ERPAG. Because of these specifics, product properties and product category in ERPAG do not match the Attribute set and Category in Magento.
Product Synchronization
After adjusting all the items you want to synchronize, you can synchronize that data with your Magento Store. From the Product and Services list, click the Web Shops button and then click on the shop with which you want to synchronize the data. Please note that ERPAG will synchronize all products that are defined for synchronization, not just those that you just entered or selected in the list.
The synchronization process takes place as follows:
So, in the event that ERPAG during the synchronization determines that the data synchronization needs to be updated using Conflict resolver, you need to know the following:
- ERPAG reads the product list you have in your web shop
- Comparison of products from the Magento list and ERPAG list is performed, based on SKU
- a) In case there is a SKU in Magento that does not exist in ERPAG, a new product is inserted into ERPAG
- b) In the case that ERPAG has a SKU that does not exist in Magento, a new product is added to Magento
- c) In case there is a product with identical SKU on both sides, comparison of other data (name, price, properties, etc.) is made.
- i. If the data is identical, no synchronization is performed
- ii. If the data is not identical, the correction of the data based on the Conflict Resolver is done
So, in the event that ERPAG during the synchronization determines that the data synchronization needs to be updated using Conflict resolver, you need to know the following:
- If ERPAG wins – the Magento data will be corrected in accordance with the information defined in ERPAG
- If the Webshop wins – the data in ERPAG will be corrected in accordance with the information defined in Magento
ERPAG will also adjust the price of the product according to the setting in Conflict resolver:
- If ERPAG wins – the price in Magento will be adjusted in accordance with the price defined in ERPAG
- If the Webshop wins – the price in ERPAG will be adjusted in accordance with the price defined in Magento
- If Ignore – prices remain intact, or each side keeps its prices
In addition to the above operations, ERPAG reviews other parameters of the individual product, such as Product Description, Product Short Description, Weight and Weight UOM. In case it is needed (on the Magento or on the ERPAG page), ERPAG will automatically create or correct the data in accordance with the Conflict resolver.
After synchronization is completed, refresh the list of products in Magento in order to see the synced data.
Sales Order Synchronization
Orders created in Magento that don’t have the status of Fraud, Holded, Canceled or Payment Canceled Reversal can be downloaded into ERPAG. ERPAG will not download the Orders automatically, but you need to be logged into ERPAG, go to the Sales module and then select Sales Orders. Now from the Sales Order list, click on the Synchronization button and select the wanted web shop.
The process of synchronizing and downloading Sales Order runs as follows:
- ERPAG downloads a list of all the orders you created after the last synchronization date (reading the Synchronized date in the Setup of the webshop)
- Reviews the products that are in the Order and, if necessary, synchronizes products with ERPAG
- Performs a customer check (by name) and if they do not exist, creates them in ERPAG
- Creates Sales Order in ERPAG and loads products with quantities and prices as they are in the Magento Order regardless of prices found in ERPAG
In the case that Orders created in Magento do not have customer information (name, address, etc.), ERPAG will create a Sales Order where it will write Point of Sale in the name of the customer.
In the case that there are Orders in Magento containing items that you have deleted in the meantime from the Magento Product List, ERPAG will create a Sales Order with a Draftstatus because it is unable to determine the exact contents of the Order. In this case, you need to activate the Sales Order and correct the content yourself, or to enter the correct products that should be in the Sales Order.
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