Month: August 2026

How Amazon FBA and FBM Data Flows into Acumatica ERP

How Amazon FBA and FBM Data Flows into Acumatica ERP

Amazon order data flows into Acumatica ERP through the Biz-Tech Services Amazon Connector, which retrieves orders from Amazon into an intermediate server, imports the selected orders into Acumatica as sales orders or invoices, and then sends purchase order acknowledgements, fulfillment events, refunds, and inventory quantities back to Amazon. The connection is never direct. Every request travels through an intermediate server controlled by Biz-Tech Services, and the settings that govern that connection live on the Amazon Stores screen in Acumatica. Once those settings are in place, the Biz-Tech Services Acumatica Amazon connector handles two distinct fulfillment channels: Fulfillment by Merchant, or FBM, where your business ships the goods, and Fulfillment by Amazon, or FBA, where Amazon ships from its own fulfillment centers.

Those two channels take different paths through Acumatica, and understanding the difference is the key to using the Biz-Tech Services Acumatica Amazon connector well. FBM orders become sales orders that your warehouse picks, packs, ships, and invoices, with acknowledgements and fulfillment documents flowing back at each step. FBA records arrive as transfer orders, purchase receipts, and invoices, because the movement being recorded is a transfer of your stock into Amazon inventory rather than a shipment to a shopper. This article traces the whole path in the order the records travel, names the screens, tabs, buttons, and fields involved at each stage, and points out where users should look when something does not land as expected.

What the Amazon Connector for Acumatica Does

The Amazon Connector is an Acumatica ERP customization from Biz-Tech Services, Inc. that links Amazon, the e-commerce platform, with Acumatica enterprise resource planning. It is delivered as a customization project and must be installed on an Acumatica system carrying one of the supported licenses, PCSR, PERP, or SAAS.

The documented capabilities cover both directions of travel. Inbound, the Biz-Tech Services Acumatica Amazon connector imports Amazon orders as either sales order or invoice document types, creates the customer on the fly when that customer does not yet exist in Acumatica, imports sales tax, and imports payment information. Outbound, it sends purchase order acknowledgements, sends fulfillment documents when shipments are confirmed, and sends inventory status documents so Amazon sees the quantity your business actually has available. A cross-reference layer sits between the two systems and matches items, payments, and Ship Via values so that Amazon terminology resolves to Acumatica records instead of failing.

Several of the outbound actions can be run three ways: from the Actions menu on a single Sales Orders document, from a processing screen where many records are selected and pushed at once, or automatically. Acknowledgements can be sent automatically with a Success status, and fulfillment documents can be sent automatically when an invoice is prepared. That mix matters because a business running a handful of orders a day works differently from one running hundreds, and the same configuration supports both.

The Amazon Data Flow at a Glance

Before looking at individual screens, here is the path records travel through the Amazon Connector from setup to settlement of the last refund:

• Credentials are entered and tested on the Connection Settings tab of the Amazon Store screen, which confirms Acumatica can reach the Biz-Tech server that fronts Amazon.
• The rest of the Amazon Store screen defines behavior: FBM Settings and FBA settings tabs, plus Cross-Reference, Warehouse Details, Inventory Details, Carriers Code, Cancel Reasons, and Adjustment Reasons tabs.
• For FBM, the Get Orders button on the Import Amazon Orders screen pulls Amazon orders into a grid, filtered by Start Date and End Date, where they can be reviewed before anything is committed.
• The Import or Import All button turns the selected Amazon orders into Acumatica documents, applying the customer, item, tax, payment, and cross-reference rules configured on the store.
• Outbound acknowledgement is sent from the Sales Orders Actions menu or from the Export Amazon PO Acknowledgement processing screen, which pushes the acknowledgement through the Biz-Tech server to Amazon.
• Fulfillment follows the standard Acumatica chain, Create Shipment, Confirm Shipment, Prepare Invoice, and Release, with Prepare Invoice fulfilling the order in Amazon.
• For FBA, Import FBA Shipments creates transfer orders and purchase receipts as stock moves into Amazon fulfillment centers, while Import FBA Orders brings in the resulting FBA sales as invoices.
• Refunds travel back through Import Amazon Refunded Orders, which produces a customer refund payment or a credit memo depending on how far the original order had progressed.
• Inventory quantities travel outward from the Export Amazon Inventory Quantity screen, summed across the warehouses listed on the Warehouse Details tab.

FBA and FBM: Two Fulfillment Paths, One Amazon Connector

Fulfillment by Amazon is a service Amazon provides so sellers can streamline logistics and order fulfillment. Under FBA, sellers store their products in Amazon fulfillment centers, and Amazon handles the storage, packing, shipping, and customer service for those items. Fulfillment by Merchant is the opposite arrangement: the seller keeps the stock and ships the order. Because the physical goods behave differently, the Acumatica documents behave differently too, and the Biz-Tech Services Acumatica Amazon integrator keeps the two channels on separate tabs and separate processing screens.

The practical consequence is that FBM is an order-to-cash flow and FBA is partly an inventory-transfer flow. An FBM order becomes a sales order of the type configured on the FBM Settings tab, and your business creates the shipment, enters the tracking number, and confirms it. An FBA record set arrives in pieces: shipments of your stock into Amazon become transfer orders, deliveries become purchase receipts in the destination warehouse, and the actual FBA sales come in as invoices. FBA settings therefore include warehouse mapping and a Destination Order Type that has to be a Transfer order type, which has no equivalent on the FBM side.

Both channels can be reviewed together. The FBM and FBA Orders screen shows both kinds of order in one place, and the distinction between them is indicated by the Fulfillment channel field. When users are not sure which path a given order took through Acumatica, that field is the answer.

Stage One: Installing the Package and Connecting Acumatica to Amazon

The Biz-Tech Services Acumatica Amazon integration arrives as a customization project, a set of changes and additional files used to modify the Acumatica ERP application. Administrators import the deployment package, open it for editing in the Customization Project Editor if needed, validate it, and publish it for one tenant or several. Publishing uploads the package, creates the corresponding customization project, and saves it in the database. None of the Biz-Tech Services Acumatica Amazon connector screens exist until that happens.

What the Amazon Store screen identifies

The Amazon Store screen is the anchor record for everything else. Store Code is a lookup field that indicates the corresponding store, and Description describes it. The data on the General tab is provided automatically for the Store Code entered. When the Default Store checkbox is selected, that store appears automatically whenever a user opens a processing screen or a store screen and clicks into the Store code field. On an installation with a single marketplace this saves a click on every process; on an installation with several stores it prevents the more expensive mistake of running a process against the wrong marketplace.

Which credentials the Connection Settings tab holds

The Connection Settings tab uses the information specified on it to test whether Acumatica can connect to the Acumatica to Biz-Tech server. Get a successful test here before touching any other tab, because a failed import caused by a bad credential looks very similar to one caused by a bad mapping.

The fields on this tab are the OAuth and Amazon identifiers the intermediate server needs. Client ID is the identifier associated with an application that assists with client and server OAuth 2.0 authentication. Client secret is a secret known only to the application and the authorization server, and functions as the application own password. A refresh token is a special key that lets a client retrieve new access tokens without requiring the user to perform a complete login, which is what allows scheduled processes to run unattended. Marketplace is the store location, and AWS Regions are the physical locations where Amazon clusters data centers for application and service delivery in AWS Availability Zones.

The remaining values complete the picture. Consumer Key is the API key a service provider issues to a consumer, and it identifies that consumer. Consumer Secret is the consumer password, used along with the consumer key to request authorization to a user resources. External System Store ID is an identifier used to track data in relation to external systems integrated with the Amazon platform. Seller ID and MWS Auth Token are generated when the new developer authorization process is passed. If any of these are wrong, nothing downstream works.

Stage Two: FBM Settings That Govern How Amazon Orders Import

The FBM Settings tab on the Amazon Store screen decides what an imported Amazon order looks like in Acumatica. Import Amazon Orders specifies where to import the Amazon orders in the Acumatica system, and Order Type is the default type of order the Biz-Tech Services Acumatica Amazon integration creates. The Last Imported Order Date field shows the date the latest order was imported, which is the quickest sanity check that the flow is still running. When the Send Email Notifications for Errors checkbox is selected, the Biz-Tech Services Acumatica Amazon connector sends email notifications listing the Order IDs that hit errors, so nobody has to sit watching a grid.

How customer records are created from Amazon orders

When the Import Customer checkbox is selected, the Biz-Tech Services Acumatica Amazon integration imports the customer information from Amazon into a new customer record in Acumatica. When it is not selected, orders are imported against the default customer instead. This is a real business decision: importing customers gives your business a per-shopper record and history, while a single default customer keeps the customer ledger compact when shoppers are not accounts you intend to manage.

Two checkboxes control addresses. Override Ship Address Information from Amazon Order imports the address of the location the order is going to be shipped to from Amazon. Override Bill Address Information from Amazon Order imports the address information of whoever will pay the order bill from Amazon. Where the Amazon-supplied address must win over whatever is stored on the Acumatica customer, these are the settings that make it win.

How Amazon items are matched or created on import

The Import Item checkbox tells the Biz-Tech Services Acumatica Amazon integrator to import new product information from Amazon into Acumatica when that product does not yet exist in the Acumatica system. If the checkbox is not selected and an unknown item arrives, an error will occur during integration. That single checkbox is behind a large share of first-week import failures, so it is worth checking first when imports stop.

There is a documented nuance about descriptions. If the item already exists on the Stock Items screen, the Biz-Tech Services Acumatica Amazon connector does not update its description, but it does set the Amazon item title as the description in the Line description on the Sales Orders screen. The Acumatica master record keeps your naming, and the order line carries the marketplace wording that a shopper would quote.

Warehouse ID is the default warehouse set on imported orders, and UOM, the unit of measure, is used to quantify the inventory items. When the Insert Item in Inventory Details Tab checkbox is selected, items are retrieved into the Inventory Details tab of the Amazon Store screen while orders are being imported, which builds the mapping table as a side effect of normal trading rather than as a separate data-entry project.

Tax and payment defaults applied during import

Three tax fields sit on the same tab. Taxable Category is used to create or edit the tax categories applied to products. Customer Tax Zone is the combined set of effective taxes for a zone, defined according to the locations of vendors or customers. Tax ID is the client tax identifier. Because the Biz-Tech Services Acumatica Amazon connector can import sales tax from Amazon, these defaults are what the imported tax lands against, and a missing tax zone is a common reason an otherwise valid Amazon order will not post.

Under Payment Options, Payment Method is the default payment method set for the new customer records generated in Acumatica from the Amazon orders. Cross-Reference options is the setting that selects which entities should be matched between Amazon and Acumatica during the transition, and it directly controls the next tab.

Cross-References, Warehouses, Carriers, and Reason Codes

Between the credentials and the processing screens sits a set of tabs whose only job is translation. They are unglamorous and they are where most integration problems are actually solved.

The Cross-Reference tab

On the Cross-Reference tab, the Field column selects the entity whose Amazon and Acumatica values should be matched, and only the entities selected under Cross-Reference Options appear in that drop-down. Amazon Value then specifies which Amazon value must match which Acumatica Value. The documented example to verify afterwards is Ship Via: after the Amazon order import process, the Ship Via value should be visible in the Delivery Settings area of the Shipping tab on the Sales Orders screen. If it is blank there, the cross-reference is the place to look, not the order.

The Warehouse Details tab

The Warehouse Details tab is where your business adds the warehouses that need to be in sync with Amazon. Two behaviors follow from it. If several warehouses are selected on this screen, the exported item quantity is the sum of quantities across those selected warehouses, so Amazon sees pooled availability rather than a single site. And depending on the drop-down value selected, On hand, Available, or Available for Shipment, that is the quantity basis synced from Acumatica to Amazon. Choosing Available for Shipment rather than On hand is how your business avoids advertising stock that is already allocated.

The Inventory Details tab and SKU mapping

To upload a new SKU for an Amazon item, the mapping is created on the Inventory Details tab of the Amazon Store screen. If Import Item is checked on the import settings and an order is imported, the connector generates an Acumatica Inventory ID based on the SKU. To update the SKU afterwards, change the SKU for the existing item on the Inventory Details tab and import again, and no new item is created in Acumatica. That is the documented way to correct a mapping without leaving duplicate inventory IDs behind.

One pricing rule is worth committing to memory: during order import the Biz-Tech Services Acumatica Amazon connector takes the Amazon item price rather than the mapped Acumatica item price. The Amazon order is the commercial record of what the shopper paid, so Acumatica records that number rather than your list price.

Four buttons populate this tab. Get Product by ASIN displays the Amazon item in Inventory Details by its ASIN. Get Product by SELLERSKU does the same by SKU. Load FBA Products loads and displays all Amazon products in the store. Sync From Amazon takes a loaded FBA item and creates that item in Acumatica via the product SKU, which is the fastest way to seed Acumatica with an existing Amazon catalog rather than typing it.

Carriers Code, Cancel Reasons, and Adjustment Reasons

The Carriers Code tab matches Amazon carrier details to the Acumatica Ship Via carrier. The Cancel Reasons tab holds the order cancel reasons, and a cancellation reason must be selected while cancelling orders, so an empty tab blocks cancellations. The Adjustment Reasons tab is populated the same way and its values are required for refunding Amazon orders. Both reason lists can be imported or exported as an Excel file, which is the practical way to load them once and reuse them across tenants.

Inbound: How Amazon FBM Orders Become Acumatica Documents

The Import Amazon Orders screen is the inbound gate for FBM. The user indicates the Store Code, and the screen retrieves data for that store: it pulls as many orders into Acumatica as exist in the selected period and displays all of them in the table, so nothing is committed on retrieval alone.

Retrieving Amazon orders with Get Orders

Step one is clicking the Get Orders button to retrieve orders from Amazon. After the button is clicked a timer indicates the elapsed time until the process is complete, and a user can cancel the retrieval by clicking the loading icon next to the timer. The Start Date and End Date fields filter the data retrieval, which is how your business avoids dragging months of history back on a routine run. Step two is reviewing the retrieved orders to decide which ones need to be imported.

Reviewing an order before importing it

Clicking the Order Number opens the corresponding order in a pop-up window, and the most important information is shown on the Amazon Orders screen. This is also the first place errors surface: if an error appears while importing a corresponding order, the error message is displayed on this screen and explains what should be fixed and in which system. That last part matters, because roughly half of import problems are Amazon-side data and half are missing Acumatica configuration.

Running the import

Step four is selecting the orders that require import. Step five is clicking the Import button to begin the import process, or the Import All button to import every order in the grid. After the Import button is pressed, unselected orders are filtered off the screen so the grid shows only what is being worked. A user can cancel the process of importing orders by clicking close.

If there is an error while processing an order, the error displays on the grid line corresponding to that order, and a user should hover the cursor over the red cross to see additional information about it. For deeper detail, a user can open Tools and then Trace.

Outbound: Sending Amazon PO Acknowledgements from Acumatica

Once an Amazon order exists in Acumatica as a sales order, the first thing that travels back to Amazon is the purchase order acknowledgement. There are two documented ways to export it: one at a time, or several at once.

Acknowledging a single Amazon order

Choose the required order on the Sales Orders screen, click the Actions button, and choose the Send Acknowledgement to Amazon option. After the action finishes, the Acknowledgement status changes to closed. That status change on the sales order is the confirmation that Amazon has the acknowledgement, and it is the field to check when someone asks whether an order was acknowledged.

Acknowledging many Amazon orders at once

For volume, open Export Amazon PO Acknowledgement from Process Orders. This screen sends an API request to the Biz-Tech server, and the server in turn sends a request to the Amazon system to create the acknowledgement for the order. Choose the required orders by checking their checkboxes and press the Process button. The Biz-Tech Services Acumatica Amazon connector can also send acknowledgements automatically with a Success status.

Acknowledging with a Failure status to cancel

If an order must be cancelled, the Amazon acknowledgement is sent with a Failure status instead, and the Cancel reason field is required. The alternative route is Manually export Amazon PO Acknowledgement from Process Orders: choose the required order by checking its checkbox, click the Set Status Failure button, choose the Cancel Reason from the column below, press Save, and then Send Acknowledgement. This is why the Cancel Reasons tab has to be populated during setup; without it the cancellation cannot be completed.

Reflecting an Amazon-side cancellation back in Acumatica

The other direction is also documented. To cancel an order that already exists in Acumatica, cancel the order in Amazon, then open the Amazon Orders screen and press the Update Order button. That button updates the Amazon status in Acumatica so the two systems agree. Without it, Acumatica keeps working an order Amazon has already killed.

Outbound: Exporting Amazon Fulfillments from Shipments and Invoices

After the acknowledgement, fulfillment follows the ordinary Acumatica shipping chain, with the connector attached at two points.

From the Actions menu on the sales order, click Create Shipment. The user is then redirected to the Shipments screen. There, fill in Ship Via, add a Packages record, set a tracking number, and click Confirm Shipment.

Then click Prepare Invoice. Preparing the invoice is what fulfills the exact Amazon order: it sends an API request to the Biz-Tech server, and the server sends an API request to fulfill the order in the Amazon system. The same action can be performed in bulk from the Export Amazon Fulfillments screen by choosing the required shipments and pressing Process. The final step is navigating to the Invoice from Sales Orders and releasing the required invoice, which closes the accounting side of the transaction in Acumatica.

Refunds: Credit Memos and Imported Amazon Refunded Orders

Refunds move in both directions too, and the connector treats a refund initiated in Acumatica differently from a refund initiated in Amazon.

Refunding from Acumatica with a credit memo

To refund an order from the Acumatica side, open Invoices and Memos from Receivables, choose the required invoice, click Actions, and then Reverse. Fill in the Adjustment Reason, save the changes, and release. Releasing sends an API request to the Biz-Tech server, and the server sends an API request to refund the order in the Amazon system. The Adjustment Reason is mandatory, which is the reason the Adjustment Reasons tab is part of store setup.

Importing refunds that started in Amazon

The Import Amazon Refunded Orders screen brings refunds that originated in Amazon back into Acumatica. Press the Get Orders button to load refunded orders, with a timer showing elapsed time until the process is complete. The refunded Amazon orders are displayed on the Amazon Refund screen. Choose the required orders by checking their checkboxes and press Process, or click Process All to import every refunded order shown.

How the connector handles each refund case

What the Biz-Tech Services Acumatica Amazon integrator connector does next depends entirely on how far the original order had progressed, and five cases are defined. In case one the refunded order is still only a sales order with no fulfillment. If it consists of one item, processing creates a Payment of the Customer Refund type, attaches it on the Payments tab, sets the refunded amount, and closes the order; following the Reference number shows that payment and the refunded amount on the Application History tab. The sales order status changes to Canceled and all lines are deleted.

Still within case one, if the order consists of several items, the refunded quantity is reduced from the order quantity and the system creates a Payment document attached on the Payments tab for the refunded items, while the order status remains Open. A partial refund therefore leaves a working order behind rather than cancelling the whole thing.

Case two covers a shipment that has been created but not confirmed: pressing Process finds it, deletes it, and then proceeds with the case one actions above. Case three covers a confirmed shipment, where the system creates a Credit Memo and attaches the Reference number with the Customer Refund type to Applications. Case four, an invoice prepared but not released, produces the same Credit Memo.

Case five is the fully posted scenario, where the invoice has already been released. Here the system reverses the invoice and generates a Credit Memo with a Customer Refund type Reference number attached to Applications. In every case, once the actions complete, the Processed checkbox on the Refunds tab is automatically checked on the Amazon Orders screen for the corresponding order, which means the process is over and the order is Closed. The credit memo itself is created in the Invoices screen of Sales Orders.

Item and Inventory Quantity Sync from Acumatica to Amazon

The Export Amazon Inventory Quantity screen syncs Acumatica and Amazon inventory quantities through the Biz-Tech server. Its behavior is governed by a checkbox on each line, and the distinction is easy to miss. If the checkbox is not selected, the Sync action updates the Amazon inventory quantity based on the number in the Quantity column, that is, the Acumatica quantity. If a user wants to send a different number to Amazon, change the value in the Amazon Quantity column, check the checkbox, and then press the Sync button, and the Amazon inventory quantity is updated to that value.

That override is useful when your business deliberately holds stock back from the marketplace, and it is also the reason listed availability can drift from Acumatica availability without anyone noticing. The quantity sent is still governed by the Warehouse Details tab: the sum across the selected warehouses, on the On hand, Available, or Available for Shipment basis chosen there.

FBA Settings: Configuring Fulfillment by Amazon in Acumatica

The Amazon Store screen carries a tab that provides access to all the settings for Amazon FBA orders. It is organized into order options, warehouse mapping, shipment options, customer information, and a payment option, and each group maps onto a distinct part of the FBA flow.

FBA Default Order Options

Invoice Type is the document created after an Amazon FBA order is received and imported, because an FBA order is imported as an invoice in Acumatica rather than as a sales order to be picked. Begin Order date filters the data retrieval, and Last Imported Order Date records when the last order was imported. Below the dates is a table for mapping Acumatica statuses to Amazon order statuses by selecting the corresponding status, so the connector knows which Amazon states are meaningful in your Acumatica workflow. To retrieve and import an order, the corresponding Order Status checkbox must be selected.

FBA Warehouse and fulfillment center mapping

Destination warehouse sets up the warehouse in Acumatica where Amazon goods or products are intended to be sent or delivered. When the Enable Ship from Mapping checkbox is selected, a mapping section opens between the Amazon Fulfillment Center and the Ship-from Warehouse ID, letting your business map an Amazon fulfillment center to an Acumatica warehouse ID and determine which warehouse ships product to the destination warehouse. If the checkbox is not selected, the section disappears and the single value in the Ship from Warehouse ID field is used instead. Businesses shipping into several Amazon fulfillment centers from several of their own sites need the mapping; a single-warehouse seller does not.

FBA Default Shipment Options

Destination Order Type should be populated with the Transfer order type, because all FBA orders need to be created using that specific order type. A Destination Order Type checkbox is included for transfer order types, and when it is selected the Order Type field is disabled, indicating that it is an Amazon FBA order type. One configuration rule is stated explicitly and is easy to trip over: the same order type can only be configured in one store and cannot be repeated in other stores.

Two checkboxes decide what is retrieved. Select Shipments imports FBA shipments, and Select Deliveries imports FBA deliveries. Two date fields report progress: Last Imported Shipment Date is the date the last shipment was imported from Amazon into an Acumatica transfer order, and Last Imported Deliveries Date is the date the last delivery was imported into an Acumatica purchase receipt. Below the dates, a table displays the corresponding Amazon shipment status to be imported into Acumatica.

Two more checkboxes change the resulting documents. When Release PO Receipt During FBA Shipment Import is selected, the shipment is imported as already released into the purchase receipt, which removes a manual release step for businesses that trust the Amazon numbers. Override FBA Shipment bill address information controls whether the order import overrides the customer addresses and sets the Acumatica order address on the sales order, or sets the customer billing address instead.

FBA customer and payment options

The Customer field sets the default customer used during the order import process from Amazon to Acumatica, and it is required for the Amazon orders import process. Under FBA Payment Option, selecting Import Amazon FBA Payment opens a further field for the payment method name, so a payment method can be set up and imported for the FBA order.

The FBA Process Flow: Shipments, Transfers, Deliveries, and Orders

The FBA flow in Acumatica is best read as two tracks. One track moves your stock into Amazon fulfillment centers and keeps the inventory numbers honest. The other track brings the resulting Amazon sales in as invoices.

Importing FBA shipments as transfer orders

To transfer and update items in a single shipment, the FBA shipments must first be pulled from Amazon Seller Central into Acumatica. When a shipment is imported, it creates a sales order with the Transfer order type already selected and set up in the FBA store. The grid displays the destination warehouse where the item will be received, and the sales order line shows the warehouse the item should be transferred from. Selecting the pre-configured Transfer order type established in the store displays the store code on the Sales Orders screen, which is how a user tells an FBA transfer apart from an ordinary internal one.

Updating warehouses with Update In

Upon confirming the shipment of the transfer order and clicking the Update In button, the system updates the warehouse by transferring items from the source warehouse to the destination warehouse. This is the step where Acumatica inventory finally reflects that the goods are in Amazon custody rather than on your own shelves.

Importing FBA deliveries as purchase receipts

After the items have been updated in the warehouses and the shipments are closed in Seller Central, go to the Import FBA Deliveries screen to retrieve all shipments. They are then displayed on the Purchase Receipt screen and are already in the destination warehouse. Following the purchase order release process, the quantity in the destination warehouse is updated and displayed.

Quantity rules on the Import FBA Shipments screen

The Import FBA Shipments screen handles the retrieval and importation of all shipments from Amazon into Acumatica and creates a purchase receipt based on the received quantity of the shipment. Three quantity outcomes are documented. If the received and shipped quantities are equal, the order imports without any issues. If the received quantity is smaller than the shipped quantity, the order still imports. If the received quantity exceeds the shipped quantity, an error message appears stating that the received quantity is greater than the shipped quantity. To prevent that, item quantities need to be adjusted on the FBA Shipments screen before importing.

Importing the FBA orders themselves

The Import FBA Orders screen gets and imports all Amazon FBA orders into Acumatica according to the dates and statuses configured on the store, and after importing it creates a sales order invoice. Imported FBA orders are displayed on the Invoices screen of Sales Orders, which is where users should look for them rather than in an open sales order list.

Where to Monitor Amazon Results in Acumatica

Most support questions about an Biz-Tech Services Acumatica Amazon integration reduce to one question: did the record make it, and if not, where did it stop? These are the exact places in Acumatica to look:

• Import Amazon Orders grid, where a red cross on an order line signals a failure; hover over it for detail, or open Tools and then Trace for more.
• Amazon Orders screen, opened by clicking the Order Number, which shows the key order information and the error message explaining what should be fixed and in which system.
• Email notifications listing Order IDs with errors, if the Send Email Notifications for Errors checkbox is selected on FBM Settings.
• Last Imported Order Date on the FBM Settings tab, and its equivalent on FBA settings, to confirm the flow is still running.
• Acknowledgement status on the sales order, which changes to closed once Send Acknowledgement to Amazon has finished.
• The Delivery Settings area of the Shipping tab on Sales Orders, where the cross-referenced Ship Via value should appear after import.
• Payments tab and Application History tab, where a Customer Refund payment and the refunded amount are recorded against the Reference number.
• Refunds tab on the Amazon Orders screen, where the Processed checkbox is checked automatically once a refund is fully handled and the order is Closed.
• Invoices screen of Sales Orders, where credit memos from refunds and imported FBA order invoices both appear.
• FBA Shipments screen, a set of generic inquiries giving compact information about shipments in both Acumatica and Amazon.
• FBA Destination Warehouse Quantities screen, which tracks warehouse updates and shows item quantities in both the destination warehouse and the current warehouse.
• FBM and FBA Orders screen, where the Fulfillment channel field identifies which channel each order came through.

Amazon Acumatica Integration: Frequently Asked Questions

What is the difference between FBA and FBM in the Amazon Connector for Acumatica?

FBM, Fulfillment by Merchant, means your business ships the order, so the Biz-Tech Services Acumatica Amazon integrator imports it as a sales order and you run Create Shipment, Confirm Shipment, and Prepare Invoice, with the fulfillment event going back to Amazon. FBA, Fulfillment by Amazon, means your products sit in Amazon fulfillment centers and Amazon handles storage, packing, shipping, and customer service, so the Biz-Tech Services Acumatica Amazon connector imports FBA shipments as transfer orders, FBA deliveries as purchase receipts, and the FBA orders themselves as invoices. The two channels have separate settings tabs and separate processing screens, and the FBM and FBA Orders screen shows both, distinguished by the Fulfillment channel field.

Are Amazon orders imported into Acumatica as sales orders or as invoices?

Both are supported. The Biz-Tech Services Acumatica Amazon integration can import Amazon orders as either the sales order or the invoice document type, and the Order Type field on the FBM Settings tab sets the default for FBM. For FBA the answer is fixed: an imported Amazon FBA order becomes an invoice, controlled by the Invoice Type field on the FBA settings tab, and those invoices appear on the Invoices screen of Sales Orders.

Why does my Amazon order import fail with an item error?

The most likely cause is the Import Item checkbox on the Amazon Store screen. When it is selected, the Biz-Tech Services Acumatica Amazon integrator imports product information for items that do not yet exist in Acumatica; when it is not selected and an unknown Amazon item arrives, an error occurs during integration. Check that checkbox first, then check whether the SKU is mapped on the Inventory Details tab of the Amazon Store screen. The full error text is shown on the Amazon Orders screen and explains what should be fixed and in which system.

How do I see the exact error behind a failed Amazon order import?

There are three places, in increasing order of detail. On the Import Amazon Orders grid, hover the cursor over the red cross on the failing order line to see additional information. Click the Order Number to open the Amazon Orders screen, where the error message states what should be fixed and in which system. For anything still unclear, open Tools and then Trace for the underlying detail.

What does the error "Received quantity is greater than the shipped quantity" mean?

It appears on the Import FBA Shipments screen when the received quantity on an Amazon FBA shipment exceeds the quantity shipped, and it blocks the import. Equal received and shipped quantities import cleanly, and a received quantity lower than the shipped quantity still imports. To clear the error, adjust the item quantities on the FBA Shipments screen before importing again.

How do I cancel an Amazon order from Acumatica?

Send the Amazon acknowledgement with a Failure status and fill the required Cancel reason field. From Process Orders, open Manually export Amazon PO Acknowledgement, check the order, click Set Status Failure, choose the Cancel Reason, press Save, and then Send Acknowledgement. Cancel reasons must already exist on the Cancel Reasons tab of the Amazon Store screen, otherwise the cancellation cannot be completed. If the cancellation happened in Amazon instead, open the Amazon Orders screen and press Update Order to bring the Amazon status into Acumatica.

What happens when an Amazon order is refunded after the invoice was released?

That is case five of the refund logic. When you process the refunded order on the Import Amazon Refunded Orders screen, the system reverses the invoice and generates a Credit Memo carrying a Reference number of the Customer Refund type attached to Applications. Once the actions finish, the Processed checkbox on the Refunds tab of the Amazon Orders screen is checked automatically and the order is Closed. The credit memo itself is created on the Invoices screen of Sales Orders.

Work With the Biz-Tech Services Amazon Connector

Traced end to end, the flow is coherent: credentials on the Connection Settings tab open the channel to the Biz-Tech intermediate server, the FBM Settings and FBA settings tabs decide what imported records look like, the cross-reference, warehouse, carrier, and reason tabs translate Amazon values into Acumatica ones, and the processing screens move orders, acknowledgements, fulfillments, refunds, and quantities in the appropriate direction. FBM runs through sales orders, shipments, and invoices; FBA runs through transfer orders, purchase receipts, and invoices. When something goes wrong, the Amazon Orders screen, the red cross tooltip, the trace, and the Processed checkbox on the Refunds tab tell your business exactly where the record stopped.

If your business sells on Amazon and wants that activity landing in Acumatica ERP as accurate orders, shipments, invoices, refunds, and inventory quantities, the Biz-Tech Services Amazon Connector is built for exactly that. Visit https://biz-techservices.com to learn more about our Acumatica expertise or to schedule a personalized demonstration.

by Gary

How Shopify Data Flows into Acumatica ERP

How Shopify Data Flows into Acumatica ERP

Shopify data flows into Acumatica ERP as a controlled two-way exchange: the connector retrieves Shopify orders and imports them into Acumatica as Sales Orders, SO Invoices or AR Invoices, then sends results back out - fulfillment events, tracking numbers, inventory quantities, prices, products and customer data. Every leg of that flow is driven by settings you configure once on the Shopify Stores screen, so understanding the path a record takes is the difference between a Biz-Tech Services Shopify Acumatica integration that quietly works and one that silently drops orders.

This article walks that route end to end for the Biz-Tech Services Shopify Connector, following the direction records actually travel: credentials, inbound orders, the customer and payment and tax decisions attached to them, outbound fulfillment and order export, item and inventory sync, and errors. It names the real screens, tabs, buttons, checkboxes and fields your team will click, because those are what you check when you want to know what the integration did.

What the Shopify Connector for Acumatica Does

The Biz-Tech Services Shopify Connector is an integration between Shopify, an eCommerce platform, and Acumatica, an enterprise resource planning (ERP) system. It is delivered as an Acumatica customization project, published through the Customization Projects screen (SM204505), and requires a license of type PCSR, PERP or SAAS. Once published, it adds configuration, processing and inquiry screens that handle order sync, inventory management, product information sync, customer data sync, and the posting of sales data into Acumatica.

The connector talks to Shopify through its Application Programming Interface, or API, using connection information stored on the Shopify Stores screen. The Biz-Tech Services Shopify Acumatica integration also requires default options and required values for the order import process, which is why the store record carries so many settings. Based on those settings it connects to the corresponding system, retrieves orders, and imports the selected orders into Acumatica. When a user confirms the shipments created from those imported orders, fulfillment events are generated in Shopify for each corresponding order.

The Shopify Data Flow at a Glance

Before drilling into any single screen, it helps to see the whole path a record travels between the two systems:

• Setup - the connector package is published on the Customization Projects screen (SM204505), then a store is created from the Shopify Stores screen using Add New Store, which opens the Shopify Credentials screen. Test Credentials confirms the connection through the API.
• Configuration - on the Shopify Stores screen you set Import Settings, Tax Options, Customer Information, Item Information, Payment Options, Cross-Reference Options, Export Item Mappings, Warehouse Details and Order Export Settings. These decide what the connector is allowed to create.
• Retrieval - the Import Shopify Orders screen pulls orders with Get Orders. Only orders in Fulfilled, Unfulfilled or Partially Fulfilled status appear, filtered by Begin Order Date and afterwards by Last Imported Order Date.
• Staging - each retrieved order is written to the Shopify Orders screen, which holds its initial state - Order ID, Status, Payment Method, Ship Via, Document Details and Addresses - before it becomes an Acumatica document.
• Import - Import or Import All turns the staged order into the document type chosen in Import Shopify Orders to: a Sales Order, an SO Invoice or an AR Invoice, with the customer, items, payment and tax treatment your settings allow.
• Outbound fulfillment - when the shipment created from the imported order is confirmed, and after Prepare Invoice, the connector generates the Shopify fulfillment event and sends the tracking number back, updating the order status.
• Master data sync - separate processing screens push items, images, quantities, sales prices, template and matrix items, customers, contacts and locations, manually or on a scheduler.
• Exceptions - refunded orders come in through Import Shopify Refunded Orders, and export errors are logged with messages shown in the export log or notification center.

Setting Up the Connection: Shopify Credentials and Shopify Stores

Nothing flows until the store record exists, and these settings matter more than any other step: almost every downstream behavior - whether a customer is created, whether an item is created, whether a payment is attached - is a checkbox here rather than a decision made at import time.

How do you install the Shopify Connector in Acumatica?

The Biz-Tech Services Shopify Acumatica connector ships as a deployment package you import on the Customization Projects screen (SM204505), the same screen used to add, validate, publish, unpublish, export or delete any Acumatica customization project. On import, the platform uploads the package, creates the corresponding customization project and saves it in the database; publishing that project is what makes the Biz-Tech Services Shopify Acumatica integrator screens appear.

Where do Shopify credentials live?

Open the Shopify Stores screen and click Add New Store. You are redirected to the Shopify Credentials screen, where you complete the setup that integrates Acumatica with Shopify. Two actions govern the connection afterwards: Test Credentials, which tests the connection to the Shopify store through the API using the information on the Connection Settings tab, and Edit Credentials, which allows changes to the stored credentials. If Test Credentials fails, nothing downstream will work, so check it first whenever data stops moving.

The store-level fields that steer the whole flow

The header of the Shopify Stores screen carries the switches that determine which directions are even active:

• Store Code - a Lookup field indicating the corresponding Shopify store. It is required on the processing screens, so it ties every run to a specific storefront.
• Default Store - when selected, the default store automatically appears when you open the processing and Store screens and the Store Code field. Useful when you run one storefront and do not want users choosing the wrong one.
• Use B2B - allows customers to sync business-to-business, or B2B, data to Shopify. When unselected, the connector exports an ordinary customer instead.
• Use Webhook - enables the webhook logic to function, which is what lets Shopify events trigger Acumatica processing without a manual click.
• Export Order - activates the logic for exporting orders from Acumatica to Shopify, and makes the Order Export Settings tab appear.

Inbound: How Shopify Orders Become Acumatica Documents

The inbound leg is the heart of the Biz-Tech Services Shopify Acumatica integration. A shopper checks out, the connector retrieves the order, and Acumatica creates a document from it. What that document is, which orders qualify, and how much of the payload survives the trip are all governed by the Import Settings tab.

What document does a Shopify order become in Acumatica?

The Import Shopify Orders to field specifies the document type: Shopify orders can be imported as Sales Orders, Sales Order Invoices (SO Invoice), or Accounts Receivable Invoices (AR Invoice). Order Type represents the default type of orders created by the Biz-Tech Services Shopify Acumatica integration, and Branch determines where the order lands, using the branch values already set up on the store. Choose deliberately: a business that picks, packs and ships needs Sales Orders so shipments and fulfillment events can follow, while a business that only needs revenue recorded may be better served by an invoice.

Which Shopify orders are eligible for import?

Two filters decide what the Biz-Tech Services Shopify Acumatica connector will even look at. Fulfillment Status of Orders reflects the status of the corresponding order that will be imported. Under Order Status you will find the financial statuses; the corresponding checkbox must be selected for an order to be retrieved and imported. If a financial status is left unchecked, orders in that status simply will not appear - the most common reason an order seems to be missing.

Dates form the second filter. Begin Order Date is the date from which the first order should be imported. Last Imported Order Date shows when the last order was imported; for other invoice import processes it counts the date related to the last invoice date, and Last Refunded Order Date and Last Imported Company Date are the equivalents for refunds and companies. Retrieval begins from Begin Order Date only while Last Imported Order Date is not later than it; after that, orders are fetched from that watermark. These fields tell you where the connector believes it left off.

Import behavior options on the store record

Further checkboxes shape how much information travels with each order and how much API traffic the connector generates:

• Send Email Notifications for Errors - opens a field for an email address, and the connector notifies you of Order IDs that hit errors during retrieval. Turn this on if nobody watches the processing screen all day.
• Save Order Properties in Document Notes - retrieves order properties into document notes while fetching, preserving detail that has no dedicated Acumatica field.
• Skip Fulfillment - when selected, no API request is sent during Prepare Invoice and the order status is not updated. This deliberately breaks the outbound fulfillment leg, so leave it clear if you expect Shopify to reflect shipments.
• Refresh Order When Import Orders - when selected, the connector requests fresh data during import; when unselected it imports without updating anything. Selecting it costs extra API calls but guarantees the current version of the order.

Retrieving and importing Shopify orders

The Import Shopify Orders screen is where the inbound flow executes. Get Orders retrieves orders from Shopify, and a timer indicates elapsed time until the process completes. The page only shows orders with the statuses Fulfilled, Unfulfilled or Partially Fulfilled in the shop. Import then handles selected orders and Import All imports every order in the grid; if an error occurs, the message is displayed on screen with information about the system error. The screen also supports a schedule for getting and importing orders, so the cycle can run unattended.

What the Shopify Orders screen shows you

Each retrieved order carries a hyperlink; clicking the order number navigates to the corresponding Shopify Orders screen, which presents the initial situation of the order as it arrived - the best place to compare what came in against what Acumatica created. It has three tabs: Document Details, with information about the items; Addresses, with the customer address; and the Order ID field, which displays the Shopify order ID and order number.

The rest of the screen carries the linking fields. Status displays the order status in Acumatica, while Payment Method and Ship Via display the methods used. Sales Order Number shows the sales order created if the order was imported, and Invoice Number the invoice number if it was invoiced - so an empty Sales Order Number signals that the order was staged but never converted. Refresh Order updates the status, which matters because it reflects the initial state on import and does not change on its own if the order is later fulfilled in Shopify. Import Order fetches an order by its ID, after which it appears on the Import Shopify Orders screen ready to be imported - the manual path for a single urgent order. This screen is also where you read the raw payment method and Ship Via values when creating Cross-Reference mappings.

Automating the inbound flow with webhooks

Webhooks let Shopify events drive Acumatica instead of waiting for a scheduled run. When Use Webhook for Shopify Order Process Automation, Use Webhook for Shopify Fulfillment Process Automation and Use Webhook for Shopify Refund Process Automation are selected, the connector generates new Order, Fulfillment and Refund processes in the Shopify system. With order process automation on, any order created online is automatically imported into Acumatica on the Sales Orders screen, and the Webhook Order checkbox is then selected on the Shopify Orders screen - a quick way to tell an automated import from a manual one.

To create the mapping, go to the Webhooks screen, fill in the Webhook name and Implementation class, and click Save. A Webhook Uniform Resource Locator, or URL, is generated; that URL must be added to the URL field of the newly created webhook in the Shopify system. Until it is registered there, the Acumatica half has nothing to listen to.

Customers, Payments and Taxes on Imported Shopify Orders

An order is never just lines and totals. Each imported order drags a customer, a payment and a tax treatment behind it, and you control each on the Shopify Stores screen.

How does the connector decide which Acumatica customer to use?

When Import Customer is selected, the Biz-Tech Services Shopify Acumatica integration imports the customer information from Shopify into a new customer record in Acumatica. If it is not selected, orders are imported with the default customer instead - every order lands on one house account. Two checkboxes control addresses: Override Ship Address Information from Shopify Order imports the address the order will ship to, and Override Bill Address Information from Shopify Order the address of the party who will pay the bill. If the corresponding numbering sequence is absent, an error message is displayed, so customer numbering must exist first.

Cross-Reference: translating Shopify values into Acumatica values

The two platforms rarely use the same words for the same thing, and the Cross-Reference tab reconciles them. Cross-Reference Options on the Import Settings tab select the entities to be matched during the transition, and only the checked entities appear in the drop-down on the Cross-Reference tab. Selecting them makes the Ship Via field appear, letting you map the Shopify value to the Acumatica Ship Via value.

Customer assignment works the same way. If Use Tags to Import Customer is selected and the type Code is chosen, you set up the Shopify tags and Acumatica customer (AcctCD) values in the Shopify Value and Acumatica Value fields on the Cross-Reference tab. During import, orders carrying a mapped tag get that customer. If Use def. class if tag is not found is unselected, a new customer is created taking the customer class from the Cross-Reference tab. The same logic works for items.

How are Shopify payments imported?

Payment Options decide whether money travels with the order:

• Skip Shopify Payment - the order is imported from Shopify without payment.
• Import Captured CC Tran. as Payment - must be selected for an order that has a payment in Shopify to be imported with that payment. Otherwise the order arrives with none, whatever was collected at checkout.
• Payment Method - the method set on the payment during the order import process.
• Payment Type - Payment and Prepayment are the types a user can select during import.
• Release Payment During Order Import - the payment is imported already released, removing a manual step but also the chance to review it first.

Tax Options

Tax Options set how imported orders are taxed in Acumatica. Customer Tax Zone is the combined tax of effective taxes for a zone, defined according to the locations of the vendors or customers, and Tax ID is the customer tax identifier. Taxable Category creates or edits the tax categories applied to products, and Default Non-Taxable Category sets up an exempt category for non-taxable items and displays them on sales order lines. Because Shopify calculates tax at checkout, these fields keep the Acumatica side of the same order consistent with your tax configuration.

Point of Sale, discount and freight handling

Point of Sale, or POS, orders are placed at the point of sale, often in retail or hospitality. Use POS System enables their importation, POS Customer sets a default customer for them, and Default POS Item sets the default item for that process. Separately, Include Item Discount in Price includes the item discount amount in the order price rather than carrying it separately.

What happens to items that do not exist in Acumatica?

When Import Item is selected, the system may create a new item if it does not already exist in Acumatica during the sync and order import process, and options for imported item type, item class, unit of measure (UOM) and Warehouse ID appear to define the defaults. When Import Item is not selected, new item importation sets the default value of Replace Missing Products as the item name and takes the warehouse from Warehouse ID - so orders still import, but against a placeholder item.

Three functions become available with Import Item on. Use Numbering Sequence for SKU Generation generates a Stock Keeping Unit (SKU) number according to the numbering sequence setup when the system does not find one. Populate Items in Inventory Details adds the item into Inventory Details while importing. Save Item Properties in Line Notes syncs the order with line and header notes in Acumatica.

Outbound: Fulfillment, Refunds and Sales Order Export to Shopify

Once an order lives in Acumatica, the flow reverses. Shipments, invoices, refunds and even orders that started life in Acumatica all have a path back to the storefront.

When does Acumatica send fulfillment back to Shopify?

When a user confirms the shipments created from imported orders, fulfillment events are generated in Shopify for each corresponding order, and after the Prepare Invoice action the tracking number is sent and the Sales Order status is updated accordingly. Skip Fulfillment overrides this: with it selected, no API request goes out during Prepare Invoice and the order status is not updated. One detail on the way in: after the order import process, the Ship Via value appears in the Delivery Settings field on the Shipping tab of the Sales Orders screen.

How are Shopify refunds handled in Acumatica?

The Import Shopify Refunded Orders screen imports refunded orders into Acumatica. Press Get Orders to load them - a timer indicates elapsed time - and they are then displayed on the Shopify Refund screen. What happens next depends on how far the original order had progressed, which is why the same refund can produce very different documents:

• Case 1 - the order is a Sales Order with no fulfillments yet. If it consists of a single item, pressing Process generates a Payment with the Customer Refund type, attaches it to the Payments tab, sets the refunded amount and closes the order. The status changes to Canceled and all lines are deleted.
• Case 2 - a shipment was created but not confirmed. Process finds the shipment, deletes it, then proceeds as in Case 1.
• Case 3 - the shipment has been confirmed. Process creates a Credit Memo and attaches a reference number with the Customer Refund type to the Applications.
• Case 4 - the invoice is prepared but not released. The system creates a Credit Memo and attaches a reference number with the Customer Refund type to the Applications.
• Case 5 - the invoice is released. The system reverses the invoice.

How do you export Acumatica Sales Orders to Shopify?

Sales Orders created in Acumatica can be exported to Shopify through a designated export process. If a line item does not exist in Shopify, the system automatically creates a new product there using the Acumatica details; if the customer does not exist, a new customer record is created from the order information. Fields such as order number, date, customer details, item descriptions, quantities and prices are mapped and transferred according to predefined field mappings, and the new products and customers carry key identifying details to match their Acumatica counterparts.

There are two ways to export: the Actions menu on the Sales Order, and the Export Sales Orders processing screen, which shows only Sales Orders with Open or On Hold status, allows export individually or in bulk, and supports scheduler setup. Once exported, an order disappears from the screen and reappears if any updates are made. Exported Sales Orders are not imported back into Acumatica, so this is a one-way publish rather than a round trip. Two further actions manage exported orders: Shopify Cancel Order updates the order status to Cancelled after prompting for a cancellation reason, and Delete Shopify Order removes the order from Shopify entirely.

Order Export Settings: what travels with an exported order

The Order Export Settings tab appears when Export Order is selected. It defines how data is handled on the way out and sets fallback behavior when customer or product records are missing in Shopify:

1. Customer Settings - Export Customer exports customer information from the order; when unchecked, a field appears to specify a default customer used for all exports. Update Shipping Address and Update Billing Address create or update the corresponding address if the customer already exists.

2. Product Settings - Create Product creates new product records in Shopify when an item from the Sales Order does not already exist. When unchecked, the default product under Replace Missing Products is used instead.

3. Default Export Options - Export Once Created means that after creating and saving the order in Acumatica it appears in Shopify automatically. Order Fulfillment Status defines the initial fulfillment status of the exported order, for example Unfulfilled.

4. Export Transactions - specifies the payment status, such as Paid or Authorized. On Shopify Plus, with this selected, creating a payment from the Sales Order Payments tab or the Payments and Applications screen and saving it updates the payment status.

5. Export Tax Details, Export Discount and Export Freight - include the order tax information, discount details and freight data respectively.

6. Status Settings and Type Settings - define which Sales Order statuses (for example On Hold, Open) and Order Types (for example SO - Sales Order) are eligible, which also controls what appears on the Export Sales Orders screen.

After the order is placed, the customer receives notifications related to it, for example order cancellation or export notifications - so these settings have a customer-facing effect, not just an internal one.

Item and Inventory Sync Between Acumatica and Shopify

Product and inventory data is the third major flow, running mostly from Acumatica out to Shopify. It is also the flow most often blocked by an unchecked box, because a switchboard on the store record decides which fields the processing screens may touch.

Export Item Mappings: the master switchboard

The Export Item Mappings tab synchronizes product-related fields with Shopify and syncs the values of the item fields that are selected; fields that do not need updating can have their checkboxes cleared. This setting most often explains a sync that ran successfully but changed nothing: for all processing screens, if the required fields are not selected for creating or updating, the corresponding data - price, description, weight - will not be updated. Two related behaviors: the image checkbox applies to stock items and store export processes but does not influence the image processing screen, and if Track Quantity is clear in both systems an error message should appear during syncing, while if it is clear in Shopify only, the sync updates the quantity and selects that checkbox automatically.

The Shopify Inventory tab

On the Shopify Inventory tab you can load all Acumatica and Shopify items and then sync, publish or unpublish them. Load Acumatica Items retrieves all stock and non-stock items into the table, and Load Shopify Items does the same for the storefront catalog. Sync to Shopify exports Acumatica items outward; Sync from Shopify imports items in, taking the SKU and creating an Acumatica Inventory ID from it. Purge clears the table, and Get Item by ID retrieves a single item. The list can be exported and imported as an Excel document, and item sync, publish and unpublish can also be run from the Stock Items screen.

One asymmetry matters when planning your catalog: the Biz-Tech Services Shopify Acumatica connector does not support the mapping function during the Acumatica item export process, though on the import side you can map Shopify and Acumatica items to each other. When exporting an inventory item outward, the Biz-Tech Services Shopify Acumatica integration sets the item Inventory CD as the SKU, the identifier that keeps the catalogs aligned afterwards.

Inventory Mapping and Shopify metafields

The Inventory Mapping tab organizes the mapping between Acumatica attributes, item currency settings, user-defined fields and Shopify fields, and exports or updates metafields at the product or variant level. Get Metafields retrieves all existing metafields so you can organize the field mapping. Checkboxes specify whether each mapping is used for import or export. Acumatica Property should be set to the Acumatica item category and Shopify Property to the corresponding item category, and the relevant checkbox must be selected before importing or exporting mapped values.

Warehouse Details and quantity export

Warehouse Details is where Acumatica warehouses meet Shopify locations. Load Shopify Locations retrieves them all and lets you map them to warehouses; after the export from Export Shopify Inventory Quantities, the Biz-Tech Services Shopify Acumatica connector updates the quantity in the corresponding location. If several warehouses are selected, the exported quantity is the sum across them, and the drop-down value - On Hand, Available, or Available for Shipment - decides which figure syncs. This is a business decision: On Hand can oversell against allocated stock, while Available for Shipment is the most conservative.

On the Export Shopify Inventory Quantities screen itself, choose the required items beforehand on the Shopify Inventory tab of the Shopify Stores screen by checking the checkboxes and pressing Save. The screen displays the sum of item quantities according to the chosen warehouses and supports a schedule to avoid manual processing. It is possible to update the quantity even if Track Quantity is not selected for that item.

Exporting item data, images and prices

Dedicated processing screens carry specific slices of item data to Shopify:

• Export Shopify Inventory Items - synchronizes item price, description and weight. Load items into the store first, then select items and press Sync, or Sync All for everything displayed. This only works if the matching checkboxes are selected on Export Item Mappings.
• Export Shopify Product Images - enabled when the Product Image checkbox is selected on Export Item Mappings. Fill in Store Code, select the items, and press Sync or Sync All. If the checkbox is clear the image is not synced, and punctuation marks in the data will duplicate the image.
• Export Shopify Inventory Quantities - syncs quantities per mapped location, with scheduler support.
• Export Shopify Item Sales Prices - exports sales price lists as Shopify B2B catalogs, covered below.

Two behaviors apply across these screens. If the system does not find some items in the store during synchronization, it creates them automatically. And the Is Shopify Item checkbox is checked only for items that came from Shopify and were generated by the connector - a reliable way to distinguish connector-created items from ones your team keyed in.

How do Acumatica sales prices reach Shopify?

The Biz-Tech Services Shopify Acumatica integrator exports sales price lists from Acumatica to your store by leveraging Shopify B2B functionality, supporting customer price classes and individual customers including volume pricing and quantity rules, and synchronizing them as catalogs. Products, customers and customer locations must already be synced, and the customer or location must have a Customer Price Class assigned. What gets exported comes from the Sales Prices (AR202000) screen: prices are tied to a Customer Price Class or a Customer through the Price Code, and volume rules use Break Quantities. Define a Break Quantity greater than 1 to enforce minimum purchase quantities - if only 0 or 1 is defined, no quantity rule is exported.

A catalog is created for each unique combination of Customer Price Class and Currency, named CustomerPriceClassID-CurrencyCode, for example Wholesale-USD, with fixed pricing applied to all products within it. To run the export: assign a Price Class to the customer, confirm the customer and locations are synced, navigate to Export Shopify Sales Prices (BZ501005), select the records configured in Sales Prices (AR202000), and click Process or Process All. The system then creates or updates catalogs, adds prices including quantity breaks, and assigns customers or locations to the correct catalog. If the Price Type is Customer Price Class, the screen uses existing Shopify companies and adds them to the matching catalog.

Template items and matrix items

A Template Item is a base product used to create multiple variations, called Matrix Items. It defines general attributes but is not a sellable product itself - for example a T-Shirt template with Size and Color. Matrix Items are child products generated from a template; each is a unique combination of attributes, stocked, priced and sold separately, such as Red Small with SKU TS-RED-S. The Export Shopify Template Items process syncs template and matrix items separately or together, and after syncing the template item the Shopify Template ID is displayed on the Shopify Product tab.

To sync matrix items, click Sync Matrix Items, go to the Matrix Items tab, select the desired items, and click Include Item in Sync; they then appear on the Shopify Details tab, confirming they are in the store and ready to sync. Sync All Matrix Items syncs every matrix item along with the template product. On the Shopify Product tab, the Shopify Product Data field becomes available once the template item has been synced, and selecting its checkbox displays extra fields such as Custom URL, Meta Description and Page Title. The same logic applies to stock items: with the sync checkboxes selected the connector syncs items as template items with their matrix items, and with them clear it exports ordinary, individual products.

Shopify Collections

The Shopify Collections tab retrieves all collections and displays them in Acumatica when you press Get Collections. Purge All Collections clears them when you want to reload from scratch.

Customer and Company Sync Between Acumatica and Shopify

Customer data flows in both directions, and for B2B storefronts Acumatica is the authoritative side. For bidirectional synchronization with Shopify Plus B2B you must enable Use B2B in the store settings, which ensures Shopify correctly handles company profiles, multiple contacts per company, custom price lists, and customer and contact locations. Each B2B customer may have multiple users, added under the company. To push data outward, create a customer in Shopify with or without a contact, then press Sync Customer from the three-dot menu; Acumatica then updates Shopify with customer and contact data. Acumatica is the source of truth for customer details, so pressing Sync Customer assures the store gets the latest. You can also create and sync a password for a contact account through the Shopify Contact Password field.

The identifiers that link the systems live in specific places: the B2B customer ID appears on the Shopify Customers tab for customers linked to a B2B company; contact IDs are on the Contacts tab of the Customers screen and on the Contacts screen; and Location ID is stored on the Info tab of the Shopify Locations screen, ensuring the correct location is assigned and synced.

Four screens carry the customer flow. Import Shopify Companies imports company data into Acumatica; a company disappears from the screen once imported, indicating success, and filtering is based on the updated date field so only recently updated customers are retrieved. Export Shopify Companies exports customer, contact and location data in batches for bulk updates, and after a successful sync the customer disappears, reappearing only if changes occur. Export Shopify Customers processes customers on the scheduler, automatically or manually. The Shopify Companies screen allows manual import using Get Company by ID and Create Customer, which imports the company as an Acumatica customer along with its contacts and locations.

How the Shopify Connector Reports Errors

Errors surface in three places. On the Import Shopify Orders screen, an error during import is displayed on screen with information about the system error. For Sales Order export, errors such as invalid data or missing required fields are logged, with messages displayed in the export log or notification center. For unattended runs, Send Email Notifications for Errors emails the Order IDs that hit errors during retrieval. Two configuration problems have their own messages: an absent numbering sequence when a customer is being created, and Track Quantity not selected in both systems during item syncing.

Where to Monitor Shopify Results in Acumatica

Once the flow is running, most questions come down to whether a record made it and where it stopped. These are the exact fields, screens and buttons to check, roughly in the order a record travels:

• Shopify Stores screen, Test Credentials - confirms the connection to the store through the API. If this fails, nothing downstream will run.
• Shopify Stores screen, Last Imported Order Date - shows when the last order was imported and where the next retrieval starts; compare it against Begin Order Date. Last Refunded Order Date and Last Imported Company Date are the equivalents for refunds and companies.
• Import Shopify Orders screen - lists retrieved Shopify orders in Fulfilled, Unfulfilled or Partially Fulfilled status waiting to be imported, and displays the error message on screen when an import fails.
• Shopify Orders screen, Status - the order status as it was on import; use Refresh Order to update it against the current Shopify state.
• Shopify Orders screen, Sales Order Number and Invoice Number - the sales order created if the order was imported, and the invoice number if it was invoiced. Empty values mean the order was staged but never converted.
• Shopify Orders screen, Webhook Order checkbox - selected automatically after a webhook-driven import, distinguishing automated imports from manual ones.
• Sales Orders screen, Shipping tab, Delivery Settings - carries the Ship Via value that arrived with the order after import.
• Sales Orders screen, Shopify Order ID and store name - displayed after a Sales Order is exported, confirming the order now exists in Shopify.
• Sales Orders screen, Order is Synced and Exported checkboxes - selected automatically after export. If the order is updated afterward, Order is Synced clears and the order reappears on the Export Sales Orders screen; Mark/Unmark as Synced sets it manually.
• Export Sales Orders processing screen - lists only Sales Orders in Open or On Hold status still awaiting export. An order that disappears was exported successfully; one that reappears has been edited since.
• Stock Items screen, Is Shopify Item checkbox and Shopify Product tab - Is Shopify Item is checked only for connector-generated items, and the tab shows the Shopify Template ID plus Export to Shopify, selected automatically when the product exists there.
• The export log or notification center - where errors from the Sales Order export process are recorded.

Shopify Acumatica Integration: Frequently Asked Questions

Why is a Shopify order not appearing in Acumatica?

Work down the filters in order. The Import Shopify Orders screen only lists orders with the statuses Fulfilled, Unfulfilled or Partially Fulfilled, so an order in another state never shows up. Next check the Order Status section on the Import Settings tab: the corresponding checkbox must be selected for an order to be retrieved. Finally check the dates - retrieval starts from Begin Order Date only while Last Imported Order Date is not later than it, and afterwards orders are fetched from that watermark, so an older order is skipped.

Why was a customer not created in Acumatica from a Shopify order?

The most likely cause is the Import Customer checkbox on the Shopify Stores screen. If it is not selected, orders are imported with the default customer instead of creating a new record. If it is selected and creation still fails, check numbering: an absent numbering sequence produces an error message. If you use tags, confirm the Use Tags to Import Customer setup on the Cross-Reference tab, because when Use def. class if tag is not found is clear, a new customer is created taking the customer class from that tab.

Why did an item price, description or weight not update in Shopify?

This is almost always the Export Item Mappings tab. For all processing screens, if the required fields are not selected for creating or updating, the corresponding data such as price, description or weight will not be updated. Select the appropriate checkboxes there before using the processing screens, then re-run Sync or Sync All on the Export Shopify Inventory Items screen.

Why is Acumatica not sending fulfillment back to Shopify?

Check the Skip Fulfillment checkbox on the Shopify Stores screen. When it is selected, no API request is sent during the Prepare Invoice action and the order status is not updated. With it clear, confirming the shipments created from imported orders generates Shopify fulfillment events, and the tracking number is sent after Prepare Invoice with the Sales Order status updated accordingly.

Can Shopify orders be imported as invoices instead of Sales Orders?

Yes. The Import Shopify Orders to field specifies the document type, and Shopify orders can be imported into Acumatica as Sales Orders, Sales Order Invoices (SO Invoice), or Accounts Receivable Invoices (AR Invoice). Order Type sets the default type created by the Biz-Tech Services Shopify Acumatica integrator, and Branch uses the branch values already set up on the store.

Does the Shopify Connector import payments with the order?

Only if you tell it to. Import Captured CC Tran. as Payment must be selected for an order that has a payment at checkout to be imported with that payment; otherwise it arrives without one, and Skip Shopify Payment does the opposite. Payment Method and Payment Type - Payment or Prepayment - set what is created, and Release Payment During Order Import causes the payment to arrive already released.

How do I run the Shopify integration automatically instead of clicking buttons?

There are two mechanisms. Several processing screens support scheduler setup, including Import Shopify Orders, Export Shopify Inventory Quantities, Export Sales Orders and Export Shopify Customers. Separately, webhooks work in real time: with Use Webhook enabled and Use Webhook for Shopify Order Process Automation selected, any order created in Shopify is automatically imported into Acumatica on the Sales Orders screen, with equivalent options for fulfillment and refunds.

What happens in Acumatica when a Shopify order is refunded?

It depends on how far the order had progressed. If it is a Sales Order with no fulfillments, processing the refund creates a Payment with the Customer Refund type, sets the refunded amount, closes the order, changes the status to Canceled and deletes all lines. If a shipment was created but not confirmed, it is deleted first and the same path follows. If the shipment was confirmed, or the invoice was prepared but not released, the system creates a Credit Memo with a Customer Refund reference in the Applications. If the invoice was already released, the system reverses it.

Work With the Biz-Tech Services Shopify Connector

The Shopify data flow into Acumatica ERP is a chain, and every link is a setting you control. Credentials and store configuration decide whether the Biz-Tech Services Shopify Acumatica connector can connect at all. Import Settings decide which orders qualify and what document they become. Customer Information, Payment Options, Tax Options and Item Information decide how much of the original order survives the trip. Export Item Mappings and the processing screens decide what your storefront sees of your catalog, inventory and prices, and Order Export Settings decides what happens to orders that start life in Acumatica. When you know which screen owns which decision, troubleshooting stops being guesswork.

If your business runs a Shopify storefront on top of Acumatica ERP and you want that data flow configured, monitored and running without manual intervention, the Biz-Tech Services team can help you set it up correctly the first time. Visit https://biz-techservices.com to learn more about our Acumatica expertise or to schedule a personalized demonstration of the Shopify Connector.

by Gary

How WooCommerce Data Flows into Acumatica ERP

How WooCommerce Data Flows into Acumatica ERP

The WooCommerce Acumatica integration moves data in both directions, and that is the first thing to understand about it. Orders travel inbound from your store to become Acumatica sales orders, while items, quantities, prices, images, customers, and fulfillment events travel outbound from Acumatica back to WooCommerce. A single configuration screen governs almost all of it. Knowing which setting controls each handoff, and which screen shows the result, is what turns a large connector into a predictable one.

The Biz-Tech Services WooCommerce Connector links WooCommerce, the e-commerce platform, with Acumatica ERP. The integration retrieves orders from WooCommerce and imports the selected orders into Acumatica, and when a user confirms the shipments created from those imported orders, fulfillment events are generated in WooCommerce for each corresponding order. This article follows records through the full data flow in both directions and identifies the fields worth monitoring at every stage.

What the WooCommerce Connector for Acumatica Does

The WooCommerce Connector is an Acumatica ERP customization that synchronizes an online store with the back office. Inbound, it retrieves WooCommerce orders and creates Acumatica sales orders from them, optionally importing customers, addresses, payments, discounts, taxes, and shipping details along the way. Outbound, it exports items, inventory quantities, prices, sales prices, images, and product categories to WooCommerce, publishes and unpublishes products, exports customers, and reports shipment and invoice progress back to the store so order status stays current on both sides.

After the customization package is published, the WooCommerce workspace appears in the Acumatica menu along with its screens. Two of those screens matter more than the rest: WooCommerce Store Preferences manages the connection and the API setup, and WooCommerce Store manages the overall workflow and its configuration. Almost every behavior described in this article traces back to a setting on the second of those two screens.

The WooCommerce Data Flow at a Glance

Before looking at individual screens, here is the path records travel through the Biz-Tech Services Acumatica WooCommerce integration:

• Credentials are entered and validated on WooCommerce Store Preferences, which also auto-populates the Order Mappings tab.
• The WooCommerce Store screen defines operating mode, order settings, item settings, mappings, cross-references, warehouses, categories, and webhooks.
• Get Orders retrieves WooCommerce orders, which are routed to either the Import WooCommerce Orders screen or the WooCommerce Orders screen depending on their status.
• Import creates the Acumatica sales order, applying customer, payment, discount, tax, and shipping rules from the store configuration.
• Fulfillment runs Create Shipment, Confirm Shipment, Prepare Invoice, and Release, pushing shipment and invoice information back to WooCommerce.
• Export Item Processes push items, quantities, images, prices, and publication status outward, in batches of one hundred items per API request.
• Customer export, refund import, webhooks, and automation schedules run alongside the main order flow.

Each field discussed below sits at one of those handoffs.

Stage One: Credentials and the Two Setup Screens

Setup begins on the WooCommerce Store Preferences screen, where you enter the credentials generated on your WooCommerce website. Store Code is a lookup field indicating the corresponding WooCommerce store name, and Description holds a description of that store. The connection itself relies on the Consumer Key, Consumer Secret, and Base URL, which are the WooCommerce system credentials used during integration, together with the WordPress Login and WordPress Password fields, which hold the WordPress credentials required for authentication.

After entering the credentials, click Test Credentials. If the message confirming that credentials are valid appears, you can proceed to the WooCommerce Store screen. Do not skip this step, because it is the cheapest way to separate a connection problem from a configuration problem later.

Saving this screen does more than store credentials. During the save process, the Order Mappings setup is configured under the Order Mappings tab of the WooCommerce Store screen, and all required default fields are added automatically. That mapping determines how order synchronization is carried out, so a successful save is what makes order import possible at all.

Generating the WooCommerce API keys

The WooCommerce REST API works on a key system that controls access, and those keys are linked to WordPress users on your site. To generate them, go to WooCommerce, then Settings, then Advanced, then REST API, and choose Add Key. Add a description, select the user the key is being generated for, and select the level of access, which can be read access, write access, or read and write access. Selecting Generate API Key produces the Consumer Key and Consumer Secret used on the preferences screen. Choose the access level deliberately, since a read-only key will block every outbound process described later in this article.

Stage Two: The WooCommerce Store Screen Governs Everything

The WooCommerce Store screen is the main screen of the connector, and the configuration defined here determines how the Biz-Tech Services Acumatica WooCommerce connector functions. It controls order import, item import and creation, payment processing, customer management, shipping methods, warehouse mapping, and related settings. Proper configuration of this screen is what ensures accurate synchronization between the two systems.

The three switches that set operating mode

Near the Store Code at the top of the screen, three fields define the system's operating process in advance. When the Use B2B Store checkbox is selected, the system operates in business-to-business mode, synchronizing the customer's contact information and creating a corresponding user account in WooCommerce; when it is cleared, the Biz-Tech Services Acumatica WooCommerce integration handles standard retail workflows instead. The Use Refund Process option enables processing of WooCommerce refunded orders and reveals the Last Refunded Order Date field on the Order Settings tab. Use Webhook adds a Webhook Settings tab to the screen.

A Default Store checkbox in the header sets that store automatically in the Store Code field on the processing screens, which removes a repetitive selection step from daily work.

Two actions worth knowing

Edit Credentials redirects to the WooCommerce Store Preferences screen for editing. Update Synchronized Customers transfers WooCommerce customer information from the WooCommerce Info tab of the Customers screen to the Woo Customer Info tab. This second action is not optional housekeeping: customer synchronization is currently based on the Woo Customer Info tab, so after publishing a new package the existing data must be transferred using this action or customer matching will not work correctly.

The details section of the screen carries several tabs, including Order Settings, Item Settings, Item Mappings, Cross-Reference, Warehouse Details, Item Details, Product Categories, and Inventory Mapping, each configuring its corresponding process.

Inbound: How WooCommerce Orders Become Acumatica Sales Orders

The Order Settings tab configures order synchronization from WooCommerce to Acumatica. Import WooCommerce Orders To specifies the type of Acumatica document the orders become, with Sales Orders creating standard Acumatica sales orders. Order Type defines the default order type for all orders created by the Biz-Tech Services Acumatica WooCommerce integrator, and Warehouse ID specifies the default warehouse assigned to imported orders, which keeps inventory availability and stock management aligned with the right warehouse.

The date fields that control how much is imported

Begin Order Date sets a starting point to filter which WooCommerce orders are retrieved, so only orders created on or after that date are imported, enabling partial or incremental loading. Last Imported Order Date displays the date of the most recent order successfully imported, and the next import begins from that date so orders are neither skipped nor duplicated.

One detail deserves emphasis because it explains behavior that otherwise looks wrong. Orders are imported into Acumatica based on their updated date rather than their created date. An older order that was recently modified will therefore be picked up, which is intentional and keeps changes in sync.

Status filtering and which screen an order lands on

WooCommerce Status determines which orders are imported based on their status, such as Completed, Processing, or On Hold, and only orders matching a selected status are included. The corresponding order status checkbox must be selected for an order to be retrieved and imported at all, which is the first thing to check when expected orders never appear.

Retrieved orders are then routed to one of two screens according to status. Orders with working statuses, documented as on hold, partial shipped, processing, and pending, appear on the Import WooCommerce Orders screen, where the processing page shows partially shipped, on hold, pending, pending payment, and processing orders. Orders with canceled, failed, empty, and completed statuses appear on the WooCommerce Orders screen instead. Understanding this split prevents a great deal of confusion, because an order that is not on the import screen has usually not gone missing; it is simply in a status that routes it elsewhere.

Retrieving and importing

On the Import WooCommerce Orders screen, the Get Orders button retrieves orders from WooCommerce, with a timer showing elapsed time until the process completes. All orders for the selected period are retrieved and displayed at once. The Import button then imports the selected orders, while Import All imports everything displayed on the grid. A scheduler can also be configured on this screen to retrieve orders automatically.

Reading the WooCommerce Orders screen

Each retrieved order carries a hyperlink on its order number that navigates to the corresponding WooCommerce order screen. That screen presents the initial status of the order and organizes detail across several tabs: Document Details for the order's items, Addresses for the customer's address details, Import Fields for information relating to the order mappings configured in the store, and Refund Info, which becomes visible only if the order has been refunded.

The header fields are where users check results. Order ID displays the WooCommerce order ID and order number, Status shows the WooCommerce order status inside Acumatica, and Payment Method and Ship Via show how the order was paid and how it ships. Sales Order Number displays the resulting sales order once the order has been imported, and Invoice Number appears once it has been invoiced. Financial totals are carried in Total Lines Amount, Discount Total, Shipping Total, Total Tax, and Total, the last representing the final amount paid.

Two actions sit on this screen. Import Order retrieves an individual order from WooCommerce by selecting the store code and setting the order ID, which is useful for one-off recovery. Refresh Order updates the WooCommerce order status in Acumatica, which matters when an order is fulfilled in WooCommerce after it was imported.

One caveat about mappings belongs here. The Import Fields tab is populated based on the order mapping during the Get Order process and is then imported into Acumatica during the order import. Changes to the Order Mapping configuration do not affect orders that have already been retrieved. To adjust an already-retrieved order, users must edit it manually from the Import Fields tab before importing it.

Customer, Payment, Discount, and Tax Handling on Import

Customer information options

These options determine whether customer data from WooCommerce is imported and created in Acumatica. Import Customer brings customer information into a new Acumatica customer record. Override Ship Address Information from WooCommerce Order imports the address the order ships to, and Override Bill Address Information from WooCommerce Order imports the address of whoever pays the bill. Customer Class sets the default class applied to new customers created by the Biz-Tech Services Acumatica WooCommerce integration.

If Import Customer and both address options are left unselected, customer data is not imported and the order is created using the default customer information in Acumatica. A table under Customer Information also lets you determine the priority of WooCommerce fields when importing and exporting customers between the two systems.

Shipping and payment options

Shipping Options determine which shipping information is imported, and based on the configured setup the shipping total can be imported as either the Freight Price or the Premium Freight Price.

Payment Options determine whether payment information is imported. Selecting Skip WooCommerce Payment means imported orders carry no payment information and the order is created without recording one. Leaving it cleared reveals further configuration: Payment Method specifies the method assigned during import, such as credit card, PayPal, or bank transfer; Payment Type determines the payment type in Acumatica, such as prepayment, cash, or credit; and Release Payment during Order Import automatically releases the payment at import time so the financial transaction is processed immediately.

Payment authorization and capture

The division of labor between the two systems is worth explaining to finance teams before go-live. In WooCommerce, payments can be authorized at checkout, meaning the customer's card details are verified and funds are reserved by the gateway without being collected. Once the order synchronizes into Acumatica, the system does not attempt to authorize again. Instead it performs a post-authorization, recording the authorization already completed in WooCommerce and bringing it into Acumatica's accounts receivable so financial records stay consistent.

From there the payment can be captured directly in Acumatica when the order is ready to be fulfilled. The practical effect is that WooCommerce secures the funds at order creation while Acumatica collects them at the most appropriate point in your process. The Biz-Tech Services Acumatica WooCommerce connector supports Ebizcharge and Fortis as well as other credit card payment methods, and the corresponding payment method must also be set up in Acumatica for the card payment to process correctly.

Discounts and taxes

Discounts are handled two ways. Line-level discounts are calculated for each individual item, populating the Discount Amount and Discount Code fields in the Sales Orders document details table. Order-level discounts apply to the entire order and appear in the Discount section of the order instead.

Tax options ensure WooCommerce taxes are calculated and applied correctly in Acumatica and provide flexibility for external tax services. Customer Tax Zone is the combined tax of effective taxes for a zone, defined by vendor or customer location. Tax ID holds the customer's tax identifier, and Taxable Category creates or edits the tax categories applied to products. Is Freight Taxable in WooCommerce controls whether freight is taxed on the WooCommerce side, and Use External allows another tax engine such as Avalara to be used where the plugin is in place.

Other order settings worth knowing

Do Not Import WooCommerce Price makes the system ignore WooCommerce prices during import and use the corresponding Acumatica item prices instead; selecting it disables the Send Invoice Info during Release option. Save Properties in Order Notes causes the connector to retrieve notes along with the orders. Send Email Notification for Errors alerts users to failures during import, with notifications going to the email address entered on the Order Settings tab and sent during batch imports and process updates.

Cross-References and Warehouse Configuration

Cross-Reference options specify which entities should be matched between the two systems during synchronization, so that payments, countries, or ship via values in WooCommerce correspond correctly to their Acumatica equivalents and duplicate or mismatched records are avoided. Only entities checked in Cross-Reference Options appear in the dropdown on the Cross-Reference tab, where the actual mappings are created. Get Shipping Methods loads WooCommerce shipping methods so they can be mapped against Acumatica Ship Via values. After order import, the mapped Ship Via value should be visible in the Delivery Settings field on the Shipping tab of the sales order.

The Warehouse Details tab is where you add the warehouses whose inventory quantities need to synchronize with WooCommerce. The system calculates the total quantity across all selected warehouses for each item and displays that combined figure on the processing screen for export, so the store reflects stock across every relevant warehouse. A dropdown determines which quantity is used, with On Hand, Available, and Available for Shipment as the options. This choice directly controls what your store believes it can sell, so it should be made deliberately.

Outbound: Fulfillment Events Back to WooCommerce

When a WooCommerce order is associated with an Acumatica sales order, fulfillment runs in four steps. Click Create Shipment and confirm the pop-up with OK. On the Shipments screen, press Confirm Shipment once Box ID and Tracking Number are set. Click Prepare Invoice. Finally, press Release on the Invoices screen. After the process completes, the order status in both Acumatica and WooCommerce changes to Completed.

Two settings decide what is communicated during those steps. Send Shipment Info during Prepare Invoice sends shipment information to WooCommerce and marks the item as shipped during the prepare invoice process. Send Invoice Info during Release sends invoice information and moves the WooCommerce order to Completed status. The tracking number is updated on the WooCommerce order after Prepare Invoice.

Inventory reacts at defined points as well. After Prepare Invoice, the WooCommerce ordered quantity is reduced from the Available and Available for Shipping quantity fields in Acumatica. After an order refund, the item's quantity is added back to the On Hold, Available, and Available for Shipping fields.

Exporting an order from Acumatica to WooCommerce

The Sales Order screen includes an action for exporting an order to WooCommerce and updating it. Export is supported only for orders with Open, On Hold, and Awaiting Payment statuses, and it works from the mapping configured on the Order Mapping tab. Customer resolution follows a simple rule: if the customer was exported beforehand and carries a Customer ID in the Woo Customer Info tab, the order is created under that ID; otherwise it is created against the Guest customer. Shipping method is exported using the Ship Via mapping from the Cross-References tab. Order status is set to Processing if the sales order has a payment and to On Hold if it does not.

One limitation should be communicated up front: tax export is not currently supported during order export, owing to differences in customer tax zones in WooCommerce. Exporting tax requires Acumatica-to-WooCommerce tax mapping to be configured.

Cancelling a WooCommerce order

The Sales Orders actions menu offers two cancel options that behave very differently. Cancel Order is the standard Acumatica action and cancels only within Acumatica. WooCommerce Cancel Order is the connector's own feature and cancels the WooCommerce order through API requests. Once an order is cancelled on both sides, reopening it in Acumatica does not send a further request to update WooCommerce. If the status is changed manually in WooCommerce and the order retrieved again, it will not appear on the Import WooCommerce Orders screen; it appears on the WooCommerce Orders screen instead, because it already has an associated sales order.

Item Synchronization: The Export Item Processes

Item export is batched for efficiency. During the export process from the Export Item Processes screen, a single API request covers one hundred items, with requests sent before the batch begins.

Item settings that govern creation

On the Item Settings tab, Import Item controls whether new items are created in Acumatica during item synchronization. When it is cleared, the program prohibits import and creation unless the items already exist in Acumatica. The matching logic is worth knowing: the system searches for the Inventory CD using the WooCommerce product SKU, retrieves the item if found, and otherwise displays an error stating that the item does not exist in the system.

Import Item Type specifies the item type to create and UOM is the unit of measure used to quantify inventory items. Last Page Number for Getting Products indicates the last page used when retrieving products. Synchronize Only Changed Items limits the Export WooCommerce Inventory Items screen to items whose details have changed since the last sync. Populate Items in Inventory Details adds items to Inventory Details during import. Use Numbering Sequence for SKU Generation generates a SKU when none is found, provided the numbering sequence exists; without it, and with no SKU on the item, an error appears. The WooCommerce Tax Status and Tax Category ID fields update the WooCommerce item's tax status to match the Acumatica stock item tax category during synchronization.

The five export item processes

Item Sync creates and updates item data in WooCommerce. The process is to select the store code, which is set automatically when Default Store is selected, choose the fields from Item Mapping that should be updated, specify which price fields to export, and then sync items individually, all at once, or on a schedule. Synchronization is bidirectional, so updates can flow either way. Selecting variants of products displays all product variants, and if the system does not find an item in the store during synchronization it creates it automatically. The Is WooCommerce Item checkbox is selected only for items obtained from WooCommerce and generated by the Biz-Tech Services Acumatica WooCommerce connector.

Quantity Sync updates inventory in WooCommerce from Acumatica data. Three requirements must be met for an item to appear: it must already exist as a WooCommerce item in Acumatica, it must be loaded, checked, and saved in the Inventory Details tab of the store, and warehouses and a quantity type must be selected in Warehouse Details. On the processing screen, Quantity is a read-only field showing the item's total across all selected warehouses, while WooCommerce Quantity is editable and specifies what is actually synchronized. That distinction gives you control over what the store sees.

Images Sync exports an item's image when the corresponding checkbox is selected for the product in the Item Mapping tab, exporting the default image configured in the stock item's Description tab, and it handles both products and variants. Item Price updates prices in WooCommerce using either MSRP or Default Price, with the corresponding field value selected in Item Mapping; in both cases it is the Regular Price field on the WooCommerce website that is updated. Publish and Unpublish Item manages product visibility: an item whose status is In Stock is published, and an item with any other status is unpublished. The Selected for Publish/Unpublish field on the Item Details tab controls which items appear on that processing screen. All of these processes can run manually or on a scheduler.

Item Details, categories, and mappings

The Item Details tab loads and manages items directly. Load Acumatica Items retrieves all stock and non-stock items, and Load WooCommerce Items does the same from the store. Sync to WooCommerce exports Acumatica items outward and Sync from WooCommerce imports them inward. Publish Items in WooCommerce gives selected items Published status, while Unpublish changes the status to Last Modified. Check All toggles selection of everything displayed, Purge deletes all items shown in the table, and Get Item By ID retrieves a single WooCommerce item into Acumatica. When an item is synced from Acumatica to WooCommerce, a new item is created there and a unique ID is generated, displayed both in the store screen and on the WooCommerce Inventory tab of Stock Items. The item details list can be exported to and imported from Excel, and synchronization, publishing, and unpublishing can also be performed from the Stock and Non-Stock Items screens.

On the Product Categories tab, Get WooCommerce Categories retrieves categories from the store. To create a category in Acumatica and push it outward, select it, save, then press Sync WooCommerce Categories. Retrieved categories appear on the WooCommerce Categories tab of the stock item screen, where a preferred category can be set and exported with the item, after which WooCommerce selects it automatically. This list can also be exported to and imported from Excel.

The Inventory Mappings tab configures mappings that synchronize Acumatica stock item fields and attribute values with WooCommerce fields. Get WooCommerce Properties loads the product's main fields, meta fields, or attributes. Acumatica Target defines whether a Stock Item or an Attribute is mapped, DAC Name specifies the data access class, and Acumatica Property names the field or attribute. Update in Acumatica and Update in WooCommerce control the direction in which changes apply, Woo Product Level defines whether the WooCommerce field is a main field, attribute, or metadata, and WooCommerce Property names the field loaded by the properties action. One constraint matters here: the connector does not support the mapping function during the Acumatica item export process, only during import from WooCommerce to Acumatica. When exporting an inventory item outward, the item's Inventory CD is set as the SKU.

Item and order mapping tabs

The Item Mappings tab chooses which fields are exported and imported during item sync. The first column holds field names, the Create in Woo column allows those values to be created in WooCommerce, the next column allows updates to values already created there, and Update in Acu applies selected values during import. Some fields, such as SKU, are selected by default because they are required for item creation.

The Order Mappings tab holds the order mapping configuration, loaded and mapped automatically when the preferences screen is saved, and configurable manually thereafter. Load WooCommerce Fields loads or updates all related WooCommerce order fields. Update in WooCommerce and Update in Acumatica control the direction of updates during order synchronization. Original Field indicates an original field, and original fields must be mapped for order synchronization to work. Meta Data should be checked when the WooCommerce target is metadata. Acumatica Target selects between Document for sales order header fields and Details for sales order line fields, Acumatica Property names the field, WooCommerce Field Target specifies Order, Line, or Metadata, and WooCommerce Property names the loaded field.

Template and matrix items

Template items follow their own two-step path. From the Template Items screen, the Sync Template Items to WooCommerce action exports the template, and a successful export generates a WooCommerce Product ID shown under the WooCommerce Product tab. Running Sync Matrix Items to WooCommerce afterward creates the matrix items, which appear as variations under the corresponding template item product in the store.

Customer Synchronization and B2B Mode

One rule frames everything else in this area: individual customers are not imported directly from WooCommerce into Acumatica. Customer information reaches Acumatica through WooCommerce orders instead. When creating a customer during that process, the system searches first by the contact's WooCommerce customer ID, then by billing email, then by account name, and creates a new customer and contact only if no match is found.

In B2B mode, enabled by the B2B Store checkbox, the connector syncs the customer's contact and creates a user in WooCommerce. Before exporting a contact, the system searches for an existing user by the contact's ID, then by email, and finally by a username composed of first and last name. A password must be set on the contact in Acumatica for the export to succeed, and after export the generated WooCommerce ID is written back to the Acumatica contact. If the Woo Customer Info tab is empty and B2B Store is enabled, all contacts are exported as separate users; if B2B Store is not enabled, only the primary contact is exported, falling back to the first available contact when no primary exists.

With B2B Store cleared, standard customer export logic applies, initiated from the Customers screen using the Sync WooCommerce Customer action. The program checks WooCommerce using the customer's email, WooCommerce customer ID, and first and last name combination. If the customer is found, a record is created in the Woo Customer Info tab holding the WooCommerce Customer ID; if not, a new customer is created in the store and its ID written back to the same tab. This process depends on the customer having a corresponding contact, and an error is displayed when one is missing.

Customers can also be linked manually by adding a record on the Customer page, opening the Woo Customer Info tab, and setting the Contact ID, Store Code, WooCommerce Customer ID, and B2B fields. For automatic linking, each customer needs first name, last name, and email, and the record is created automatically during synchronization when the contact's email or first and last name combination matches the WooCommerce username. A dedicated Export WooCommerce Customers processing screen creates and updates customers in the store, individually or all at once, and supports a scheduler.

Refund Processing

Refund handling requires the Use Refund Process checkbox in the store setup. Specify the date from which refunded orders should be retrieved, then click Get Orders, and the system retrieves and displays all matching refunded orders. Refund information is recorded on the Refunds tab of the related WooCommerce order in Acumatica, so the original order and its refund stay linked.

The system then handles refunds according to how far the original order had progressed:

• If the sales order has had no fulfillment activity and consists of a single item, processing generates a payment of Customer Refund type, attaches it to the Payments tab, sets the refunded amount, and closes the order; the sales order status changes to Canceled and its lines are deleted.
• If a shipment was created but not confirmed, the system finds and deletes that shipment, then follows the same path as the first case.
• If a shipment was confirmed, the system creates a credit memo and attaches a reference number of Customer Refund type to the Applications.
• If an invoice was prepared but not released, the system likewise creates a credit memo and attaches a Customer Refund reference number to Applications.
• If the invoice was already released, the system reverses the invoice.

In each case, the Processed checkbox on the Refunds tab of the WooCommerce Orders screen is automatically selected once the work is complete, which means the process is finished and the order is closed. Following the reference number shows the Customer Refund payment and refunded amount on the Application History tab.

Webhooks and Automation Schedules

Selecting Use Webhook adds the Webhook Settings tab. With Use Customer Webhook, Use Product Webhook, and Use Order Webhook selected, the Biz-Tech Services Acumatica WooCommerce integrator generates newly created customers, products, and orders in WooCommerce. Creating a webhook means filling out the webhook name and implementation class on the Acumatica Webhooks screen, saving to generate the webhook URL, and adding that URL in WooCommerce.

For scheduled operation, both the order get and order import processes can be automated. For the get process, configure the Get Orders screen and select Import Orders from WooCommerce in the Screen ID field. For the import process, set up the Import All screen and select Import WooCommerce Orders in the Screen ID field. Most of the export item processes and the customer export screen support schedulers as well.

Where to Monitor WooCommerce Results in Acumatica

When configuring the Biz-Tech Services Acumatica WooCommerce integrator, training users, or investigating a record that did not arrive, these are the fields and screens that reveal what actually happened:

• Test Credentials on WooCommerce Store Preferences, which confirms the connection before anything else is investigated.
• The WooCommerce Status selections on Order Settings, since an order whose status checkbox is not selected is never retrieved.
• Begin Order Date and Last Imported Order Date, which bound what the next import will collect, remembering that orders are selected by updated date rather than created date.
• Which of the two order screens a record appears on, since status routing sends working orders to Import WooCommerce Orders and completed or cancelled ones to WooCommerce Orders.
• Sales Order Number and Invoice Number on the WooCommerce Orders screen, which confirm that import and invoicing actually produced documents.
• The Import Fields tab, which holds the mapped values as captured at Get Order time and is the only place to correct them before import.
• The Delivery Settings field on the Shipping tab of the sales order, which should show the mapped Ship Via value after import.
• Quantity versus WooCommerce Quantity on the quantity sync screen, where the first is the calculated total and the second is what is actually sent.
• The quantity type selected in Warehouse Details, which decides whether On Hand, Available, or Available for Shipment is published to the store.
• The Woo Customer Info tab on the Customers screen, which holds the WooCommerce Customer ID that determines whether an exported order is linked to a real customer or to Guest.
• The Processed checkbox on the Refunds tab, which confirms a refund has been fully handled.
• The Get Order Process Error Messages screen, which collects all errors generated during order retrieval.
• Email error notifications, which alert users to failed imports at the address configured on Order Settings.

WooCommerce Acumatica Integration: Frequently Asked Questions

What does the WooCommerce connector for Acumatica do?

It synchronizes a WooCommerce store with Acumatica ERP in both directions. Inbound, it retrieves orders and creates Acumatica sales orders with their customers, payments, discounts, taxes, and shipping details. Outbound, it exports items, quantities, prices, sales prices, images, categories, and customers, publishes and unpublishes products, and reports shipment and invoice progress back so order status stays current in the store.

Why are some WooCommerce orders not appearing on the import screen?

Check three things. First, the order's status checkbox must be selected in WooCommerce Status on the Order Settings tab, or the order is never retrieved. Second, orders route by status: working statuses appear on the Import WooCommerce Orders screen while canceled, failed, empty, and completed orders appear on the WooCommerce Orders screen. Third, confirm Begin Order Date and Last Imported Order Date cover the period you expect, remembering that selection is by updated date, not created date.

How does payment authorization work between WooCommerce and Acumatica?

WooCommerce authorizes the payment at checkout, verifying the card and reserving funds without collecting them. When the order synchronizes, Acumatica does not authorize again; it performs a post-authorization that records the existing authorization in accounts receivable. The payment is then captured in Acumatica when the order is ready to fulfill. Ebizcharge, Fortis, and other credit card methods are supported, and the matching payment method must exist in Acumatica.

Why was a customer not created in Acumatica from a WooCommerce order?

Most likely because Import Customer and both address override options are unselected, in which case customer data is not imported and the order uses the default Acumatica customer. Note also that individual customers are never imported directly from WooCommerce; customer information only reaches Acumatica through orders.

Which inventory quantity is published to WooCommerce?

Whichever type is selected in the Warehouse Details tab, from On Hand, Available, or Available for Shipment. The system totals that quantity across every warehouse added on that tab. On the quantity sync screen, Quantity is the read-only calculated total while WooCommerce Quantity is editable and determines what is actually sent to the store.

Why did my order mapping change not affect an order?

Because changes to the Order Mapping configuration do not apply to orders that have already been retrieved. The Import Fields tab is populated during the Get Order process using the mapping in force at that moment. To alter an already-retrieved order, edit it manually from the Import Fields tab before importing it into Acumatica.

Can taxes be exported from Acumatica to WooCommerce?

Not currently during the order export process, because of differences in customer tax zones in WooCommerce. Exporting tax on order export requires Acumatica-to-WooCommerce tax mapping to be configured. Taxes on imported orders are handled separately through the tax options on the Order Settings tab, including the option to use an external service such as Avalara.

What is the difference between Cancel Order and WooCommerce Cancel Order?

Cancel Order is the standard Acumatica action and cancels the order only inside Acumatica. WooCommerce Cancel Order is the connector's own action and cancels the order in WooCommerce through API requests. After a WooCommerce cancellation, reopening the order in Acumatica does not send another update to the store.

Work With the Biz-Tech Services WooCommerce Connector

The Biz-Tech Services Acumatica WooCommerce integrator is large, but its shape is simple. Credentials and validated API keys open the connection, the WooCommerce Store screen defines how everything behaves, order settings and status selections determine what comes in and where it lands, customer, payment, discount, and tax options shape the resulting sales order, fulfillment steps push shipment and invoice information back to the store, and the export item processes keep products, quantities, prices, and images current in the other direction. When something does not arrive, the routing rules, the Import Fields tab, and the error message screen tell you where it stopped.

If your business sells through WooCommerce and wants orders, customers, inventory, pricing, and fulfillment synchronized with Acumatica without manual re-keying, we are glad to help you scope, configure, and roll out the connector. Visit https://biz-techservices.com to learn more about our Acumatica integration expertise or to schedule a personalized demonstration of the Biz-Tech Services WooCommerce Connector.

by Gary