Month: September 2026

How to Sync DSCO Inventory Quantities from Acumatica

Accurate inventory publishing helps prevent DSCO from offering stock that Acumatica cannot fulfill. The Biz-Tech Sevices DSCO Connector provides a controlled workflow: define the store connection, map the items, choose the warehouses and quantity basis, then send selected quantities from the Export DSCO Inventory Quantities screen. The same screen also supports an intentional override when DSCO needs a quantity different from the current Acumatica value.

The key is to configure the calculation before pressing SYNC. The exported value can represent On Hand, Available, or Available for Shipment inventory, and it can be totaled across selected warehouses. A correct result therefore depends on three things working together: the item mapping, the warehouse selection, and the chosen quantity type.

What the DSCO inventory sync does

The Export DSCO Inventory Quantities screen sends inventory values from Acumatica to DSCO. It does not define which items or warehouses participate; those choices are made first on the DSCO Store screen. Once setup is saved, the export screen presents the eligible items and shows the Acumatica inventory quantity in a read-only Quantity field.

From that screen, an operator can use either of two supported methods. The standard method sends the displayed Acumatica quantity. The override method sends a manually entered DSCO Quantity instead. Because both methods use the same SYNC action, the operator should confirm which value is intended before selecting a row for processing.

 

Prerequisites and store connection settings

Before configuring inventory, confirm that the DSCO Connector customization package is installed and published in Acumatica. The connector guide identifies the Customization Projects form, SM204505, as the place to import, validate, and publish the deployment package.

On the DSCO Store screen, complete the General Settings used for the API connection:

1. Partner Code identifies the corresponding DSCO store.
2. Description provides a recognizable label for the store configuration.
3. Access Token supplies the credential used to authorize API access.
4. Base URL supplies the root web address used by the connector.

 

Use Test Credentials after entering the connection information. A successful test confirms that the connector can reach DSCO with the saved General Settings. It does not, by itself, prove that inventory mappings or quantity rules are correct, so complete the item and availability setup before the first production sync.

 

Configure item mapping

Open the Inventory Items tab on the DSCO Store screen and select the items that should participate in synchronization. Save the store after making the selection; the connector guide specifically requires the items to be chosen and saved before they are processed on Export DSCO Inventory Quantities.

The Inventory Items cross-reference settings control how the connector finds a DSCO item and associates it with an Acumatica Inventory ID. The guide uses SKU as an example: when SKU is selected as the lookup value, the connector searches for the corresponding SKU and maps it to the Acumatica item. Review this mapping carefully. An omitted or incorrect item relationship can prevent the expected item from being processed and can also create errors in related DSCO order workflows.

Choose warehouses and the quantity basis

Use Inventory Availability to specify the warehouses that should be synchronized with DSCO. When warehouses are selected, the connector exports the sum of the item quantities across those selected warehouses. This is a critical control: adding or removing a warehouse changes the quantity offered through DSCO even when no item record has changed.

 

Next, choose the quantity type that the connector will publish:

1. On Hand represents the recorded book quantity in inventory.
2. Available represents the Acumatica available quantity under the applicable availability calculation.
3. Available for Shipment represents the quantity available to support shipping and can be lower than on-hand inventory because demand and allocations affect it.

Choose the measure that matches the company’s fulfillment policy. On Hand may expose units that are already committed. Available or Available for Shipment may better reflect sellable supply, but the right choice depends on how the Acumatica tenant calculates availability and reserves inventory. The DSCO connector guide confirms the three choices; Acumatica’s availability rules determine the underlying values.

 

Run the inventory quantity sync

After the store, item, warehouse, and quantity settings are saved, open Export DSCO Inventory Quantities. Use one of the following workflows.

Send the current Acumatica quantity

1. Locate the inventory item and review the read-only Quantity field. This field shows the item quantity calculated in Acumatica for the configured warehouses and quantity type.
2. Select the checkbox for the item or items to process.
3. Click SYNC. The connector updates the DSCO inventory quantity with the Acumatica Quantity value.

Send an intentional DSCO quantity override

1. Enter the required value in the DSCO Quantity field for the item.
2. Select the checkbox for that row.
3. Click SYNC. The connector updates DSCO using the DSCO Quantity value rather than the read-only Acumatica Quantity value.

Treat an override as a deliberate operational exception. Document why it was used and remember that a later standard sync can replace it with the quantity calculated from Acumatica. The source guide confirms the override workflow but does not describe a permanent override rule.

 

Monitor and validate the result

Validate the first sync with a small, representative set of items before processing a larger group. Include an item stocked in one selected warehouse and, if applicable, an item stocked across multiple selected warehouses. Confirm the following:

1. The expected item appears on Export DSCO Inventory Quantities after the Inventory Items selection is saved.
2. The read-only Quantity value agrees with Acumatica for the selected quantity type.
3. For multiple warehouses, the displayed quantity equals the sum across only the warehouses selected in Inventory Availability.
4. After SYNC, the quantity shown in DSCO matches the intended Acumatica Quantity or the intentional DSCO Quantity override.

 

If processing reports an error, read the row-level message first. The connector guide’s processing screens use line-level errors and direct users to Tools > Trace for additional detail. Use the trace when the visible message is insufficient, then retest the specific row after correcting the connection, mapping, or setup issue.

Common pitfalls

Items do not appear for export. Confirm that the required items were selected on the DSCO Store screen and that the store was saved. Then verify the DSCO-to-Acumatica item cross-reference, including the selected lookup method such as SKU.

The exported quantity is too high or too low. Review Inventory Availability. The connector sums quantities across selected warehouses, so an unintended warehouse can inflate the result and a missing warehouse can suppress it. Also confirm whether On Hand, Available, or Available for Shipment is selected.

The connection test fails. Recheck Partner Code, Access Token, and Base URL, then run Test Credentials again. Inventory troubleshooting should wait until the API connection succeeds.

A manual value is overwritten later. The DSCO Quantity field provides an alternate value for a specific sync. A later run using the Acumatica Quantity can replace that value. Keep overrides controlled and visible to the team.

A successful sync is assumed without external validation. Verify the receiving quantity in DSCO, especially after configuration changes. The Acumatica screen shows the value being prepared; the DSCO result confirms what the channel received.

Frequently asked questions

Which Acumatica quantity can be sent to DSCO

The connector supports On Hand, Available, and Available for Shipment. Select the basis in the DSCO Store inventory availability settings before running the export.

How are quantities handled when more than one warehouse is selected

The exported item quantity is the sum of the quantities from the selected warehouses.

Can I send a quantity different from the Acumatica value

Yes. Enter the desired value in DSCO Quantity, select the row, and click SYNC. The connector then updates DSCO from the DSCO Quantity field.

Is the Quantity field editable

No. The guide defines Quantity as a read-only field that displays the inventory quantity from Acumatica.

Why should I test only a few items first

A small test makes it easier to identify whether a mismatch comes from item mapping, warehouse scope, the quantity basis, or an override. Once those controls are verified, expand the run to the remaining selected items.

Keep DSCO inventory aligned with Acumatica

A reliable inventory sync starts with precise configuration and ends with validation in DSCO. Select and save the right items, map them to Acumatica inventory IDs, include only the warehouses that should feed the channel, and choose the quantity measure that reflects fulfillment policy. Then use the standard Quantity workflow for routine updates and reserve DSCO Quantity overrides for controlled exceptions.

Need help configuring, validating, or troubleshooting the DSCO Connector for Acumatica? Visit Biz-Tech Services to discuss your integration requirements.

Check this video for details https://www.youtube.com/watch?v=Hk296jscNtA

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by Gary

How to Update Acumatica Shipments with ShipStation Tracking Data

How to Update Acumatica Shipments with ShipStation Tracking Data

Updating Acumatica with ShipStation tracking data is a controlled two-system workflow: send an eligible Acumatica order to ShipStation, complete the shipment there, and then import the shipment back into Acumatica. When the integration is configured correctly, Acumatica adds the shipment number and tracking number to the corresponding order and updates the order status to Prepare Invoice. This guide explains the required settings, the operational steps, the fields to verify, and the common configuration problems that interrupt the handoff.

How the ShipStation Tracking Update Works

The relevant integration direction is Acumatica to ShipStation. Within that direction, the Process Flow must be set to Shipment in ShipStation. Acumatica remains the source of the order, while ShipStation is where the shipment is created. After shipping activity is complete, Acumatica retrieves the corresponding ShipStation shipment and associates it with the order that was exported.

The ShipStation Order ID provides the key operational link. When an order is exported, ShipStation creates the order and Acumatica displays that identifier in the ShipStation Order ID field on the Sales Orders screen. The later import uses the established relationship to bring the shipment number and tracking number back to the correct Acumatica order.

Configure the ShipStation Store in Acumatica

Begin on the ShipStation Store screen. Select the correct Store Code and add a useful Description so administrators can distinguish the connection. Under Connection Settings, enter the Consumer Key, Consumer Secret, and ShipStation Base URL. These values authenticate API communication between Acumatica and ShipStation. Use Test Credentials before attempting an export or import. If the test fails, use Edit Credentials to correct the values before troubleshooting order data.

Set the Direction and Process Flow

Set Integration Option to Acumatica to ShipStation. This selection makes Process Flow available. Choose Shipment in ShipStation for a workflow in which orders leave Acumatica, shipments are created in ShipStation, and shipment details return to Acumatica. Do not choose Shipment in Acumatica for this scenario; that alternative creates the ShipStation order and shipment from Acumatica during shipment confirmation and uses a different sequence.

 

Load Supporting ShipStation Values

For an Acumatica-to-ShipStation setup, the store screen includes General Info, Carriers and Services, Packages, and ShipStation Warehouses. Open each applicable tab and retrieve its values from ShipStation. For example, Get Carriers loads carrier codes and Get Packages loads available packages. Select the records that should be used for order processing. The ShipStation Warehouses tab follows the same retrieve-and-select pattern. Accurate carrier, service, package, and warehouse choices reduce mapping errors when Acumatica creates orders in ShipStation.

Workflow for Updating Acumatica with Tracking Data

1 Confirm the store configuration

Verify the Store Code, credentials, Integration Option, and Process Flow. The required combination is Acumatica to ShipStation plus Shipment in ShipStation.

2 Export the Acumatica order

Open Create Orders in ShipStation to view eligible Acumatica orders. Select the required order and process it using the configured Store Code and ShipStation Store ID. You can also open the Sales Orders screen and choose Create ShipStation Order from the ShipStation group in the Actions menu.

3 Validate the outbound result

Return to the Sales Orders screen and confirm that the ShipStation Order ID field is populated. This shows that the order was created in ShipStation and that Acumatica retained the external identifier needed for the return flow.

4 Create the shipment in ShipStation

Process the exported order in ShipStation and create its shipment. The shipment must exist in ShipStation before Acumatica can retrieve its shipment and tracking details.

5 Import the shipment into Acumatica

Open Import Shipment from ShipStation. This processing screen displays Acumatica orders that have already been exported to ShipStation. Process the order after its ShipStation shipment exists. As an alternative, use Get ShipStation Shipments from the ShipStation group in the Sales Orders Actions menu.

6 Verify the Acumatica update

Confirm that the shipment number and tracking number were added to the corresponding Acumatica order. The documented workflow also updates the order status to Prepare Invoice.

Key Fields and Settings to Check

1. Store Code identifies the ShipStation store used by the integration.

2. ShipStation Store ID determines the connected store used when Acumatica exports the order.

3. Consumer Key, Consumer Secret, and Base URL control API authentication and connectivity.

4. Integration Option must be Acumatica to ShipStation for this workflow.

5. Process Flow must be Shipment in ShipStation to retrieve shipments created in ShipStation.

6. ShipStation Order ID should appear on the Acumatica sales order after export.

7. Shipment number and tracking number should return to the corresponding Acumatica order after import.

8. Order status should advance to Prepare Invoice after the shipment is imported.

Monitoring and Validation

Monitor the integration at each handoff instead of waiting until invoicing. First, test the API credentials on the store record. Next, verify that the outbound process places a ShipStation Order ID on the sales order. After the shipment is created in ShipStation, confirm that the order appears on the Import Shipment from ShipStation screen. Finally, inspect the Acumatica order for the imported shipment number, tracking number, and Prepare Invoice status.

The ShipStation Orders and ShipStation Shipments screens are Generic Inquiries that expose the initial integration information for orders and shipment orders. Use them as operational views when confirming whether data has reached Acumatica. They complement, but do not replace, checking the actual sales order fields and status after processing. Review these views regularly during testing and routine operations.

Common Pitfalls

1. Wrong integration direction: If the store is configured as ShipStation to Acumatica, the outbound Create Orders in ShipStation and return-shipment workflow described here is not the applicable process.

2. Wrong process flow: Shipment in Acumatica follows a different model in which a sales order and shipment are created in Acumatica, ShipStation information is entered on the shipment, and confirmation creates both records in ShipStation.

3. Credentials were entered but not tested: A failed connection blocks both outbound order creation and inbound shipment retrieval. Test credentials before analyzing individual transactions.

4. The order was never exported: Import Shipment from ShipStation lists Acumatica orders that were previously exported. If the ShipStation Order ID is missing, correct the outbound step first.

5. The shipment does not yet exist in ShipStation: Acumatica cannot import tracking data until ShipStation has created the shipment for the exported order.

6. Carrier package or warehouse values were not loaded: Incomplete selections on the Acumatica-to-ShipStation store tabs can disrupt the order and shipment setup that precedes tracking retrieval.

Frequently Asked Questions

Which integration settings are required to import ShipStation tracking data into Acumatica

Set Integration Option to Acumatica to ShipStation and Process Flow to Shipment in ShipStation.

Where can I start the outbound order export

Use the Create Orders in ShipStation processing screen, or run Create ShipStation Order from the ShipStation group in the Sales Orders Actions menu.

Where can I import the ShipStation shipment

Use Import Shipment from ShipStation, or run Get ShipStation Shipments from the ShipStation group in the Sales Orders Actions menu.

What information is updated in Acumatica

The documented workflow adds the shipment number and tracking number to the corresponding order and changes the order status to Prepare Invoice.

How can I tell whether the order was exported successfully

Check the ShipStation Order ID field on the Sales Orders screen. A populated value indicates that the ShipStation order was generated and linked.

Can Acumatica create the shipment instead

Yes, but that requires Process Flow set to Shipment in Acumatica. In that workflow, users create the sales order and shipment in Acumatica, complete the ShipStation Information area on the shipment, and confirm the shipment to create the order and shipment in ShipStation.

Get Help with Acumatica and ShipStation Integration

A reliable tracking-data workflow depends on correct store credentials, direction, process flow, and transaction matching. If you need help configuring the integration or validating the order-to-shipment handoff, contact Biz-Tech Services to discuss your Acumatica and ShipStation requirements.

 

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by Gary

How to Update Acumatica Shipments with ShipStation Tracking Data

How to Update Acumatica Shipments with ShipStation Tracking Data

Updating Acumatica with ShipStation tracking data is a controlled two-system workflow: send an eligible Acumatica order to ShipStation, complete the shipment there, and then import the shipment back into Acumatica. When the integration is configured correctly, Acumatica adds the shipment number and tracking number to the corresponding order and updates the order status to Prepare Invoice. This guide explains the required settings, the operational steps, the fields to verify, and the common configuration problems that interrupt the handoff.

How the ShipStation Tracking Update Works

The relevant integration direction is Acumatica to ShipStation. Within that direction, the Process Flow must be set to Shipment in ShipStation. Acumatica remains the source of the order, while ShipStation is where the shipment is created. After shipping activity is complete, Acumatica retrieves the corresponding ShipStation shipment and associates it with the order that was exported.

The ShipStation Order ID provides the key operational link. When an order is exported, ShipStation creates the order and Acumatica displays that identifier in the ShipStation Order ID field on the Sales Orders screen. The later import uses the established relationship to bring the shipment number and tracking number back to the correct Acumatica order.

Configure the ShipStation Store in Acumatica

Begin on the ShipStation Store screen. Select the correct Store Code and add a useful Description so administrators can distinguish the connection. Under Connection Settings, enter the Consumer Key, Consumer Secret, and ShipStation Base URL. These values authenticate API communication between Acumatica and ShipStation. Use Test Credentials before attempting an export or import. If the test fails, use Edit Credentials to correct the values before troubleshooting order data.

Set the Direction and Process Flow

Set Integration Option to Acumatica to ShipStation. This selection makes Process Flow available. Choose Shipment in ShipStation for a workflow in which orders leave Acumatica, shipments are created in ShipStation, and shipment details return to Acumatica. Do not choose Shipment in Acumatica for this scenario; that alternative creates the ShipStation order and shipment from Acumatica during shipment confirmation and uses a different sequence.

Load Supporting ShipStation Values

For an Acumatica-to-ShipStation setup, the store screen includes General Info, Carriers and Services, Packages, and ShipStation Warehouses. Open each applicable tab and retrieve its values from ShipStation. For example, Get Carriers loads carrier codes and Get Packages loads available packages. Select the records that should be used for order processing. The ShipStation Warehouses tab follows the same retrieve-and-select pattern. Accurate carrier, service, package, and warehouse choices reduce mapping errors when Acumatica creates orders in ShipStation.

 

Workflow for Updating Acumatica with Tracking Data

1  Confirm the store configuration

Verify the Store Code, credentials, Integration Option, and Process Flow. The required combination is Acumatica to ShipStation plus Shipment in ShipStation.

2  Export the Acumatica order

Open Create Orders in ShipStation to view eligible Acumatica orders. Select the required order and process it using the configured Store Code and ShipStation Store ID. You can also open the Sales Orders screen and choose Create ShipStation Order from the ShipStation group in the Actions menu.

3  Validate the outbound result

Return to the Sales Orders screen and confirm that the ShipStation Order ID field is populated. This shows that the order was created in ShipStation and that Acumatica retained the external identifier needed for the return flow.

4  Create the shipment in ShipStation

Process the exported order in ShipStation and create its shipment. The shipment must exist in ShipStation before Acumatica can retrieve its shipment and tracking details.

5  Import the shipment into Acumatica

Open Import Shipment from ShipStation. This processing screen displays Acumatica orders that have already been exported to ShipStation. Process the order after its ShipStation shipment exists. As an alternative, use Get ShipStation Shipments from the ShipStation group in the Sales Orders Actions menu.

 

 

6  Verify the Acumatica update

Confirm that the shipment number and tracking number were added to the corresponding Acumatica order. The documented workflow also updates the order status to Prepare Invoice.

Key Fields and Settings to Check

1. Store Code identifies the ShipStation store used by the integration.
2. ShipStation Store ID determines the connected store used when Acumatica exports the order.
3. Consumer Key, Consumer Secret, and Base URL control API authentication and connectivity.
4. Integration Option must be Acumatica to ShipStation for this workflow.
5. Process Flow must be Shipment in ShipStation to retrieve shipments created in ShipStation.
6. ShipStation Order ID should appear on the Acumatica sales order after export.
7. Shipment number and tracking number should return to the corresponding Acumatica order after import.
8. Order status should advance to Prepare Invoice after the shipment is imported.

Monitoring and Validation

Monitor the integration at each handoff instead of waiting until invoicing. First, test the API credentials on the store record. Next, verify that the outbound process places a ShipStation Order ID on the sales order. After the shipment is created in ShipStation, confirm that the order appears on the Import Shipment from ShipStation screen. Finally, inspect the Acumatica order for the imported shipment number, tracking number, and Prepare Invoice status.

The ShipStation Orders and ShipStation Shipments screens are Generic Inquiries that expose the initial integration information for orders and shipment orders. Use them as operational views when confirming whether data has reached Acumatica. They complement, but do not replace, checking the actual sales order fields and status after processing. Review these views regularly during testing and routine operations.

Common Pitfalls

1. Wrong integration direction: If the store is configured as ShipStation to Acumatica, the outbound Create Orders in ShipStation and return-shipment workflow described here is not the applicable process.
2. Wrong process flow: Shipment in Acumatica follows a different model in which a sales order and shipment are created in Acumatica, ShipStation information is entered on the shipment, and confirmation creates both records in ShipStation.
3. Credentials were entered but not tested: A failed connection blocks both outbound order creation and inbound shipment retrieval. Test credentials before analyzing individual transactions.
4. The order was never exported: Import Shipment from ShipStation lists Acumatica orders that were previously exported. If the ShipStation Order ID is missing, correct the outbound step first.
5. The shipment does not yet exist in ShipStation: Acumatica cannot import tracking data until ShipStation has created the shipment for the exported order.
6. Carrier package or warehouse values were not loaded: Incomplete selections on the Acumatica-to-ShipStation store tabs can disrupt the order and shipment setup that precedes tracking retrieval.

Frequently Asked Questions

Which integration settings are required to import ShipStation tracking data into Acumatica

Set Integration Option to Acumatica to ShipStation and Process Flow to Shipment in ShipStation.

Where can I start the outbound order export

Use the Create Orders in ShipStation processing screen, or run Create ShipStation Order from the ShipStation group in the Sales Orders Actions menu.

Where can I import the ShipStation shipment

Use Import Shipment from ShipStation, or run Get ShipStation Shipments from the ShipStation group in the Sales Orders Actions menu.

What information is updated in Acumatica

The documented workflow adds the shipment number and tracking number to the corresponding order and changes the order status to Prepare Invoice.

How can I tell whether the order was exported successfully

Check the ShipStation Order ID field on the Sales Orders screen. A populated value indicates that the ShipStation order was generated and linked.

Can Acumatica create the shipment instead

Yes, but that requires Process Flow set to Shipment in Acumatica. In that workflow, users create the sales order and shipment in Acumatica, complete the ShipStation Information area on the shipment, and confirm the shipment to create the order and shipment in ShipStation.

Get Help with Acumatica and ShipStation Integration

A reliable tracking-data workflow depends on correct store credentials, direction, process flow, and transaction matching. If you need help configuring the integration or validating the order-to-shipment handoff, contact Biz-Tech Services to discuss your Acumatica and ShipStation requirements.

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by Gary

How to Sync ShipHero Inventory with Acumatica

How to Sync ShipHero Inventory with Acumatica

A reliable ShipHero Acumatica inventory sync starts with one clear decision: which system initiates the operational workflow. The connector supports ShipHero to Acumatica and Acumatica to ShipHero integration options. That choice controls the available setup tabs, the direction of order processing, and how shipments return to Acumatica. Inventory accuracy then depends on consistent item, warehouse, location, vendor, and quantity settings across both systems.

This guide covers inventory items and the orders, shipments, receipts, transfers, and returns that change inventory.

Choose the ShipHero Acumatica Sync Direction

The Integration Option on the ShipHero Store determines the overall flow. With ShipHero to Acumatica selected, the connector retrieves and imports shipped orders and retains generated labels and tracking numbers. The store exposes setup areas for General Info, Import Info, Ship Via Cross Reference, Warehouse Cross Reference, Inventory Details, Sync Info, and Locations.

With Acumatica to ShipHero selected, users export Acumatica orders for fulfillment and bring the resulting shipments back. This direction adds box mapping, vendor sync, order-type, and return reason-code settings.

For multiple stores, Default Store determines the store code shown during Acumatica sync processes. Confirm it before loading records.

Configure the ShipHero Store Connection

Install the connector package through Acumatica's Customization Projects screen, form SM204505, then validate and publish the project. After publication, configure a ShipHero Store record.

Enter the ShipHero username, password, and base URL under Connection Settings. Use Test Credentials to confirm that Acumatica can connect to ShipHero through the API. Use Edit Credentials when those values must change. Select the ShipHero Store Code and enter a description that clearly identifies the corresponding ShipHero store.

A successful credential test proves connectivity, not mapping accuracy. Validate mappings before processing live inventory transactions.

Map Warehouses Locations and Shipping Values

Warehouse Cross Reference maps ShipHero warehouses to Acumatica warehouses. The connector uses this mapping during item synchronization and order import. Imported orders receive the mapped warehouse on the Acumatica sales order, and synchronized items are associated with the warehouse defined by the same setup.

Enable Use Cross Ref for Warehouse when warehouse values differ between the systems. Enable Use Cross Ref for Ship Via when carrier or service values require mapping; the corresponding cross-reference tabs then become available. These mappings also matter for return processing, where the documentation requires both reason-code and ship-via mappings before returns are exported.

For warehouse locations, first enable Multiple Warehouse Locations through Acumatica's Enable Disable Features screen. The store setup then exposes Sellable Location, Non Sellable Location, Release Transfer During Import Process, and Begin Bin Transfers Date. If Use Location Mapping is enabled, map locations in the Locations grid. Otherwise, configure the two default sellable and non-sellable locations.

For purchase-order receipts created in ShipHero, this setup determines the default sellable and non-sellable quantities in Acumatica. For an exported Acumatica sales order returned as a shipment, the connector sets the sellable location on the lines.

Set Inventory Item Defaults and Quantity Rules

The Inventory Details tab is the working area for loading and synchronizing item records:

1. Load Acumatica Items displays Acumatica inventory items, and Sync Acumatica Items exports selected items to ShipHero.

2. Load ShipHero Items displays ShipHero items, and Sync ShipHero Items imports selected items into Acumatica.

3. Select All selects or clears all displayed items, while Purge removes the displayed rows from the Inventory Details grid.

The connector includes previously synchronized vendor information with a ShipHero stock item. Set Default Vendor Class ID before using Sync ShipHero Vendors.

The Import Item option controls how unknown products are handled during item synchronization and order import. When enabled, the connector can create a missing Acumatica item. The Imported Item Type, Item Class, UOM, and Warehouse ID fields supply the defaults for that new record. Review these values carefully because they determine how newly created inventory items enter Acumatica.

When Import Item is disabled, the connector does not create the missing product. Instead, it uses the configured Replace Missing Products item and the Warehouse ID value. This can keep an order moving, but it also means the transaction will not identify the original product as a new Acumatica inventory item. Monitor use of the replacement item so unresolved product mappings do not accumulate.

For exports to ShipHero, Export Price Type selects either the default item price or MSRP. Export Price Quantity selects the inventory basis sent to ShipHero: On Hand, Available, or Available for Shipment. Choose the quantity that matches the business promise made in the storefront and fulfillment process. The documentation lists the choices but does not define their Acumatica calculation rules, so confirm the selected measure against the site's own inventory configuration.

Run a Practical Inventory Sync Workflow

1. Create the ShipHero Store record, choose the integration direction, and test the credentials.

2. Set warehouse and ship-via cross references. If bin-level inventory is required, enable multiple warehouse locations and configure location mapping or the default sellable and non-sellable locations.

3. Configure Import Item behavior and the defaults for item type, item class, UOM, and warehouse. Select the price and quantity values to export.

4. Load a limited set of items from the intended source system. Review the displayed records, select only the pilot items, and run the matching Sync action.

5. Validate the resulting item and warehouse records in the destination. If locations are in scope, load and synchronize locations only for warehouses already configured in Warehouse Cross Reference.

6. Test one operational cycle. Depending on the integration direction, import a ShipHero order or export an open Acumatica order whose order type is active for export. Then import its ShipHero shipment into Acumatica.

7. Test inventory-increasing and movement transactions separately by exporting an open purchase order, importing its receipt, and importing a bin transfer when multiple warehouse locations are enabled.

Process Transactions That Change Inventory

The Import ShipHero Orders screen retrieves orders for the selected store. Get Orders places them on the ShipHero Order screen, and Import creates the Acumatica document defined by the store setup, either a sales order or an invoice. Import Freight and Import Tax control whether those amounts are included.

For the opposite direction, Export ShipHero Order displays eligible Acumatica orders only when they are open and their order type is configured and active in Order Types to Export. Export creates the order in ShipHero. Import Shipments from ShipHero then retrieves shipment records; Import creates the shipment in Acumatica and confirms it.

Purchase orders follow a similar cycle. Only open purchase orders appear for export to ShipHero. Import Receipts from ShipHero retrieves receipts for exported purchase orders and creates Acumatica purchase receipts. If Release PO Receipt During Import Process is enabled, imported receipts are released automatically; otherwise, they remain unreleased. The documentation also notes that the last receipt in a partial-receipt sequence is released.

Bin transfers are imported according to the Begin Bin Transfers Date and appear on the Transfers screen with the source and destination locations inside the same warehouse. They can be released automatically when Release Transfer During Import Process is enabled. This process works only when Multiple Warehouse Locations is selected.

Use Webhooks for Real Time Processing

The Biz-Tech Services ShipHero Acumatica connector can receive ShipHero events through webhooks. Enable Use Webhook to expose Webhook Settings. The Webhook Name on the Webhooks screen must exactly match the Webhook Type in the ShipHero Store; otherwise, the webhook will not work. Generate the URL, place it in Webhook Settings, and select Create Webhook to register it with ShipHero for POST requests. The same URL can be registered only once.

Select Branch for Webhooks before enabling processing. The connector processes incoming shipments, purchase receipts, transfers, and returns under this branch. A missing branch prevents the webhooks from working. The grid shows Webhook Type, Webhook URL, Registered, and Enabled. Use Enable Webhook to start receiving events and Disable Webhook to stop events while retaining the configuration.

Webhook events can import shipments, create purchase receipts, update received quantities, capture return receipts, and import transfers. Check Registered and Enabled, then verify the resulting Acumatica document.

Monitor and Validate the Integration

Use Last Import Date and Last Imported Order Date to confirm the processing window. Review the ShipHero Order inquiry for identifiers, statuses, line details, and linked shipments. Review the ShipHero Shipment inquiry for package and label information and the Processed indicator.

The ShipHero Item inquiry shows warehouse availability, vendors, and bin transfers. Update Item retrieves ShipHero changes, Sync ShipHero Item imports the item, and Update Warehouse in ShipHero sends updated quantity. For purchase orders, Update Order retrieves ShipHero changes.

For each pilot, compare the inventory ID, warehouse, location, quantity basis, status, and related shipment or receipt. Confirm automatic releases, or review unreleased documents when release is disabled.

Common ShipHero Acumatica Sync Pitfalls

1. Wrong integration direction. Confirm it before configuring mappings.

2. Missing warehouse mapping. Item sync and order import both rely on Warehouse Cross Reference.

3. Unexpected replacement products. With Import Item disabled, unknown products use Replace Missing Products instead of creating a new inventory item.

4. Incorrect quantity exposure. Validate On Hand, Available, or Available for Shipment against the intended sales promise.

5. Bin transfers that never appear. Multiple Warehouse Locations must be enabled, and the begin date and location setup must be correct.

6. Webhooks that do not process. Match the event names, select a branch, and verify Registered and Enabled.

7. Orders missing from export. Acumatica orders must be open, and their order type must be configured as active for the selected store.

ShipHero Acumatica Inventory Sync FAQ

Can the connector create missing inventory items in Acumatica

Yes. Enable Import Item and configure Imported Item Type, Item Class, UOM, and Warehouse ID. If Import Item is disabled, the connector uses the configured replacement product instead of creating the missing item.

Which inventory quantity can Acumatica send to ShipHero

The choices are On Hand, Available, and Available for Shipment. Select the intended measure and validate it with a controlled item test.

Can ShipHero inventory locations sync with Acumatica

Yes. Enable Multiple Warehouse Locations, configure warehouse cross references, and either use the Locations grid for mapping or set default sellable and non-sellable locations. The Locations grid loads records only for warehouses already included in Warehouse Cross Reference.

Can purchase receipts and transfers release automatically

Yes. Release PO Receipt During Import Process and Release Transfer During Import Process control automatic release. Leave them disabled when the business requires review before release.

Does the connector support real time synchronization

The documented webhook setup supports real-time event handling for shipments, purchase receipts, returns, transfers, and inventory-change event types. Correct event names, a unique registered URL, an assigned branch, and an enabled status are required for processing.

Plan Your ShipHero Acumatica Integration

A successful rollout depends on disciplined mapping and small, traceable tests before broad synchronization. BizTech Services can help configure the connector around your item, warehouse, location, order, receipt, transfer, and return workflows. Contact BizTech Services to discuss your ShipHero and Acumatica integration.

How to Sync ShipHero Inventory with Acumatica

A reliable ShipHero Acumatica inventory sync starts with one clear decision: which system initiates the operational workflow. The connector supports ShipHero to Acumatica and Acumatica to ShipHero integration options. That choice controls the available setup tabs, the direction of order processing, and how shipments return to Acumatica. Inventory accuracy then depends on consistent item, warehouse, location, vendor, and quantity settings across both systems.

This guide covers inventory items and the orders, shipments, receipts, transfers, and returns that change inventory.

Choose the ShipHero Acumatica Sync Direction

The Integration Option on the ShipHero Store determines the overall flow. With ShipHero to Acumatica selected, the connector retrieves and imports shipped orders and retains generated labels and tracking numbers. The store exposes setup areas for General Info, Import Info, Ship Via Cross Reference, Warehouse Cross Reference, Inventory Details, Sync Info, and Locations.

With Acumatica to ShipHero selected, users export Acumatica orders for fulfillment and bring the resulting shipments back. This direction adds box mapping, vendor sync, order-type, and return reason-code settings.

For multiple stores, Default Store determines the store code shown during Acumatica sync processes. Confirm it before loading records.

Configure the ShipHero Store Connection

Install the connector package through Acumatica's Customization Projects screen, form SM204505, then validate and publish the project. After publication, configure a ShipHero Store record.

Enter the ShipHero username, password, and base URL under Connection Settings. Use Test Credentials to confirm that Acumatica can connect to ShipHero through the API. Use Edit Credentials when those values must change. Select the ShipHero Store Code and enter a description that clearly identifies the corresponding ShipHero store.

A successful credential test proves connectivity, not mapping accuracy. Validate mappings before processing live inventory transactions.

Map Warehouses Locations and Shipping Values

Warehouse Cross Reference maps ShipHero warehouses to Acumatica warehouses. The connector uses this mapping during item synchronization and order import. Imported orders receive the mapped warehouse on the Acumatica sales order, and synchronized items are associated with the warehouse defined by the same setup.

Enable Use Cross Ref for Warehouse when warehouse values differ between the systems. Enable Use Cross Ref for Ship Via when carrier or service values require mapping; the corresponding cross-reference tabs then become available. These mappings also matter for return processing, where the documentation requires both reason-code and ship-via mappings before returns are exported.

For warehouse locations, first enable Multiple Warehouse Locations through Acumatica's Enable Disable Features screen. The store setup then exposes Sellable Location, Non Sellable Location, Release Transfer During Import Process, and Begin Bin Transfers Date. If Use Location Mapping is enabled, map locations in the Locations grid. Otherwise, configure the two default sellable and non-sellable locations.

For purchase-order receipts created in ShipHero, this setup determines the default sellable and non-sellable quantities in Acumatica. For an exported Acumatica sales order returned as a shipment, the connector sets the sellable location on the lines.

Set Inventory Item Defaults and Quantity Rules

The Inventory Details tab is the working area for loading and synchronizing item records:

1. Load Acumatica Items displays Acumatica inventory items, and Sync Acumatica Items exports selected items to ShipHero.

2. Load ShipHero Items displays ShipHero items, and Sync ShipHero Items imports selected items into Acumatica.

3. Select All selects or clears all displayed items, while Purge removes the displayed rows from the Inventory Details grid.

The connector includes previously synchronized vendor information with a ShipHero stock item. Set Default Vendor Class ID before using Sync ShipHero Vendors.

The Import Item option controls how unknown products are handled during item synchronization and order import. When enabled, the connector can create a missing Acumatica item. The Imported Item Type, Item Class, UOM, and Warehouse ID fields supply the defaults for that new record. Review these values carefully because they determine how newly created inventory items enter Acumatica.

When Import Item is disabled, the connector does not create the missing product. Instead, it uses the configured Replace Missing Products item and the Warehouse ID value. This can keep an order moving, but it also means the transaction will not identify the original product as a new Acumatica inventory item. Monitor use of the replacement item so unresolved product mappings do not accumulate.

For exports to ShipHero, Export Price Type selects either the default item price or MSRP. Export Price Quantity selects the inventory basis sent to ShipHero: On Hand, Available, or Available for Shipment. Choose the quantity that matches the business promise made in the storefront and fulfillment process. The documentation lists the choices but does not define their Acumatica calculation rules, so confirm the selected measure against the site's own inventory configuration.

Run a Practical Inventory Sync Workflow

1. Create the ShipHero Store record, choose the integration direction, and test the credentials.

2. Set warehouse and ship-via cross references. If bin-level inventory is required, enable multiple warehouse locations and configure location mapping or the default sellable and non-sellable locations.

3. Configure Import Item behavior and the defaults for item type, item class, UOM, and warehouse. Select the price and quantity values to export.

4. Load a limited set of items from the intended source system. Review the displayed records, select only the pilot items, and run the matching Sync action.

5. Validate the resulting item and warehouse records in the destination. If locations are in scope, load and synchronize locations only for warehouses already configured in Warehouse Cross Reference.

6. Test one operational cycle. Depending on the integration direction, import a ShipHero order or export an open Acumatica order whose order type is active for export. Then import its ShipHero shipment into Acumatica.

7. Test inventory-increasing and movement transactions separately by exporting an open purchase order, importing its receipt, and importing a bin transfer when multiple warehouse locations are enabled.

Process Transactions That Change Inventory

The Import ShipHero Orders screen retrieves orders for the selected store. Get Orders places them on the ShipHero Order screen, and Import creates the Acumatica document defined by the store setup, either a sales order or an invoice. Import Freight and Import Tax control whether those amounts are included.

For the opposite direction, Export ShipHero Order displays eligible Acumatica orders only when they are open and their order type is configured and active in Order Types to Export. Export creates the order in ShipHero. Import Shipments from ShipHero then retrieves shipment records; Import creates the shipment in Acumatica and confirms it.

Purchase orders follow a similar cycle. Only open purchase orders appear for export to ShipHero. Import Receipts from ShipHero retrieves receipts for exported purchase orders and creates Acumatica purchase receipts. If Release PO Receipt During Import Process is enabled, imported receipts are released automatically; otherwise, they remain unreleased. The documentation also notes that the last receipt in a partial-receipt sequence is released.

Bin transfers are imported according to the Begin Bin Transfers Date and appear on the Transfers screen with the source and destination locations inside the same warehouse. They can be released automatically when Release Transfer During Import Process is enabled. This process works only when Multiple Warehouse Locations is selected.

Use Webhooks for Real Time Processing

The Biz-Tech Services ShipHero Acumatica connector can receive ShipHero events through webhooks. Enable Use Webhook to expose Webhook Settings. The Webhook Name on the Webhooks screen must exactly match the Webhook Type in the ShipHero Store; otherwise, the webhook will not work. Generate the URL, place it in Webhook Settings, and select Create Webhook to register it with ShipHero for POST requests. The same URL can be registered only once.

Select Branch for Webhooks before enabling processing. The connector processes incoming shipments, purchase receipts, transfers, and returns under this branch. A missing branch prevents the webhooks from working. The grid shows Webhook Type, Webhook URL, Registered, and Enabled. Use Enable Webhook to start receiving events and Disable Webhook to stop events while retaining the configuration.

Webhook events can import shipments, create purchase receipts, update received quantities, capture return receipts, and import transfers. Check Registered and Enabled, then verify the resulting Acumatica document.

Monitor and Validate the Integration

Use Last Import Date and Last Imported Order Date to confirm the processing window. Review the ShipHero Order inquiry for identifiers, statuses, line details, and linked shipments. Review the ShipHero Shipment inquiry for package and label information and the Processed indicator.

The ShipHero Item inquiry shows warehouse availability, vendors, and bin transfers. Update Item retrieves ShipHero changes, Sync ShipHero Item imports the item, and Update Warehouse in ShipHero sends updated quantity. For purchase orders, Update Order retrieves ShipHero changes.

For each pilot, compare the inventory ID, warehouse, location, quantity basis, status, and related shipment or receipt. Confirm automatic releases, or review unreleased documents when release is disabled.

Common ShipHero Acumatica Sync Pitfalls

1. Wrong integration direction. Confirm it before configuring mappings.

2. Missing warehouse mapping. Item sync and order import both rely on Warehouse Cross Reference.

3. Unexpected replacement products. With Import Item disabled, unknown products use Replace Missing Products instead of creating a new inventory item.

4. Incorrect quantity exposure. Validate On Hand, Available, or Available for Shipment against the intended sales promise.

5. Bin transfers that never appear. Multiple Warehouse Locations must be enabled, and the begin date and location setup must be correct.

6. Webhooks that do not process. Match the event names, select a branch, and verify Registered and Enabled.

7. Orders missing from export. Acumatica orders must be open, and their order type must be configured as active for the selected store.

ShipHero Acumatica Inventory Sync FAQ

Can the connector create missing inventory items in Acumatica

Yes. Enable Import Item and configure Imported Item Type, Item Class, UOM, and Warehouse ID. If Import Item is disabled, the connector uses the configured replacement product instead of creating the missing item.

Which inventory quantity can Acumatica send to ShipHero

The choices are On Hand, Available, and Available for Shipment. Select the intended measure and validate it with a controlled item test.

Can ShipHero inventory locations sync with Acumatica

Yes. Enable Multiple Warehouse Locations, configure warehouse cross references, and either use the Locations grid for mapping or set default sellable and non-sellable locations. The Locations grid loads records only for warehouses already included in Warehouse Cross Reference.

Can purchase receipts and transfers release automatically

Yes. Release PO Receipt During Import Process and Release Transfer During Import Process control automatic release. Leave them disabled when the business requires review before release.

Does the connector support real time synchronization

The documented webhook setup supports real-time event handling for shipments, purchase receipts, returns, transfers, and inventory-change event types. Correct event names, a unique registered URL, an assigned branch, and an enabled status are required for processing.

Plan Your ShipHero Acumatica Integration

A successful rollout depends on disciplined mapping and small, traceable tests before broad synchronization. BizTech Services can help configure the connector around your item, warehouse, location, order, receipt, transfer, and return workflows. Contact BizTech Services to discuss your ShipHero and Acumatica integration.

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by Gary

How to Sync Magento Inventory with Acumatica

How to Sync Magento Inventory with Acumatica

Biz-Tech Serives Acumatica Magento Connector gives Acumatica users a controlled way to send inventory quantities to Magento while keeping item identity, warehouse scope, and sellable quantity rules explicit. A reliable setup starts by choosing which Acumatica warehouses contribute stock, selecting the quantity basis that Magento should receive, and confirming that each synchronized item has both a Magento Product SKU and an Acumatica Inventory ID.

This guide explains the inventory workflow documented for the connector: how items become eligible for quantity export, how warehouse quantities are combined, how stock visibility is managed, where quantity checks protect invoice processing, and how to reconcile the two systems without assuming behavior that the product documentation does not define.

Inventory sync at a glance

1. Connect the Magento store and open its settings in Acumatica.

2. Choose the Acumatica warehouses whose quantities should be synchronized.

3. Select On Hand, Available, or Available for Shipment as the quantity basis.

4. In Inventory Details, select and save the items to include, then confirm Magento Product SKU and Acumatica Inventory ID values.

5. Use Export Magento Inventory Quantities to review the Magento Quantity value and run Sync for selected items or Sync All for the displayed list.

6. Monitor item identity, warehouse scope, quantity basis, publication status, and invoice quantity-check results; investigate differences before the next run.

How Magento Connector determines inventory quantity

Choose the quantity basis

The Warehouse Details area of the Magento Store configuration provides three documented quantity choices: On Hand, Available, and Available for Shipment. The selected value determines which Acumatica quantity is synchronized to Magento. This setting matters because the three measures answer different inventory questions. On Hand reflects physical stock, while Available and Available for Shipment reflect Acumatica availability measures. The connector documentation does not redefine those measures, so their exact values remain governed by the Acumatica inventory configuration and transactions in the implementation.

Choose one basis that matches the business promise made on the storefront. If Magento should show a more operationally constrained quantity than physical stock, evaluate the documented availability choices in Acumatica and confirm the result with representative items before broad synchronization.

Define the warehouse scope

Warehouse Details is also where users identify the warehouses whose quantities need to be synchronized with Magento. When one or more warehouses are selected, the exported item quantity is the sum across those selected warehouses. That rule makes warehouse selection a central part of storefront availability: adding or removing a warehouse changes the quantity pool that can be presented to Magento.

The Magento Store settings also include a Warehouse ID used as the default warehouse on orders imported from Magento. The documentation presents this order warehouse setting separately from the Warehouse Details list used for quantity export. Review both settings together so the stock offered online and the warehouse assigned to imported orders make operational sense, while recognizing that the manual does not state that they must be identical.

Establish item identity before quantity sync

Select and save items in Inventory Details

The Export Magento Inventory Quantities screen does not automatically list every Acumatica item. First, use the Inventory Details tab on the Magento Store screen to choose the required items, select their checkboxes, and save. The Magento Product SKU and Acumatica Inventory ID fields must also be set. Only after these steps do the items appear for inventory quantity export.

This prerequisite creates a useful reconciliation key. The Magento Product SKU connects the storefront product to the Acumatica inventory record, while the Acumatica Inventory ID identifies the ERP item. Validate both values when an expected item is missing or when a quantity appears to update the wrong product.

Understand item creation and matching

Inventory Details can load Acumatica stock and non-stock items, load Magento items, synchronize items in either direction, and publish or unpublish selected products. When an Acumatica item is synchronized to Magento and a new Magento item is created, Magento generates a unique product ID. The connector displays that ID in the Magento Store and on the stock item’s Magento Inventory tab. The Export Magento Items process likewise records the Magento Product ID and marks the Magento Item checkbox after synchronization.

During Magento order import, item matching uses the Magento product SKU to search for an Acumatica Inventory CD. If the item is not found, the result depends on configuration: Import Item can allow creation according to the configured item type, item class, warehouse, and unit of measure; when item import is disabled, the connector can use a configured replacement item, or it reports that the item does not exist. These order-import controls support clean item identity, but they are distinct from the prerequisites for exporting inventory quantities.

Run the inventory quantity synchronization

Review the Magento Quantity value

On Export Magento Inventory Quantities, choose the relevant store and review the displayed items. For a particular item, enter or confirm the value in Magento Quantity, select the row, and click Sync. The Magento store quantity is updated from the Magento Quantity value. Use Sync All when every item displayed on the screen is ready to be processed.

The manual documents both the warehouse-derived quantity settings and the editable Magento Quantity field on the export screen, but it does not explain when or how that field is populated from the selected quantity basis. Treat the screen value as the final value to verify before synchronization, especially after changing the warehouse list or quantity basis.

Control stock visibility with publication status

Quantity and product visibility are related but separate controls. Inventory Details tab provides Publish Items in Magento, which sets selected products to Enabled, and Unpublish Items in Magento, which removes the Enabled status and makes the selected products unavailable for purchase. A correct quantity does not by itself prove that a product is purchasable; include publication status in every stock-visibility check. The same item synchronization, publishing, and unpublishing processes can also be performed from the Stock Items and Non-Stock Items screens.

Handle allocation without assuming undocumented logic

The product documentation does not describe a separate Magento Connector allocation, reservation, safety-stock, or oversell engine. Its documented controls are the selected Acumatica quantity basis, the sum across selected warehouses, the Magento Quantity value sent during export, and optional Magento quantity validation during invoice processing. Accordingly, allocation policy should be expressed through the Acumatica quantity measure and warehouse scope chosen for the storefront, then validated in the export screen.

Two Magento Store options can check Magento quantity during Acumatica processing: Check Magento Qty While Prepare Invoice validates that the required Magento stock is available before the invoice is created, and Check Magento Qty While Release Invoice validates Magento product quantities during invoice release. These checks help identify insufficient storefront stock at defined transaction points. The manual does not say that they reserve stock or automatically reconcile differences, so use them as validation controls rather than treating them as an allocation mechanism.

Monitor and reconcile Magento and Acumatica inventory

Use a repeatable reconciliation routine

1. Confirm scope: verify the Magento store, selected warehouses, and quantity basis before comparing values.

2. Confirm identity: check Magento Product SKU, Acumatica Inventory ID, and—where the item has been synchronized—the Magento Product ID.

3. Confirm eligibility: make sure the item is selected and saved in Inventory Details and appears on Export Magento Inventory Quantities.

4. Confirm the outbound value: compare the Magento Quantity field with the expected sum for the selected warehouses and chosen Acumatica quantity basis.

5. Confirm execution: run Sync for approved rows or Sync All only when all displayed rows are ready, then verify the resulting quantity in Magento.

6. Confirm visibility: check whether the item is published and Enabled when it should be available for purchase, or unpublished when it should not be sold.

7. Review transaction checks: investigate failures from the prepare-invoice or release-invoice quantity validations if those options are enabled.

Troubleshoot common discrepancies

If an item is absent from the export screen, return to Inventory Details and verify selection, save status, Magento Product SKU, and Acumatica Inventory ID. If the item appears but the expected quantity differs, recheck the warehouse list and whether On Hand, Available, or Available for Shipment is selected. If quantity is correct but the product cannot be purchased, verify publication status. If invoice preparation or release stops on a Magento quantity validation, compare the required order quantity with current Magento stock and then examine whether a more recent Acumatica quantity needs to be synchronized.

For controlled operations, test configuration changes with a small item set before using Sync All. Record the store, warehouse selection, quantity basis, item identifiers, value reviewed, and time of the sync in an operational log. This logging practice is a recommended control rather than a connector feature described in the manual.

Frequently asked questions

Which Acumatica quantity can Magento Connector send to Magento?

The documented choices are On Hand, Available, and Available for Shipment. The selected value on Warehouse Details determines the Acumatica quantity basis used for synchronization.

How does the connector handle multiple warehouses?

When one or more warehouses are selected in Warehouse Details, the exported item quantity is the sum across those selected warehouses.

Why is an item missing from Export Magento Inventory Quantities?

The item must be selected and saved on the Magento Store Inventory Details tab, and both Magento Product SKU and Acumatica Inventory ID must be set before it appears on the export screen.

Can users synchronize one item instead of the full list?

Yes. Select the item and use Sync. Sync All processes all items displayed on the screen.

Does publishing an item also synchronize its quantity?

The documentation treats publishing and quantity export as separate processes. Publishing sets the selected Magento item to Enabled; quantity synchronization is performed from Export Magento Inventory Quantities.

Does Magento Connector allocate or reserve inventory?

The documentation does not define a connector-level allocation or reservation feature. It documents quantity-basis selection, summed warehouse scope, quantity export, publication controls, and optional Magento quantity checks during invoice preparation and release.

How can Acumatica validate Magento stock during invoicing?

Enable Check Magento Qty While Prepare Invoice to validate stock before invoice creation, or Check Magento Qty While Release Invoice to validate quantities during invoice release.

Build a dependable Magento inventory workflow

A dependable Magento inventory sync is built on explicit choices: which Acumatica warehouses contribute stock, which quantity basis represents sellable inventory, which item identifiers bind the systems, and whether the Magento product is published. Review those controls before each broad synchronization, use the invoice-stage quantity checks where they fit the process, and reconcile exceptions by moving from scope to identity to outbound value to storefront visibility.

For implementation help with Magento Connector and Acumatica, contact Biz-Tech Services.

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by Gary

How to Sync Amazon Inventory with Acumatica for FBA and FBM

How to Sync Amazon Inventory with Acumatica for FBA and FBM

Synchronizing Amazon inventory with Acumatica requires two related workflows. For Fulfillment by Merchant, or FBM, Acumatica sends the quantity that Amazon can sell. For Fulfillment by Amazon, or FBA, the connector imports Amazon shipment, delivery, warehouse, and order activity so Acumatica can reflect inventory moving into and through Amazon fulfillment centers. The quality of the result depends on accurate store settings, item mappings, warehouse rules, and disciplined validation after each process.

The Biz Tech Amazon Connector routes the connection through a Biz Tech managed intermediate server. It retrieves Amazon data for Acumatica and sends supported inventory and fulfillment events back to Amazon. This guide explains the documented steps for keeping FBA and FBM inventory aligned.

How Amazon inventory sync works in Acumatica

FBM inventory sync is quantity driven. You select the Acumatica warehouses that contribute inventory, choose which quantity basis to publish, map each Amazon SKU to an Acumatica inventory item, and run Export FBM Inventory Quantities screen. The quantity sent to Amazon can come from the Acumatica Quantity column or from an entered Amazon Quantity override.

FBA inventory sync is transaction and warehouse driven. Amazon stores and ships the product, while Acumatica imports FBA shipments, deliveries, and orders. A shipment import creates an Acumatica transfer order using the configured transfer order type. After the transfer is confirmed and updated, delivery processing creates a purchase receipt based on Amazon received quantities. Acumatica can then show inventory in the destination warehouse associated with the FBA flow.

Configure the Amazon Store connection

Begin on the Amazon Store screen. Store Code identifies the Amazon store, while Description labels it in Acumatica. Marking a store as the Default Store causes it to appear automatically on processing and store screens. Connection Settings are used to test the connection between Acumatica and the Amazon server.

The source documentation identifies these connection values:

1․ Client ID and Client Secret for application authentication

2․ Refresh Token for obtaining new access tokens

3․ Marketplace and AWS Region for the Amazon store location

4․ Consumer Key and Consumer Secret

5․ External System Store ID

6․ Seller ID and MWS Auth Token generated through the developer authorization process

Treat these credentials as controlled configuration. Test the connection before configuring inventory processes, because a warehouse or SKU mapping cannot compensate for a failed connection.

Set up FBM inventory quantity synchronization

Choose the warehouses and quantity basis

In Warehouse Details, add every Acumatica warehouse that should contribute to the Amazon quantity. When more than one warehouse is selected, the exported item quantity is the sum across those warehouses. Select the quantity basis that matches your availability policy: On Hand, Available, or Available for Shipment. The selected value determines which Acumatica quantity is synchronized to Amazon.

The manual defines these settings but does not prescribe one for every business. Select the measure that matches how your organization reserves stock and decides what it can promise to Amazon buyers.

Map Amazon SKUs to Acumatica items

Create SKU mappings in the Amazon Store screen’s Inventory Details tab. You can retrieve a product by ASIN or Seller SKU. Load FBA Products displays products for the store, and Sync From Amazon can create a selected FBA item in Acumatica using the product SKU.

The Import Item setting controls what happens when an imported order contains a product that does not exist in Acumatica. When enabled, the connector creates an Acumatica Inventory ID based on the Amazon SKU. When disabled, the missing item causes an integration error. Insert Item in Inventory Details Tab adds items to the mapping area during order import. The documentation also states that an existing mapping can be updated with a different SKU without creating a new Acumatica item.

Confirm the Warehouse ID and unit of measure used for imported orders. A SKU match alone is not enough if the order points to the wrong warehouse or the unit of measure does not match the item setup.

Export FBM quantities to Amazon

1․ Open Export Amazon Inventory Quantities and review the selected store and mapped items.

2․ Compare the Acumatica Quantity value with the amount you intend to make available on Amazon.

3․ For the normal Acumatica driven value, leave the row override checkbox unselected and run Sync. Amazon Inventory Quantity is updated from the Quantity column.

4․ To send a different value, enter it in Amazon Quantity, select the checkbox for that row, and run Sync.

5․ Verify the resulting Amazon quantity and investigate any item that did not update.

An override is a deliberate exception to the calculated Acumatica quantity. Document why it was used and remove or revise it when the underlying condition ends, so a temporary decision does not become a persistent inventory discrepancy.

Configure FBA warehouse and order settings

The FBA settings in the Amazon Store control how orders and inventory movements enter Acumatica. FBA orders are imported as invoices. Begin Order Date filters retrieval, and Last Imported Order Date records the most recent imported order date. Status mappings connect Amazon order statuses to Acumatica statuses; the corresponding Order Status checkbox must be selected for an order to be retrieved and imported.

Key FBA warehouse and shipment settings include:

1․ Destination Warehouse, which identifies where Amazon goods are intended to be received in Acumatica

2․ Enable Ship From Mapping, which maps each Amazon Fulfillment Center to an Acumatica Ship From Warehouse ID

3․ Ship From Warehouse ID, used as the source warehouse when fulfillment center mapping is disabled

4․ Destination Order Type, which must be a transfer order type for FBA shipment imports

5․ Select Shipments and Select Deliveries, which enable the corresponding import processes

6․ Release PO Receipt During FBA Shipment Import, which imports the purchase receipt as released when selected

7․ Last Imported Shipment Date and Last Imported Deliveries Date for tracking the latest imported activity

The same transfer order type can be configured in only one store. The connector also provides a Destination Order Type indicator for transfer order types; when selected, the Order Type field is disabled to identify the Amazon FBA order type.

Run the FBA inventory workflow

1․ Retrieve FBA shipments from Amazon Seller Central on the Import FBA Shipments screen.

2․ Import the shipment. Acumatica creates a sales order with the transfer order type configured for the FBA store. The grid shows the destination warehouse, while the order line shows the source warehouse.

3․ Confirm the transfer shipment and use Update In. This moves the items from the source warehouse to the destination warehouse in Acumatica.

4․ After the shipment is closed in Seller Central, retrieve it through Import FBA Deliveries.

5․ Process the delivery so Acumatica creates a purchase receipt based on the received quantity. Release the receipt when required by your configuration and process, then verify the destination warehouse quantity.

6․ Import FBA orders according to the configured dates and statuses. The imported FBA orders appear on the Sales Order Invoice screen.

The FBA Destination Warehouse Quantities screen supports warehouse level validation by showing quantities for the selected destination warehouse and the current warehouse. The FBM and FBA Orders screen distinguishes the two channels through the Fulfillment Channel field.

Monitor and validate the synchronization

Use a repeatable validation routine after each quantity export or FBA import. Check the store, SKU, Acumatica inventory item, warehouse, quantity basis, and fulfillment channel before investigating the integration itself. For FBM, compare the Acumatica Quantity, any Amazon Quantity override, and the quantity visible in Amazon. For FBA, compare shipped quantity, received quantity, source warehouse movement, destination warehouse quantity, and purchase receipt status.

The connector records Last Imported Order Date, Last Imported Shipment Date, and Last Imported Deliveries Date. These dates indicate whether a process has run but do not replace transaction review. Import errors appear on the affected line; more detail may be available from the red cross and Tools and Trace. FBM settings can also enable email notifications for order IDs with errors.

Common pitfalls to avoid

1․ Publishing the wrong availability measure. On Hand, Available, and Available for Shipment can produce different sellable quantities.

2․ Leaving out a warehouse or including one that should not contribute. The connector sums quantities across selected warehouses.

3․ Using an incorrect or missing SKU mapping. Verify Inventory Details before assuming an inventory calculation is wrong.

4․ Relying on Import Item without reviewing item setup. Automatic creation uses the Amazon SKU as the Acumatica Inventory ID, but warehouse and unit of measure still require attention.

5․ Reusing an FBA transfer order type across stores. The documentation states that the same order type cannot be configured in more than one store.

6․ Importing an FBA delivery when received quantity exceeds shipped quantity. The connector raises an error; adjust quantities on the FBA Shipments screen before importing.

7․ Confusing FBA with FBM. Use the Fulfillment Channel field to identify the flow before correcting inventory or order records.

Frequently asked questions

Which Acumatica quantity is sent to Amazon for FBM

The value depends on the Warehouse Details setting. You can synchronize On Hand, Available, or Available for Shipment. If multiple warehouses are selected, their quantities are summed. A selected override row sends the entered Amazon Quantity instead.

How are Amazon SKUs connected to Acumatica inventory items

Mappings are maintained in the Amazon Store Inventory Details tab. Products can be retrieved by ASIN or Seller SKU. Import Item can create a missing Acumatica inventory item during order import, and Sync From Amazon can create a selected loaded FBA product using its SKU.

What documents are created for FBA inventory movements

An imported FBA shipment creates a sales order with the configured transfer order type. FBA delivery processing creates a purchase receipt based on the received quantity. FBA customer orders are imported as invoices.

What happens when Amazon receives less or more than it shipped

A delivery can be imported when received quantity equals shipped quantity or is lower. If received quantity is greater than shipped quantity, the connector displays an error and the quantities must be adjusted on the FBA Shipments screen before import.

How often does inventory synchronization run

The supplied documentation explains the processing screens and actions but does not define an automatic schedule, polling interval, or recommended frequency. Confirm the operating cadence configured for your implementation.

Does the documentation define conflict resolution or retry rules

No. It describes visible processing errors, trace access, and selected process controls, but it does not specify retry limits, duplicate handling, API throttling, or a formal source of truth when quantities conflict. These rules should be confirmed during implementation.

Plan your Amazon Acumatica inventory integration

A reliable Amazon Acumatica inventory sync starts with correct store credentials, explicit warehouse rules, clean SKU mappings, and separate operating procedures for FBA and FBM. Biz Tech Services can help configure and validate the connector for your fulfillment model. Contact Biz Tech Services to discuss your Amazon and Acumatica integration.

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by Gary

How to Sync Shopify Inventory with Acumatica

How to Sync Shopify Inventory with Acumatica

Accurate inventory depends on more than sending a quantity from one system to another. The Biz-Tech Services Acumatica Shopify connector links Acumatica inventory records, warehouses, and quantity settings to Shopify products and locations. A reliable setup begins with product identity and location mapping, then uses Acumatica as the source for the quantity exported to Shopify.

The documented workflow supports manual processing and scheduled quantity synchronization. It can combine quantities from selected Acumatica warehouses and publish the result according to one of three quantity measures: On Hand, Available, or Available for Shipment. The important work happens before automation starts: confirm credentials, decide which warehouses and items belong to the store, and choose the quantity definition that matches what customers should be able to buy.

How Shopify Inventory Sync with Acumatica Works

The Biz-Tech Services Shopify Acumatica connector maintains the relationship between the Shopify store and Acumatica through the Shopify Stores configuration. From there, the Warehouse Details area retrieves Shopify locations and maps them to Acumatica warehouses. When inventory quantities are exported, the connector updates the corresponding Shopify location.

For stores supplied by more than one warehouse, the connector can export the sum of quantities across the selected warehouses. The selected quantity basis controls which Acumatica figure is sent. This distinction matters because On Hand, Available, and Available for Shipment can represent different operational positions. Select the measure that reflects the inventory promise your business intends to make online.

Product identity is equally important. On export, the connector uses the Acumatica Inventory CD as the Shopify SKU. The manual states that item mapping is not supported during the Acumatica-to-Shopify item export process. Mapping is available when importing Shopify items into Acumatica. Therefore, teams should verify Inventory IDs and Shopify SKUs before relying on quantity updates.

Settings and Fields to Review Before Syncing

Store connection

Open the Shopify Store configuration and identify the correct Store Code. If one store should appear automatically on processing and store screens, select Default Store. Use Test Credentials to verify the API connection with the values on the Connection Settings tab. Edit Credentials is available when connection details need to change.

The Biz-Tech Services Shopify Acumatica integration package must also be installed and published in Acumatica through the customization project process. The source manual identifies the Customization Projects form as SM204505 and lists PCSR, PERP, and SAAS as supported license designations. Confirm the applicable licensing and deployment details for your environment before configuration.

Warehouse and Shopify location mapping

In Warehouse Details, use Load Shopify Locations to retrieve locations from Shopify. Map each relevant Shopify location to the Acumatica warehouse that supplies it. If several warehouses are selected, the exported item quantity is the sum across those warehouses. Review this scope carefully so a warehouse intended for another channel, market, or purpose is not included by mistake.

Quantity basis and tracking

Choose On Hand, Available, or Available for Shipment from the quantity selection. The manual does not define the formulas behind these values, so confirm their meaning in your Acumatica configuration and business rules. The exported value should match the quantity the storefront is allowed to offer, not simply the easiest number to retrieve.

Review Track Quantity as well. The documentation says that if Track Quantity is cleared in both Shopify and Acumatica, synchronization produces an error. If it is cleared in Shopify but selected in Acumatica, the sync updates the quantity and automatically selects tracking in Shopify. The same manual later notes that quantity can be updated even when Track Quantity is not selected for an item. Because those statements may depend on context or connector version, test the behavior in a nonproduction item before rollout.

Item selection and product fields

The Shopify Inventory tab can load Acumatica stock and non-stock items with Load Acumatica Items, or retrieve Shopify products with Load Shopify Items. It supports Sync to Shopify, Sync from Shopify, publish, unpublish, Get Item by ID, and Purge. The list can also be imported or exported as an Excel document.

Export Item Mappings controls which product-related values are updated. Clear fields that should not be exported, and select every field required for the processing operation. The manual specifically warns that unselected fields such as price, description, or weight are not updated. Inventory Mapping separately connects Acumatica attributes, item currency settings, and user-defined fields to Shopify fields, including product- or variant-level metafields. Use Get Metafields to retrieve existing Shopify metafields, and select the import or export checkbox for each active mapping.

Practical Shopify and Acumatica Inventory Workflow

1. Validate the connector deployment and license. Confirm the customization package is installed, validated, and published for the intended Acumatica tenant.

2. Test the Shopify connection. Select the Store Code, review connection settings, and run Test Credentials before loading products or locations.

3. Load and map Shopify locations. In Warehouse Details, retrieve Shopify locations and map only the Acumatica warehouses that should contribute inventory to each location.

4. Choose the exported quantity. Select On Hand, Available, or Available for Shipment according to the storefront promise and the organization’s inventory rules.

5. Verify item identity. Compare Acumatica Inventory CDs with Shopify SKUs. Resolve duplicates, blanks, or unintended identifiers before export because Acumatica item export uses Inventory CD as SKU.

6. Load the product records. Use Shopify Inventory to load Acumatica items or Shopify items. If products must first be created or updated in Shopify, use Sync to Shopify or the Export Shopify Inventory Items screen. Select Sync for specific records or Sync All for all displayed records.

7. Enable the required export fields. Check Export Item Mappings and any Inventory Mapping rows needed for product or variant data. A processing screen cannot update a field that has not been selected for creation or update.

8. Select inventory items for quantity export. In Shopify Inventory on the Shopify Store screen, select the required items and save the selection.

9. Run a controlled quantity sync. Open Export Shopify Inventory Quantities and process a small set first. Confirm that Shopify receives the expected quantity at the expected location.

10. Schedule recurring synchronization. After the controlled test passes, use the scheduling option on Export Shopify Inventory Quantities to reduce manual processing. Choose the interval according to sales velocity and operational needs; the source does not prescribe a frequency.

How to Monitor and Validate Inventory Synchronization

Start validation with a small, representative sample: one simple stock item, one item held in multiple selected warehouses, and, if applicable, one variant or matrix item. Record the Acumatica quantity under the selected basis, run the export, and compare the resulting Shopify location quantity. For a multiwarehouse item, independently add the contributing quantities and confirm that Shopify receives the same total.

Use the processing screen as the operational checkpoint. Confirm that the intended Store Code and records are selected before running Sync, Sync All, Process, or a schedule. If a product does not appear as expected, return to Shopify Inventory and verify that it was loaded and selected. If product details fail to update, inspect Export Item Mappings and the import or export checkbox on Inventory Mapping.

After deployment, periodically test credentials, review location-to-warehouse mappings, and compare a sample of Acumatica and Shopify quantities. Revalidate after adding a warehouse, Shopify location, product, variant, or metafield. The source manual does not document a dedicated inventory exception report, retry policy, alert, or synchronization history, so confirm the available monitoring and logging features in the installed connector version.

Common Pitfalls in Shopify Acumatica Inventory Sync

1. Mismatched SKU and Inventory ID. Acumatica-to-Shopify item export uses Inventory CD as the SKU, and export-time item mapping is not supported. A mismatch can prevent the intended product relationship.

2. Incorrect warehouse scope. Selecting extra warehouses inflates the summed quantity; omitting a supplying warehouse understates it.

3. Wrong quantity definition. On Hand may not equal the amount that should be offered for sale. Validate Available or Available for Shipment against business rules before choosing.

4. Inactive field mappings. Required values do not update when their Export Item Mappings or Inventory Mapping checkboxes are not selected.

5. Assuming products already exist. Export Shopify Inventory Items may create products automatically when the connector cannot find them in the Shopify store. Test this behavior to avoid unintended catalog records.

6. Using Sync All too early. A broad export can amplify configuration errors. Begin with selected records and expand only after validating location, SKU, and quantity results.

7. Treating documentation ambiguities as guarantees. The manual contains two statements about Track Quantity that may apply in different contexts. Confirm the installed version’s behavior before production scheduling.

Frequently Asked Questions

Can Acumatica update inventory at multiple Shopify locations

Yes. Warehouse Details retrieves Shopify locations and maps them to Acumatica warehouses. The quantity export updates the corresponding location. When multiple warehouses are selected, the connector exports their summed quantity.

Which Acumatica quantity is sent to Shopify

The connector can use On Hand, Available, or Available for Shipment. The source does not define those calculations, so review your Acumatica rules and select the value that represents sellable inventory for the store.

Can Shopify products be mapped to different Acumatica item codes

Mapping is supported during import from Shopify to Acumatica. During export from Acumatica, the connector uses the item’s Inventory CD as the Shopify SKU and does not support mapping in that export process.

Can inventory synchronization run automatically

Yes. Export Shopify Inventory Quantities supports scheduling as well as manual processing. The documentation does not specify a recommended interval, so set and test a cadence that fits order volume and operational requirements.

What should be checked when a quantity does not update

Check credentials, Store Code, item selection, SKU alignment, location-to-warehouse mapping, quantity basis, Track Quantity behavior, and the required mapping checkboxes. Then rerun a single-item export and compare the Acumatica source quantity with the Shopify location quantity.

Plan a Reliable Shopify Acumatica Integration

A dependable Shopify inventory sync starts with controlled scope and verifiable identifiers. Establish the store connection, map locations to the right warehouses, choose the correct quantity basis, and validate a small item set before scheduling broader updates.

If you need help configuring, testing, or extending a Shopify and Acumatica integration, contact Biz-Tech Services to discuss your inventory workflow and connector requirements.

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by Gary

How to Sync WooCommerce Inventory with Acumatica

How to Sync WooCommerce Inventory with Acumatica

Synchronizing WooCommerce inventory with Acumatica gives an online store a stock figure derived from the warehouses and quantity definition selected in the ERP. In the Biz-Tech WooCommerce Connector, inventory quantity flows from Acumatica to WooCommerce through the Export WooCommerce Inventory Quantities processing screen. A reliable setup depends on more than running that process: products must be linked, inventory details must be loaded and selected, warehouses must be included, and the correct quantity basis must be chosen.

This guide explains the documented workflow for WooCommerce inventory sync with Acumatica, the fields that control the result, and the checks that help prevent missing products or misleading availability.

How WooCommerce Inventory Sync with Acumatica Works

Acumatica is the source of the quantity exported by this connector workflow. For every eligible item, the connector totals the selected quantity across all warehouses included on the WooCommerce Store's Warehouse Details tab. That combined value appears on the Export WooCommerce Inventory Quantities processing screen and can then be sent to WooCommerce.

The quantity type is configurable. The documented choices are On Hand, Available, and Available for Shipment. This choice matters because each measure represents a different view of stock. The connector documentation identifies the options but does not prescribe one universal choice; the business should select the measure that matches its promise to online customers.

Prerequisites for Acumatica WooCommerce Inventory Integration

Before syncing quantities, confirm the connector package has been published and the WooCommerce workspace is available in Acumatica. Configure the connection in WooCommerce Store Preferences with the Store Code, Base URL, Consumer Key, Consumer Secret, WordPress Login, and WordPress Password. Use Test Credentials and continue only after Acumatica reports that the credentials are valid.

The WooCommerce REST API keys are generated in WooCommerce under Settings, Advanced, REST API. The source documentation says to add a key, select the WordPress user and access level, and generate the Consumer Key and Consumer Secret. Because the connector updates WooCommerce, the credentials must provide the access required by the intended integration operations.

Three item-level conditions must also be satisfied before a product appears on the quantity processing screen:

1. The product must already be represented as a WooCommerce item in Acumatica.

2. The item must be loaded, checked, and saved in the Inventory Details or Item Details area of the WooCommerce Store setup.

3. At least one relevant warehouse and a quantity type must be selected on the Warehouse Details tab.

Practical Workflow to Sync WooCommerce Inventory with Acumatica

1. Open WooCommerce Store Preferences, enter the WooCommerce connection values, and run Test Credentials. Saving the credentials establishes the store connection used by the remaining connector screens.

2. Open the WooCommerce Store screen for the correct Store Code. If one store should be preselected on processing screens, select Default Store in the header.

3. Review Item Settings. Decide whether the connector may create missing Acumatica items during imports by using Import Item. When matching imported products, the connector searches Acumatica Inventory CD using the WooCommerce Product SKU. If Import Item is off and no match exists, the process returns an item-not-found error.

4. Establish the product link. On Item Details, load Acumatica items or WooCommerce items as appropriate, select the required records, and synchronize them. When an Acumatica item is created in WooCommerce, WooCommerce generates a product ID that is stored in Acumatica. For exports, the connector uses the Acumatica Inventory CD as the WooCommerce SKU.

5. On the Warehouse Details tab, add every Acumatica warehouse whose stock should contribute to the web quantity. Exclude warehouses that should not support ecommerce availability.

6. For each included warehouse, select the quantity basis: On Hand, Available, or Available for Shipment. Use one definition that reflects the operational meaning of stock you want WooCommerce shoppers to see.

7. Return to Item Details or Inventory Details, load the relevant inventory, check the items to include, and save. A product that is not loaded, selected, and saved will not meet the documented eligibility requirements for the quantity screen.

8. Open Export WooCommerce Inventory Quantities. Select the Store Code if it is not already supplied by Default Store, then review the eligible products and calculated values.

9. Compare Quantity with the expected aggregate from the selected warehouses. Quantity is read-only and shows the connector's calculated total. WooCommerce Quantity is editable and is the value to be synchronized, allowing an operator to adjust the outgoing amount when the business process requires it.

10. Process the selected items. After a controlled manual run validates the setup, configure the screen's scheduler if recurring automatic synchronization is needed.

Key Fields and Settings That Control Inventory Sync

Store Code and Default Store

Store Code identifies the WooCommerce store connected to the process. In a multi-store environment, selecting the wrong store can direct product or quantity updates to the wrong endpoint. Default Store can automatically populate Store Code on processing screens, reducing repetitive selection while making it important to verify the default.

Warehouse Details

Warehouse Details defines the inventory locations included in the calculation. The connector adds the chosen quantity across all selected warehouses and presents one combined quantity for each item. The source does not describe warehouse-specific quantities in WooCommerce, allocation rules, or safety-stock deductions, so those behaviors should not be assumed.

Quantity Type

The quantity basis can be On Hand, Available, or Available for Shipment. Validate the selected basis against a sample item in Acumatica before enabling automation. A technically successful export can still publish an unsuitable figure if the chosen measure does not match the ecommerce fulfillment policy.

Quantity and WooCommerce Quantity

On the processing screen, Quantity is the read-only aggregate calculated from Acumatica. WooCommerce Quantity is editable and represents the amount selected for synchronization. Treat edits as controlled exceptions and document why an override was used, because repeated manual changes can obscure whether the warehouse setup is producing the intended result.

SKU and WooCommerce Product ID

Product identity is foundational. During WooCommerce-to-Acumatica item lookup, the connector searches Inventory CD by WooCommerce SKU. During Acumatica-to-WooCommerce export, Inventory CD becomes the WooCommerce SKU. A newly created WooCommerce product receives a unique WooCommerce ID, which is displayed in the WooCommerce Store and on the Stock Item's WooCommerce Inventory tab.

Monitoring and Validation

Start with a small, representative set that includes a single-warehouse item, a multi-warehouse item, and a product with low or zero stock. For each item, confirm the SKU and WooCommerce product ID, verify that the item is selected and saved, and recalculate the expected total using only the warehouses and quantity basis configured in Warehouse Details.

On Export WooCommerce Inventory Quantities, compare the read-only Quantity with that expected total and review any edited WooCommerce Quantity before processing. After the run, inspect the matching product in WooCommerce to confirm that its inventory reflects the intended value. The connector's export processing is batch-oriented; the documentation states that Export Item Processes sends one API request for 100 items, which is useful context when assessing batch behavior.

For scheduled synchronization, validate at least one manual cycle first, then review subsequent runs for omitted products, unexpected totals, and stale values. The documentation confirms that quantity synchronization can run manually or through a scheduler, but it does not specify a recommended frequency, retry policy, or dedicated quantity-error screen. Set the interval and operational review procedure according to order volume and stock volatility.

Common Pitfalls

1. Missing items on the processing screen. Confirm that each product is already a WooCommerce item in Acumatica and is loaded, checked, and saved in the store's inventory details.

2. Incorrect aggregate stock. Recheck which warehouses are selected and whether the quantity basis is On Hand, Available, or Available for Shipment.

3. SKU mismatches. WooCommerce SKU and Acumatica Inventory CD are central to item identification. Missing or inconsistent values can prevent matching; if SKU generation is enabled but its numbering sequence is absent, the connector reports an error.

4. Unintended manual overrides. Because WooCommerce Quantity is editable, an operator can send a value different from the calculated Quantity. Review overrides before processing.

5. Assuming item mapping applies to Acumatica item export. The documentation says Inventory Mapping does not support mapping during Acumatica item export; it is available for mapping WooCommerce items to Acumatica during import.

6. Automating too early. First verify credentials, item links, warehouse inclusion, quantity definition, and the resulting web stock with a limited manual run.

Frequently Asked Questions

Which system supplies the inventory quantity?

In the documented quantity export workflow, Acumatica supplies the value. The connector calculates quantity from the selected Acumatica warehouses and exports it to WooCommerce.

Can inventory from multiple Acumatica warehouses be combined?

Yes. The connector totals the chosen quantity across all warehouses selected on Warehouse Details and displays that combined amount on the processing screen.

Which Acumatica quantity can be synchronized?

The documented options are On Hand, Available, and Available for Shipment. The correct choice depends on how the business defines sellable ecommerce inventory.

Why is a product missing from Export WooCommerce Inventory Quantities?

Check the three documented requirements: it must exist as a WooCommerce item in Acumatica, be loaded and saved in Inventory Details, and have the required warehouse and quantity selection configured.

Can the inventory sync run automatically?

Yes. The quantity synchronization can be run manually or through a scheduler. The source does not specify a universal schedule interval, so test manually and choose timing that fits the operation.

Can I change the quantity before sending it to WooCommerce?

Yes. Quantity is read-only, while WooCommerce Quantity is editable. Any override should be reviewed because it can differ from the Acumatica aggregate.

Build a Reliable Acumatica WooCommerce Inventory Workflow

A dependable WooCommerce inventory sync starts with product identity and a deliberate inventory policy. Validate credentials, connect each product, select only the warehouses that support online fulfillment, choose the right quantity basis, and compare calculated values before processing. Once the manual workflow is proven, scheduling can keep WooCommerce stock aligned with Acumatica while routine checks catch exceptions.

Need help configuring or validating the connector? Contact Biz-Tech Services to discuss your WooCommerce and Acumatica integration.

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by Gary