Workflow: Sage Evolution to WooCommerce

Below is a brief overview of how Stock2Shop syncs product updates from Sage Evolution to WooCommerce, and automatically raises online orders into Sage as invoices or sales orders.

There are two main elements to this Stock2Shop integration:

• Product updates
• Order automation

Product updates

Stock2Shop can sync vital product data from your Sage 100 or Sage 200 Evolution to your WooCommerce website. This means that your online customers will see accurate stock levels and pricing.

We can, in fact, sync any of the data in your Sage product table to your Stock2Shop console. When it comes to sending data to your website, we are limited by the WooCommerce API to the following fields:

• SKU
• Product title
• Category
• Short description
• Long description
• Image (one per product)
• Price
• Stock quantity

We can accommodate two types of workflows for this integration:

Workflow 1

Stock2Shop can sync updates to products that already exist on your ecommerce channel. This is useful if you already have a website that is populated with products. Stock2Shop will ensure that pricing and stock levels are kept up to date in near real time.

Preparing you data for Workflow 1:

• Ensure that your Sage Evolution item codes correlate with the variant SKU codes on your website.
• Allocate a dropdown User Defined Field to be used as your Online Sync field (see in red on the example spreadsheet below) with three possible values:
  • IGNORE (This must be the default value. This item will not sync)
  • ACTIVE (This item will sync to S2S and through to the website. All variants published on WooCommerce must get this value.)
  • DELETE (This will effect a deletion of the item in S2S and on the website. It will only be required later.)

Workflow 2

Stock2Shop can send your Sage items to your ecommerce channel where they are created. This is useful if you are launching a new website and want to sync your Sage data directly onto your website. Stock2Shop can accommodate simple and multi-variant products.

Preparing you data for Workflow 2: You would need to add some User Defined Fields (UDFs) indicated in red on the example spreadsheet below:

• Online Sync. This must be a dropdown UDF field with three possible values:
  • IGNORE (This must be the default value. This item will not sync.)
  • ACTIVE (This item will sync to S2S and through to the website.)
  • DELETE (This will effect a deletion of the item in S2S and on WooCommerce. It will only be required later.)
• Product Code. This is the parent code that groups SKUs together as variants of a single product.
  • It can never be blank.
  • If a product is simple (ie contains only one variant), copy the SKU into this field and leave the Product Option field blank. (see “Product D” as an example)
• Product Option. This is the difference between any two variants as displayed to the customer on the website front end.

Using this workflow, you will be able to sync products from Sage Evolution to your website where they will be configured as multi-variant products where required. For more information on the relationship between products and variants, click here.

Order automation

In addition to syncing updates from Sage Evolution to WooCommerce, Stock2Shop also automates the raising of orders from your website back to Sage as either invoices or sales orders.

Order automation is especially important if you are selling on multiple platforms, because it means that Sage will know about an online purchase as soon as it is placed on one of your platforms. This in turn allows Stock2Shop to promptly alert your other platforms of the reduction in stock availability, virtually eradicating the chance of overselling.

Why integrate Sage Evolution for ecommerce?

Sage Evolution already controls your company’s inventory and pricing. With Stock2Shop, you extend that control to all the places that you sell online. By centralising the management of your product data in Sage, you will

• Reduce duplicate data capture
• Reduce human error
• Eliminate the risk of overselling
• Free up time for you to spend on growing your business

Contact us to find out how you can streamline your online business with a more efficient workflow.