Mastering WooCommerce Integration for Streamlined Sales

Guides & Tutorials
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Introduction

Welcome to this comprehensive guide on how to integrate WooCommerce with Empress. We designed this feature to make it easier for businesses to manage their sales orders across different platforms, eliminating the need for manual data entry. This integration not only saves time but also reduces the risk of errors.

In this guide, we will walk you through how to set up this feature, use it effectively, and troubleshoot any issues you might encounter.

Introduction to the WooCommerce Integration Feature

The WooCommerce Integration feature allows Empress to automatically generate Sales Orders for orders created on your WooCommerce site. This is accomplished by using a WooCommerce webhook.

If a Sales Order is created from WooCommerce and the associated Customer or Item is not existing in Empress, the system will automatically create a new Customer/Item using the respective details from the WooCommerce order data. Empress will also create an Address linked to the Customer using the shipping details from the order data.

This feature is excellent for streamlining your business operations, as it automates the process of updating and tracking your sales orders across different platforms.

Setting up WooCommerce Integration

Let’s get started with the setup process.

Generating the API Key and API Secret

  1. Go to ‘Settings’ on your WooCommerce site’s sidebar.
  2. Click on the ‘Advanced’ tab, followed by the ‘REST API’ link.
  3. Click on the ‘Add key’ button. Fill in the necessary details and click on the ‘Generate API key’ button.

Configuring WooCommerce Settings in Empress

  1. In Empress, navigate to: Home > Integrations > Settings > Woocommerce Settings.
  2. Paste the previously generated ‘API key’ and ‘secret’ into the ‘API consumer key’ and ‘API consumer secret’ fields respectively.
  3. Paste your WooCommerce site’s URL in the ‘Woocommerce Server URL’ field.
  4. Check the ‘Enable Sync’ box.
  5. Choose the ‘Tax Account’ and ‘Freight and Forwarding Account’ in the Account Details Section.
  6. In the Defaults section, select the ‘Creation User’. This user will be responsible for creating Customers, Items, and Sales Orders. Make sure this user has the necessary permissions.
  7. Select the ‘Company’ that will be used to create the Sales Orders.
  8. Click ‘Save’. Upon saving the WooCommerce Settings, ‘Secret’ and ‘Endpoint’ are automatically generated.

Setting up WooCommerce Webhook

  1. From your WooCommerce site’s sidebar, go to ‘Settings’.
  2. Click on the ‘Advanced’ tab, then the ‘Webhooks’ link, and finally the ‘Add webhook’ button.
  3. Give the webhook a name of your choice.
  4. Click on the ‘Status’ dropdown and select ‘Active’.
  5. Select ‘Order created’ as the topic.
  6. Copy the ‘Endpoint’ from the ‘Woocommerce Settings’ in Empress and paste it into the ‘Delivery URL’ field.
  7. Copy ‘Secret’ from the ‘Woocommerce Settings’ in Empress and paste it into the ‘Secret’ field.
  8. Leave the ‘API VERSION’ as it is and click on ‘Save Webhook’. Your webhook is now successfully set up.

Creating and Syncing WooCommerce Orders

  1. Register as a user on the ‘Account’ page of your WooCommerce website.
  2. Click on the ‘Addresses’ option and provide the required details.
  3. Click on the ‘Shop’ option to view available products.
  4. Add the desired products to the cart and click on View Cart.
  5. From the cart, click on ‘Proceed to Checkout’.
  6. Review all billing details and Order details. Once satisfied, click on the Place Order button.
  7. A ‘Order Received’ message indicates that the order has been placed successfully.
  8. Now, in your Empress account, check the following Document Types: ‘Customer’, ‘Address’, ‘Item’, ‘Sales Order’. They will be created from the webhook data.
  9. If the orders are not synced, you can check the error in Home > Settings > Core > Error Log.

Features

Defaults

In the WooCommerce Settings:

  • Warehouse: The default warehouse, ‘Stores’, will be used to create Sales Orders.
  • Delivery After (Days): This is the default offset (in days) for the Delivery Date in Sales Orders. The default offset is seven days from the order placement date.
  • Sales Order Series: You can set a separate series for Sales Orders created via WooCommerce. The default series is ‘SO-WOO-’.
  • UOM: The default unit of measure (UOM), ‘Nos’, is used for Items and Sales Orders.

Concluding Notes

The WooCommerce Integration feature in Empress greatly enhances the efficiency of business processes by automating the creation and tracking of sales orders across different platforms. By following this guide, you’ll be able to set up and use this feature effortlessly, making your business operations smoother and more streamlined.

For any further assistance, don’t hesitate to reach out to our support team. Happy selling!