WooCommerce integration settings

Once you have set up the integration, you will have a button at the top of the page to Activate One More – click this to reveal a new page where you can enter in the additional cart details. See our integration setup instructions for more detail on how to do this.

You can choose one of the following settings for your WooCommerce cart stock availability:

• Always In Stock: selecting this option means that all items in your cart will always show as being in stock. Then when orders come into Sales Orders in CRM, you will see the actual stock availability details for the order.
• Sync Stock to Woo: this will sync all your CRM Products with WooCommerce and show stock availability information from CRM when customers are viewing your items.
• Do not sync stock: this will not sync your stock availability information from CRM and items also won’t appear as always being in stock.
• Auto update stock in Woo when they are changed in CRM: selecting this option means that if a product is sold in CRM, which reduces the stock level, Woo will automatically be updated with the stock change.

You can choose here whether stock for orders is drawn from:

• All locations – If you have multiple Locations in CRM, stock can be drawn from any of these i.e. stock levels for all Locations will be synced to Woo as a bundle.
  • For example, if I have Sydney, Melbourne and Perth locations, the stock levels for all Locations will be added up and synced to Woo.
• A selected location – stock will be drawn from the chosen CRM Location i.e. stock levels for this Location will be synced to Woo.
  • For example, the stock levels for just Sydney could be synced to Woo.

Here you can set the following preferences:

• Price Type: the option chosen from the list in CRM will be the price type used for online sales in Woo.
• Auto Update prices in Woo when they are changed in CRM: if the price of a product is updated in CRM, we will automatically sync that change to Woo.
• Switch off the product description feed for invoicing: items can often have long descriptions in Woo that you can opt to not bring through to CRM.

When orders are brought into CRM, you can choose a User for them to be assigned to by default.

This is useful when you are syncing CRM with your accounting system and Invoices you send to MYOB/Xero will need to be in Assigned To a valid person, or they will fail to export.

By default, the sync setting for Orders is Manual.

If you want to import your orders from WooCommerce into Sales Orders in CRM on a regular basis, you need to change this setting to Scheduled and then set your preferred days and times for this to happen.

Note that ‘IN’ refers to data being imported from WooCommerce to CRM.

Once you have changed the setting to Scheduled, you can click on the section displaying days of the week to reveal further options you can configure to define your sync schedule. Make sure you click on Close to apply the changes.

You can quickly also perform a bulk import of products by clicking on the Woo logo to reveal further options.

When an order comes into CRM from WooCommerce, it brings in the Product (based on SKU), customer details (it will create a customer record if they are not already in CRM), sale price and quantity. All this information pulls through to a new Sales Order, from which you can generate a Work Order or Purchase Order (if required).

It is also important to note that CRM will not bring in any orders from WooCommerce before the date you connected the integration – they will only come through for the period after you’ve set this up.

By default, the sync setting for Products is Manual.

If you want to import and export your products from WooCommerce into Products in CRM (and vice versa) on a regular basis, you need to change these settings to Scheduled and then set your preferred days and times for this to happen.

Note that ‘OUT’ refers to data being exported to your WooCommerce from the CRM while ‘IN’ refers to data being imported from WooCommerce to CRM.

Once you have changed the setting to Scheduled, you can click on the section displaying days of the week to reveal further options you can configure to define your sync schedule. Make sure you click on Close to apply the changes.

You can quickly also perform a bulk import or export of products by clicking on the Woo logo to reveal further options.

Products can also be synced individually from CRM by clicking on the Create button next to the Woo logo on a Product record in CRM.

When a product is already synced with Woo, you can also reveal the option to either Import or Export your items from CRM by opening the relevant Product record in CRM, clicking on the Woo logo and selecting either Import or Export.

When products sync between the systems, the SKU is used to identify items on each side and if there is not a match, a new product will be created in either system (depending on which way you are syncing products).

If you have products in WooCommerce that don’t have an SKU and you don’t want to sync them over to CRM because they are either duplicates or inactive products you no longer sell, you have the following options:

• Delete the products from WooCommerce OR
• Add a modified SKU to the duplicate/inactive products so it is unique e.g., add a .1 or .2, .3 etc to the end of them. You could also re-label or modify the name of the products so that you can identify them easily from your actual products for sale.

Q. Why do I need to map SKU?
A. Helps avoid duplicates and ensures that products in Woo tally with CRM/MYOB/XERO.

Q. Do Woo accounts auto match with accounts in the the CRM CRM?
A. No. But if you merge duplicates, it will in future.

Q. Why don’t you auto-merge based on emails?
A. Some people share emails, so it’s safer not to auto- merge. This helps to avoid record corruption.

Q. Do we sync Stock?
A. Yes.

Q. Can I have stock separately allocated?
A. Yes, make a separate location, set it up on the Woo connector.

Q. Can I have internet-only pricing?
A. Yes, make a separate price level and set that up on the Woo connector.