The data you are seeing in the app and/or webshop is coming from your ERP system. But how is the data being sent back and forth? Read more about it below!
Type of connections
Before we are going to talk about the data flow, it is important to know what type of connection there is. If you are unsure which connection you have, you can see that here: CMS > Administration > Settings > Installation tab > Type.
A direct connection with your ERP. A few examples are Fortnox, Visma, Business Central and NetSuite. Depending on the ERP, we can
FTP server connection. For some ERP's there is no direct connection possible between the CMS and the ERP. Winbas, Monitor and in some cases Visma Administration.
If you are unsure which connection you have, you can see that here: CMS > Administration > Settings > Installation tab > Type.
How do I get data from my ERP in the app or webshop?
Now let's say you want to change data in your ERP and you want to have it visible in the app or webshop. In this example, we have just created a new item in the ERP. Please jump right to the concerning paragraph below.
Direct connection with ERP
1. Change the data in your ERP. If you require help with this, please ask your ERP consultant.
2. Start a synchronization in the CMS. You can also wait for the auto-sync to start, which typically runs automatically once a day.
3. Refresh the App4Sales app. For Portal4Sales, the data will automatically be sent to the webshop. This might take a few minutes.
Schematically, the above steps look like this: App/Webbshop <= CMS <= ERP.
FTP connection
1. Make sure your ERP has made an export to the FTP with the latest item data. If you do not know how much this export runs or how to start an export from your FTP, please check with your IT partner.
2. Start a synchronization in the CMS. You can also wait for the auto-sync to start, which typically runs automatically once a day.
3. Refresh the App4Sales app. For Portal4Sales, the data will automatically be sent to the webshop. This might take a few minutes.
How do I send data from the app or webshop to the ERP?
Some data needs to be sent to the ERP, for example orders or newly created customers. This all goes automatically. If your the CMS has a direct connection with your ERP, this is most of the time a matter of seconds. However, if there is an FTP server in between, the data will be sent to the FTP first. From there, your ERP has to pick up the data. Your IT partner can tell you how often the sync between the CMS and FTP runs and if it is possible to run it manually. And here another scheme of these steps:
Where do I look if I miss data in the app or webshop?
To answer this question, it is important to understand what the data flow between the systems is. This is what it looks like schematically:
Receiving data from the ERP:
With a direct ERP connection: App/Webbshop <= CMS <= ERP.
And with an FTP in between: App/Webbshop <= CMS <= FTP <= ERP.
Sending data to the ERP:
With a direct ERP connection: App/Webbshop => CMS => ERP.
And with an FTP in between: App/Webbshop => CMS => FTP => ERP.
In this example, we are missing a delivery address on a customer. Is this address missing in the CMS? Try starting a customer sync in the CMS to see if this solves the issue. Is the data in the CMS but not in the app, try doing a full refresh to see if the address comes in. If this does not solve the issue, feel free to contact our support department by sending a mail to [email protected].