Rackbeat - Item Update

This document describes the process of synchronizing item data from Rackbeat to App4Sales. The connector fetches items, prices, stock levels, and translations from various Rackbeat API endpoints and maps them to the App4Sales data model.

Data Source Configuration

The connector retrieves item data from the Rackbeat API using several endpoints. The base URL is configured in the App4Sales administration.

Items: Fetched from /items?is_barred=false. This retrieves all active items.
Item Images: Fetched from /products/{item_url_friendly_number}/image for each item.
Item Translations: Fetched from /products/{item_url_friendly_number}/translations for each item.
Custom Fields: Fetched from /items/{item_url_friendly_number}/fields to enrich item data.
Default Prices: Fetched from /products/{item_url_friendly_number}/prices for each item and currency.
Customer-Specific Prices: Fetched from /customers/{customer_number}/prices for each customer.
Stock Information: Fetched from /items/{item_number}/locations. This is part of a separate stock sync process.

Data Mapping

App4Sales Field	Source Field (API)	Logic/Notes
ItemCode	number	The main item identifier.
InternalItemCode	urlfriendly_number	Used internally for API calls, especially when the item code contains special characters like '/'.
EanCode	barcode	The item's barcode.
Description	name / description	Uses `name` if the 'Use item name as description' setting is enabled; otherwise, uses `description`.
SalesPrice	sales_price	The base sales price of the item. This is overridden by pricelist prices if available.
MinimumOrderQuantity	min_order	The minimum quantity required for an order.
LastAvailableStock	available_quantity	Represents the available stock quantity from the main item record.
VatPercentage	Derived	Uses the 'Item VAT Percentage' setting if specified; otherwise, falls back to the application's high VAT setting for Sweden (SE).
Unit	unit.name	The unit of measure for the item (e.g., "pcs", "kg").
PurchasePackageSize	min_sales	The minimum quantity for sales orders.
PicturesBytes	picture_url	An image is downloaded from the `/products/{urlfriendly_number}/image` endpoint.
ExtraData	unit.number, recommended_cost_price	Stores the unit number and the recommended cost price in a JSON object.

Item Categories

The connector creates several item categories based on item properties from Rackbeat.

App4Sales Category	Source Field (API)	Logic/Notes
Item Group	group.name	The item's group in Rackbeat.
Weight	physical.weight, physical.weight_unit	Formatted as "{weight} {unit}" (e.g., "1.5 kg").
Width	physical.width, physical.size_unit	Formatted as "{width} {unit}" (e.g., "10 cm").
Height	physical.height, physical.size_unit	Formatted as "{height} {unit}" (e.g., "20 cm").
Depth	physical.depth, physical.size_unit	Formatted as "{depth} {unit}" (e.g., "5 cm").
Custom Fields	(from /items/{id}/fields)	Any custom fields defined for items in Rackbeat are also added as item categories.

Translations

The connector fetches translated item descriptions and maps them to App4Sales description fields.

App4Sales Field	Source Field (API)	Logic/Notes
Description2-5	product.name (from translations endpoint)	The connector maps translated descriptions to available description fields (2 to 5) based on the language code configuration in App4Sales. If a language is encountered for the first time, a new mapping is created.

Domain Specifics

Price Logic

The connector handles both default and customer-specific prices.

Default Price Lists: For each currency available in Rackbeat (e.g., EUR, DKK), a default, selectable pricelist is created in App4Sales. The prices are fetched from the /products/{item_id}/prices endpoint.
Customer-Specific Price Lists: If a customer has specific prices defined in Rackbeat (retrieved from /customers/{customer_id}/prices), a dedicated, non-selectable pricelist is created for them. This pricelist inherits all prices from the customer's default currency pricelist and then overrides them with the specific prices.

App4Sales Entity	Source Field (API)	Logic/Notes
PriceList	-	One pricelist is created per currency, plus one for each customer with specific prices.
PriceListPrice	price (from price endpoints)	Contains the actual price for an item in a specific pricelist.

Stock & Availability

Stock information is handled in a separate process (FullStockSync) but is summarized here for context.

App4Sales Field	Source Field (API)	Logic/Notes
AvailableStock	available	The total available stock across all locations, or filtered by the 'Default Inventory Location Number' setting.
ToBeDelivered	in_order	The total quantity in open sales orders.
ToBeReceived	purchased	The total quantity in open purchase orders.
ShelfStock	stock	The total physical stock on shelves.

Related Settings & Prerequisites

Use item name as description: If enabled, the item's name is used as the App4Sales description. Otherwise, the description field is used.
Item VAT Percentage: If set, this value is used for all items. Otherwise, a fallback value is used.
Default Inventory Location Number: If set, the stock sync will only consider stock from this specific location.

Rackbeat - Item sync