WooCommerce

WooCommerce is a powerful e-commerce platform. WooCommerce and MRPeasy work seamlessly together so that sales are done in WooCommerce, and products are manufactured, materials are handled, production is planned, and purchasing is managed in MRPeasy.

Jump to:

1. Demo video: MRPeasy and WooCommerce integration.
2. Synchronization of orders: 
   1. Orders valid for import from WooCommerce.
   2. Posting an order from WooCommerce to MRPeasy.
   3. Booking products in MRPeasy.
   4. Ready for shipment notification.
   5. Shipping the products.
   6. Taxes.
   7. Canceled WooCommerce orders.
3. Synchronization of inventory levels.
4. Setup: 
   1. Connecting with WooCommerce.
   2. Customer information.
   3. Guest checkout in WooCommerce.
   4. Shipping costs.
   5. Marking orders as paid.
   6. Configuring products.
   7. Synchronizing inventory.
   8. Connecting several stores.
5. Support for integration.

Synchronization of orders

Orders valid for import from WooCommerce

1. When you establish the integration, orders that are already in WooCommerce will not be sent to MRPeasy until they are updated (opened and saved).

• This allows the user to re-import orders if needed. 

2. Orders that satisfy one of the following conditions can be imported from WooCommerce:

• not fulfilled, or
• created within the last 30 days.

3. Unpaid and fully paid orders can be imported from WooCommerce.

• The order is imported once it reaches the minimum payment state selected in the integration configuration (Pending, on Hold, or Processing).

4. Products must be pre-defined in MRPeasy.

• Products are matched by the SKU field in WooCommerce and the Part Number field in MRPeasy.
• If some products must not be sent to MRPeasy (for example, a service), they must have no SKU value or an SKU that does not match any part number in MRPeasy.
• If the order has no products with matching SKUs:
  • It is not imported to MRPeasy.
  • A note is attached to the order.

5. Additional notes:

• POS orders should also be imported.
• If some plugin updates all orders, then orders that are too old will be ignored.
• If the integration was configured more than 30 days ago, then all valid orders are imported already.

Step 1. Posting an order from WooCommerce to MRPeasy

1. An order is imported to MRPeasy as a Customer Order at CRM -> Customer Orders.
2. A note "In production" is added to the order in WooCommerce.
3. The WooCommerce order number is copied to the Reference field in the MRPeasy Customer Order.

Step 2. Booking products for the order in MRPeasy

When an order has been imported into MRPeasy from WooCommerce:

1. The software tries to book products. Available products are booked immediately.
2. If there are products which couldn't be automatically booked, then:
   • The Customer Order status will be Confirmed.
   • The Product status will be Not booked.
   • To book these parts, please see the instructions: How do you check stock and book products for a customer order?
   • Demand for these items is created automatically. If items have a Reorder point value set, then these will already be displayed on the Critical On-hand report, which shows shortages.

Step 3. Notification when products are available for shipment

When all products are ready:

1. The MRPeasy Customer Order’s status is changed to Ready for shipment.
2. In WooCommerce, the order details include a note "Ready for shipment," indicating that the order can be fully fulfilled.

Step 4. Shipping the items and subtracting the stock from MRPeasy

For shipping the items, there are two alternative options:

1. Create a shipment in MRPeasy and pick all items. The status of the order in WooCommerce will be changed to Completed.
2. Or, change the order status to "Completed" in WooCommerce. A shipment will be created in MRPeasy, and all items will be automatically marked picked to deduct products from the inventory.

Taxes

All prices in the imported Customer Order are without tax.

• All sales prices in MRPeasy are tax-exclusive. If an item's price in WooCommerce is tax-inclusive, then its net sales price is derived.
• Taxes are added to invoices, not orders in MRPeasy.

If invoices are created (option "Mark orders as paid" is enabled):

• Taxes are added to sales invoices.
• Tax is calculated and rounded per line.
  • See: Tax calculations, rounding of tax.

Canceled orders

If an order that was imported to MRPeasy is canceled in WooCommerce, MRPeasy can try to cancel the customer order.

To enable this functionality:

• Select the option "When order is canceled in WooCommerce: "Cancel in MRPeasy"" in the integration settings.

Please note:

• Manufacturing Orders (MO) and/or Purchase Orders (PO) will not be canceled,
• If a shipment has been created for a customer order, the customer order cannot be canceled.

If a customer order cannot be canceled automatically by MRPeasy, a note is added to the order in WooCommerce.

Synchronizing inventory levels from MRPeasy to WooCommerce

MRPeasy can update the available quantities of products in WooCommerce.

If this function is enabled:

• Once per hour, MRPeasy will update the available quantities of products in WooCommerce with the quantities available from MRPeasy.
  See also: How to read the inventory numbers - in stock, available, expected?
• Products are matched by "Part number" in MRPeasy and "SKU" in WooCommerce.
• If some product does not exist in WooCommerce or its’ inventory is not tracked in WooCommerce, then this product is ignored during the synchronization.

To enable this functionality:

1. Go to Settings -> System settings -> Integrations -> WooCommerce.
2. Click the Edit button next to your shop.
3. Select the option "Sync inventory levels".
4. If you have several sites in MRPeasy, choose what sites to synchronize.
5. If you need to synchronize products with parameters, please enable the Legacy API at WooCommerce -> Settings -> Advanced -> Legacy API.

Setting up the WooCommerce integration

To set up the integration between WooCommerce and MRPeasy:

1. Go to MRPeasy -> Settings -> System settings -> Integrations -> WooCommerce.
2. Click the "Connect to WooCommerce" button.
3. Fill in the required information:
   
   • enter the store domain,
   • Select which orders to import:
     • Paid orders only.
     • Paid and unpaid orders.
       Unpaid are considered orders with statuses Pending, and On hold.
   • Select what to do when an order is canceled in WooCommerce: cancel in MRPeasy also, or do nothing.
   • select whether to import customer information or to use a generic customer,
   • select whether to import shipping costs or not.
   • select whether to mark customer orders as paid or not.
   • if the Enterprise functionality "Multi-Stock and Production Sites" is enabled, select the site for booking products.
   • Select whether to synchronize inventory levels from MRPeasy to WooCommerce.
4. Click the "Install app" button.
5. Set up products in MRPeasy.
6. Optionally, add another WooCommerce store.

Importing customer information from WooCommerce

Depending on your business specifics, you may want to import customer information from WooCommerce to MRPeasy.

For privacy and data consistency reasons, it is advised to have customer information in one place only. For example, if a customer signs up in WooCommerce, his contact details should be in WooCommerce only.

You can set up the integration in one of the following ways:

1. Use a generic customer in MRPeasy without importing any customer information. 
   • Do not select the option "Import customers".
     
   • Do not select the option "Import shipping address".
   • In this case, MRPeasy will create one generic customer in MRPeasy CRM, and use it for all orders that are imported from WooCommerce. It contains the domain name of your WooCommerce store.
2. Import the customer. 
   • Select the option "Import customers".
   • Now, when importing an order, MRPeasy looks for a customer with the same e-mail address.
     • MRPeasy searches by the customer's general email first. If no customer is found, MRPeasy searches by the customer's contacts' email. If there are several records with the same email, any record can be selected—it is not possible to predict which record will be used.
     • If the customer exists, it will be used to create the order.
     • If no customer is found, a new customer will be created.
     • The shipping address will be added to the customer's details.
3. Only import the shipping address while using a generic customer in MRPeasy. 
   • Do not select the option "Import customers".
     
   • Select the option "Import shipping address".
   • Now, when importing an order, the shipping address is imported, saved in the generic customer’s details, and selected in CO.

Please note that WooCommerce allows updating the shipping address after placing the order. In this case, MRPeasy tries to update the address in the customer's details in MRPeasy. Nevertheless, please check that the addresses match in both systems.

Guest checkout in WooCommerce

If you allow guest checkouts in WooCommerce, WooCommerce does not create accounts for your customers, and MRPeasy also does not create customer accounts.

If importing of customers is enabled and guest checkout is used:

• The order will be imported under a generic name.
• The shipping address will be imported with the customer's name included in the address.

Importing shipping costs

To import shipping costs from WooCommerce to MRPeasy:

1. Go to Settings -> System settings -> Integrations -> WooCommerce.
2. Configure the integration between WooCommerce and MRPeasy.
3. Select the option "Import shipping costs".
4. Select the stock item for saving shipping costs.

When an order is imported from WooCommerce, a new line with this item and the shipping cost is added to the order in MRPeasy.

Shipping costs will be imported from WooCommerce without tax.

Marking customer orders as paid

To mark customer order as paid:

1. Go to Settings -> System settings -> Integrations -> WooCommerce.
2. Configure the integration between WooCommerce and MRPeasy.
3. Select the option "Mark orders as Paid".

When an order is imported from WooCommerce, a new invoice with all products and shipping costs is created in MRPeasy. The invoice is also tax-included. Full payment is added to the invoice.

Configuring products in MRPeasy and WooCommerce

Products must be set up separately in MRPeasy and WooCommerce.

The "SKU" field in WooCommerce must match the "Part Number" field in MRPeasy. Otherwise, the product's order will not be imported to MRPeasy.

Please see:

1. Demo video: Inventory management in MRPeasy.
2. Demo video: Setting up procured items.
3. Demo video: Setting up manufactured items.
4. Demo video: Setting up inventory levels.
5. Setting up new items.
6. Import items.
7. Enter initial inventory values.

Connecting several WooCommerce stores with MRPeasy

It is possible to integrate multiple WooCommerce stores with MRPeasy.

To do that:

1. Please go to Settings -> System Settings -> Integrations.
2. At the WooCommerce section, click the "+" button to add an additional WooCommerce store.

If you do not import customer information, every WooCommerce store has its own generic customer, which contains the domain name of your store.

Support

MRPeasy maintains the integration between WooCommerce and MRPeasy. If you have any technical questions about the integration, please contact MRPeasy support.