Unicommerce Integration
Unicommerce Integration is an e-commerce operations aggregator that combines a lot of online stores and sales channels into one platform called Uniware. From one interface, it allows businesses manage their product catalogues, inventories, orders, and fulfilment across several marketplaces. You may learn more about Unicommerce by going to https://unicommerce.com/.
Unicommerce and ERPNext can function together.
ERPNext v16 offers a robust two-way link with Unicommerce thanks to Uniware’s REST APIs. The Frappe team keeps this connection up to date with the latest versions of ERPNext and makes sure it is stable and works with the Frappe App that is officially supported.
Most of the time, this integration works with the following types of work:
- Two ways to sync the Item Catalogue
You can sync goods between Unicommerce and ERPNext to make sure that the item codes, names, and basic information are the same in both systems.
- One-way syncing of inventory from ERPNext to Unicommerce
The only place you can find out the truth about your stock is ERPNext. Unicommerce uses ERPNext to get stock levels and update the availability of items in the market.
- Syncing of New Orders for Sales
Unicommerce takes orders from marketplaces and turns them into Sales Orders in ERPNext so that everything can be done in one spot.
- How to Deal with Sales Invoices
You can either sync Sales Invoices from Unicommerce to ERPNext or let ERPNext make Sales Invoices from Sales Orders that have already been synchronised. To avoid duplication or inconsistency, you should only utilise one of these approaches.
Installing Apps
- Frappe Cloud Hosting
You can acquire the Unicommerce integration software right from the Frappe Cloud Marketplace on your Site Dashboard if your ERPNext site is hosted on Frappe Cloud.
- Frappe’s Hosted Sites
If Frappe is hosting your site, please file a service issue and urge them to add the Unicommerce integration app.
- Your own server with ERPNext
You can use Frappe Bench to install the app if you host ERPNext yourself. To learn how to install Frappe apps, read the Bench documentation. A command that people use a lot is:
Get the ecommerce_integrations app from the main branch on the bench.
Setting up and verifying
After you install the app, follow these steps to set it up for the first time:
- Open the Unicommerce Settings page in ERPNext.
- Check the box next to “Enable Unicommerce” to turn on the integration.
- Enter your Unicommerce Site URL, Username, and Password. These credentials are used to make sure that Uniware and ERPNext are the same.
- The Client ID is already filled in. If you have a custom Client ID from Unicommerce, you can update it here. If you’re not sure what the proper Client ID is, contact the Unicommerce support team to be sure.
- Click Save. This action starts the process of authenticating with Unicommerce and automatically sets up the custom fields and settings that are needed for integration.
You will see the Access Token and Refresh Token values in the Authentication Details section after the configuration is finished. This signifies that the authentication was successful and that ERPNext can now communicate with Unicommerce.
If authentication doesn’t work:
- Check that the URL, username, password, and client ID you entered are all right.
- Your server’s IP address can be blocked by Unicommerce’s firewall. If this happens, call Unicommerce’s support team and ask them to put your server’s IP address on the whitelist.
Once you have successfully logged in to ERPNext v16, you may set up item mapping, inventory sync, and order processing as needed for your firm.
Sync Items
This integration checks for new items in ERPNext every hour and uploads them to Unicommerce using scheduled background processes. This makes sure that your product catalogue maintains the same in both ERPNext and Unicommerce without you having to upload it yourself. To switch on and use this functionality the right way, you need to do the following:
- Go to Unicommerce Settings and turn on Upload new items to Unicommerce. This starts the procedure that runs in the background to find and sync new objects.
- Set up a default group of items. This item group is used as a backup when an item doesn’t have a clearly defined item group during synchronization.
- When you add a new item in ERPNext, tick the box next to “Sync with Unicommerce.” You can only upload things that have this option checked.
- If you need to sync things that already exist with Unicommerce after they were made, you may also tick this box.
- You can’t modify the Unicommerce SKU Code after it’s been made. You shouldn’t change the Item Code after syncing the item with Unicommerce because this could lead to mismatches or duplicates. This is because the Item Code is the SKU that is used during sync.
To make sure that ERPNext Item Groups and Unicommerce Product Categories are in sync, you need to do the right mapping. This makes sure that things are listed in the proper category structure in Unicommerce.
To connect an Item Group to a Product Category:
- First, look for the Product Category Code on the Unicommerce dashboard.
- Open the right Item Group in ERPNext.
- Enter the value you got from Unicommerce into the Unicommerce Product Category Code field and click “Save” on the Item Group.
After the mapping is done, all the items in that Item Group will get the proper product category when they sync.
The following is the mapping for the field that syncs items:
Sync Inventory
Once you set up Item Sync, you can turn on Inventory Sync to keep stock levels in sync between ERPNext and Unicommerce. The integration monitors the stock levels in ERPNext on a regular basis and communicates the new amounts to Unicommerce at the given time.
You can only find information about your inventory in ERPNext. If you modify the level of inventory in ERPNext, it will replace the level of inventory in Unicommerce.
To get Inventory Sync going:
- Go to Unicommerce Settings and scroll down to the Inventory Sync section.
- Check the box next to “Enable Inventory Sync” to switch on inventory updates.
- Choose how often to sync. The ideal frequency for performance and data accuracy is between 15 and 60 minutes.
- Add all the Facility Codes that are set up in Unicommerce to the Warehouse Mapping table. Then, connect each one to the correct ERPNext Warehouse.
- Check the “Enabled” box next to each facility that should be able to sync its stock.
- You need to save the settings before you can use them.
Note:
- All of the items goes to Unicommerce’s DEFAULT shelf. This integration won’t function with shelves. To make sure that the inventory syncs up right, there should only be one shelf in Unicommerce called DEFAULT.
- Unicommerce, like most online stores, doesn’t let you buy products in little amounts. If ERPNext contains fractional stock, the inventory values submitted to Unicommerce will be rounded down to the next whole number.
Sales Order Processing—Workflow
The next part will show you the best way to manage sales orders when you sync them from Unicommerce to ERPNext. You can either process orders all the way through in ERPNext or solely in Unicommerce and then sync the final data back.
Companies can pick which system, ERPNext or Unicommerce, would handle orders, send invoices, and ship.
Sales Order Sync: How to Set Up Channel(s)
With the Unicommerce Integration, you may sync and handle orders from more than one sales channel, such as several marketplaces. To make sure that orders are segregated and processed appropriately, the Sales Order Sync setting must be done in a number of steps. This is necessary for the multi-channel feature to work.
Channel-specific parameters in ERPNext let it accurately assign customers, warehouses, and accounting information according on the sales channel they originated from.
Default Settings for Syncing Sales Orders
To configure the default parameters for syncing sales orders:
- Open the settings for Unicommerce.
- Go to the part about syncing sales orders.
- Choose how often orders sync. For the optimal balance between system speed and almost real-time order visibility, the sync interval should be between 30 and 60 minutes.
- Set up the Default Customer Group and Naming Series for sales orders and other documents that go with them. When orders are synchronized from Unicommerce, these settings make sure that documents are always made the same way and that customers are always grouped together.
After these defaults are set up, ERPNext v16 will automatically create and manage Sales Orders from Unicommerce according to the rules for workflow and synchronisation that have been set up.
Settings for syncing sales orders that are different for each channel
For each channel you wish to sync Sales Orders with, you need to generate a different Unicommerce Channel document. You can set up each channel in the way that works best for you. This approach lets ERPNext v16 handle more than one marketplace or sales channel on its own, with its own rules for accounting, storing goods, and fulfilling orders.
- You can visit the Unicommerce Channel either by searching it or by visiting the Unicommerce Settings page.
- Select the option of adding a Unicommerce Channel.
- Complete mandatory form area, including Channel ID, Default Warehouse, Company, Accounts and Naming Series. These options give ERPNext guidance on how to process the sales orders, invoicing, and the movement of stock of this channel.
- In case the marketplace respects all shipping on this channel, check the box that states that the shipping is taken care of by the Marketplace. Never check this box in case you are shipping or when you are using ERPNext processes to achieve shipping.
- Enabling the channel Check the box check Enabled to turn on the channel once everything is set.
This feature ensures that any new Sales Orders that get registered in Unicommerce on behalf of this channel are automatically updated in ERPNext. In the synchronization, when a single item in an order is not found on ERPNext it will be generated automatically with Unicommerce information. We will store order details which are channel specific to the standard fields in ERPNext. We also save additional details on the market place within the Unicommerce Details segment of the Sales Order which can be accessed in case of later reference and audit.
Sync Sales Invoice
You can sync sales invoices in one of these two ways. Choose the option that best meets your operational and accounting needs.
1. Recommended: Using Unicommerce to handle invoices
In Unicommerce Settings, set on the Only Sync finished Orders option if you wish to handle all of your order processing, invoicing, and fulfilment there and only sync finished data into ERPNext.
This choice will only deliver finished orders from ERPNext together with their final payment information. This will reduce the amount of work that needs to be done by hand and make sure that the data matches what the marketplace says.
2. How to handle an invoice in ERPNext
If you want ERPNext to be the main system for invoicing and keeping track of stock, process the orders directly in it.
To produce an invoice in ERPNext, visit the synchronised Unicommerce Sales Order and click on Unicommerce > Generate Invoice. This will produce a sales invoice and automatically remove stock according to ERPNext’s standards for inventory.
Shipment Manifest
If you are utilizing Option #2 above to process orders in ERPNext, you need to produce a Shipment Manifest and send it to Unicommerce to let them know that the orders have been sent. Unicommerce needs this step to change the status of a shipment.
Requirements:
Before you build a shipment manifest, make sure the following DocTypes are set up. The Unicommerce website for making a manifest has the codes you need:
- Set up a shipping provider for Unicommerce
- Create a Unicommerce Shipping Method
How to write a manifest:
- When the packages are ready to be sent, type “Unicommerce Shipping Manifest” into the search bar and click “Add” to produce a Unicommerce Shipment Manifest.
- Pick the Shipping Provider Code, the Shipping Method, and the Channel ID. Unicommerce uses these numbers to convey shipping information.
- To acquire open orders that fit the filters you chose, click the acquire Package button. You can also scan the AWB numbers on packages in the Scan AWB Code section. When you save, both choices will automatically fill in the rest of the shipment information.
- Make sure all the information is correct, then save the file and submit it.
When you submit, Unicommerce makes and closes the same Shipment manifest, and the shipments that go with it are marked as “Dispatched.” The Unicommerce Manifest PDF is instantly downloaded and added to the Shipment Manifest document in ERPNext for record-keeping and compliance.
Status Updates
Scheduled background jobs make sure that the status of orders and shipments in Unicommerce and ERPNext is always up to current and in sync. This guarantees that ERPNext always presents the most recent stage of an order’s life cycle as it is being handled in Unicommerce. In ERPNext, you may check the most recent and current status of an order immediately in the “Unicommerce Details” section of the Sales Order or any other document related to it. This portion also retains supplementary metadata that is useful for audits, tracking, and reconciliation that is specific to the marketplace.
Order Cancellations
When an order is cancelled in Unicommerce, the integration automatically discovers and syncs this activity to ERPNext. As a result, the Sales Order in ERPNext is cancelled so that both systems stay in sync.
- Full cancellations: If you cancel an entire order in Unicommerce, the Sales Order in ERPNext is likewise cancelled, as long as there aren’t any downstream documents (such submitted invoices or delivery notes) that stop the cancellation.
- Partial cancellations: If Unicommerce only cancels partial products or quantities, the integration alters the ERPNext Sales Order by removing or altering the cancelled items and quantities.
Every hour, both full and partial cancellations are synced, and right before bills are created, they are reviewed to make sure that invoices are not made for items or orders that have been cancelled.
Returns of orders
When a return is performed in Unicommerce, the integration keeps note of it and creates a Draft Credit Note (Sales Invoice with Is Return enabled) in ERPNext. This allows you see how returns will affect your accounting and stock before you send them in.
The integration handles both of the main return scenarios that Unicommerce supports:
- RTO (Return to Origin)
When a client returns a shipment to the vendor without accepting it (for example, because it didn’t arrive on time), Unicommerce updates the status of the shipment. Then, with Update Stock set on, the integration produces a full Credit Note in ERPNext. This makes sure that the things that were returned are put back in the inventory.
- CIR means “Customer Initiated Return.”
When a consumer starts a return following a successful delivery, the Unicommerce Sales Order section shows it. Based on the return information, the integration makes a full or partial Credit Note in ERPNext. This is because it depends on whether all of the things were returned or just some of them.
To see all return transactions in ERPNext, go to Sales Invoice and add a filter for Is Return = Yes. The Credit Note also has a return tracking code and other marketplace-specific identifiers that make it possible to keep track of them and make sure they are correct.
When processing returns, the system uses the Return Warehouse set up in Unicommerce Settings to find out where to send them back. The system will use the original warehouse where the things were sent from if there is no return warehouse set up.
