Installation of the WooCommerce integration

You can integrate Rackbeat with your WooCommerce account, so that your data will transfer automatically between the two systems. Below you will find our guide on how to set up the integration between Rackbeat and WooCommerce.

You can set up the integration yourself. However we recommend that you contact our Support Team, which can guarantee the correct configurations of the integration for 2.500 DKK. 

Introduction to integration between Rackbeat and WooCommerce

The integration between Rackbeat and WooCommerce is a support system for 2-way automatic (webhook-based) data exchange. 

The integrations allows for transfer of sales orders from WooCommerce to Rackbeat and return inventory quantity from Rackbeat to WooCommerce. You can even create and edit products across both of the systems. 

You can also create and edit products between the two systems, if you wish to do so. If so then you have to choose which of the two systems will be the master for creating and editing products - whether you want to create and edit products in Rackbeat, or in WooCommerce. It is also possible not to synchronize this information.

In WooCommerce a product is identified by a unique product ID, but a product also has a product number (SKU), which doesn't have to be unique. Rackbeat only works with one product number as its unique ID, and therefore it is necessary that Rackbeat's product number matches with WooCommerce's SKU. 

If a product has variations, it is necessary that each variation is created with its own SKU number in WooCommerce for it to correctly synchronize with Rackbeat.  

OBS! Rackbeat only supports product numbers up to 25 characters. Products in WooCommerce with SKU numbers that have more then 25 characters will not be synchronized. 

The integration supports ''multi shops'', which means that one Rackbeat agreement can be integrated to multiple different WooCommerce webshops allowing for a full synchronization of inventory between all shops. 

The price for the first webshop integration is free, after that it costs 100 DKK/month for each other webshop connected to Rackbeat. 

Prepare yourself - what needs to be prepared before you install the integration

Before you can install the integration, you have to created the following in Rackbeat: 

  • Customer groups

Create a new customer group with the number ''1'' and name ''miscellaneous'' or use an existing.

You can see how to create a customer group here.

  • Item (product) groups

Create a new item group with the number ''1'' and name ''Product w/ inventory'' and select ''Yes'' in the drop down menu ''Has inventory'' - or use an existing group. 

Also create a group with the number ''2'' and name ''Services'' and select ''No'' in the drop down menu ''Has inventory'' - or use an existing group.

You can see how to create an item group here.

  • Product for shipping

Create a new product with the number and name ''shipping'', and put it in the item group that is without inventory.

You can see how to create a product here.

  • Product for discount

Create a new product with the number and name ''discount'', and put it in the item group that is without inventory.

  • Payment terms

 Create a payment term with the name ''Webshop'', and choose ''Net'' and days ''0'' - or use an existing term.

You can see how to create a payment term here.

Now the preparations in Rackbeat are completed and its time to prepare the last details in your WooCommerce agreement:

  1. Log in to your WooCommerce admin user
  2. Select ''WooCommerce'' in the menu to the left and click on ''Settings''
  3. Select ''Advanced'' in the menu in the top and click on ''REST API''  and next ''Add key''
  4. Provide the name ''Rackbeat'' to the new setup and set permissions to ''Read/Write'' and click on ''Generate API key''

WooCommerce will now generate a Consumer Key and Consumer Secret for you. Remember to note down these keys, as you will need them for the installation in Rackbeat. 

Installation of the integration

The integration between Rackbeat and WooCommerce is accessible in Rackbeat's App Section, which you can find in ''User settings'' (top right corner) under ''Apps'' in the menu to the left.

  1. Click ''Install'' on the WooCommerce Webshop app
  2. Put in the Consumer Key, Consumer Secret (generated in the WooCommerce preperation section) and Shop URL (ex. rackbeat-webshop.com)
  3. Click on ''Install'' and wait - a connection is being created between the systems.

Settings

Decide upon the ''Start up synchronization'' 

During the start up synchronization you have the option to have your products and inventory transferred from WooCommerce to Rackbeat.

Choose ''WooCommerce -> Rackbeat'' if you wish to have your products transferred via the start op synchronization. Afterwards you can choose whether you want the stock inventory to transferred over as well from WooCommerce to Rackbeat.

You can also choose ''Do not transfer products'' and instead export a CSV-file from WooCommerce and import it into Rackbeat. 

Decide upon your product settings

Creation and maintenance of products: 

If ''Rackbeat'' is chosen, new products created within Rackbeat will be synchronized over to WooCommerce automatically. Products will also be updated automatically in WooCommerce when you make changes in Rackbeat.

If ''WooCommerce'' is chosen, new products created within WooCommerce will be synchronized over to Rackbeat automatically. Products will also be updated automatically in Rackbeat when you make changes in WooCommerce.

If ''No automatic transfer of products'' is chosen, products that are created or edited in either Rackbeat or WooCommerce wont be synchronized between the two systems.

 

Product for shipment:

We recommend that you create a product in Rackbeat with the name and number ''shipment'' (can be used for shipment that is with and without VAT) and place it in an item group that is without inventory.

 

Product of discount:

We recommend that you create a product in Rackbeat with the name and number ''discount'' (can be used for shipment that is with and without VAT) and place it in an item group that is without inventory.

 

Standard item (product) group:

If you have chosen ''Start up synchronization'' -> ''WooCommerce to Rackbeat'' all your products  transferred from WooCommerce will be placed in this group. We recommend that you choose a group that has inventory. 

 

Inventory status for synchronized quantities:

You have the options of defining the ''inventory status'' of transfers from Rackbeat to WooCommerce, or remove inventory stock entirely from the synchronization.

 

Synchronize only inventory from specific locations:

this defines which inventory stock you wish to synchronize to the specific webshop. If you want only a specific location's stock to be synchronized to WooCommerce, you can choose it here. 

We recommend that you synchronize the total inventory stock from Rackbeat to WooCommerce. You do this by choosing ''Synchronize inventory from all locations''.

 

Decide upon your order settings

Order number when creating new orders in Rackbeat:

Here you can choose which order number should be used when orders are transferred from WooCommerce to Rackbeat.

We recommend you use ''Rackbeat: Auto-generated''

 

Status for new orders created in Rackbeat:

Here you can choose which status new orders created in Rackbeat should have.

We recommend ''Booked and ready for shipping'' for the optimal cooperation between Rackbeat's inventory users.

 

Standard location for order lines:

Here you can choose which location should be specified on orders lines in Rackbeat. This can be useful if a product on your webshop should only be taken from a specific warehouse or location.

We recommend that you choose ''Standard'' since Rackbeat will then choose the location based on where you have inventory of the product.

 

Status for WooCommerce orders for synchronization:

Here you can choose which status the order should be in WooCommerce before being synchronized over to Rackbeat. 

We Recommend ''Processing''.

 

Standard order layout:

Here you can choose which layout that should be used as the standard when webshop orders are created in Rackbeat. 

 

Mark orders as ''Completed'' in WooCommerce when ''Shipped'' in Rackbeat?:

If you choose to set a check mark here, orders in WooCommerce will automatically be updated to the status ''Sent'' when the order is plucked and sent from Rackbeat.

We recommend that you set a checkmark here for the optimal cooperation between Rackbeat warehouse users and printing of package labels.

 

Create and book invoice after being shipped?:

If you choose to set a check mark here an invoice will be created and completed in Rackbeat when an order is sent.

 

Manually retrieve an order from WooCommerce:
This function should ONLY be used if orders aren't being transferred between the systems. You should use order IDs from WooCommerce to manually transfer an order to Rackbeat. 

Beware that using this function can create duplications in the system if used incorrectly.

 

Decide upon your customer settings

Standard payment terms:

This is a mandatory field required in Rackbeat when creating new orders.

We recommend that you create a new payment term with ''Net'' as its type and give it the name ''Webshop''

You can see how to create a payment term here.

 

Standard employee:

This is a mandatory field required in Rackbeat when creating new orders.

We recommend that you create one employee per webshop to fully utilize the statistics reports in Rackbeat. The name you provide the employee could be the name of the webshop itself or just simply ''webshop''.

You can see how to create a new employee here.

 

Standard customer group:

When a new sales order is transferred from WooCommerce to Rackbeat, the customer the order belongs to will be put in this customer group (standard customer group) if the customer isnt already created in Rackbeat. When transfers of orders/customers takes place, Rackbeat uses their emails in the integrations to link the information between the systems. This is how the system links existing customers already created in Rackbeat. 

We recommend that you only work with one customer group with your webshop - name it ''Miscellaneous''.

You can see how to create a customer group here.

 

VAT zones for customers outside of EU:

If the webshop customer is placed in a country outside of EU, you can choose to connect them to a VAT zone that is without VAT calculations.  By doing this, VAT will not be calculated into the orders when transferring from Rackbeat to an economic system. 

 

Now you are ready to activate the integrations!

  1. Click ''Activate Integration'' and wait
  2. Go to the top of the integration settings (WooCommerce Verification)
  3. Copy the shop's URL
  4. Go to your WooCommerce agreement: WooCommerce Admin > WooCommerce > Advanced > Webhooks > Add Webhook

    Name = Order created
    Status = Active
    Topic = Order created
    Delivery URL = URL from configuration
    Secret = show be empty
    API Version = WP REST API Integration v3
  5.  Click ''Save webhook''

The integration is now installed and ready to receive orders from WooCommerce!

TIP: Read our Helpdesk article ''WooCommerce: Order flow & synchronization of inventory stock'' for more information about the integration between WooCommerce and Rackbeat.