Setup 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.

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 what to include in 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. 

Go through 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:
  Enter the productnumber for your shipment-product.
  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:
  Enter the productnumber for your discount-product.
  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:
  Define 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 which sales price should be transferred to the webshop. You can choose:
  • Sales price from the product card
  • The price specified in a user-defined field of the type 'Text field (max. 255 characters)'
  • You can also choose not to sync the sale price

• Choose which product groups shoukld be synchronized to your webshop:
  Here you have the opportunity to choose which product groups should be visible in your webshop.

Go through 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.
  
  Using this function can create duplications in the system if used incorrectly.

Go through 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 integration!

Click ''Activate Integration'' and the integration is now installed and ready to receive orders from WooCommerce!