eCommerce integrations with the accounting and warehouse management programmes

Introduction

We specialise in integrating the accounting and warehouse management programmes with the systems developed by ourselves.

We design our solutions having in mind the current and future challenges of the sale in the time of OmniChannel. We carry out integrations

with the dedicated software but we also have ready-to-use integrators of the popular ERP programmes like:

eCommerce integrations with the accounting and warehouse management programmes 2

A quick access of the employees to the information is one of the key factors that influence the high quality of customer service in every

company. The greater the number of the point of contact we are trying to handle at one time, the more difficult it is to provide such

communication. Pursuant to the OmniChannel strategy we have to provide common experiences in each of this point, which can only

be achieved by cohesion of information. Moreover, thanks to the integration one can gain:

Time

Shortening the time of order processing to the minimum thanks to the data flow automation and drawing up sales documents.

Security

Increased protection of the data duplicated from the ERP system and stored at servers in the cloud.

Control

Real control over the whole sales process in one system. Registering events and periodical drawing up of reports.

Faultlessness

Elimination of the errors that result from rewriting the orders by hand.

The goals of the integration and its benefits

eCommerce integrations with the accounting and warehouse management programmes 3

Our goal is to provide a permanent communication bridge through an integrator which will automatically gather and divide

the selected information between the selling systems and ERP programmes.

Store customers Company headquarters Company stores

Server of the online store

Integrator of i-systems

VPN connection

eCommerce integrations with the accounting and warehouse management programmes 4

eCommerce integrations with the accounting and warehouse management programmes

The engine of an online store located on external servers in the cloud that accepts

the customers' orders.

The application of the i-systems integrator that works on the server in the customer's headquarters,

with access to the database of the ERP system.

Combination of company stores with a central ERP database using Virtual Private Network (VPN).

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Basing on the diagram provided we can distinguish:

Process

Each company is different and requires an individual approach. Therefore, we have adapted the process of creating the integration so that

it can completely carry out the tasks assigned to it.

Step no. 3 Production

Step no. 1 The analysis of the scope

of integration

Step no. 2 Process modelling

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Process

eCommerce integrations with the accounting and warehouse management programmes

Step no. 1 – The analysis of the scope of integration

The analysis of the scope of integration is a part of the pre-implementation

analysis. It focuses on the issue of exchanging data between the systems.

During the meeting our specialists ask about the scope and direction of the

information being exchanged, the number of warehouses, the way

of identifying the articles and the current document flow.

The result of the works is a completed form basing on which

the suggested solutions will come into being.

8eCommerce integrations with the accounting and warehouse management programmes

Step no. 2 – Process modelling

Basing on the analysis results we draw up documentation that describes

the functionalities in the integration being planned. Then we consult

the document with the customer and representative of a company that delivers

ERP software. Thanks to that each party to the agreement has all knowledge

and influence on the final scope of specification even before starting the works

on the integrator.

9eCommerce integrations with the accounting and warehouse management programmes

Step no. 3 – Production

Basing on the specification, programming works are commissioned.

Then the integrator encounters a series of tests where all the assumed

functionalities are verified in terms of correct operation. The last element

of the work is installation on a target computer, combined with the training

of an employee responsible for operation and control of the work of integrator.

10eCommerce integrations with the accounting and warehouse management programmes

The scope of integration

Information on the products (Creation of card files, Availability, Prices, Discounts,

Promotions, Stock levels)

Information on the contracting parties(Creation of card files, Prices, Discounts, Promotions)

Sales documents (Reservations, Requests for proposal, Confirmations

of payment, Invoices, Receipts)

Warehouses(Division of orders to warehouses, Planned availability,

Warehouse transfers)

Sales reports (Drawing up sales reports, Verifying plans, Looking for

unprofitable areas of activity)

Information that undergoes synchronisation:

12eCommerce integrations with the accounting and warehouse management programmes

13eCommerce integrations with the accounting and warehouse management programmes

The diagram of the process of integrating the superior selling system with ERP

Customer’s order

Updating the order status e.g. being

executed

ADMINISTRATION PANEL ERP SYSTEM CUSTOMER PANEL

New order Updating stock level

Order delivery

The process of order picking

Order being executed

Order completed

Stock level

Placing an order

Order verification

Changing the order status e.g. handed over

to the courier

Updating the information

on invoice number

Order completed

Order completed

Integrator

The process of order

integration

The process of integrating

stock level

The process of integrating order update

The process of integration with courier companies

The process of integrating

order execution

The process of integrating information

on the commercial documents issued

Order confirmed

New order

Mailing list

Commercial document

Order completed

Order completed

eCommerce integrations with the accounting and warehouse management programmes

In such situation the selling system plays a crucial role in accepting and executing orders comprehensively. Through different views of administration panel the employees perform verification and order picking. Data on changes to the stock level relating to products are transmitted for synchronisation. Additionally, the system creates mailing lists and hands them over to the courier system.

The integrator exchanges the data between the systems in two directions. Communication is released at the employee's request

or in periodic time intervals. All synchronisations are noted down in the form of an event record.

In this configuration the ERP system serves as data warehouse and handles accounting processes. At the final stage it draws up

commercial documents at the customer's request. Then, through integrator, is sends them to the selling software.

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The process of integrating the superior selling system with ERP

eCommerce integrations with the accounting and warehouse management programmes 15

The diagram of the process of integrating the selling system with the superior ERP

ADMINISTRATION PANEL ERP SYSTEM

New order

Updating order status e.g. being

executed

CUSTOMER PANEL

Placing an order and registering

the payment

Updating stock level

Order confirmed

Order completed

Commercial document

Updating order status e.g. completed

Order delivery

Order verification

Confirming the order

The process of order picking

Order execution

Generating the commercial

document

Placing an order

E-mail/sms notifications

E-mail/sms notifications

Stock level

Integrator

The process of order

integration

The process of integrating order update

The process of integrating order update

Customer’s order

eCommerce integrations with the accounting and warehouse management programmes

The software of i-systems is used to register and accept the customers' orders. Then the data, via integrator, are automatically transmitted for processing in ERP programme. The system also serves as instant messenger with the customer, by downloading information and sending it at each change of order status.

The integrator exchanges the data between the systems in two directions. Communication is released at the employee's request

or in periodic time intervals. All synchronisations are noted down in the form of an event record.

An accounting and warehouse management programme is superior, which means that the whole process of processing

and executing orders take place in the ERP system. The employee carries out verification, order picking and order delivery,

and generates commercial documents. All actions are registered and updated in the database of the selling system.

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The process of integrating superior ERP with the selling system

eCommerce integrations with the accounting and warehouse management programmes 17

The diagram of the process of integrating the superior selling system with ERP together with the logistics service provider

ADMINISTRATION PANEL LOGISTICS SERVICE PROVIDER

New order

CUSTOMER PANEL

Placing an order and registering

the payment

Customer’s order

Mail order

Updating the order status e.g. completed

Shipment

Order verification

Order delivery

Placing an order

E-mail/sms notifications

Stock level

Passing the order

for execution

ERP SYSTEM

Verification process

Integration with couriers

Updating stock level

Shipment report

Warehouse report

ERP The process of integrating order

execution

Customer’s order

Generating the commercial

document

Commercial document

Updating the information

on invoice number

The order completed

Integrator

ERP The process

of order integration

Logistic service provider the process of order integration

Logistic service provider the

process of order integration

Logistic service provider the

process of order integration

ERP The process of integrating

order execution

eCommerce integrations with the accounting and warehouse management programmes

In this configuration i-systems software serves as the agent in communication between ERP programmes of the brand and of the logistics service provider. When the order is placed, the system carries out initial verification of its correctness and sends it to logistics service provider. Feedback on the completed order are transmitted by i-systems to the ERP programme.

The integrator exchanges data between the systems in two directions, verifying which ERP system (of the brand or of the logistics service provider) the data should get to. Communication is released at the employee's request or in periodic time intervals. All synchronisations are noted down in the form of an event record.

Logistics service provider is an external company that specialises in storing and sending orders. It has its own ERP programme where the integrator transmits data on new orders. They are verified once more and then picked and delivered. Information on the order status is sent to the selling software.

ERP system in this configuration is responsible for handling accounting processes. When it receives information from the integrator it generates and hands over

commercial documents at the customer's request.

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The process of integrating the superior selling system with ERP together with the logistics service provider

OmniChannel functionalities

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The example process of order processing with personal collection

in the company store, assumes generating warehouse transfer

document. Such documents are available in the selected ERP systems.

Execution of another path of document handling is possible

with setting appropriate order statuses.

The shortened scheme of the process of order processing in B&M stores

New customer’s order (for a given

warehouse)

ADMINISTRATION PANEL ERP SYSTEM CUSTOMER PANEL

Selecting the store

Warehouse transfer document from the

online store warehouse to store

warehouse

Placing an order

New order

Updating the order status to sent

to the store

Integrator

The process of order

integration

Drawing up a warehouse transfer

document

Updating the order status to ready

for collection

The order completed

The final documents issued

in a store

eCommerce integrations with the accounting and warehouse management programmes 22

In such situation i-systems software is responsible for collecting and executing orders. Then it hands them over to the ERP system through the integrator.

The integrator exchanges the data between the systems in two directions. Communication is released at the employee's request

or in periodic time intervals. All synchronisations are noted down in the form of an event record.

The ERP system is a programme that works on one database, with the possibility of handling many warehouses that B&M stores.

The ERP system creates a new order in a base and generates a warehouse transfer document to the point of collection selected

by the customer. The sales document may be printed in the headquarters or in the B&M store selected by the customer.

The shortened process of order processing in B&M stores

Want to know more? visit www.i-systems.pl

Meet us at ul. Bojkowska 47, 44-100 Gliwice

Call us +48 32 733 26 26

Write to us info@i-systems.pl

eCommerce integrations with the accounting and warehouse management programmes