Online store interfaces in the gFM Business ERP software

All versions of gFM-Business 4.0 feature a new Interface to online store systems, with which customers, orders and articles can be transferred from the online store to the ERP software can be transferred. The import is carried out via modern REST API interfaces and is now available for Shopware-5-, Gambio-GX3 and WooCommerce online stores. gFM-Business free and Basic support the connection to an online store. In gFM-Business Light and Professional, the new online store interface is multishop-capable and supports the transfer of data from any number of online stores, even in mixed environments. Import customers and orders as either orders or invoices at the click of a mouse. Keep your stock levels in all online stores automatically synchronized with the stock levels stored in gFM-Business.

Setting up new online stores

To set up a new interface for an online store in gFM-Business 4.0, navigate in the main menu or in the internal navigation to the mask [Settings > Online stores].

gFM-Business 4.0 supports the use of any number of online stores from the following systems:

• Gambio GX3 (API v2.1.0)
• Shopware (Shopware 5.x REST API)
• WooCommerce for WordPress (API v3)

Create a new online store

To connect an online store to the gFM-Business ERP software, click on the add icon on the right above the list of set up and available online stores [+]. You can switch between different online stores simply by clicking on the corresponding line. In gFM-Business free and Basic you can start setting up your online store straight away. Simply select the desired store type and enter the corresponding server data as described below.

Enter the following data in the popover dialog:

• External system: Unique name of the external system, freely selectable
• Store typeSelection of the store system (Gambio GX3, Shopware or WooCommerce)
• API URLURL to the RESTful API of your online store. The URL must contain the domain of your online store and the extension for the REST API.
  • Gambio GX3: http://www.ihrshop.de/api.php/v2
  • Shopware: http://www.ihrshop.de/api
  • WooCommerce: http://ihrshop.de/wc-api/v3
• Consumer keyLogin with rights to the RESTful API. You can find information on how to set up such a user if necessary in the documentation for your online store.
• Consumer SecretPassword to login

All data can be taken from the backend of your store system. Please note that the REST API must be activated in your online store. The user entered in the [Consumer key] must have read and write permissions for the REST API of your online store.

After confirming the dialog with the [New] a new interface to your online store is created and all default values for your online store are automatically entered. You can adapt all values to your requirements if necessary.

• Start objectObject name of the transferred JSON file, separately for articles, customers and orders. These values are entered automatically during creation and generally do not need to be changed.
• Endpoint/parameterEnd point and optional parameter for controlling the interface, separately for items, customers and orders. These values are entered automatically during creation and generally do not need to be changed.

Import settings

For data import via the online store interfaces, separate settings can be made for each online store set up:

• Import methodTwo different import methods are available in gFM-Business for the transfer of customers, orders and article data. With the option [Import selection] a selection window is displayed before the import, which shows all customers, orders and articles available in the online store before the import. The user can then select which data records are to be imported into gFM Business. With the option [Import automatically] all new customers, orders or articles since the last import are automatically imported. Please note that the automatic import may also import fake, test or spam orders.
• Customer type: Specify here which customer type should be assigned to the data records imported from the online store.
• Path article images (only for Gambio GX3): Specify the path under which item images are saved here. This option is only required for the interface to Gambio GX3 online stores. The default path is: [http://ihr-onlineshop.de/images/product_images/popup_images/).
• Fixed categorySince not all online stores provide information on categories in their interfaces, you can specify here whether newly imported items from this online store should be assigned to a fixed item category.
• Storage locationSpecify here whether newly imported items from this online store should be automatically assigned to a storage location. Imported stock from the online store is then automatically posted to the specified storage location.
• Stock: If the option [Stock] is set to "Add", the stock of the item is automatically added to the specified storage location during import and a corresponding entry is created in the stock log.
• Document address/delivery addressWith these options you can specify which address type newly imported customers from orders should receive with the distinction between the billing and delivery address.
• Paid" status: Specify here which status is active for an order if the order has been paid for (e.g. via PayPal). If an order with this status is imported as an invoice, the payment is automatically entered in the invoice during the import.
• Completed" status: Enter the status of a completed order here.
• Stock bookings: With the option [Check stock] is used when posting the item in or out of the Invoice automatically replaces the stock of the online store with the stock from gFM-Business.
• Status: The selected online store interface can be activated or deactivated here. Only active interfaces can be selected for data import.

Perform connection test

After setting up an online store, the function [Connection test] which can be used to carry out a connection test to the online store. If the connection is successful, a corresponding message appears on the screen.

Importing customers from the online store

For the import of customers from the online store, the CRM-module [Customers] within the scope of the function [Import data] all online stores that have been set up. Call up this function either via the function menu at the bottom left of the screen or in the menu bar via the menu [Functions] on.

Automatic import from the online store

With the automatic import method, after selecting the relevant online store and clicking on the [Import data] automatically transfers all customers who have not yet been imported to gFM-Business. Once the import is complete, a dialog appears on the screen informing you of the number of data records transferred.

Selection import from the online store

If the selection import has been specified as the import method (default), a new window appears after selecting the online store to select all customers to be imported. The new window displays all customers who are located in the corresponding online store.

Customers that have already been imported are highlighted in blue in the import window and the customer ID from gFM Business is displayed in the corresponding column. By clicking on the customer ID, an existing customer can be called up directly from the import window. The data import window is not closed.

Entries can be selected for import in the first column of the list. Click on the button [Select all] all entries that have not yet been imported can be selected automatically. Click on the button [Import] all selected entries with all addresses entered in the store are imported into the CRM of gFM-Business.

Import articles from the online store

For the import of articles from the online store, the module [Article master] within the scope of the function [Import data] all online stores that have been set up. Call up this function either via the function menu at the bottom left of the screen or in the menu bar via the menu [Functions] on.

Automatic import from the online store

With the automatic import method, after selecting the relevant online store and clicking on the [Import data] automatically transfers all items that have not yet been imported to gFM-Business. Once the import is complete, a dialog appears on the screen informing you of the number of data records transferred.

Selection import from the online store

If the selection import has been specified as the import method (default), a new window appears after selecting the online store to select all the items to be imported. The new window displays all items that are located in the corresponding online store.

Items that have already been imported are highlighted in green in the import window and the item ID from gFM Business is displayed in the corresponding column. By clicking on the item ID, an existing item can be called up directly from the import window. The data import window is not closed.

Entries can be selected for import in the first column of the list. Click on the button [Select all] all entries that have not yet been imported can be selected automatically. Click on the button [Import] all selected entries are transferred to the Article management imported from gFM-Business. If the option [Stock] of this online store on [Add] and if a storage location has been specified in the settings, any stock is automatically created at the corresponding storage location during import.

Importing orders from the online store

For the import of orders from the online store, the module [Invoice] under [Orders] and [Invoices] within the scope of the function [Import data] all online stores that have been set up. Store orders can thus be transferred to gFM-Business either as an order or as an invoice. Call up this function either via the function menu at the bottom left of the screen or in the menu bar via the menu [Functions] on.

Automatic import from the online store

With the automatic import method, after selecting the relevant online store and clicking on the [Import data] automatically transfers all orders that have not yet been imported to gFM-Business. Once the import is complete, a dialog appears on the screen informing you of the number of data records transferred.

Selection import from the online store

If the selection import has been specified as the import method (default), a new window for selecting all orders to be imported appears after selecting the online store. The new window displays all items that are in the corresponding online store.

Orders that have already been imported are highlighted in color in the import window and the order ID and/or invoice ID from gFM Business is displayed in the corresponding column. By clicking on an order and invoice ID, an existing document can be called up directly from the import window. The data import window is not closed.

Entries can be selected for import in the first column of the list. Click on the button [Select all] all entries that have not yet been imported can be selected automatically. Click on the button [Import as order] all selected store orders are imported into gFM-Business as an order. With the button [Import as invoice] the selected store orders are imported into gFM Business as an invoice. If the status "Paid" has been preset in the settings for this online store, a payment is automatically entered in the invoice if the status of the order matches the set status "Paid".

When importing orders from Gambio GX3-based online stores, any existing item options or item attributes are inserted as text in the item description. Shopware inserts article variants as text in the article description during import.

Online store data in the CRM module [Customers]

In the CRM module [Customers] the online store from which the customer was imported and the corresponding ID are displayed directly in the overview screen under the remarks.

Click on the button [Update] button to the right of the online store ID can be used to update either this data record or all data records called up from the online store. All data from the online store and addresses changed by the customer, for example, are transferred to gFM-Business.

Online store data in the invoice

In the module [Invoice] the online store from which the order was imported and the corresponding ID are displayed in the menus [Orders] and [Invoices] under the register [Details] displayed.

Under the item [Online store] the order ID and the online store from which the document was imported are displayed. Below this, the order status is displayed, which can be confirmed with the [Update] can be updated to the right of the field from the online store. If the status of the order in the online store is identical to the "Paid" status in the settings when it is updated, a payment is automatically added to the invoice called up.

Online store data in item management

In the module [Article] the online store from which the article was imported and the corresponding ID are displayed under the tab [Online store] displayed.

Under the item [Meta data] If supported by the interface, meta data for the item called up is displayed. Below this are further product data and article numbers for the article called up. By clicking on the button [Update] to the right of the name of the online store, the article data from the online store can be updated in gFM-Business.