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).
5
Basing on the diagram provided we can distinguish:
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
7
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
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
eCommerce integrations with the accounting and warehouse management programmes 21
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 [email protected]
eCommerce integrations with the accounting and warehouse management programmes
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