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Preparing the ERP for xTupleCommerce

Overview

If you're ready to start configuring the items in your ERP so they will appear on your xTupleCommerce website, then this is the article you need. The following topics will be covered in separate sections below:

Set default UOM settings in the ERP - weight and dimensions (default requirement for 4.9+)

Set default customer shipping settings

Create a GUEST customer

Set Products to “Publish on Website” in the Attributes tab in Item Master

Set up the website's product catalog

Note: if throughout this process you find that information/data is not appearing in xTupleCommerce as you expect, attempt clearing the cache on xTupleCommerce. To do this, when logged into xTupleCommerce as a manager or developer, hover over the Drupal icon in the upper left of the admin bar and click on Flush All Caches.

Set the default UOM settings in your production ERP

The xTupleCommerce platform requires "default" unit of measure (UOM) settings in the system setup. Do establish these, perform the following steps in your production ERP:

  1. In the ERP go to Products > Setup

  2. Under "Master Information," choose "Units of Measure"

  3. In the UOM table to the right, select your default unit of measure for weight (i.e., OZ, LBS, etc). If an appropriate UOM for weight does not exist you will need to create one.

  4. Click EDIT

  5. Check the box "Item weight unit of measure"

  6. Click SAVE

  7. In the UOM table to the right, select your default unit of measure for dimensions (aka IN, FT, etc). If an appropriate UOM for dimensions does not exist you will need to create one.

  8. Click EDIT

  9. Check the box "Item dimension unit of measure"

  10. Click SAVE

  11. Click SAVE again in the bottom right of the Products setup window

Set customer default shipping settings

The xTupleCommerce platform requires "default" shipping charges and a preferred selling site to be set up. To define these in your production ERP, follow these steps:

  1. In the ERP go to Sales > Setup

  2. In the drop down on the upper left, select "Sales"

  3. On the right, click on the "Customer Defaults: tab

  4. All of these defaults should be set, as shown in this screenshot  

Create a GUEST customer in the ERP

  1. In the ERP Create a New contact

    1. CRM > Contact > New

  2. Give the new contact the following information:

    1. First Name: Guest

    2. Last Name: Customer

  3. At the bottom left of the contact window, go to the account #

  4. Click the magnifying glass and select to create new account - This will open the account window

  5. Give the new account the following information

    1. Account number: GUEST (This is a very important step. The acount number must be GUEST. If you require a different account number for this user, this will require a customization.)

    2. Account Name: Guest Customer

  6. Click SAVE - this will close the account window

  7. On the contact window click SAVE - this will close the contact window

  8. Go to CRM > Account > List and open your new GUEST account

  9. Click the "Primary" radio button and begin entering “Guest Customer”

  10. Click the guest customer name

  11. TAB out of the field

  12. On the account window, select the checkbox next to "Customer"

  13. Click the Customer button - this will open the Customer window

  14. Ensure the customer type is set correctly (Each customer has unique customer type settings. It’s important that you have a customer type that is appropriate for your website orders. For example “Guest” or “Consumer”.)

  15. Click the "Settings" tab

  16. General settings

    1. If required, set the sales rep to your chosen sales rep account for ecommerce orders.

    2. Set the shipping charges default option that is appropriate for your organization.

    3. Set the shipping form default option that is appropriate for your organization.

    4. Check the "Free Form Bill To" and "Free Form Ship To" checkboxes  - If required ensure that all of the required options on the right are checked: "Accepts Backorders," "Partitial Shipments," "Free Form Ship Tos," and "Free Form Bill Tos"

  17. Click the "Terms" radio button

      1. Set the appropriate Payment Terms

  18. Check the "Active" checkbox at the top of the window, at the end of the "Customer Name" text field

  19. If required, update any other appropriate settings for your Guest customers, based on your business needs

  20. Click SAVE - this will close the Customer window

  21. On the Account window click SAVE - this will close the account window

  22. On the xTupleCommerce site, log in as a manager

  23. Go to the control panel

  24. Click the "Store Settings" option from the drop-down menu

  25. Ensure that the Guest Customer field is set to GUEST

  26. Click SAVE

  27. At this point it is a good idea to log out of the manager account and log back into xTupleCommerce

When you're done, your finalized tabs should look like this:

Turn products "on" so they'll appear on the website

(Note: This task requires the xDruple package is installed on the ERP.)

This task is essentially just a reminder that you'll need to activate items so they show up on the site. To do this, follow these steps:

  1. Turn items on by opening the item master for each item

  2. Go to the "Attributes" tab

  3. Click the checkbox next to “Publish on Web Site”

  4. Once you’ve published a product, it should immediately appear on the website. If you do not see it you may need to clear the cache on the website.

See here for a screenshot

Set up your Product Catalog (Item Groups) for the website

Your website product catalog is the list of categories that will be displayed on the website. Follow these steps to set up your product catalog:

  1. Go to Products > Items > Groups

  2. Create a new item group.

    1. Give this a title of "Product Catalog" or "Product Categories." This title will be displayed on the website.

  3. Click the check box for “Product Catalog”

  4. Click SAVE - this will close the window

  5. Create new item groups that will represent the categories of products

  6. Give these item groups the parent item group “Product Catalog”

  7. Add products to the item group using the member items tool

  8. Once finished, click SAVE

Notes about Item Groups

  • You can add products to multiple item groups

  • You can add items that are not currently activated, but they will not appear on the website until you activate them in the "Attributes" tab of their item master

  • You can create nested item groups (i.e., a nested item group is an item group within an item group)

  • Once you’ve added the product catalog, it should immediately appear on the website. If you do not see it you may need to clear the cache on the website.

Your ERP should now be ready for xTupleCommerce

Once you've completed all the step above, your ERP should be ready for xTupleCommerce. To troubleshoot any issues you find, go back through the instructions in this article and see if there are any steps you've missed.

For additional information related to xTupleCommerce, search for "eCommerce" on the xTuple University site.

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