Inventory and ERP sync: Cin7 Core, inFlow, Brightpearl and Ordoro
Cin7 Core, inFlow and Ordoro are available now. Brightpearl appears on the Inventory and ERP card only once it is available on the platform you use; until then, the card offers the other three.
If you run your stock in Cin7 Core (formerly DEAR Inventory), inFlow Inventory, Brightpearl or Ordoro, connect that account to your store and Aglyn keeps the two in step:
- Stock counts follow whichever side you say is right: the system's count of each SKU becomes your store's, or your store's count is written into the system.
- Products can come into your store from the system, or your store's products can be made in the system.
- Paid orders go to the system as sales orders, so it can pick, pack and account for them.
A store syncs with one system at a time.
Connect a system
Connecting, changing or disconnecting a system takes Manage the inventory connection, which a site's admins hold by default (custom roles).
- Open Products → Integrations and find the Inventory and ERP card.
- Connect the system you use:
- Cin7 Core: in Cin7 Core, go to Integrations → API and add an API application. Paste its Account ID and Application key into the card and select Connect Cin7 Core.
- inFlow: in inFlow, go to Options → Integrations and generate an API key (your inFlow plan needs the API access add-on). Paste the Company ID and API key and select Connect inFlow Inventory.
- Brightpearl: enter your Brightpearl account code (the name in your Brightpearl address) and select Connect Brightpearl. Sign in to Brightpearl and allow access; you come back to Integrations with it connected.
- Ordoro: in Ordoro, go to Account Settings → API Keys, add an API key and select Edit beside it. Paste its Client ID and Client secret and select Connect Ordoro. Ordoro's API is available on its Premium plan and above.
Keys are checked with the system before they are saved, and stored encrypted. They are never shown again. Aglyn never sees your Brightpearl password.
When you connect, nothing is synced until you choose what to sync below.
Stock counts
Which counts are right decides the direction:
| Choice | What happens |
|---|---|
| The system (Cin7 Core, inFlow, Brightpearl or Ordoro) | About every 30 minutes, the system's count of each SKU that can be sold now (on hand, less what the system has set aside for its own orders) becomes your store's count. Each change appears in your products' Stock movements, counted by the system. |
| The store | About every 30 minutes, the system's count of each SKU is adjusted to match your store's. Each run is one stock adjustment in the system; in Ordoro, each SKU's count is adjusted on its own. |
| Don't sync counts | Counts are left alone on both sides. |
Choose the location (in Brightpearl and Ordoro, the warehouse) whose counts are synced. To push your store's counts into the system you must choose one location; reading counts from the system can also add up all locations.
- Counts are matched by SKU. A SKU only one side has is left alone, and the card says how many there were.
- An order that is paid but not yet sent to the system is allowed for, so a unit is never sold twice while the order is on its way.
- A product that does not track stock, or that counts stock per location, is left alone when counts come from the system.
- Only counts that changed are written each run, and every count is written again once a day, so a count edited by hand on one side comes back in step.
Products
| Choice | What happens |
|---|---|
| Import from the system | About every 6 hours, products added or changed in the system are added to your store as drafts, with their SKU and price in your store's currency, and kept in step after that. Review a draft and publish it when it is ready. A product you delete in the store is not added again. |
| Make store products in the system (Cin7 Core, inFlow and Ordoro) | Store products with a SKU the system does not have are made there, with their name, description and barcode, and in Cin7 Core their price and weight. In inFlow, set the price in inFlow's pricing scheme. In Ordoro, products are made with their name, price and barcode (as the UPC); add the description and weight in Ordoro. |
| Match by SKU only | Nothing is made on either side. |
Brightpearl products are made in Brightpearl, since each needs a brand, a product type and channel choices, so Brightpearl offers Import and Match by SKU only.
Each run makes or updates up to 50 products and carries on with the rest on the next run. A product the system has no price for in your store's currency is not imported, and the activity says so.
Orders
Turn on Send paid orders and choose who orders are recorded under:
- Cin7 Core and inFlow: the name of a customer that already exists in the system, such as "Web Sales".
- Brightpearl: the ID of an existing Brightpearl contact.
- Ordoro: the name of an Ordoro sales channel that already exists, such as "Web Sales". Orders are recorded under that channel, and Ordoro puts the channel's number in front of each order number.
In Cin7 Core you can also name the tax rule order lines carry; leave it empty to use the customer's own.
Each paid order is sent within about 15 minutes with its items, buyer,
shipping address, shipping, discount, tax and total. It carries a reference
such as AG1042-3fa9c2d1 (your order number and a short code), which you can
search for in the system. An order is never recorded twice: before sending,
Aglyn looks for its reference in the system.
- Items are matched by SKU. An item with no SKU is left off and the order says so. If the system has no product for a SKU, the order is not sent; add the product in the system, then select Send again.
- If the system cannot be reached, the order is retried several times over a few hours. If it still cannot be sent, or the system refuses it, it appears under Orders not sent on the card, with the reason and Send again.
- On the order, the system's section shows whether it was sent, its number in the system and its reference.
Canceling and refunds
When you cancel an order, or refund it in full:
- Cin7 Core voids the sale, inFlow cancels the sales order, and Ordoro cancels the order. If the system will not, for example because the order has shipped, the order tells you to check it there.
- Brightpearl: cancel the order in Brightpearl. The order reminds you, with its number there.
An order canceled before it was sent is not sent. A partial refund changes nothing in the system; the order reminds you to change it there if it should not ship in full.
Activity
The card lists what happened, newest first: orders sent, stock and product syncs, cancellations and errors. Sync now syncs stock and products and sends any waiting orders straight away.
Each system limits how fast it can be called. When it asks Aglyn to slow down, everything for that store waits until the system says to come back, and then carries on where it stopped.
If the system stops accepting the keys or the access, the card asks you to Connect again. Orders paid in the meantime wait and are sent once you reconnect.
Pause stops all syncing until you resume. Disconnect stops syncing and deletes the stored keys and activity. Orders not yet sent stay unsent. What the system already has stays there, and so do your store's products and counts.