In the workflows, you define per feature how Xentral exchanges and processes data with Shopware 6, e.g., the payment statuses for which Xentral imports orders or the warehouses from which Xentral reports the stock. You activate each feature individually as soon as you have tested it.
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You have created the integration and selected the features, see the article Adding Shopware 6.
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You have set up the product assignment, see the article Shopware 6: Assigning products.
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For the order import, there is a postage item (option Item is postage) and a discount item (option Item is discount) in Xentral.
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Navigate to Settings > Integrations.
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Click on the gear icon for your Shopware 6 integration.
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Switch to the Workflows tab. There, you find an area for each feature: Articles, Category, Stock, Orders, Prices, Order status & tracking, and Receipts.
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Carry out the settings and click on Save.
Each area has the Active switch. It controls whether Xentral runs this feature automatically. Activate it as soon as you have carried out the settings of the area. You can only test active features via the journal. Xentral runs the feature automatically only after you take the integration live, see the article Shopware 6: Going live.
Tip
With Search settings (keyboard shortcut Shift+F) in the configuration, you find a setting faster, e.g., with the keyword "tax".
Tip
If a selection field does not yet display a new option from Xentral or Shopware, e.g., a newly created warehouse, click on Reload options.
In the Articles area, you define how Xentral transfers products to Shopware. The article Shopware 6: Synchronizing matrix products and variants describes how to transfer matrix products and variants correctly.
Activate the data types that Xentral is to transfer to Shopware.
Field name |
Description |
|---|---|
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Master data (excl. prices and stocks) |
Basic data of the product, e.g., name, description, and weight. If Xentral is to create products, this data type must be active. |
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Variants (excl. prices and stocks) |
Variants of matrix products. |
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Custom fields |
Contents of Xentral custom fields, distributed according to the Free field assignment section. |
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Images |
Product images, stored in the media folder from the Media section. |
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Tags |
Tags of the product. |
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Properties |
Properties of the product. |
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Cross-selling articles |
Products that Shopware displays as cross-selling for the product. |
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Translations |
Translated texts for your Shopware languages. |
In the process, Xentral transfers the data that is maintained in the Xentral product for the respective data type, e.g., tags, properties, and cross-selling products.
For translations, Xentral takes the following fields into account: product, short text, product description, meta title, meta description, meta keywords, custom field names (only once when the custom field is created), and custom field values. Xentral selects the texts in this order:
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Texts in the product under Texts that are created for this shop
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Texts in the product under Texts without a shop selection
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Texts in the product under Details > Texts and descriptions. In this case, the Product description field in the Online shop texts area takes precedence over the field of the same name in the Description area.
Field name |
Description |
|---|---|
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Transfer meta title, description and keywords? |
A switch that controls whether Xentral writes the meta title, meta description, and keywords to the SEO fields in Shopware. |
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Transfer net weight? |
A switch that controls whether Xentral transfers the net weight instead of the weight to Shopware. |
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Update strategy |
Define whether Xentral creates products, updates them, or both. The following options are available: I only want to create new items, I only want to update existing items, and I would like to update existing articles and create new articles automatically (default). To create products, the data type Master data must be active. |
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Automatically delete products in the shop? |
A switch that controls whether Xentral also deletes products in Shopware that you delete in Xentral. If you delete a matrix product, Xentral also deletes all associated variants in Shopware. |
Field name |
Description |
|---|---|
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Selection of media folder |
Folder in Shopware in which Xentral stores the product images. Mandatory field. |
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Image update strategy |
Define how Xentral handles images. The following options are available: I only want to create images (default): Xentral transfers new images; images in Shopware are retained. I would like to create and delete images: Xentral additionally removes images in Shopware that you remove in Xentral. |
Field name |
Description |
|---|---|
|
Sales Channels |
One or more Shopware sales channels in which Xentral offers the products for sale. Mandatory field. |
With the custom field assignment, you write Xentral custom fields either to Shopware custom fields or to Shopware properties.
Field name |
Description |
|---|---|
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How should the free fields from Xentral be transferred to the online store? |
Define the type of assignment. The following options are available: Transfer free fields from Xentral (default): Xentral automatically creates all custom fields as Shopware custom fields. Manual assignment table: You assign custom fields individually to existing Shopware custom fields. Automatically write free fields from Xentral to available properties: Xentral writes custom fields to existing properties of the same name. Manually assign free fields from Xentral to the properties available in the shop: You assign custom fields individually to existing properties. |
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Free field assignment |
Table for the manual assignment. On the left, you select the Xentral custom field; on the right, the Shopware custom field or the Shopware property. Click on + Add group for additional rows. |
For all four variants in detail and how to fill Shopware default fields such as minimum purchase quantity or delivery time, see the article Shopware 6: Assigning custom fields.
Field name |
Description |
|---|---|
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Tax rate (standard) |
Tax rate from Shopware that Xentral assigns to products with a standard tax rate. Mandatory field. |
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Tax rate (reduced) |
Tax rate from Shopware that Xentral assigns to products with a reduced tax rate. Mandatory field. |
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Tax rate (exempt) |
Tax rate from Shopware that Xentral assigns to tax-exempt products. Mandatory field. |
Field name |
Description |
|---|---|
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Selection of the product layout |
Layout from Shopware for the product page. Without a selection, Shopware uses the default view. |
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Storefront display of variants |
Define how Shopware displays variants in the listing. The following options are available: Fan out properties in product list (default) and Show individual product (main product). |
In the Category area, you define the part of your Xentral product tree that Xentral transfers to Shopware as categories.
Field name |
Description |
|---|---|
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Automatically delete category in sales channel? |
A switch that controls whether Xentral also deletes categories in Shopware that you delete in Xentral. In the process, Xentral also deletes subcategories. |
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Entry point for the article tree |
Category from Xentral from which Xentral transfers the product tree (top category). |
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Only transfer categories below the category entry point? |
A switch that controls whether Xentral transfers only the subcategories and omits the top category itself. Appears as soon as you have selected an entry point. |
Note
Activate the category synchronization only when the structure of your product tree is final. Subsequent changes can lead to errors and duplicate categories, see the article Shopware 6: Managing product tree categories.
In the Stock area, you define how Xentral calculates the stock for Shopware.
Field name |
Description |
|---|---|
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Select Xentral warehouse |
One or more Xentral warehouses whose stock Xentral reports to Shopware. With multiple warehouses, Xentral adds up the stock. |
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Consider reservations |
A switch that controls whether Xentral deducts reservations from the physical stock. |
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Consider open orders |
A switch that controls whether Xentral deducts quantities from open sales orders from the physical stock. Depending on the project setting, open sales orders also lead to reservations. Activate only one of the two switches Consider reservations and Consider open orders. |
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Consider stock correction value |
A switch that controls whether Xentral subtracts or adds the stock correction value from the product. You can find the field in the product under Details > Online shop options. |
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Use pseudo stock number instead of real stock numbers |
A switch that controls whether Xentral reports the pseudo stock number from the product instead of the calculated stock. |
In the Orders area, you define how Xentral imports orders from Shopware and assigns customers, payments, shipping, and taxes.
Xentral automatically imports orders that meet all of these criteria:
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The order is not older than three days.
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The order was created after the order import was activated.
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The order has one of the payment statuses from Payment status for order import.
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The order comes from a sales channel from Sales channel selection, provided that you have selected sales channels there.
Field name |
Description |
|---|---|
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Payment status for order import |
One or more payment statuses from Shopware, e.g., paid, for which Xentral imports an order. Mandatory field. |
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Editor |
If needed, enter a name that Xentral enters as the editor in imported sales orders. |
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Sales channel selection |
Optional selection of the sales channels from which Xentral retrieves orders. Without a selection, Xentral retrieves orders from all sales channels. |
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Activate order status email notification |
A switch that controls whether Shopware sends the customer an email when Xentral sets the order to "in progress". |
Field name |
Description |
|---|---|
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Default project |
Xentral project that Xentral assigns to imported sales orders by default. |
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Sales channel <> Project assignment |
Table in which you assign a Xentral project to each Shopware sales channel. Xentral assigns the project during the import. If a sales channel is missing from the selection, you enter it manually. Mandatory field. |
Field name |
Description |
|---|---|
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Default payment method |
Xentral payment method that Xentral uses if Shopware does not pass a payment method. |
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Use default payment method even if no assignment is available? |
A switch that controls whether Xentral uses the default payment method even if the payment method from Shopware is not assigned. |
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Payment method assignment |
Table in which you assign a Xentral payment method to each Shopware payment method. Click on + Add group for additional rows. Mandatory field. |
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Payment methods without auto-shipment |
Xentral payment methods for which Xentral deactivates auto-shipment. You pass these sales orders to shipping manually. |
Field name |
Description |
|---|---|
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Which delivery terms should apply to the order import for this sales channel? |
Delivery term that Xentral enters in imported sales orders. The delivery term must be created in Xentral. Leave the field empty if you do not use delivery terms. |
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Default shipping method |
Xentral shipping method that Xentral uses if Shopware does not pass a shipping method. |
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Use default shipping method even if no assignment is available |
A switch that controls whether Xentral uses the default shipping method even if the shipping method from Shopware is not assigned. |
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Shipping methods assignment |
Table in which you assign a Xentral shipping method to each Shopware shipping method. Mandatory field. |
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Fast lane shipping methods |
Xentral shipping methods for which Xentral activates the fast lane, e.g., for express shipping. |
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Create receipts in auto dispatch |
Receipts that Xentral creates in auto-shipment. The following options are available: Create invoice only, Create delivery note only, and Create invoice and delivery note. Create invoice only is suitable, e.g., for a pickup process. |
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Shipping methods without auto-shipment |
Xentral shipping methods for which Xentral deactivates auto-shipment. |
Field name |
Description |
|---|---|
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Item number for shipping costs |
Postage item to which Xentral posts the shipping costs. You create postage items with the option Item is postage. Mandatory field. |
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Item number for discount |
Discount item to which Xentral posts coupons and discounts on the entire shopping cart. Xentral saves discounts on individual products separately. You create discount items with the option Item is discount. Mandatory field. |
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Country of the Xentral warehouse |
Country of your shipping warehouse so that Xentral calculates taxes correctly. Default: Germany. |
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Automatically mark VAT ID no. as checked |
A switch that controls whether Xentral marks the VAT ID no. of all imported sales orders as checked. Use it only if you already cover the check in Shopware. |
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Make taxation dependent on storage location |
A switch that controls whether Xentral calculates the sales tax according to the country of your warehouse location. In principle, sales tax is incurred in the buyer’s country (§ 3c UStG). If your annual EU-wide revenue from distance sales is below EUR 10,000, you may apply the tax rate of the country of your warehouse location instead. Activate the switch only in this case. |
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Set total amount |
A switch that controls whether Xentral takes over the total amount from Shopware instead of calculating it from the items. This way, you avoid rounding differences. |
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Maximum difference to the calculated total amount |
Permitted deviation between the Shopware amount and the calculated amount, default 0.05. If the difference is greater, Xentral does not fix the amount, enters "Online shop difference detected" in the sales order log, and stops auto-shipment. Appears when Set total amount is active. |
Note
If the shipping costs are always to come from Shopware, the postage item must not have a sales price. If the option Calculate postage is active in the basic settings of Xentral, Xentral otherwise takes over the sales price of the postage item.
Caution
If you sell products with a reduced tax rate, activate the module Split shipping so that Xentral calculates the correct tax rate for the shipping costs.
Important
If Automatically mark VAT ID no. as checked is active, Xentral always passes the criterion "VAT ID no. OK". In this case, make sure in Shopware that only orders from verified customers arrive.
Field name |
Description |
|---|---|
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Process comment from order? |
Define where Xentral writes the comment from the Shopware order. The following options are available: do not observe, write in free text, and write in internal description. Without a selection, Xentral ignores the comment. |
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Stop auto-shipping with comment? |
A switch that controls whether Xentral deactivates auto-shipment for sales orders with a comment. |
Field name |
Description |
|---|---|
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Customer creation |
Define how Xentral creates customers with a customer account in Shopware. The following options are available: assign customer from order to existing customer (default), Write each customer to default customer, and create each new customer. |
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Customer creation guest order |
Like Customer creation, but for orders without a customer account. |
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Customer assignment |
Characteristics by which Xentral finds an existing customer: Customer number, Mail address (default), and Name & address (default). Xentral checks in this order. |
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If no customer is found, then |
Define what happens if Xentral does not find a matching customer. The following options are available: Do not import order, Create new customer (default), and Write each customer to default customer. |
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Assign existing customers only within the project? |
A switch that controls whether Xentral searches only for customers in the project of the integration. As a rule, it remains deactivated. |
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Select default customer |
Customer to whom Xentral writes sales orders if you selected the option with the default customer above. |
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Customer group assignment |
Table in which you assign a Xentral group to each Shopware customer group. Xentral assigns the group to the customer during the import. |
Field name |
Description |
|---|---|
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Country assignment |
Table in which you assign a Xentral country to each Shopware country so that the correct country appears in the sales order. Mandatory field. |
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How should the order language from the sales channel be assigned in Xentral? |
Define how Xentral determines the language of the sales order. The following options are available: Automatically adopt language from sales channel and Manual assignment table. All languages must be created in Xentral in the Language list module. |
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Language assignment |
Table in which you assign a Xentral language to each Shopware language. Appears with Manual assignment table. |
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Adopt article description from Xentral |
A switch that controls whether Xentral uses the name from Xentral instead of the name from Shopware in the sales order items, e.g., if you use SEO names in the shop. |
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Adopt article description |
Define whether the sales order item contains a description. The following options are available: No article description (default), Article description from Xentral, and Item description from the sales channel. |
In the Prices area, you define the price that Xentral transfers to Shopware.
Field name |
Description |
|---|---|
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Customer group |
Customer group whose price Xentral transfers. Leave the field empty to transfer the default price. If you select a customer group, Xentral transfers only its price and does not fall back on the default price. |
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Currency assignment |
Table in which you assign a Shopware currency to each Xentral currency. Mandatory field. |
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Activate advanced pricing settings |
A switch that controls whether Xentral also transfers group prices, tiered prices, prices in additional currencies, and their validity. Requirement: Customer groups and currencies are assigned. |
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Update strategy |
Define how Xentral handles advanced prices in Shopware. The following options are available: I would also like to retain prices maintained in Shopware 6 (default) and I only want to maintain prices in Xentral. |
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How should the extended prices be assigned? |
Define where Xentral writes advanced prices. The following options are available: Assign customer groups from Xentral to the customer groups in the shop (default) and Assign customer groups from Xentral to the price rules in the shop. |
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Customer group assignment |
Table in which you assign a Shopware customer group to each Xentral customer group. Each Xentral customer group only once. |
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Assignment of the price rules |
Table in which you assign a Shopware price rule to each Xentral customer group. Each Xentral customer group only once. |
For how to select the matching assignment and transfer prices with validity, see the article Shopware 6: Managing advanced prices.
In the Order status & tracking area, you define when and how Xentral reports shipping and cancellations back to Shopware.
Field name |
Description |
|---|---|
|
Update strategy for order status & tracking export |
Time of the feedback. The following options are available: Update order status of all items as soon as the order is completed (default) and Update order status per item as soon as tracking information is available. |
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Reporting tracking information |
A switch that controls whether Xentral transfers tracking information to Shopware. Appears for Update order status of all items as soon as the order is completed; active by default. |
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Cancel orders automatically in the sales channel? |
A switch that controls whether Xentral also cancels sales orders in Shopware that you cancel in Xentral. Active by default. |
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Activate delivery status email notification |
A switch that controls whether Shopware sends the customer an email when the delivery has been shipped. |
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Activate order status email notification |
A switch that controls whether Shopware sends the customer an email when the order has been completed. |
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Activate order cancellation email notification |
A switch that controls whether Shopware sends the customer an email when the order has been canceled. |
Tip
If you want to transfer only the order status but no tracking information, select Update order status of all items as soon as the order is completed and deactivate Reporting tracking information.
In the Receipts area, you define whether Xentral transfers invoices to the order in Shopware. This way, your customers can retrieve the invoice in their Shopware customer account.
Field name |
Description |
|---|---|
|
Automatically transfer invoice documents as PDF |
A switch that controls whether Xentral transfers invoices as a PDF file to Shopware. |
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Mark receipt as "sent" in Shopware |
A switch that controls whether Shopware marks the transferred invoice as sent. |
Test the workflows before you activate them: Limit the product assignment to a few products, trigger individual records in the journal, and check the result in Shopware, see the article Shopware 6: Going live.