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Shipcloud integration

  • Updated

This article contains all important information for integrating the shipping platform Shipcloud in Xentral.

If you already have existing contracts with one or more shipping service providers, you can simply add those contracts in Shipcloud. To do so, contact support@shipcloud.io after registering with Shipcloud. It is also possible to use specific Shipcloud contracts that allow you to start collaborating with various shipping service providers without having to set up direct contracts.

The integration of Shipcloud in Xentral works simply by creating a shipping method in Xentral and setting it up using your Shipcloud login data. When you start creating shipping labels with the shipping method Shipcloud later, Xentral requests the shipping label from the Shipcloud API. It only takes a few seconds until the shipping label is available directly in Xentral and can be printed out. Afterwards, you carry out the remaining shipping process directly in Xentral as usual.

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Note

Are you not working with Shipcloud yet or do you wish to gain more insight into the available features and advantages of this solution? Then visit Shipcloud here to learn more about a possible cooperation and request a free test version. A Shipcloud account is mandatory for using the integration in Xentral.

When should I use Shipcloud?

Below, we have listed some reasons that might make the integration of Shipcloud in Xentral a good choice, depending on your own workflows and business needs.

  • Variety of shipping service providers: Do you already have existing contracts with one or multiple shipping service providers? In this case, integrating Shipcloud allows for a much better overview. You can also use your Shipcloud account to integrate shipping service providers that do not have a direct interface to Xentral.

  • Transparency for tracking: Shipcloud allows you to set up customized shipping announcements so that your customers stay up-to-date on the status of their deliveries at all times.

  • Potential for custom developments: For technically advanced users or IT departments, Shipcloud offers a variety of possibilities to use the Shipcloud API, allowing you to realize complex workflows that deviate from industry standards.

Note

Typical use cases:

  • You wish to integrate shipping methods that are not directly supported by Xentral (e.g. Angel, Sendia, Cargo International).

  • If you are a fulfillment service provider using a multitude of shipping methods and contracts, using Shipcloud to manage and integrate those providers might be advantageous.

  • Shipcloud offers extended services that can only be used via the Shipcloud customer portal. To make full use of those extended services, you as a user need to access two systems at once.

Connecting Shipcloud to Xentral

To use Shipcloud in Xentral, you first create a new shipping method. Then, you use your Shipcloud credentials to set up the shipping method.

Important

An active contract with Shipcloud is mandatory for integrating Shipcloud. Otherwise, the API key required for the setup in Xentral are not available to you. Below, we explain how to access the API key in detail.

Accessing login data in Shipcloud

The API key is the only credential required for setting up the shipping method in Xentral. Proceed as described below to access the API key in your Shipcloud account:

  1. Log into the Shipcloud customer portal.

  2. At the top right, click on your User name and then on API key.

    shipcloud_1-de.png

  3. Copy the API key from the corresponding field.

    Shipcloud-3.png

Creating the shipping method and carrying out basic settings

In this next step, you create a new shipping method in Xentral and enter the API key that you have copied from the Shipcloud customer portal as outlined above.

  1. Use the Smart Search to search for Shipping methods,

  2. Click on + NEW in the upper right corner.

  3. Click on Shipcloud.

  4. Paste the API key that you have previously copied from the Shipcloud customer portal in the Shipcloud API key field.

    shipcloud_zugangsdaten_1-de_png_.png

  5. Click on Continue.

  6. In the drop-down menu Product, select the shipping service provider that you have integrated via Shipcloud.

    Important

    For each shipping service provider, a separate shipping method Shipcloud needs to be created in Xentral. In this example, we are selecting the shipping service provider DHL. Make sure that you repeat the steps for creating a shipping method later in case you are using multiple shipping service providers via Shipcloud.

  7. Click on Continue.

  8. In the next step, carry out the following settings:

    • Project filter (optional): Specify a project if you want to use a different printer for the shipping label per sales channel.

    • Printer: Select the printer that should be used for the shipping label.

    • Export printer: Select the printer that should be used for the customs documents for export shipments.

      shipcloud_druckereinstellungen-de.png

  9. Click on Continue.

    The shipping method is now saved in Xentral.

After carrying out the settings described above, you can now either carry out further expert settings or go directly to a delivery note to create a shipping label for test purposes.

Carrying out additional settings

If you have already set up Shipcloud as a shipping method or the basic settings described above are not sufficient for your requirements, you can carry out additional settings for the shipping method in expert mode.

  1. Use the Smart Search to search for Shipping methods,

  2. Click on the pencil icon on the right of the shipping method for which you want to carry out settings.

  3. In the Expert settings section, activate the Show additional settings option.

  4. Carry out the settings. The following table contains more detailed information on the available options.

  5. Click on Save.

Important

In any case, start by pasting the API key from the Shipcloud customer portal in the API key field and click on Save. After completing this step, you can carry out the rest of the settings. This chapter explains how you access the API key.

Setting

Explanation

Designation

Here you can find the name of the shipping method, as it is displayed in Xentral, for example during order processing. The designation is only visible to you and your employees.

Make sure that each designation exists only once in Xentral so that the shipping method can always be uniquely identified.

Type

This is an internal field label that is required for mapping to your online stores and other sales platforms. If you are using multiple shipping service providers via Shipcloud, you need to create a separate shipping method for each of these providers in Xentral. To do so, use the following unique designations for the Type field:

  • Angel → angel_de

  • Cargo International → cargo_international

  • Deutsche Post → dpag

  • DHL → dhl

  • DHL Express → dhl_express

  • DPD → dpd

  • FedEx → fedex

  • GLS → gls

  • Hermes → hermes

  • iIoxx → iloxx

  • PARCEL.ONE → parcel_one

  • Seven Senders → seven_senders

  • TNT → tnt

  • UPS → ups

Tip

Are you missing a shipping service provider in this list? Then, contact the Xentral support team to learn about the required type.

Module

Specify the appropriate Xentral module here. In this case, it is Shipcloud. It is also possible to assign a different module to the shipping method. Note, however, that all existing settings will be lost and the module name will update in editable receipts if you make a change here.

Project

Optionally, specify a project assignment. This is required if you want to limit the shipping method to a specific sales channel or project (for example, a specific branch office). If not, this field remains empty and therefore applies to all projects and user groups.

Active

Activate this option after you have carried all the necessary settings for the shipping method.

Note

You can deactivate shipping methods that are no longer in use later. Note, however, that deactivated shipping methods will only be displayed in documents that have already been created. In newly created documents and in user interfaces such as the order overview or in the customer data, a deactivated shipping method is no longer available for selection. You can also delete shipping methods. However, this will also delete the shipping history. Therefore, you should only delete incorrectly created shipping methods that you have not used productively.

No postage check

Use this option to disable the postage check in the order for the order traffic light. If the postage check remains active, a red traffic light icon is generated for orders as soon as at least one postage item is not included in the sales order. This usually prevents the postage item from being forgotten during manual order creation.

Consider whether you want to activate or deactivate this option based on your own workflows and how you work with Xentral. If you typically create many orders manually in Xentral, it may be useful not to activate this option, so that the postage is always reliably included in the sales order, especially for high-priced products or international shipments.

Printer shipping label

Select the printer you want to use by default for the shipping labels from the drop-down menu. Note that only printers that you have already set up in Xentral can be selected here. Depending on how and where the shipping process is handled in your company, you can choose exactly the printer you need here - whether directly at your desk or at the packing table in the warehouse.

Printer export

From the drop-down menu, select the printer to use by default for customs forms (CN23).

Note

Note that this setting if only relevant for you if you are processing export shipments to countries outside the European Union with one of the shipping service providers integrated via Shipcloud.

Shipping email to buyer

Determine rules regarding the way shipping notifications should be sent to your customers by email as soon as the shipment is on its way. The following three options are available:

Default behavior: The existing logistics settings from the project are used. You can carry out these settings in the Settings > Basic Settings > Projects > Open Project > Tab: Settings > Tab: Logistics / Shipping menu. In the Stage 1 (Pick/Order Picking) and Stage 2 (Pack) sections, you can activate the check boxes named Email to inform your customers about the status of order processing.

No shipping mail: No shipping information will be sent by email for this shipping method.

Custom text template: For this shipping method, the selected text template will be sent via email. You need to create this template in advance in the Settings > Basic Settings > Receipts > Text templates menu. Then select the desired template from the Text template drop-down menu. This selection will not use the project’s logistics settings for this shipping method.

Deliveries supported

When setting up the Shipcloud shipping method, this option is activated by default. Once you have carried out all the other necessary settings and set the shipping method to Active, you can select the shipping method in sales orders, delivery notes and in the dispatch center. This allows you to manually select the shipping method during all important steps of order processing in Xentral.

Returns supported

Activate this option to allow for the creation of returns for sales orders that were originally created with the shipping method Shipcloud.

Preferred return shipping method

Select a preferred shipping method for returns. If you create a return for a sales order in with the shipping method Shipcloud in Xentral, the shipping method selected here is automatically preselected in the return order. This setting applies to cases where you manually create returns in Xentral and also generate the return shipping yourself and send it to your customers.

API Key

Enter the API key from the Shipcloud customer portal and click on Save below. Further settings will be possible once you have completed this step. This chapter explains how you access the API key.

Default height / Default width / Default length

Enter the default dimensions of your shipments in cm. This data is automatically inserted later during the creation of the shipping label in the so-called parcel label dialog.

Use sender from settings

Decide which sender address should be printed on your Shipcloud shipping labels.

Option 1: You leave this option deactivated. In this case, the sender address that you have determined under Configurations > Shipping Addresses in the Shipcloud customer portal. You do not need to enter any sender address information in the subsequent fields.

Option 2: You activate this option. This allows you to print a different sender address on the shipping label. In this case, you have to enter the desired sender information in the subsequent fields.

Important

Note that you can also enter different sender addresses as well as dedicated returns addresses in the Shipcloud customer portal (Configurations > Shipping Addresses). Decide in advance which sender addresses and returns addresses are really needed and in productive use. Make sure that the information saved in the settings of the shipping method in Xentral is not conflicting with the information saved in the Shipcloud customer portal to avoid errors.

Sender contact person name / surname / street / house number / ZIP code / place / country / state / email / phone

These fields only need to be filled in if you have activated the previous option Use sender from settings. Enter the address data of the desired sender address here.

Important

In the Country field, data is expected to be entered in ISO format (usually 2-digit). If you do not stick to this format, errors will occur during shipping label creation.

Product

Select the shipping service provider that you are using via Shipcloud to apply it for the shipping method.

If you are using multiple shipping methods via Shipcloud, note that you need to create multiple shipping methods in Xentral as well. Effectively, these shipping methods only differ by the information in the Designation, Type and Product fields.

Service

This setting allows you to select an additional shipping service and thus saving it permanently in the shipping method Shipcloud.

Important

This setting only applies for the shipping service providers DHL and DPD. No selection is possible for other shipping service providers.

Minimum weight

Enter the required minimum weight of your shipments here. Any value greater than 0 is allowed. This setting is optional and may also differ according to the shipping service provider that you have integrated via Shipcloud. When in doubt, contact your Shipcloud account manager or Xentral support to learn more about the required input for this field.

Adjust weight in

To create the shipping label, an accurate calculation of the total weight of the shipment including packaging material is required. Xentral, automatically calculates the shipment weight in the background by adding up the total weight of the items included in the sales order. The present option adds a weight specified by you. This creates a total value for the shipping declaration, which is taken into account when creating the shipping label and automatically reported to the shipping service provider. Decide whether the additional weight of the packaging material should be expressed in kg or %. Use the following setting called Adjust weight to define the extra weight more precisely.

Adjust weight to

This setting allows you to specify your details for the Adjust weight in setting. Enter the additional weight of the shipment in kilograms or percentages here, depending on the previous selection. Which calculation method and which specific values you choose depends on the packaging type of your products and the packaging materials you use.

Tracking no. from position

To make sure that the tracking number is applied correctly, you need to specify the correct position of the tracking number in the Shipcloud shipping method. The number of characters entered here will be cut off from the tracking number (e.g. in case of 4 and abcdef, ef remains).

Tracking no. length

Enter the number of characters of the tracking number. If you leave the field empty, the tracking number will be applied completely (including all characters).

Disable additional service advance notification

Activate this option to deactivate the automatic parcel announcement that Shipcloud usually sends to your customers.

Apply tracking

Activate this option to save the tracking number in Xentral directly to the corresponding sales order after the shipping label has been created. This means that the tracking number is permanently saved in your system and you do not have to rescan the shipping label after creation to record this data in Xentral.

DPD Food

This setting only needs to be activated if you are using the grocery shipping service DPD Food via Shipcloud. You can only activate this setting if you have selected the option DPD for the Product setting and if you have deactivated the setting Disable additional service advance notification.

Printing shipping labels

Once you have carried out all the settings as described above, you can test the shipping label printing in the dispatch center or in an individual delivery note. To do so, proceed as follows.

  1. Click on the pencil icon on the right to open a delivery note in the Stock > Delivery note menu.

  2. Open the Details tab.

  3. Scroll down until you reach the Delivery note section.

  4. Select the Shipcloud shipping method from the Shipping method drop-down menu.

  5. Click on Save. You will then be redirected to the Parcel label tab of the delivery note. Adjust the address details, if required.

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  6. Click on Print shipping label.

  7. Download the shipping label. Then you can open it and check for any errors.

Important

After your test print is complete, you can cancel the parcel label in your Shipcloud account. To do so, proceed as follows.

  1. Log into the Shipcloud customer portal.

  2. In the menu to the left, click on Shipping and then on Shipments.

  3. Click on the red trash icon to the right of the shipping label that you wish to cancel.

    The shipping label is cancelled and will not be billed.

Frequent error messages and solutions

In this chapter, we have listed the error messages that can occur when using the Shipcloud shipping method in Xentral.

Error message

Explanation

Sender: country [XY] cannot be mapped to a known ISO country code

This error message occurs if you have activated the option Use sender from settings in the settings of the shipping method, but have not entered an ISO code in the Country field of the sender address. Enter the country of the sender address as two-digit ISO code in the Country field. Finally, click on Save. You should now be able to create the desired shipping label.

Module does not exist

This error message may occur during creation of the shipping method Shipcloud in Xentral and essentially stops you from carrying out further settings for the shipping method.

To work around this potential error and continue the setup, click on Expert mode right at the beginning so you can access the settings for the shipping method.

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From can't be

This error message occurs during creation of the shipping label. Make sure that you have added a sender address in the Shipcloud customer portal both in live mode and in sandbox bode. If needed, complete the settings. Afterwards, you should be able to create the shipping label in Xentral as usual.

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