Automation via process starter – Xentral help center

Process automation is essential for making daily business operations more efficient and saving time. In Xentral, automated processes can be activated to perform calculations, for example. These processes can be configured to run either at a specific time or at set intervals.

The process automation feature in the Process starter module allows for the management of various actions, such as importing orders from online shops into Xentral, handling ready-to-ship orders within logistics processes, managing email communication with customers, and more.

Activation and configuration of process starters

The process automation can be accessed in the Settings > Administration > Process starter menu. Alternatively, the term Process starter can be entered in the Smart Search to open the menu.

Tip

In the Run times tab, the execution of the process starter can be reviewed. The executions are displayed graphically based on runtime.

If the runtime of a particular process takes too long, the input in the Period field should be checked and adjusted, especially for periodic process starters.

Execution of the process starter: Periodic or fixed time

Process Starters can be executed either at specific time intervals (periodically) or at a fixed time every day. It is important that the process starter aligns with the other settings in Xentral and that the intervals are coordinated. For example, when using a process starter for importing orders from sales platforms into Xentral, sufficient time should be allowed for this process starter to retrieve all orders from the platforms. Otherwise, additional processes or another retrieval attempt for this process starter may be stopped. While one process is running, all further processes will be processed afterward based on priority.

Note

Example settings for a periodic process starter:

Type: Periodic
Day of the week: Every day
Period: Specified in minutes, e.g., 1, 5, or 10 (for shops with shipments before noon, twice a day may be sufficient)

(2) Example setting of a 'process start at fixed time:

Type: Fixed time
Day of the week: Every day or a specific weekday
Start time: Time of day, e.g. current date and execution at 3:00 PM

Process starter limitations

To prevent system overload, the number of simultaneously running processes can be limited. This setting can be found in the menu under Settings > Administration > System Settings in the Accelerations/Limitations section with the option Limit process starter.

Overview of Process starters

Below is an overview of typical process starters with corresponding explanations.

Important

When setting up process starters, always ensure that the correct parameters are specified. The parameters, as well as other important notes and restrictions, can be found in the tables in the following sections.

Process automation for logistics
Shop systems and marketplace automation
Process automation for receipts
Items, Stock Value, Production, Dropshipping Process Automation
Accounting, Taxation, Currency, Reporting Process Automation
Email process automation
System, system information Process automation
3rd party process automation
Other process automation

Process automation for logistics

These process starters control your logistics process by first checking the availability of inventory and updating the order indicators accordingly. Then, your ready-to-ship orders are (automatically) handed over to logistics, sorted by priority or specific criteria. In the warehouse, the orders can then be processed at set intervals and prepared for shipping.

Process starter	Parameter	Process automation
Sales order inventory check	auftraglagercheck	A process starter with the parameter auftraglagercheck checks and updates the inventory status of orders that are marked as "out of stock" by specifically recalculating the orange inventory status indicator. Warning Do not use this process starter in combination with the Pick list profiles module in Xentral, as this may lead to increased system load and longer execution times for individual processes.
Calculate automatic shipping	autoversand_berechnung	A process starter with the parameter autoversand_berechnung automatically updates the order status indicators for auto-shipping, including checking stock availability, postage, and incoming payments for prepayments. It checks all indicators regardless of their current status and also performs price calculations, including updating orders and calculating contribution margins.
Calculate manual shipping	autoversand_manuell	When clicking on Start auto-shipping within an order, this process starter loads verified orders (with a green status indicator) into a queue and continuously hands them over to auto-shipping. With high order volumes, this process starter prevents server timeouts. Caution The process starters autoversand_manuell and autoversand_plus cannot be used simultaneously.
Auto shipping Plus	autoversand_plus	A process starter with the parameter autoversand_plus eliminates the need for manually executing the Start auto-shipping option. All approved orders with the status auto-shipping OK are continuously handed over to auto-shipping in the background. Caution The process starters autoversand_manuell and autoversand_plus cannot be used simultaneously. Order status indicators are automatically calculated using the autoversand_plus process starter through a preceding process, optimizing performance. Always set a specific execution time for this process starter. If you choose a periodic execution instead, you must set an interval of at least 31 minutes. If a shorter interval is selected, the process starter will not be executed.
Batches (picklist profile)	batches	The process starter with the parameter batches controls the module Pick list orofiles for the creation and transfer of pick lists, which are created according to defined rules. It makes it possible to sort ready-to-ship orders by sales channel, item quantity and other criteria and transferring them to auto-shipping. Caution When using this process starter, no other process starters should be active. Use only the Pick list Profiles module for managing and creating pick lists. You can set up a dedicated pick list profile to clean up leftover individual orders in the evening to optimize system performance and not affect other processes.
Transfer module (Fulfilment, transfer, EDI, XML)	api_uebertragungen	Enables automatic transfer of delivery bills, invoices, etc. to fulfilment service providers or partners.

Shop systems and marketplace automation

The seamless import of orders received through shop systems and marketplaces is crucial for the smooth processing of these orders in Xentral.The following process starters not only help you automate order imports but also provide options for automating shipping confirmations, inventory updates, and payment report submissions for platforms like Amazon. Additionally, the process starter artikeluebertragen is essential if you sell your products on marketplaces or through other shop systems.

Process starter	Parameter	Process automation
Export addresses to the shop	shopexport_adressexport	Exports addresses to the connected shops. Address export to shops is not possible for all shop interfaces. For the export to take place, the addresses to be transferred must be added under Address transfer in the shop interface. Manual address export must be enabled in the shop interface. Please note that the address in the address master must include an email address.
Amazon	amazon	The process starter Amazon takes over the following tasks:Functions of the Amazon Seller AppCollect and process reports from Amazon (e.g. payment reports, stock count reports, etc.)Requests from Xentral to Amazon for item creation, stock count feedback and shipping feedback Fetching and processing reports from Amazon Shipping notification Feedback of inventory Requests from Xentral to Amazon when creating products Warning This process starter must not be executed more than once every 10 minutes, since Amazon might not be able to process the requests faster in certain circumstances.
Transfer products	artikeluebertragen	Exports all items to the shop that have been loaded into the list under Settings > Sell > Stores/Marketplaces > Shops & Marketplaces overview > Select shop > Tab: Item transfer. The process starter checks if there are items in the list and transfers them.
Import products	getarticles	Successively imports all products from an online shop or updates them after the import was triggered in the online shop with the button Get item list (not available for all store interfaces).
Order import from the shop / shop importer	shopimport	This process starter enables the automatic collection of orders, e.g. from online stores or other connected systems. Caution As long as it is executed, this process starter blocks the manual pick-up of orders. We recommend that you select the interval for execution in a way that it does not run continuously if you want to be able to import orders manually from time. The process starter is activated automatically as soon as at least one shop is switched to automatic import.
Provision of product feed Manomano	artikelfeed_manomano	This process starter builds up a CSV file from the article master files of Xentral, which later contains all articles that are linked to Mano Mano in the item master data, allow stock number sync and are not deleted or locked. The process starter then stores the CSV file in the path set in the shop interface. From there, Manomano can pick up the CSV file.
eBay batch processing	ebay_bulkjobs	Bundles the accumulated changes/requests into a job and sends them to eBay.You can check the logging in the eBay app to see which inventory level was reported for which item and whether the report was successful.
Shopware6 Batch processing	shopware6_bulkjob	Synchronizes stock numbers and prices asynchronously when item transfer is disabled in the shop importer interface. For more information, see this article.
Stock numbers Shop synchronization	lagerzahlen	Settings for automatic synchronization of stock numbers for online stores. This process starter reports inventory levels back to the shop at a fixed interval. The online shop usually reduces its stock level automatically when customer orders are received. Xentral compares the last reported inventory level with that of the shop. If there are discrepancies, the new inventory level is adjusted. The sellable quantity of the item is transferred from the item master, ensuring that all reservations are taken into account. If you want to retransmit the inventory levels of all items at once, you can clear the inventory cache in the Transfers module.
Online shop background tasks	onlineshops_tasks	The Online Shop Background Tasks process starter carries out the following tasks after connecting an online store: Import of item lists Import of category tree If the item tree is transferred or the item list is retrieved in an importer, these tasks are added to the queue of the database table named onlineshops_tasks. The process starter processes the table and executes any pending tasks.
Shop feedback	shop_rueckmeldungen	Reports the order status and, if applicable, the tracking number of the shipping service provider of shipped orders back to the online store from which they were imported.
Shop import old orders	shopimport_auftragarchiv	Gradually retrieves old orders from a connected online shop when the retrieval is triggered via the Import old orders button. Note that retrieving old orders is not possible for all shop interfaces offered by Xentral.
Shop import Check unpaid orders	shopimport_checkorder	This process starter checks whether the sales transaction was subsequently completed on eBay.
Spryker batch processing	spryker_task	Reports updated order statuses, shipment tracking numbers of shipped shipments, and stock numbers of items back to the store.

Process automation for receipts

Xentral offers you various options to automate the import, creation, batch processing, and archiving of receipts. You can find all available process starters for handling these tasks in the table.

Process starter	Parameter	Process automation
Voucher import	belegeimport	Imports old vouchers (orders, delivery bills, invoices, etc.) via CSV to Xentral.
Complete purchase orders automatically	bestellungabschliessen	If the option Complete orders automatically is activated in the Settings > Administration > System settings menu, the process starter checks the open purchase orders. If there are orders that have already been delivered in full, they will be set to the status completed.
Documents batch processing	documentbatches	Performs batch processing of sales orders to invoices.
PDF archiving	pdfarchiv_app	Archiving of documents, such as all invoices, all credit notes, etc. The function creates a folder with all documents from Xentral during this period, which is offered for download after completion.
Receipt of payment (live import)	Receipt of payment	Allows you to trigger the live import of account activities automatically after successful business account connection (except for CSV imports). The setting can be carried out per business account. More information on business accounts is available in this article.

Items, Stock Value, Production, Dropshipping Process Automation

Inventory levels and other important logistics values often change by the minute. To stay on top of things and always work with up-to-date figures and processes, you can also use various process starters. They handle inventory data updates, warehouse value calculations, production processes, and other tasks for you.

Process starter	Parameter	Process automation
Products cache	artikelcache	Updates the inventory data in Xentral in several places, such as the display of the optionally adjustable column Stock in the article overview. In addition, inventory displays are also updated in the sales order overview.
Dropshipping warehouse	dropshippinglager	Automatically checks the open sales orders in the background for items that are stored in a dropshipping warehouse. If orders are found, a partial order is automatically created from them.
Import template	importvorlage	Runs the Import template module and its predefined import templates.
Stock value calculation	lagerwert	Sets the stock value for all stock items per day, so that the value can be viewed in the Stock calculation section.
Recalculate production	produktion_berechnen	Recalculates production based on up-to-date figures.

Accounting, Taxation, Currency, Reporting Process Automation

Whether you work with subscriptions in Xentral, want to reliably keep exchange rates up to date, or easily import incoming payments from your business accounts – with various process starters, you also have the opportunity to automate your workflows as much as possible.

Process starter	Parameter	Process automation
Subscription run background task	rechnungslauf	Starts the payroll run for subscriptions as a background task.
Manual subscription run	rechnungslauf_manual	Processes the triggered invoice runs step by step (similar to the process starter autoversand_manuell). In the standard process, the subscription run are first placed in a queue and are gradually handled by this process starter. If the number of subscription runs is low, this process starter can also be deactivated to speed up the process.
Transfer Reports FTP (new module 2024)	report_transfer_ftp	Regularly sends reports via FTP marked for FTP transmission. Note This process starter can only be used in connection with the new reporting module. More information is available in this article.
Dunning check (in the background)	mahnwesencheck	This process starter performs regular pre-calculations to avoid a timeout error when starting the dunning system. We especially recommend using this process starter in case you issue a high number of invoices in a short period of time or for classic e-commerce with many, small and fast-moving products.
Overpaid invoices	overpaid invoices	List and calculate all invoices that have been overpaid.
Sales statistics	umsatzstatistik	Creation and calculation of detailed sales statistics in the Reporting > Revenue statistics menu.
Currency Conversion Rate from ECB	Pick up currency	This process starter gets the current currency rates for the currencies that you have created in the Currency Conversion module from the ECB.
Receipt of payment (live import)	Receipt of payment	Allows you to trigger the live import of account activities automatically after successful business account connection (except for CSV imports). The setting can be carried out per business account. More information on business accounts is available in this article.

Email process automation

The following process starters allow you to precisely control which emails are sent to your customers and at what time. For example, you can fully automate the sending of payment reminders to your customers. You can also use these process starters effectively in your daily business operations by automatically sending order proposals via email, reminding your employees of existing tasks or resubmissions, or automatically importing your customers' emails into the Xentral ticket system.

Process starter	Parameter	Process automation
Tasks reminder	aufgabenmails	Settings for the automatic email reminder function for tasks in the Team > Tasks menu.
Purchase order proposal mail	bestellvorschlagemail	Checks for which production lines more products need to be ordered, and sends the corresponding purchase order proposal via email.
Pick up emails	emailbackup	Settings for automatic email fetching and sending automatic responses in the menu Settings > Basic settings > Email > Email accounts.
Follow-up confirmation	folgebestaetigung	This process starter is executed at a fixed set time and sends an automatic email to customers if the goods have not yet been shipped. The follow-up confirmation is a separate type in the business letter templates and is defined in the Business Letter Templates module. Furthermore, an email address from which emails can be sent must be saved in the Email accounts module. SMTP must be activated for this address, and the corresponding settings must be filled out. This address must be identical to the default email address in the basic settings. The delivery date displayed on the business letter template refers to the requested delivery date set in the order. Potential delivery dates from purchase orders are not taken into account. The follow-up confirmation can be activated per project. To do this, open the menu Settings > Basic Settings > Projects > Open project > Tab: Logistics/Shipping > Section: Options and activate the option Follow-up confirmation. Warning This process starter only works if you select the type Time in the settings. Periodic execution is not possible.
Tickets	tickets	This process starter automatically imports emails into the ticket system in the Team > Tickets menu. The email accounts for the ticket system are created in the Settings > Basic settings > Email > Email accounts menu.
Tickets (GMail)	tickets_google	This process starter automatically imports GoogleMail tickets into the ticket system in the Team > Tickets menu. The email accounts for the ticket system are created in the Settings > Basic settings > Email > Email accounts menu.
Delivery mails and feedback	versandmailsundrueckmeldung	Completes delivery notes and sends the respective emails to customers.
Follow-up notification	wiedervorlage	Reminds the employee internally about follow-ups.
Payment notification email dispatch	zahlungsavis_mailausgang	Sends payment advices to be sent from the overview, added to an internal list as an alternative to printing.
Payment email	zahlungsmail	Sends automatic payment reminders to customers after the set number of days. By default, this process starter is set up so that the first email is sent after 6 days, the second one after 11 days in case no payment has been made at those points. You can adjust these time intervals according to your wishes in the Accounting > Dunning > Tab: Settings menu. Also note the following prerequisites so that this process starter runs smoothly and emails are reliably sent. The sales orders in question need to have the payment method Payment in advance. In the Settings > Basic settings > Projects > Open project > Settings > Tab: Basic settings > Section: Accounting, the option Payment email must be activated The email address of the customer must be available either in the contact master data or in the sales order In the Business letter templates menu, an email template of the type Zahlungmiss has to be created and saved

System, system information Process automation

In Xentral, specific process automations help optimize system monitoring and data integrity. The process starter SystemHealth plays a central role by continuously monitoring the state of your system and centrally identifying errors in transfers or when printing pick lists. The process starter Check duplicate numbers, in turn, ensures that there are no duplicate customer, item or invoice numbers, reporting any duplicates found to facilitate their correction.

Process starter	Parameter	Process automation
Backup	backup	Regularly executes a backup of Xentral in the background.
Cleaner	cleaner	Performs a cleanup of outdated system files and deletes them from Xentral.
Check duplicate numbers	doppeltenummerncheck	Regularly checks if there are duplicate customer, item, or invoice/credit numbers in Xentral. If duplicate numbers have been found, a red warning message is displayed at the top of Xentral, including a link to the Duplicate Numbers module so that you can correct the duplication manually.
FTP backup	ftpbackup	Starts an automatic FTP backup.
Log Cleaner	log_cleaner	Clears the log tables.
Supersearch diff indexing	supersearch_index_diff	Fills the index of the search.
Supersearch full indexing	supersearch_index_full	Fills the index of the search.
System health	systemhealth	Checks the system health status as defined by the criteria selected in the System health module.

3rd party process automation

3rd party process automations in Xentral simplify interaction with specialized external services to make your business operations more effective. To name just a few examples: The process starter HubSpot Data Sync lets you automatically update your customer information in your CRM, while the process starter Taxdoo sync automates the transfer of order data for tax purposes. These integrations help you keep your systems in sync and reduce workload through automation.

Process starter	Parameter	Process automation
AmaInvoice	amainvoice	Starts the payroll run for subscriptions as a background task.
Provision of product feed Manomano	artikelfeed_manomano	This process starter builds up a CSV file from the aitem master files of Xentral, which later contains all articles that are linked to Manomano in Xentral. The process starter then stores the CSV file in the path defined in the shop interface. From there, Manomano can pick up the CSV file.
Dataprotect	dataprotect_delete	Deletes content relevant with respect to data protection.
HubSpot Data Sync	hubspot_pull_contacts	This process starter allows you to synchronize and exchange data between HubSpot and Xentral. It supports the import of new or updated contacts and addresses from HubSpot to Xentral as well as the export of data from Xentral to HubSpot. If Deal Sync is enabled, your approved orders will be transferred to HubSpot as won deals. The synchronization is carried out once a day by default, but can be adjusted to 1-3 times a day as needed. For immediate updates, you can always use the button for manual import in the HubSpot module, which allows for a secure and immediate data update.
Internetmarke: update product list	internetmarke	Updates the Deutsche Post product list and postage prices for the Internetmarke interface in the set period.
Openstreetmap	openstreetmap	Fills the geographic information into the corresponding fields in the menu Sell > Contacts > Open address > Tab: Other data.
Parcel label tracking download	wgettracking	Attempts to retrieve DHL parcel tracking information and store it in Xentral.
Paqato sync	paqato	Executes processes related to Paqato and ensures error-free operation of the module. For questions about the Paqato module, please contact Paqato.
Pipedrive process queues	pipedrive_process	Processes the queue for the Pipedrive module.
SevenSenders tracking update	sevensenders	Updates the parcel tracking information with SevenSenders.
Taxdoo	taxdoo	Transfers orders in the set period to Taxdoo, if the transfer was triggered in the Taxdoo interface.

Other process automation

Process starter	Parameter	Process automation
Chat notifications	chat	Sends email notifications for unread chat messages.
Individual shipping transfer	singleshipment	Scans all sales orders that have not yet been shipped manually in case those orders have corresponding entries in the singleshipment_order table.
Google calendar import	google_calendar_import	Regularly performs a large import including all appointments for the previoius week and the next 3 weeks.
Calendar reminder	kalender	When executed, this process starter sends a reminder to all users assigned to a pending calendar entry. In the calendar entry, you can activate the Reminder option so that reminders are sent for this entry.

Activation and configuration of process starters

Tip

Execution of the process starter: Periodic or fixed time

Note

Process starter limitations

Overview of Process starters

Important

Process automation for logistics

Warning

Caution

Caution

Caution

Shop systems and marketplace automation

Warning

Caution

Process automation for receipts

Items, Stock Value, Production, Dropshipping Process Automation

Accounting, Taxation, Currency, Reporting Process Automation

Note

Email process automation

Warning

System, system information Process automation

3rd party process automation

Other process automation

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