If you want to connect a fulfillment or logistics service provider to Xentral and wonder what you need to do about it, this article will tell you which steps are part of the basic setup and which specific settings you need to carry out in Xentral to ensure a smooth data exchange.
Important
Make sure you have completed the following tasks before working with the Transfers module in Xentral and carrying out the first settings:
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You have chosen a fulfillment or logistics service provider and contractually regulated your cooperation
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You have access to a suitable FTP server (provided by you or your service provider depending on the workflow) through which the data exchange will take place
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You have decided which steps of your logistics process will be outsourced and determined exactly how the order processing processes will work in your own company
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Your employees have been informed about the logistics process and were trained accordingly
After you have completed the above preparations, you can start carrying out the necessary settings in your system. The following chapters provide detailed instructions on each step.
Tip
Video tutorial: Your head start on settings for fulfillment integrations
Are you looking for a quick overview on the preparatory settings for fulfillment integrations in Xentral? Then, our video tutorial is exactly right for you. Take a look right away!
When connecting a fulfillment service provider to Xentral for the first time, it is important to carry out the settings in exactly the same order as they are described in the following chapters.
If you have already completed some steps or would like to read up on specific information, simply click on one of the following links to quickly access the appropriate chapter.
The first step is to activate a so-called cron job in the Process starter module. Cronjobs (sometimes referred to as Processes in Xentral) are used to perform certain actions at regular intervals, so for regular data exchange between your Xentral system and the interface of your fulfillment service provider, you need to activate the required process in Xentral.
Proceed as described below to activate the process:
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Open the Settings > Administration > Process Starter menu.
Or: Use the Smart Search to search for the term Process starter.
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Find the entry Uebertragungen (Fulfillment, Übertragen, EDI, XML) with the parameter api_uebertragungen in the list.
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Click on the pencil icon to open the process settings.
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For the setting Type, select the option Periodically from the drop-down menu.
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Optional: Change the time interval (in minutes) for the execution of the process in the Period field. The value 10 is entered by default. This means that the receipts of your transfers will be imported and exported once every 10 minutes.
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Activate the Active option.
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Click on Save.
Note
If you need more information about processes and process starters, check out thearticle about this topic to learn more.
Tip
Video tutorial: Your head start on creating the API account
The following steps for creating the API account are also shown in our video tutorial. Take a look right away!
The API account is the technical basis for data transfer between your Xentral system and your fulfillment service provider. This is why you need to create at least one API account for communication to take place.
Important
In order for transfers to be created in Xentral and for data exchange to take place, an API account must be created as described below and the account must have a name. Any other settings on the API account itself, such as permissions, are not relevant to how transfers work and do not necessarily need to be carried out.
Proceed as described below to create an API account:
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Open the Settings > Administration > Data exchange > APIs menu.
Or: Use the Smart Search to search for the term APIs.
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In the upper right corner, click on Add transfer account.
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Place a check mark for the Active option.
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In the Designation field, enter a unique name to the API account so you can identify it.
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Optional: In the Permissions section, determine the permissions for the API account. We recommend that you click on the Activate al button to grant all available permissions. Of course, you can also grant exactly the permissions you need, depending on the use case by activating the individual permissions.
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Click on Save.
Now you create a separate project to work with your fulfillment service provider so that orders to be processed are transferred correctly. It is particularly important that you set up the appropriate logistics process in this project.
Proceed as described below to create the project:
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Open the Settings > General settings > Projects menu.
Or: Use the Smart Search to search for the term Projects.
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In the upper right corner, click on + NEW.
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Select the option Create a new project and then click on Next.
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Enter an appropriate Name for the project.
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Enter an Identifier for the project.
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Click on Next.
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Open the Settings tab and then click on Logistics / shipping.
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Select the desired picking procedure.
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If you want items with BBD and batch information to be processed by the fulfillment service provider, select the option Simple stock retrieval and scanning in the dispatch center.
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If you do not use BBD and batch management for your items, select the option Simple stock retrieval without further process.
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Scroll down and click on Save.
Stocks that are managed by your fulfillment service provider are typically not present in your own warehouse, so it’s all the more important that the items that are stored externally are maintained in their own virtual warehouse and storage location in your Xentral system.
Proceed as described below to create a warehouse:
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Open the Settings > Warehouse & Logistics > Warehouse > Warehouse management menu.
Or: Use the Smart Search to search for the term Warehouse management.
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In the upper right corner, click on + NEW.
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In the Warehouse field, enter a unique name for the fulfillment warehouse.
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Optional: Assign the warehouse to a project and enter the address of the warehouse. This information is not mandatory for setting up the warehouse, but serves internal information purposes only.
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Click on Save.
Continue by creating a storage location in the warehouse you just created. Once again, no detailed settings are necessary - just assign a suitable name for the storage location.
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Click on the Storage locations tab.
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Click on Create new storage location.
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In the Designation field, assign a unique name to the storage location. No further information is necessary to set up the storage location. It is a kind of placeholder to keep stock, just like with the previously created warehouse.
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Click on Save.
This step consists of carrying out the actual settings for data transfer. Depending on whether you work with one or more fulfillment service providers, you need to use different data formats. Depending on if you want to not only send but also receive information, you need to set up multiple separate accounts in Xentral. Note that the number of transfer accounts you need to create depends on your company's workflows. For example, if you want to transfer delivery notes to your fulfillment service provider and receive tracking information, you should create a separate transfer for each of the two processes. Also, you maintain a better overview of the ongoing processes and react faster if problems arise.
Below you will learn how to create a transfer in Xentral and which settings are available to you in detail.
Tip
The following information is very detailed and should therefore be consideredreference material. The exact settings you need to carry out depend on what data you want to exchange between your Xentral system and the third party system. Check out our separate article with transfer use cases for detailed instructions on how to set up the most common transfer types.
Proceed as described below to create a transfer:
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Open the Settings > Administration > Data exchange > Transfers (CSV/XML/EDI/PDF) menu.
Or: Use the Smart Search to search for the term Tansfers.
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Click on + NEW in the upper right corner.
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Carry out the desired settings. In the following sections, you will find all available settings and the appropriate explanations.
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Click on Save.
In this area, you activate the transfer after you have carried out all the necessary settings. Here, you also assign a designation for the transfer and you can see general information about the status of already existing transfers.
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Setting |
Description |
|---|---|
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Settings area |
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Active |
Activate this option to use the transfer productively for data exchange between your Xentral system and your fulfillment service provider. Warning: If this option is disabled, no data exchange will take place! Do not activate this option until you have carried out all necessary settings for the transfer. |
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Designation |
Assign a unique name for the transfer. This name will only be displayed within your Xentral system and is for your own overview. It is not visible to customers or users of the external system. |
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Information area |
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Last status and Last transmission |
The Last status field does not display any data and will be removed from Xentral in the future, so it is not relevant to you. In the Last transmission field, you can see the exact point in time at which the last transfer took place. |
In this area, you define the technical details of the transfer and enter the required data to connect to the shared server that will be used to exchange data between you and your fulfillment service provider.
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Setting |
Description |
|---|---|
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API |
Select the API account you have previously set up in the Settings > Administration > Data Exchange > APIs menu. |
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Transfer format |
Select the desired transfer format. In most cases, XML or CSV formats are used when working with a fulfillment service provider. Your fulfillment service provider will inform you of the required file format and explain the options in more detail if necessary. The following transfer formats are available:
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Type |
Select the type of transfer you want to use for the data transfer. In most cases, FTP, FTPS, or SFTP are used to transfer data between Xentral and the fulfillment service provider's system through a shared server. Your fulfillment service provider will let you know which transfer standard is used. Transferring data via API interface is also possible, but in this case note that you will need more in-depth technical knowledge to set up transfers of this kind. The following types of transfers are available for you:
ImportantWhen setting up transfers of the type FTP and SFTP, we recommend using relative paths for specifying the response location. |
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Coding (send) |
Select the encoding that should be used to transfer data from Xentral to the third-party system. This information is usually provided by your fulfillment service provider. |
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Server |
Enter the name or IP address of the server to which the outgoing transfer will be directed from Xentral. This information is usually provided by your fulfillment service provider. |
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Port |
Enter the specific port of the previously specified server that receives the transfer. You will receive this information from your fulfillment service provider, as they usually operate the server and are therefore responsible for access. |
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SSL |
Activate this option if you want to encrypt the data transfer via SSL. In case this procedure is used, your fulfillment service provider will let you know. |
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Username |
Enter your user name for the server you specified earlier. This information is usually provided by your fulfillment service provider. |
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Password |
Enter the password for your access to the server, if needed. This information is usually provided by your fulfillment service provider. |
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OAuth client id |
In most cases, this information is not absolutely necessary to connect to the server. Consult your fulfillment service provider, who will provide you with the information if necessary. |
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OAuth client secret |
In most cases, this information is not absolutely necessary to connect to the server. Consult your fulfillment service provider, who will provide you with the information if necessary. |
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OAuth url |
In most cases, this information is not absolutely necessary to connect to the server. Consult your fulfillment service provider, who will provide you with the information if necessary. |
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Speicherort (Ausgang) |
Specify the file path on which outgoing files (meaning files that are transferred from Xentral to the foreign system) are to be placed. Your fulfillment service provider usually informs you about the desired file path for storing the files. ImportantWhen setting up transfers of the type FTP and SFTP, we recommend using relative paths for specifying the response location. |
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Dateiname Prefix |
If necessary, enter a prefix that will be added to the file names of all outgoing files (files transferred from Xentral to the foreign system). Using a prefix can help you distinguish files from different transfers by their file names. In some cases, fulfillment service providers require a specific prefix and will inform you about their requirements. |
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Antwort-Speicherort (Eingang) |
Specify the file path on which outgoing files (meaning files that are transferred from to the Xentral system) are to be placed. Your fulfillment service provider usually informs you about the desired file path for storing the files. ImportantWhen setting up transfers of the type FTP and SFTP, we recommend using relative paths for specifying the response location. |
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Antwort-Dateiname Prefix |
If you enter a prefix here, only file names with that prefix will be considered for incoming transfers that reach you from your fulfillment service provider. Note that if you do this, files without that prefix will not be imported. Check with your fulfillment service provider in advance to see if a particular prefix is necessary or desired. |
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Delete from server after download |
Activate this option to automatically delete received receipt files from the server after you have downloaded the corresponding files from Xentral. Deletion applies only to receipts transmitted from the foreign system toXentral. |
In this area, you mostly carry out settings that are relevant to outgoing transfers and determine them in more detail. This refers to receipts and files that are transmitted from Xentral to a third-party system. The most common examples of use are the transmission of delivery notes and product data to a fulfillment or logistics service provider.
You will also find some settings that are relevant to incoming transfers, such as tracking and invoice email settings.
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Setting |
Description |
|---|---|
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Receipt type |
Select the type of receipt that should be transferred. The selection depends on the workflow you want to handle with the transfer. For example, select the Delivery note option if you want to submit a delivery note to your fulfillment service provider. Please also refer to the explanations in our article on use cases. |
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Receipt status |
Enter the status in which receipts must be in order for them to be transmitted. In most use cases, the “FREIGEGEBEN” input is correct here. This means that receipts will be transmitted as soon as you have released them in your Xentral system. However, you can also select a different receipt status here depending on your needs. Always use the exact spelling for the status that is indicated in your Xentral system. Otherwise, errors will occur during the transfer. |
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Project |
Select the project whose receipts you want to submit. Note that you need to create a separate transfer for each additional project. If you want to transfer all receipts of your Xentral system regardless of the project you have saved, do not make a selection in this field. |
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Contacts |
Specify the target address of the receipts that will be sent from Xentral. Thus, the fulfillment service provider will only process receipts that contain this specific address (and thus customers). This can be useful in use cases where a large volume of sales orders is received from a single customer or where their orders are to be processed separately from other transfers for other reasons. |
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Group |
Specify the target address group of the receipts that will be sent from Xentral. Thus, the fulfillment service provider will only process receipts that contain an address that is part of the specified group. This can be useful in use cases where a large volume of sales orders is received from a single customer group or where their orders are to be processed separately from other transfers for other reasons. |
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Manual approval required |
If this option is activated, the receipts are not automatically transferred. Instead, the documents are listed in the Wait for approval tab, where you manually select the receipts to be transferred and then release them for transfer. We recommend using this feature for testing purposes if you create a new transfer and want to control the data transfer manually first. |
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Start from ID and Start from date |
Optionally, specify the ID of the receipt so that the transfer of documents starts from this ID. If you specify an ID, you must also specify the date of the receipt from which the transfer should start. Caution: Receipts are not transferred until both criteria apply simultaneously. If you do not specify these settings, the transfer starts from the time you set them to Active. |
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Labels |
Note: This option is only displayed after you have saved the settings for the transfer once! Labels allow you to distinguish the receipts contained in the transfer at a glance in your Xentral system and filter by special labels. First, use the Filter labels option to determine which labels you want to filter by within the transfer. Then use the Successful transfer label and Bad transmission label options to select a label for these scenarios. In these cases, the label will then be automatically assigned to the affected receipts and displayed in your Xentral system. Click the filter icons next to the options mentioned to see a list of all available labels. Scroll down to the bottom of the list to create new labels if necessary and use them directly. |
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Stationery in XML |
If the file transfer is carried out in XML format, you can activate this option to extend each XML file with a special letterhead, encoding the letterhead in base64 format so that the original XML structure is not affected. |
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Maximum simultaneous transfers |
Enter the number of receipts to be transferred at the same time. In most cases, 10 receipts transferred at the same time is a good choice, but you can also have 100 or more receipts transferred at the same time. Make sure that the transfer in question is active and that you have activated the process starter called api_uebertragungen. For more information about the necessary settings in the Process Starter module, see the relevant chapter. |
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Each receipt in own XML |
If you are using the XML transfer format, we recommend that you activate this option so that each receipt is saved and transmitted in its own XML file. This procedure is usually considered standard practice. If your fulfillment service provider has different requirements, they will communicate them to you accordingly. |
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XML addition |
If desired by you or your fulfillment service provider, this option can be used to define static attachments for XML files. This can be useful if you want each submitted XML file to have a specific identifier. It is best to discuss possible use cases with your service provider. |
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Tracking mail |
Activate this option if you want an email with the tracking information (tracking URL and shipping number) to be sent to your customers automatically once this information has been reported back by your fulfillment service provider. |
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Invoice mail |
Activate this option if you want an email with the invoice document to be automatically sent to your customers once the tracking information has been reported back to Xentral by your fulfillment service provider. If a sales order is shipped in multiple packages with separate shipping numbers, the invoice email will only be sent once for the entire order. The following requirements apply if you enable this option: The corresponding invoice must have already been created in Xentral. The customer's name and associated email address must be included in the invoice document. In addition, the invoice amount must be greater than 0. |
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Create invoice |
If you enable this option, Xentral will automatically generate an invoice as soon as your fulfillment service provider reports back the tracking information for the respective sales order. This setting is relevant if you use the workflow to import tracking information. For more information, see our article on se cases. |
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Transfer file attachment |
This setting is only relevant for transfers in XML or XML+PDF format. Decide in which form receipts such as the delivery note or invoice are transferred to the third-party system. To do this, first enable the setting and then select the desired option under Transfer attachment as. The option as own file transfers the file as a separate PDF attachment in addition to the XML file. The option Base64 encoded in the document ensures that an encoding takes place automatically and the attachment is sent in the XML structure of the receipt itself. |
In this section, you make settings for use cases where you want to transfer stock data from your Xentral system to a third-party system. These settings do not apply in scenarios where your fulfillment or logistics partner stores items for you, but if you yourself act as that partner and manage inventory accordingly.
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Setting |
Description |
|---|---|
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Stock numbers from Xentral to third-party systems |
Activate this setting if you manage inventory yourself for a third-party system. This can be the case if you connect an external ERP system, manage stock for a larger customer, or a parent or subsidiary's system. The following settings Warehouse, Storage location, Send “Available” quantity and transferred on allow you to carry out more advanced settings for this use case. |
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Warehouse |
This setting applies to the outgoing transfer of stock numbers. This is the case if you have an external ERP system or a major customer connected to Xentral and manage stock for these partners accordingly. If you select a warehouse here, all stock of this particular warehouse is transferred to the connected system. |
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Storage location |
In connection with the previous setting Warehouse, you can select a specific storage location here if necessary, so that only stocks of this storage location are transferred to the third-party system from Xentral. |
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Send “Available” quantity |
Enable this setting to transfer the remaining sellable stock quantity from Xentral to the third-party system. The transferred stock data is calculated as follows: (Absolute stock quantity) - (Stocks reserved for open sales orders) = “Available” quantity. |
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transferred on |
Select the time you want the transfer to the foreign system to be performed daily. Use the other fields of the same name to determine that multiple data transfers should take place per day. Normally, late evening and night times are especially suitable. |
In this area, you make the necessary settings if you want to have sales reports, i.e. reports on sold items, created automatically for the transfer so that you can retrieve and evaluate the reports later.
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Setting |
Description |
|---|---|
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Send sales report |
If you activate this option, the Sales report tab of the transfer will display the reports on the corresponding sales later. |
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Time range |
Determine whether the sales report should be generated once a day, weekly, or monthly. |
In this area, you carry out settings for transferring product data from Xentral to the third-party system. If you work as a fulfillment or logistics partner yourself and you are using Xentral, you enable the transfer of tracking information (shipping numbers) to the third-party system here.
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Setting |
Description |
|---|---|
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Tracking from Xentral to third-party systems |
If you work as a fulfillment service provider yourself, this setting allows tracking information to be transferred to a third-party system using the XML and CSV transmission formats. |
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Transfer item |
Click on this button to transfer new and changed product data to your fulfillment service provider's system. |
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Automatically transfer new products |
Activate this option to automatically transfer newly created products from Xentral to your fulfillment service provider. Note, however, that this setting does not apply if you change data from existing items to Xentral. If you change product data, you must use the Transfer item option to submit these changes manually every time. |
In this area, you only carry out settings that are relevant to incoming transfers and specify them in more detail. This concerns receipts and files that are transferred from a third-party system to Xentral. The most common use cases are the feedback of stock and tracking information for sales orders that have been successfully handed over to shipping by the fulfillment or logistics service provider.
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Setting |
Description |
|---|---|
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Receiving orders / offers |
Activate this option to receive orders and quotes from a third-party system. This setting is intended for special use cases, such as when you are acting as a fulfillment service provider yourself or want to retrieve orders from other external platforms. |
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Import all document types |
Activate this option to allow all possible receipt types to be imported into Xentral within the selected transfer instead of just sending or receiving particular receipt types. |
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Take over customer number from third-party system |
This setting is only relevant for incoming transfers of quotes and sales orders via XML. It is required if you are connecting to shop platforms or other third-party systems. This setting is not usable for collaboration with logistics and fulfillment service providers. If this option is activated, the customer number is adopted from the third-party system when the sales order is imported into Xentral. If the customer number does not already exist in Xentral, a new customer record with exactly this number is automatically created. If you want to use this option, create a separate project with dedicated customer number ranges for this transfer so that there is no overlap. |
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Receive orders |
Activate this option to import purchase orders from your fulfillment service provider into Xentral. |
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Liability |
Activate this option to import liabilities from your fulfillment service provider into Xentral. |
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Received stock numbers |
This option must be activated to import inventory information from your fulfillment service provider into Xentral. Refer to our article on use cases for more information. |
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Ignore storage location in file inbox |
If your fulfilment service provider reports storage locations back to you within an XML file, the corresponding stock is booked on the storage location in Xentral that you have specified in the transfer settings. If you enable this setting, this also applies if different storage spaces are specified in the submitted XML file. If this setting is disabled, the storage spaces submitted by the fulfillment service provider are applied. We recommend that you always enable this setting. |
|
Warehouse |
If your fulfillment service provider reports stock back to Xentral without a specific storage location, this is the storage location to which the items in question are booked. This way, you can regularly check this storage location specifically and rebook the items to their final storage locations. |
|
Storage behavior |
This setting is only relevant if your transfer contains items with best before dates and batch information and it is an incoming transfer in Xentral. The Adjust stock numbers to BBD / batch postings option is activated by default and should be left that way. It follows that during logistics process,, the scan of BBDs or batches is interpreted as a stock change and the stock is returned to Xentral based on these BBDs and batches. We recommend that you do not change the default setting, otherwise you may experience duplicate bookings and inconsistencies in BBD and batch information. |
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Tracking received |
Activate this option to receive tracking URLs for the sales orders your fulfillment service provider has successfully shipped to your end customers. For more information and instructions on how to receive tracking information, see our use case article. |
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Retrieve declared BBD / batches from stock |
Activate this option to include the information about best before dates and batches in the delivery note if this information is maintained in the product data. Note, however, that this setting does not result in a real stock change. Regardless of this setting, the stock adjustment takes place in Xentral when the order is handed over to auto-shipping. |
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Adjust the shipping method in the delivery note |
In some cases, your fulfillment service provider may need to deviate from the established default shipping service provider to deliver the goods to your end customers. Check this option so that the changed shipping service provider is transferred back to your Xentral system at the same time as the tracking information is reported. |
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Automatic feedback |
This setting controls the automatic feedback of completed sales orders (i.e. sales orders shipped by the fulfillment service provider) to Xentral and beyond to third-party systems such as shops and marketplaces. Example: If your fulfillment partner ships the goods, but a sales order remains in logistics for too long, you can use this setting to determine that the sales order is automatically marked as completed after X days despite missing information. In this case, enter the value 3 to ensure that all sales orders are also reported as completed at the latest 3 days after handover and that not one has been forgotten. Note: Only the submitted data of the last 14 days will be considered. If you set 4 days delay, the older 14 days will be considered from there. This ensures that no orders older than 14+x days will be reported back to your connected platforms and shops. |
|
Product received products not found |
It may happen that an unknown item number is included in a receipt that is transferred from your fulfillment service provider to your Xentral system. In this case, the import of the receipt data usually fails completely. If you enable this option, an error message is displayed in the Monitor tab of the corresponding transfer. This message alerts you to the unknown item, so you can manually check the case. |
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Also search supplier number |
This option is only relevant if you receive item data or stock information from your fulfillment service provider in Xentral. If you enable this option, the information item number at supplier is checked in the master files of the affected items and correctly assigned during import. |
|
Book order always on supplier |
Select a supplier that exists in Xentral to assign that supplier by to each purchase order you receive from your fulfillment service provider by default. |
In this area, you determine what exactly should happen in Xentral if the third-party system reports back product data that does not yet exist in Xentral.
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Setting |
Description |
|---|---|
|
Create missing products |
If an unknown item number is included in a receipt that is transferred from your fulfillment service provider to your Xentral system, the import of the receipt data usually fails completely. If you activate this option, the unknown item is automatically created in your Xentral system and there is no data loss. You can then review the unknown item later using the product management functionalities in Xentral. |
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Mark missing items as stock items |
Note: This option is only displayed if you have selected the Create missing products setting! If you activate this setting, products with unknown item numbers from imported receipts will automatically be created as stock items in Xentral. |
In this area, you only carry out settings that are relevant for the incoming transfer of item data.The settings determine more precisely what should happen in Xentral if the third-party system contains completely new product data or changes to product data already present in Xentral.
|
Setting |
Description |
|---|---|
|
Receive item (new item) |
If product data is transferred via XML from a third-party system to Xentral, this option specifies that new articles that are not previously created in Xentral will also be taken into account during data import and created automatically. In addition to transfers via XML, this behavior can also be achieved via Smarty. To do so, a specific tag for item creation must be included the Smarty template so that the product is created correctly. |
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Update item |
If product data is transferred via XML from a third-party system, and the included product data deviates from the data present in Xentral, this setting specifies that the old product information is overwritten with the new (incoming) data. In addition to transfers via XML, this behavior can also be achieved via Smarty. To do so, a specific tag for item creation must be included the Smarty template so that the product is created correctly. |