It is important to maintain accurate balances in all systems to avoid problems with orders for out-of-stock products and to replenish stocks in a timely manner.
Let's look at the different synchronization options so you can choose the one that's best for your company.
Preparing for data transfer
Regardless of the data synchronization option, you must first:
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Create products with SKUs in CRM: manually, by importing from a file, from publications, or via API;
When doing so, keep the following key points in mind:
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Data synchronization between systems occurs by product SKU. Therefore, make sure that it is the same for a single product in all systems;
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Each product and product variant must have its own unique SKU, as it is a separate unit of stocks management;
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To work with products via API, you may need the product ID (productId) and product variant ID (offerId) from CRM. You can get them in the export file or by requesting a list of products or product variants via API.
Option 1. Primary ERP data source (1C, BAS, MoySklad, etc.)
If you perform all operations with products and balances in ERP, developers need to integrate with keyCRM.
To do this, you need to implement a script that will send these changes to keyCRM via API when balances or product data change.
Available API keyCRM methods:
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Creating new products and products variants (maximum 100 items in one request);
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Updating products and products variants data (maximum 10,000 items in one request);
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Updating stocks (maximum 10,000 items in one request).
If you sell through your online store, you will most likely have a similar integration for it, and thus the data will be the same everywhere.
Option 2. The main source of data is a CMS website (WordPress, OpenCart, etc.).
If our module for integration with the CMS on which your website is built does not support the transfer of balances, your developers can modify it.
The logic should be the same as in the first option — changes in products or stock levels occur on the website, and they are sent to keyCRM via API immediately or at certain intervals.
Available API keyCRM methods:
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Creating new products and product variants (maximum 100 items in one request);
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Updating product and product variant data (maximum 10,000 items in one request);
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Updating stock levels (maximum 10,000 items in one request).
Option 3. keyCRM as the primary data source
We recommend using this option, as it will allow you to work in a single window with orders, products, and stock levels, and avoid using ERP (1C, BAS, «MoySklad», etc.):
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The CRM will receive orders from all your sources (online stores, marketplaces, website builders, etc.). Products will be identified by their SKUs, automatically reserved, and written off from the warehouse;
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To enter stock levels, you can use import, stocks receipt, or fill in manually;
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New products can be added to the catalog manually, imported from a file, or created from publications;
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For most sources, you can set up sending balances from keyCRM so that when balances change, they are immediately sent to the source.
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For other sources, you can involve your developers in the implementation — receive balances via API from keyCRM and transfer them to the source. Or set up webhook sending to receive information about balance changes.
Now you can ensure the relevance and accuracy of inventory management by synchronizing data between systems for efficient order processing and stocks management.
