Topic: FrontAccounting eCommerce integration by CartSpan
$300 = Amount contributed to FrontAccounting (to-date) on behalf of CartSpan users
CartSpan is an easy-to-use bi-directional interface for FrontAccounting that will import orders from approximately 20+ shopping carts and update item prices and quantity-available in the cart. This frees you from burden of re-keying order information into the accounting system and helps prevent the over-committing of inventory to Web customers.
eCommerce platforms currently supported by CartSpan include:
AceShop, AmeriCommerce, CS-Cart, CartGenie, EcommerceTemplates, Fortune3, Magento, nopCommerce, OpenCart, osCommerce, PrestaShop, ProductCart, Ubercart, VP-ASP, Cart, WP e-Commerce,Volusion, WooCommerce, X-Cart, ZenCart, and Znode
Order Import – Key Points of Integration
Import as Order or Invoice - CartSpan supports import as either an Invoice or an Order. The Cart order number flows directly to the order or invoice number in FrontAccounting. To ensure that the order series does not conflict with the legacy order number series, CartSpan supports the (optional) application of an alphanumeric modifier.
Customer ID Handling - With Customer ID management arguably the most problematic aspect of integration, CartSpan offers multiple options for creating the new Customer ID in accounting. When the new customer master is created, you may:
1) Use the Cart assigned Customer ID.
2) Craft the ID from available Bill-To or Ship-To details using a configurable rule.
3) Manually cross-reference the Cart ID to legacy Customer ID that will be memorized.
Cash Receipts - If you are importing as an Invoice, you can optionally import a cash receipt, essentially closing out the receivables transaction. The cash receipt is triggered by configurable order status codes. The cash account to which the receipt is applied is configurable based upon the payment method.
PayPal/Bank Transaction Fees - For any payment method that applies a consistent transaction fee, CartSpan can calculate this value and apply it to the payment as a discount. This is accomplished via a configurable formula for each payment method affected. This adjustment is typically applied manually during the reconciliation process; long after the order has been imported. CartSpan saves you significant amounts of time by removing this task entirely.
Customer Prepayments - If you are importing a web order (paid by credit card) into accounting as an order, CartSpan can properly apply a credit on the order itself and also create a transaction that debits cash. The cash account to which the payment is applied is configurable based upon the payment method.
Tax Handling - CartSpan will detect and allocate taxes collected during shopping cart checkout, to the appropriate tax-codes associated with each item. In the event that the 'allocation' process is not perfect, sometimes resulting in the odd residual penny differential, CartSpan will import an additional adjusting line item to ensure the transaction remains in balance.
Shipping Tax Handling - (Magento Users Only) - If you are required to present tax on shipping services separately on the invoice (not currently supported by FA), CartSpan can help. When detected, CartSpan will import the shipping tax as a non-taxable service-type line-item. You can then track this tax liability via the underlying GL account code associated with the item.
Many-to-One Item Mapping - CartSpan is the only integration that allows you to create one (or more) 'phantom' items in the shopping cart that can be mapped to a single SKU in the accounting system. Moreover, these cart-level phantom items can represent multiple quantities and pack-based pricing for the item mapped in the accounting system. CartSpan manages all price/quantity conversions during the import/export process.
Kitted Item Support - CartSpan leverages the 'Kitted' item functionality in FrontAccounting to extend the capabilities of Cart. Kitted products allow you to represent multiple ‘child’ items in the cart via a single SKU. CartSpan will then breakout the associated child items during the import and properly allocate any discounted offering price. This functionality offered within the integration itself requires no additional add-ons for Cart.
Auto Creation of Items - If your business process is such that you choose not to create items in your accounting system until they are sold on the Website, CartSpan can be configured to auto-create the item at the time of order import. The new item is created using the description and the price of the ordered item.
Discounts and Coupon Handling – Discounts applied in the cart are allocated to individual line items in FrontAccounting. In instances where the percentage exceeds 2 decimal places of precision, CartSpan will utilize a service-based adjusting line item to account for any nominal difference in the allocation.
Automation - CartSpan can run manually or be configured to import new orders at a pre-determined user-defined frequency.
Email Alerts (administrative and operational) - CartSpan can be configured to send email alerts to a system administrator when there are exceptions encountered during the integration. For instance, CartSpan can send notification for when new items are created in accounting.
Pick-List Generation - If your organization deals with external fulfillment services, you can configure CartSpan to send a comprehensive pick-list to one (or more) email addresses. Or, you could simply choose to send the email to an internal resource. The CartSpan generated pick-list has full shipping information as well as any customer comments relating to fulfillment. If you arrange your warehouse by 'Item Name', CartSpan imports line items in sorted order to facilitate the picking/packing process.
Item Price/Quantity Update – Key Points of Integration
Stock Quantity Update – Near real-time updates of stock quantity-available in response to receiving, invoicing, and adjustment activity in the accounting system. This is important to note that quantity 'available' refers to the amount you have available to sell after accounting for open sales orders in the accounting system.
Minimum Stock Configuration - If you are oversold in the accounting system, CartSpan allows you to artificially indicate a minimum quantity available in the cart.
Item Price Updates: Standard Pricing - CartSpan allows you to maintain ‘standard’ pricing in the accounting system; no need to remember updates between two systems.
Price Markup or Markdown Tools - If you elect to offer more competitive pricing on your website, relative to your ‘bricks and mortar’ operation, CartSpan allows you to configure global or item-specific markdown (or markup) percentages.
Price Rounding - We all know that multiplying existing prices by a given percentage often results in an odd looking value. CartSpan employs rounding rules to bring your price to the nearest ‘0.05’ or ‘0.09’ value; giving you pricing consistency across your site.
Multi-Pack Support - Option to sell individual items (configured in accounting) as a multi-pack unit in the cart and have the appropriate conversion of price and quantity applied during the import.
Delete Direct Invoice -Rather than applying a credit, CartSpan offers a function for fully-removing a direct Invoice from the system based upon a unique reference number. If you are not overly concerned with audit trails and simply don’t want the clutter, this is a useful tool for those ‘ooops moments.’
Delete Unallocated Payment -Similar to removing the direct invoice, CartSpan also offers a function for fully-removing a payment that has not yet been allocated.
Merge Customer Accounts -Customer naming is, perhaps, the most problematic aspect of eCommerce integration, especially when a company has an extensive base of existing customers. In the event that a duplicate customer master is created during the import process, CartSpan allows you to merge the legacy account reference with the newer one.
Rename Existing Stock IDs -As a business evolves, it is not an uncommon practice to re-organize the naming conventions of products. CartSpan includes a renaming utility to help keep the codes in FrontAccounting harmonized with the codes utilized in the shopping cart.
CartSpan is a Windows forms application that installs on your desktop. It is distributed with three PHP scripts; two of which go into public_html of your shopping cart and one that goes into public_html where your accounting system is located. The shopping cart and FrontAccounting databases can be in the same instance or on separate servers.
If interested, please call Scott @ 513-708-1317 EST to discuss your business requirements.