The Goal
A good ERP integration ensures that you don't transfer orders manually, stock levels are always up-to-date, and invoices are created automatically.
1 What Gets Synchronized?
Not every data type needs to flow in both directions. Clearly define which system holds the "truth" for which data:
| Data Type | Typical Direction | Master System |
|---|---|---|
| Orders | Shop → ERP | Shop (creation), ERP (processing) |
| Products | ERP → Shop | ERP |
| Stock Levels | ERP → Shop | ERP |
| Prices | ERP → Shop | ERP |
| Customer Data | Bidirectional | Case-dependent |
| Tracking Numbers | ERP → Shop | ERP/Shipping Carrier |
2 Real-time vs. Interval
Not everything needs to be synchronized in real-time. The right strategy depends on the use case:
Real-time makes sense
- • Orders (customer expects confirmation)
- • Critical stock warnings
- • Status updates (shipping)
Interval is sufficient
- • Stock sync (every 5-15 min)
- • Price changes (daily/hourly)
- • New products (daily)
Caution with stock levels
For high-traffic shops with tight inventory, a 15-minute synchronization can lead to overselling. Real-time sync or at least shorter intervals are worthwhile here.
3 Data Mapping
The biggest challenge: Both systems have different data structures. Clean mapping is crucial.
Typical mapping questions
- Which product number is leading? ERP number, EAN, or shop SKU?
- How are variants represented? Separate products or variant groups?
- How do payment methods match? PayPal in shop = which payment method in ERP?
- How are customer groups/price lists assigned?
4 Error Handling
What happens when a synchronization fails? A good integration concept defines clear rules:
Retry Logic
Failed transfers should be automatically retried – with exponentially increasing wait times (1 min, 5 min, 15 min, ...).
Alerting
For critical errors (e.g., order cannot be transferred) someone must be notified immediately.
Logging
Every transfer should be logged. In case of errors, you need details to trace the problem.
5 Xentral Integration with Shopware
We are a Xentral-Connect Partner and have implemented many Shopware-Xentral integrations. The Xentral-Connect plugin provides a solid foundation that we extend when needed.
What Xentral-Connect does out of the box
- ✓ Order import to Xentral
- ✓ Product sync (bidirectional)
- ✓ Stock synchronization
- ✓ Customer data sync
- ✓ Tracking number feedback
- ✓ Invoice PDF to shop