Setting Up Your WooCommerce Integration with Versa Cloud ERP

Versa Cloud ERP offers a robust integration with WooCommerce, the flexible, open-source e-commerce platform. This guide will walk you through connecting your store and configuring the integration to automate your sales and fulfillment workflows.

Here is a diagram explaining the flow of data between Woo and Versa.

1. Connect to Your WooCommerce Store

To connect Versa to your store, you will need to generate API credentials from your WordPress admin panel.

1. Log in to your WordPress Dashboard.
2. Navigate to WooCommerce > Settings > Advanced > REST API.
3. Click Add Key.
4. Enter a Description (e.g., "Versa Cloud ERP"), select a User, and set Permissions to Read/Write.
5. Click Generate API Key. WooCommerce will display a Consumer Key and Consumer Secret. Copy these immediately, as they will not be shown again.

Next, return to Versa. Go to the Tools Menu, then choose Integrations. Under WooCommerce, click on Connect New Store. On the configuration page, paste your store's URL (e.g., https://yourstore.com/wp-json and the Consumer Key, and the Consumer Secret into the corresponding fields.  (please make sure to add /wp-json to your store URL

2. Configure Webstore Settings

After saving your credentials, you will be taken to the settings page. This page controls how Versa and your WooCommerce store interact.

General Settings

• Store Is Inactive: Check this box to temporarily pause all data synchronization between Versa and WooCommerce without deleting your settings.
• Default Facility to Fulfill Orders From: Choose the primary Versa facility that will handle and ship orders imported from your WooCommerce store.
• Second Facility to Push the Inventory to Store: (Optional) If you want to combine inventory from a second facility, select it here. The inventory pushed to WooCommerce will be the sum of the default facility and this second facility.
• Default Payment Term to Assign for Customers Created From Imported Orders: Specify the payment term (e.g., "Due on Receipt") that will be automatically assigned to new customer records created from WooCommerce orders.
• Do not sync orders before date: To prevent importing old orders, enter a date here. Versa will ignore any orders placed before this date.
• Default Sales Order Channel: (Optional) Versa has a concept of Sales Channels (found in the Setup Menu). You can assign a specific channel (e.g., "Webstore") to all incoming WooCommerce orders to easily identify and report on them.
• Matching shipping service by amount: When checked, Versa will try to match the shipping service on an imported order by matching the shipping charge amount. If it cannot find a match, it will use the default shipping service below.

Orders, Shipping, and Products

• The Service To Use For Storing Shipping/Freight Amounts On Imported Orders: WooCommerce orders have shipping charges. In Versa, this charge is added to the sales order as a special "service" line item. Choose which service product to use for all shipping charges. You can create a new one from the Products menu if needed.
• Default Product If no Product match while importing the Sales Order: If an order from WooCommerce contains a line item that cannot be matched to a product in Versa (by SKU or Name), this default product will be used as a fallback. This ensures the order can still be imported.
• Push Product Inventory Levels: Check this box to have Versa automatically update the stock levels on your WooCommerce store. When inventory changes in Versa (from a sale, purchase order receipt, or adjustment), the new quantity will be synced to your website. This is the primary way to prevent overselling.

Payments and Accounting

• Map Payment Sources to General Ledger Accounts: This powerful feature allows you to direct funds from different payment methods to specific GL accounts. For each payment gateway you use in WooCommerce (e.g., Stripe, PayPal, Affirm), you can map it to a unique clearing account in your Chart of Accounts.
• Set default General Ledger Account: For any payment method not specifically mapped above, payments will be recorded in this default GL account. You should generally create a separate Asset account (with account subtype set to "Cash") to act as a clearing account for your store. After you receive a payout from your payment processor, you can use a journal entry to move the funds from this clearing account to your actual bank account.

3. Daily Operations

Once your WooCommerce store is set up and active, Versa automates your daily operations.

• Order Synchronization: Versa will automatically download new orders from your store on a regular basis (typically multiple times in the hour). These will appear as Sales Orders in Versa, ready for fulfillment. When an order is shipped in Versa, the fulfillment details and tracking number are automatically pushed back to WooCommerce, which marks the order as complete and notifies your customer.
• Inventory Level Updates: If you have "Push Product Inventory Levels" enabled, Versa will regularly update stock levels on your store (typically once a day). You can force an immediate update by clicking Actions > Update Inventory.
• Viewing Synchronization Logs: All integration activity is logged. Click the Logs link on the Web Stores page to view details about order imports, inventory updates, and any potential errors.

4. Loading Data

• Importing Products: If your products already exist in WooCommerce and also in Versa, you can link them. On the Web Stores page, click Run Actions > Links Products. This will match your products in WooCommerce to Versa using the product matching here. Versa intelligently links products in your store to products in Versa using a two-step process. First, it tries to match the product SKU in WooCommerce to the Part Number in Versa. If no match is found, it will fall back to matching the Product Name.
• Other Data: If you are migrating from another system, you can use Versa's powerful import tools (Tools Menu > Imports and Exports) to load your Chart of Accounts, customers, suppliers, and more.