Order Synchronization

The connector supports seamless synchronization of order data between your webshop platform and Microsoft Dynamics 365 Business Central. When a customer places an order in the webshop, the order details are automatically imported into Business Central, ensuring accurate and up-to-date order information.

The connector is flexible in the types of order data it can process:

  • Standard order data from all supported platforms

  • Draft orders (Shopify-specific)

  • Sales documents in Business Central:
    By default, webshop orders are imported as Sales Headers, but the connector can also create Invoices, Quotes, Sales Return Orders, or Transfer Orders, depending on your business needs.

E-Commerce Parameters

To configure the behavior of order imports, go to: E-commerce Integration Setup > Orders

Here you can define key parameters:

Field Description
Webshop Guest Customer No. Defines which customer no. webshop orders from guest accounts (non-registered customers) should be assigned to.
Freight Cost Type Defines the type used for freight costs: G/L Account, Item, Resource, Fixed Asset, Charge Item. This is used in the order import process.
Freight Cost No. Specifies the no. (item, account, etc.) used for freight costs in an order.
No. of Order Checks Defines how many times an order's status is checked in the webshop.
No. of Days Order to 'Processed NAV' Specifies which webshop statuses to ignore during order checks (e.g. ‘canceled’, ‘completed’).
Sales Person Assigns the web order to a specific Sales Person code.
Different Table No. Sales Order Only used if you import webshop orders into a custom order table rather than the standard Sales Header table (36).
Handle Product Options Defines how to process custom product options. Options: <ul><li>Create as new sales line</li><li>Link option to field</li><li>Create as dimension</li></ul>
Custom Option Element Name Determines which element name to use: 'Value' or 'Title'.
Product Type in Webshop Order Line Defines which product type is used: Bundle, Configurable, Configurator.
Turn Off Check Legacy functionality, no longer used.

Order Flow

The process of importing webshop orders into Business Central includes several steps:

  1. Connection
    There must be an active connection between the webshop platform and Business Central.

  2. Item Matching
    Ordered products must exist in Business Central and be linked to the Webshop Product table (11205274).

  3. Customer Record
    Orders must be assigned to a customer in Business Central. This can be an individual customer card or a default customer (e.g. 'Webshop Orders').

  4. Webshop Order Table
    Incoming webshop orders are first saved in the Webshop Orders table (11205270).

  5. Conversion to Sales Document
    Orders are converted to Sales Orders (Sales Header table 36) based on configurable filter criteria (e.g. payment status, guest/customer order, item matching).

  6. Sales Order Creation
    Required administrative data (posting groups, number series, stock, prices) must be available to create the sales order.

  7. Optional Additional Automation
    After sales orders are created, customers often continue processing manually (e.g. invoicing, shipping). However, the connector can also automate these steps.
    → See more on the Order Events page.

  8. Order Status Updates to Webshop
    The connector can update the status of an order in the webshop. Typically, this is triggered when a Sales Shipment or Sales Invoice is created in BC.
    Track & trace information can also be included, but this requires additional configuration both in BC and in the webshop.

Key Fields in the Webshop Order Table

Field Description
Processed ERP Indicates whether the webshop order has successfully been processed into a sales order in BC. Prevents duplicate sales order creation.
Order Record ID Shows the record ID of the created sales order. Links back to the Sales Header.
Status The (payment) status of the order in the webshop (e.g. pending, processing, canceled). Determines if the order should be converted.
Default Customer No. The customer no. used to book the order, based on templates or default settings.
Failed to Import Indicates if an error occurred during import. Prevents continuous loop of failed attempts.
Blocked Customer The order will not be processed if the customer is blocked in BC.
Blocked Indicates if an item in the order could not be matched in the Webshop Product table.

Message Definitions

The order import process typically uses three message definitions in the Synchronisation Dashboard, depending on the connector:

Connector Example Messages
WooCommerce WOO-086, WOO-086-1, WOO-087
Shopify SHOP-086, SHOP-086-1, SHOP-087
Magento M2R-086, M2R-086-1, M2R-087

Explanation:

  • 086 → Checks for new orders submitted in the webshop.

  • 086-1 → Downloads additional order data (order lines, shipping costs, discounts, metadata).

  • 087 → Creates the actual sales header in Business Central, based on filter settings.

Item & Customer Matching

Item Matching
During order import, the connector checks if products in the order exist in the Webshop Product table. If items cannot be found, the Blocked checkbox is marked. The actual match is based on: Item No. = Webshop SKU. If desired, you can disable the Blocked check and let the connector match directly on the Item table in BC.

Customer Matching
The connector supports three ways to match webshop customers to customer cards in BC:

  1. Default Customer No.
    FlowField based on the Webshop Customer ID. If a match is found in the Webshop Customer table, this number is used.

  2. BC/NAV Customer No.
    Matches based on the customer’s email address.

  3. Different Customer No. Order
    Matches based on the contact-customer relationship. Used when the order is placed by one customer but needs to be booked on another (e.g. B2B sublogin structure).