WooCommerce - Web Integration Setup

This feature requires additional licensing. Please contact AcctVantage Sales for a quote.

You will first need to create your actual WooCommerce store. Your Woo account rep (or 3rd party consultant) will help with this step. Once the store is setup you can create the API account and link it to AcctVantage (see below).

AcctVantage Support & Development staff cannot assist in setting up your web store’s general design, layout and customer experience. Our interaction is strictly with the ‘back end’ data and integration with AcctVantage.

1.1. Open WooCommerce settings

Log in to the WooCommerce account, on the left-hand sidebar click on WooCommerce > Settings then click the Advanced tab.

WooCommerce - settings

1.2. Create an API key

Select REST API and then click Add key.

WooCommerce - REST API keys

1.3. Enter Key details

Enter the following API key details:

  • Description: Enter a description for the API key.
  • User: Select a user from the list.
  • Permissions: Set the permissions to Read/Write.

Click Generate API key when the above has been completed.

WooCommerce - API key details

1.4. API key has been generated

BEFORE you leave this page, you will need to copy the Consumer key and Consumer secret. If you leave this page before copying the secret key, you will need to restart these instructions.

The easiest way to do this is to leave this page open, then go AcctVantage > System Setup and copy/paste both keys (see next step of these instructions).

WooCommerce - API keys

2.1. Create a new Web Integration

Navigate to Administration > System Setup and select Web Integrations from the drop-down menu. Click the + symbol to add a new integration and select WooCommerce from the list.

AcctVantage - System Setup - Web Integrations

2.2. Enter the store details and test the connection

  • Store Description: Enter a description for the store. This does NOT need to be the same description that you used for the API keys.
  • API URL: This URL will be custom to your WooCommerce store. Copy & paste everything before "wp-admin", including the last forward slash but NOT the "wp-admin" portion or anything that comes after.
  • Consumer Key: Copy & paste the Consumer key from the WooCommerce settings.
  • Consumer Secret: Copy & paste the Consumer secret key from the WooCommerce settings.
  • AV WooCommerce License Key: Enter the license key that was supplied to you from AcctVantage Support.

After you have entered the above info, click the Test Connection button.

WooCommerce - Store Setup

2.3. Connection test was successful

If you did everything right, you will see the following message: WooCommerce successfully contacted.

If the connection test fails, your next step is to verify the info that was entered into System Setup.

WooCommerce - Connection Test

After the successful connection test, click OK to save the settings and you'll see your new Web Integration added to the list.

System Setup - Web Integration added

3. Setup the Integration Options in AcctVantage

3.1. Order Status

WooCommerce - Order Status settings
  1. Import Source Code: This is a 3-character code that you define. This code is used to tag transactions coming in from WooCommerce as belonging to this integration.
  2. Check for new orders interval: Establishes the frequency that AcctVantage checks for new orders on your web store.
    • For most users, 1-5 minutes is a good balance.
    • The more often you check for orders, the more resources your server must dedicate to this process.  
    • Note that changes here take effect after the next iteration of the current cycle. In other words, if you change from 60-minute checks to 1 minute, you’ll wait up to an hour before the 1-minute cycles begin.  Restarting the AcctVantage Server app will implement changes immediately.
  3. WooCommerce New Order Status: This is the status in WooCommerce that will indicate when you wish for AcctVantage to import new orders.
    • Allow Client match by Email: When this setting is enabled, AV will attempt to match incoming Clients by email address.
      • This matching method is secondary and is only relevant for orders placed by new customers and guest accounts.
      • The primary matching method is based on the WooCommerce Customer ID (known as Import ID in AcctVantage).
  4. WooCommerce Downloaded Order Status: This is the status that WooCommerce will display to indicate that the Order has been sent to AV but has not yet been processed. The Order Status in WooCommerce will automatically change after AcctVantage picks up the Order.
  5. WooCommerce Import Error Status: If the import to AcctVantage fails, the WooCommerce Order is set to this status.
    • It is critical to understand that you must monitor this status to address errors and reset the Order to the WooCommerce New Order Status to trigger another attempt for import to AV.
  6. Push AV Order Status updates to WooCommerce: If checked, the Order Status Mapping rules will be used to update orders on WooCommerce when the status changes in AV.
    • In order to fully implement this feature, you may need to purchase a WooCommerce plugin that will allow you to create custom order statuses.
  7. Order Status Mapping: In this table, for each indicated AV Order Status you can define how WooCommerce is updated.
    • Consideration for your own workflow, fulfillment and automated client communication (from Woo) should be taken into account. 

3.2. GL

WooCommerce - GL settings
  1. Tax Area: In this field you indicate an AcctVantage Tax Area that is mapped to your Sales Tax liability account.
    • Generally, it is expected that WooCommerce will have calculated Sales Tax before sending a Sales Order to AcctVantage. AcctVantage will not overwrite the web store’s calculated Sales Tax.
    • If you use AvaTax with AcctVantage, it is highly recommended that you also link your AvaTax account to WooCommerce.
    • It is recommended to use unique Tax Areas for the AvaTax and WooCommerce Integrations. This will help you identify where tax was calculated -- even if AvaTax is calculating tax in both places, using separate Tax Areas will ensure that there are no tax conflicts.
  2. Payment Methods Mapping: In this table, you map the types of customer payments that are accepted via your WooCommerce store to corresponding Receipt Types in AcctVantage.
    • You can map more than one WooCommerce payment method to a single AV Receipt Type.
    • When you use Purchase Order in the AV Receipt Type column, the system will automatically charge the balance due to the customer's A/R instead of importing a payment.

3.3. Shipping

WooCommerce - Shipping settings
  1. Warehouse: Select an AcctVantage Warehouse to push inventory levels to WooCommerce. This warehouse is also used as the fulfillment warehouse for orders imported into AcctVantage.
    • Sync Product Details: This checkbox indicates if you want AcctVantage to push Product Details to WooCommerce.
      • See more on Product Detail sync HERE.
    • Sync Inventory Levels: This checkbox indicates if you want AcctVantage to push Qty Available (from the selected Warehouse) to WooCommerce.
      • See more on Inventory Level sync HERE.
  2. Default Ship Via: If a shipping method is not indicated on the incoming sales order, AcctVantage will assign the Ship Via listed here.
  3. Allow overwrite of imported shipping charges: When this setting is disabled, if a shipping charge is imported from the web store and an EasyPost shipment is subsequently processed, the shipping charge from EasyPost will not overwrite the imported shipping charge.
  4. Auto-Create Missing Shipping Methods: Enable this setting to create a new Ship Via record if the shipping method used in WooCommerce is missing in AV.
    • Default Shipment Product Class: Ship Via records will be assigned this Product Class if the above Auto-Create setting is enabled.