How to Integrate WooCommerce and Process Orders Via Uphance

Integrating WooCommerce with Uphance will ultimately help store owners spend less time navigating the WooCommerce admin dashboard and leverage advanced inventory and order management capabilities. More importantly, if you have multiple WooCommerce stores, integrating with Uphance will allow you to manage all stores without having to log in to multiple platforms.

You can integrate WooCommerce with Uphance in two simple steps:

Step 1: Add the WooCommerce app

To do this, navigate to Apps >> All Apps >> WooCommerce. Then add.

Step 2: Configure the installation

Once you've added the app, the next step is to configure it. Begin by first downloading the Uphance Connector plugin. After downloading it, upload, install, and activate it on your WordPress website as demonstrated below:

Finally, launch the connector plugin, and click the Connect button. Copy the store key it generated, head back to Uphance, paste and connect.

If the connection is successful, you will see the connected status:

And like that, you've successfully integrated WooCommerce with Uphance.

Once your store status is Connected, you’ll need to configure the connection in the SETTINGS section.

Here, you can select the channel you want to use for pricing in WooCommerce. This will most likely be the Retail Channel. In addition, you can select the warehouse from which you will pick items for fulfillment, the Quantities to sync to WooCommerce (Available and Available from stock) and also the Stock to sync.

We recommend using Available from Stock quantities to avoid overselling. However, if you prefer using the Available quantities, kindly contact us. The same applies if you have multiple warehouses integrated with Uphance.

The Available stock counting method means that include your incoming stock and deduct your outgoing stock. Mathematically, it's:

Available=Stock+Awaiting – Committed

While Available from stock counting method excludes your incoming stock.

Available from stock=Stock-Committed.

Furthermore, it's here you get to set the size and color field in WooCommerce. For instance, if you called it "Product color" in WooCommerce, you have to set it likewise here. Please bear in mind that Uphance is case-sensitive.

Another additional configuration you can set up here is setting the WooCommerce status sync. Essentially, any order status (like pending, failed, processing, etc.) you want to sync from WooCommerce to Uphance, you can set it here. Yes means the field will be synced, opposite for No.

When you are done with the settings configuration, hit the Save Changes button.

There are two ways to send products to WooCommerce:

Method 1: Send the products in bulk

For this method, select the brand, the season, and then the channel and push to WooCommerce. If you have the products already in WooCommerce, you will have to Update Products. Otherwise, Create Products.

Note: We use “CREATE PRODUCTS” for items that already exist or were created in Uphance only. When UPDATING PRODUCTS in bulk, it is mandatory to have an SKU Number for each specific product. While products without SKUs can be created in WooCommerce, you may encounter difficulties linking and updating them from Uphance. Therefore, we always advise setting your SKU Number prior to creating your products in WooCommerce.

In addition, when you have an existing SKU number system, you can import that data directly to your existing products, otherwise, you can also use our SKU number autogenerating feature.

For more information on managing your SKU numbers, please refer to this link: How to Generate and Manage SKUs for Products or contact support for further clarification.

Method 2: Send the products individually

The second method for sending products to WooCommerce is doing so individually. Pick a product, open the eCommerce tab and push it to WooCommerce.

When creating a new product with variations, Uphance will generate one product with multiple variations. For example, if you have a product named “Product X” with black and white variations, it will create one product in WooCommerce with “Product X” featuring black and white as its variations. Both variations will share a single WooCommerce Product ID since they are considered one product.

If you choose to create multiple products, Uphance will create separate products for each variation. Using the same example, if you have “Product X” with black and white variations in Uphance, it will create two distinct products in WooCommerce: “Product X – White" and “Product X – Black." Each of these will have different WooCommerce Product IDs, as they are separate products.

Effects of Channel Availability on Product Creation

When creating products from Uphance to WooCommerce, it is also important to check the channel availability of that product. To check you can go to Product > Product Information > Product > Variation > Channel Availability. The ticked checkboxes are available while the unticked ones are not.

When selecting multiple products, the available variations will be created while the unavailable ones will be created as drafts. When no variations are available, all the variations will be created as drafts.

When selecting create a new product multiple variations, all variations will be created but the unavailable ones will not be created. If all variations were unavailable, this would generate an error.

If you have a product that is both in Uphance and WooCommerce but hasn't been linked yet, here's how to go about it.

First, open the product in WooCommerce and copy the ID, which is the 3-digit number in the product's URL. After that, open the product in Uphance, click the eCommerce tab, paste in the copied ID and connect.

To know if the product was properly linked, you will notice the WooCommerce icon linked to it on the Products page.

Use this only if you do not have any products in Uphance already. If you already have these products in Uphance, this will likely result in duplicates.

To pull products or orders from WooCommerce, select the season for published products and the season for unpublished products. Tick the available boxes to include prices and inventory(optional). Then click the Bring Products or Pull All Orders button.

If you have a preferred carrier you would like to use to fulfill WooCommerce orders, you can add it like so:

To add a shipping method, you'd have to first check your shipping Settings in WoCommerce. Usually, the carrier services you offer to your customer like Standard, Express, etc. This is case-sensitive and should have exact words found in the WooCommerce shipping settings. There are cases in the shipping line code that contain the same word which causes issues when pulling carriers. We use regex "\b - to match the exact string

If you would rather pull in a single order than all the orders you have in WooCommerce, paste the Order ID link and pull like so:

If you have already linked your products in Uphance with your WooCommerce store, you can enable synchronization to automatically sync changes on either platform. To do this, navigate to the SYNCHRONIZATION tab and click the BEGIN SYNC button to start synchronizing your products and orders.

To track and manage all the orders coming from WooCommerce, simply filter for them as shown below. You can also use the search input box to find a specific order number and customer.

Once an order is placed on your WooCommerce store, an invoice, payment receipt, and a pick ticket are automatically generated. Order fulfillment via Uphance is based on your pre-configured channel settings. You'll need to ensure that your channel settings are properly configured to automate Order Fulfillment.

If you would like to track shipments for your WooCommerce orders, first, download and install a tracking plugin on your website. A good one you can try is the Advanced Shipment Tracking Pro plugin for WooCommerce. Once you've installed the plugin on your website, head back to Uphance and toggle the Shipment tracking plugin.

When orders are returned via your WooCommerce store, they are synced with your inventory on Uphance automatically. Returns are generally based on your Channel configurations. For instance, if your channel setting is configured to "Automatically Check-In" returns, the stock will be automatically added to your inventory.

Activity logs on the WooCommerce integration page provide a simple overview of your recent channel activity. For instance, it can provide details of products that you recently pulled from your WooCommerce store. To view activity logs;