ExactOnline + Le New Black integration overview
ExactOnline is a cloud-based ERP system that lets you manage financial, accounting, CRM and projects fully online. Le New Black acts as a collaborative B2B portal and a sales rep facing app that sends B2B orders back toExactOnline.
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The connector uses ExactOnline REST API to exchange data (read docs) |
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Le New Black is the master system for all data flows (eg. triggers all push/pull operations) |
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The connector requires basic configuration in Le New Black and ExactOnline |
Data flows
| Type | Flow |
| Customers | ExactOnline ⇢ Le New Black |
| Products | ExactOnline ⇢ Le New Black |
| Prices | ExactOnline ⇢ Le New Black |
| Inventory | ExactOnline ⇢ Le New Black |
| Orders | ExactOnline ⇠ Le New Black |
| Invoices | ExactOnline ⇠ Le New Black |
Data flow: Customers
Reference
- Full file template: see in Google Drive
- Data flow: from ERP to LNB
Facilities
- Your customer data will reflect the master customer data hosted in ExactOnline.
- You will click a button in Le New Black to import customers from ExactOnline.
Data flow: Products
Reference
- Full file template: see in Google Drive
- Data flow: from ERP to LNB
Facilities
- Your product data will reflect the master product data hosted in ExactOnline.
- You will click a button in Le New Black to import products from ExactOnline.
Data flow: Prices
Reference
- Full file template: see in Google Drive
- Data flow: from ERP to LNB
Facilities
- Your prices data will reflect the master prices data hosted in ExactOnline.
- You will click a button in Le New Black to import prices from ExactOnline.
Callouts
- Price lists have to be configured in Le New Black first by your account manager.
Data flow: Inventory stock levels
Reference
- Full file template: see in Google Drive
- Data flow: from ERP to LNB
Facilities
- Your inventory data will reflect the available-to-sell quantities from ExactOnline.
- Inventory will be imported into Le New Black according to a schedule that you determine.
- You will be able to trigger this import manually by clicking a button from Le New Black if you need to refresh your stock level earlier.
- The inventory is based on either EAN13s or SKUs.
Data flow: Orders
Facilities
- Orders will be exported to ExactOnline when they are in "Invoicing" status in Le New Black and then moved to "Closed" status (this default workflow can be customised).
Callouts
- Warehouses must configured in Le New Black connector for both pre-orders and in-stock orders
- Customer must exist as a valid Account in ExactOnline (key is retailer.reference)
- Product must exist as a valid Item in ExactOnline (key is product.sku)
- After the order has been exported from Le New Black, any further changes must be done directly into ExactOnline.
- Any order that does not match validation rules will not be exported and will be marked as Blocked in Le New Black.
Fields mapping (order header)
This is the default flat file schema handled by this connector. This schema can be adapted to fit custom needs.
| Column | Value | Origin | Comment |
| OrderedBy | account.ID | ExactOnline value | |
| SalesOrderLines | order lines (see below) | - | |
| WarehouseID | warehouse.ID | ExactOnline value | Can be distinct for preorder/in-stock |
| YourRef | "PO" + order.line.id | LNB value |
Fields mapping (order lines)
This is the default flat file schema handled by this connector. This schema can be adapted to fit custom needs.
| Column | Value | Origin | Comment |
| Item | order.lines[].sku | LNB value | |
| Quantity | order.lines[].quantity | LNB value | |
| UnitPrice | order.lines[].unit_price | LNB value |
Data flow: Invoices
Facilities
- Invoices will be exported to ExactOnline when they are in "Ready" integration status in Le New Black and then moved to "Success" integration status.
Callouts
- Customer must exist as a valid Account in ExactOnline (key is retailer.reference)
- Product must exist as a valid Item in ExactOnline (key is product.sku)
- Tax must exist as a valid VAT code in ExactOnline
- Any invoice that does not match validation rules will not be exported and will be marked as Blocked in Le New Black.
Fields mapping (invoice header)
This is the default flat file schema handled by this connector. This schema can be adapted to fit custom needs.
| Column | Value | Origin | Comment |
| OrderedBy | account.ID | ExactOnline value | |
| SalesInvoiceLines | invoice lines (see below) | - | |
| Created | invoice.created_on | LNB value | |
| DueDate | invoice.due_on | LNB value | |
| YourRef | invoice.reference_number | LNB value | |
| Currency | invoice.currency | LNB value | |
| OrderNumber | invoice.order.id | LNB value | |
| InvoiceNumber | invoice.reference_number | LNB value |
Fields mapping (invoice lines)
This is the default flat file schema handled by this connector. This schema can be adapted to fit custom needs.
| Column | Value | Origin | Comment |
| Item | invoice.lines[].sku | LNB value | |
| Quantity | invoice.lines[].quantity | LNB value | |
| UnitPrice | invoice.lines[].unit_price | LNB value | |
| VATCode | invoice.tax_rate | LNB value |
Integration project
Who's assigned from your team
Your ExactOnline administrator, or someone technical who is familiar with your specific setup. A Sales Manager who understands your business, and your merchandising strategies.
Who's in charge at Le New Black
Your account manager will be taking care of the whole process from day 1. He/she'll be doing:
- Asking questions about your specific ExactOnline setup and sales process.
- Generating and exporting test orders to ExactOnline.
- Making sure your team is updated throughout the process and addressing delays occurring on either side.
- Working with you and ExactOnline support to troubleshoot any unexpected issues that arise after launch.
Timeline
A standard integration of the orders data flows will take 1-2 weeks to get up and running.
Integration monitoring
Once the connector is set up, you will have access to the Integration center to manage and monitor your integration with a set of tools:
- access to task logs files for continuous monitoring and troubleshooting (e.g. see if a missing SKU or retailer reference is preventing an order from being exported)
- triggers task manually to push and pull data on-demand
- preview data before actual import (only available on some connectors)
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