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ExactOnline integration

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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)
icon-setup.png The connector requires basic configuration in Le New Black and ExactOnline

 

Data flows

Type Flow
Orders ExactOnline ⇠ Le New Black  
Invoices ExactOnline ⇠ Le New Black

 

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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