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ONBOARDING

Your onboarding project

Every new customer needs an onboarding project. Each onboarding project requires a certain amount of time. It includes investigations, configuration & testing of the desired flows. We start a onboarding project by reviewing your requirements and how to prepare for the onboarding. The timeline shows you the various steps that need to be taken to achieve a successful integration. Once all the answers & details are in place, the project is ready to be onboarded into our platform.

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STEP 1

Customer preparation

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Collecting information

Soon after you have placed your order, we will contact you to discuss the necessary arrangements to ensure the successful and smooth onboarding of your next project.

  • Login details to our integration platform.
  • API data to connect your systems.
  • Contact details of those involved in the project.
  • A questionnaire in which you will be included and which we will use as a basis for the configuration.

 

Installing the plugin

For those of you who work with Open Source systems such as WooCommerce, Magento, etc., Sharespine has developed a Plugin that extends the APIs of the relevant systems to make it easier to send and receive data to and from your systems. These have to be installed before enabling your services.

Your product data

The quality and need for “good” product data depend on the services and systems to be connected. However, some requirements for the product data need to be fulfilled for the integration to start.
Examples of required data:

  • Unique SKU (item number) of all items.
  • The included VAT for your items in your e-commerce system.
  • Remove invalid characters in your product names.

Deciding on flows

Other important flow issues you need to address:

  • Which of your systems will be the “Master” to create/update the product?
  • Which system will be the “Master” for Pricing?
  • Which system will be the “Master” for Stocks?
  • Do you want to synchronize your available stock balance with other systems?

Order status & customer invoices

Other things we need to consider include “how you handle order status & customer invoices

  • On which order status will the platform collect orders in the e-commerce system?
  • Should an e-commerce order create an order or a customer invoice in your accounting system?
  • Should a customer invoice be automatically closed and booked, or should it be kept open (for manual processing later on)?
  • Which order status should be set in your online shop once the order has been sent/invoiced in your accounting system?

Settlement accounting

Today, most customers use one of our automated bookkeeping services. This includes settling sales against various accounts in your accounting system. For onboarding, we need to know which accounts to use.

System requirements

Depending on the system you are integrating, we might need to consider different types of system requirements before onboarding. Here are some examples of system requirements.

STEP 2

Product Data, Orders & Logistics

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Product data, Orders & Logistics

Once all data in step 1 has been completed, we normally start the onboarding process by downloading your product data to the integration platform and then passing it on from the integration platform to, for example, various sales channels such as e-commerce, marketplaces, etc.

Orders

The next step is to configure the order retrieval from the sales channels to the integration platform and then forward these orders to, for example, the ERP system.

Logistics

Configuration of TA solution, logistics, and retrieving any tracking Id from the onboarding back to your order from the online store or marketplace, where possible.

Testing orders and invoices

Together with you, we will run a test to make sure everything looks correct. We recommend the customer subsequently make a purchase of their product in their sales channel to ensure that the whole process works properly.

STEP 3

Transaction data & Settlement

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Avstämning

For clients working with settlement, they need both transaction data and payment files from their payment provider for us to configure part 3 of the onboarding. Therefore, it may take a few days for us to start the step 3 process.

Also, it is necessary to have all the API keys from all the payment providers available, as well as the bookkeeping account to record this.

Settlement testing

Testing with the client to make sure everything looks correct. In particular, it is important to check with the employees responsible for VAT reporting and other bookkeeping.

STEP 4

Log files & Reports

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Troubleshooting log reports

Before we complete the onboarding, we will briefly review

  • How to find further information on the platform.
  • How to handle log files and error notifications.
  • How to add more users.

Completing onboarding

Completion of onboarding and handover to Support & Service.

If you later want to add more so-called Connectors and/or change your configurations, a new or additional onboarding project is started following the same model.

Why an onboarding project?
Each system connected is extensively tested & configured. Customization is often needed for specific functionality which requires time & dedication from our engineers.
2, 5, or 30 hours?
How much time your onboarding needs depends on your system & specific requirements, but also on how well prepared you are.
How to save time?
First of all, you will receive a question battery to which you will reply. The sooner and more structured we get all your answers, the sooner we can get started with the actual onboarding process