WooCommerce orders into StoresFlow

A read-only connection, no plugin

The owner connects the shop with a read-only WooCommerce REST key and a webhook secret. No WordPress plugin is installed, and SmartFACT Data never writes to the shop. A webhook only says that an order changed: SmartFACT Data then reads the order from the shop, so a missed, repeated or late webhook cannot set a wrong state. Regular reconciliation finds anything the webhooks missed.

Exact SKU mapping and pack factors

A shop lists what customers buy, such as a pack of two, while the stockroom counts the items inside. A mapping names the shop SKU, the stock item and the exact number of base units each sale represents. ’Use stock item PART-A for shop SKU SHOP-A at two base units per shop unit’ maps SHOP-A and nothing else: a lower-case ’shop-a’ is not treated as a match.

Reviewed before it is used

An author drafts the mapping with the expected result for example orders. A reviewer, who must be a different person, sees each affected order before and after mapping and activates the change with a reason and a recent two-factor check. Activation itself moves no stock.

Which orders deduct

A reviewed status mapping decides what each WooCommerce status means. By default, placed and paid orders deduct; failed and abandoned checkouts never do; cancelled and refunded orders return to zero. A partial refund with quantities reduces just that line. A status added by another plugin is held until a reviewer maps it.

Unmapped lines are held, never guessed

An order line whose SKU has no active mapping is held under Needs a mapping, and nothing is deducted for it until it is resolved. An order moved to the bin, or deleted, waits for a supervisor to decide whether to keep or reverse its deduction.

StoresFlow keeps the stock

For every order line, SmartFACT Data sends StoresFlow the quantity that should currently be deducted, not a running change, so a repeated delivery is harmless. StoresFlow applies its own checks, such as the item’s home bin, and records every movement. If it refuses a line, the refusal is shown to a person and can be sent again once fixed. SmartFACT Data checks StoresFlow’s figures against its own and shows any difference.

Only the order data stock needs

A shop order carries the customer’s name, addresses, email address, telephone number and IP address. Stock needs none of them, so the connector keeps the order, line, SKU, quantity and status details it needs and discards the rest on receipt, along with prices and payment details.

Read next

• Data into SmartFACTFactory data reaches SmartFACT through each product’s own import or through SmartFACT Data. Which route suits which data, and how other systems are connected.
• Versioned reference tablesA versioned reference table keeps every saved version of a lookup table. See how SmartFACT Data checks each change, refuses stale edits and keeps every version.
• Use casesWhere manufacturers use config sheets: customer codes on labels, supplier option codes, EDI, kit inputs, shop SKUs and configuration behind your own tool.