Instead of retyping orders into your ERP, export them: in the order grid, select the ones you want to transfer, and the shop prepares one file containing all of them. The file is in a format your Navision or Business Central understands; what goes into it, and in what format, was agreed with your accounting team during installation.
Exporting orders
Sales › Orders
Use filters or search to find the orders you want to transfer, for example all of yesterday's orders with the status Processing.
Select them with the tick boxes in the first column (or with Select All).
Under Actions, choose Export Orders for Navision.
Export Orders for Navision - prepares one file for all selected orders. Your browser downloads the file
navision_orders.xml. Import it into your ERP following the instructions from your Navision partner.
What the file contains
For each order: the order number and date, the customer's email and phone, the grand total, the billing and shipping address (name, VAT number, street and house number, postcode, town, country), and the items with SKU, name, price excluding VAT, discount as a percentage, VAT rate and quantity. If your products have a special Navision code entered, that code goes into the file; otherwise the shop SKU is used.
Which payment methods mean paid
Stores › Configuration › Magelan › Navision XML
The ERP needs to know whether an order is already paid when it is transferred. In the Payment Options section, choose:
- Payment Options for Option 1: payment methods where the order is paid when it is placed (card, PayPal and similar),
- Payment Options for Option 0: methods where payment comes later (pro forma invoice, cash on delivery, on account).
- Payment Options for Option 0 - payment comes later.
- Payment Options for Option 1 - paid when the order is placed.
Hold Ctrl to select several methods. Click Save Config. When you add a new payment method, add it here too, or it will go into the file without payment information.
Common problems
The ERP rejects the file
Most often this is because of a character in a product name or address that the ERP does not expect, or because of an order without a shipping address (collection in store). Send us the number of the order where the import stops.
The payment information is missing from the file
The payment method of that order is selected neither under option 0 nor under option 1. Add it in the settings and export again.
The prices in the file do not match the prices on the invoice
The file contains the regular price excluding VAT and the discount as a percentage; the ERP calculates the final price itself. If rounding differs by a cent, this is reconciled in the ERP, not in the shop.