Integrating Magento with Exact: How Does It Work, and What Data Is Exchanged?

How do you set up a connection between Magento and Exact? 

When setting up a connection between Magento and Exact We make various decisions. We discuss what data needs to be exchanged, how synchronization works, and which system takes precedence for each data type. We also assess whether the standard features are sufficient or if additional configuration is needed. 
 
Below, we explain step by step how we typically approach this process. 

Step 1. Choose the right coupling 

We'll start by determining which coupling is best suited to your situation. With our Online Store Connector We integrate online stores with Exact Globe. The appropriate configuration depends, among other things, on the data you want to exchange and any specific requirements you may have. 

To determine which layout is the best fit, we consider factors such as: 

• The ERP solution you use, such as Exact Globe
• What data you want to share
• The direction of data exchange
• Which system should take the lead
• Any B2B processes
• Other systems that may need to be integrated

Step 2. Connect Magento and Exact 

Next, we connect the Magento online store and Exact using the Webshop Connector. We set up the necessary connections, access rights, and settings for both systems. 

Exactly how this works varies depending on the situation. For example, the connection can be established via APIs, web services, or middleware. We define which data is exchanged and ensure that the integration has secure access to both systems. 

Once the connection is established, we’ll proceed to set up the data exchange. In doing so, we’ll consider not only the technical connection but also the surrounding processes. Ultimately, the integration must not only function properly but also align with the day-to-day operations of your organization. 
 
An important part of this is determining which system is responsible for which data. That is why, in the next step, we will examine which system will take the lead. 

Step 3. Determine which system takes precedence 

Together, we’ll determine, for each type of data, which system will be used to manage and update it. This may seem like a minor detail, but it prevents many problems down the road. When the same data is updated in multiple places, discrepancies between systems can quickly arise. 

In practice, the primary system is determined on a per-data-type basis. For example, items, prices, and inventory are often stored in Exact managed, while product descriptions and images are maintained in Magento. Orders are then sent from Magento to Exact for further processing. 

Once this is properly set up, changes will be automatically synced with the other system. 

For example, a common layout looks like this: 

• Managing Items, Prices, and Inventory in Exact → Exact is the leader
• Managing Product Descriptions and Images in Magento → Magento is the leader
• Sending Orders from Magento to Exact → A Data Flow
• Exchange customer or product data in both directions → two-way exchange

For certain data, such as customers or items, there may also be two-way data flow. In that case, we determine in advance which changes take precedence. 

By using a single system as the starting point for each data type, you can prevent information from being edited in multiple places. In the case of two-way data flow, we determine in advance which change takes precedence. This prevents data from being overwritten or duplicated. 
 
Once it is clear which system manages which data, we can determine what information actually needs to be exchanged between Magento and Exact. 

Step 4. Determine which data will be exchanged 

In this step, we determine which data will be exchanged between Magento and Exact. Which data can be linked depends on the available fields in both systems and the capabilities of the chosen configuration. 

For example, in most Magento-Exact integrations, the following data is exchanged: 

• Product details, such as product codes and descriptions, so that product information matches in both systems.
• Prices, price lists, and discounts, so that customers see the correct price in the online store.
• Inventory data, to ensure that available inventory remains up to date and to prevent overselling.
• Customer and address information, so that customer details do not need to be re-entered.
• Orders and order rules, so that online store orders are automatically processed in Exact.
• Shipping costs and VAT information, so that orders are recorded accurately for accounting purposes.
• Deliveries, invoices, and order statuses, so that the progress of an order is available in both systems.

Here’s an example: A customer places an order in Magento. The order details are then automatically sent to Exact, where the order can be further processed, invoiced, and handled administratively. At the same time, the current inventory levels can be sent back from Exact to the online store. 

Step 5. Set up additional preferences 

Not all the data you want to exchange is available by default. That’s why we carefully review the desired workflow in advance. This helps us ensure that important information isn’t left out of the integration and doesn’t have to be processed manually later on. Consider, for example, a specific reference number, internal note, or order identifier. In such cases, we must assess whether suitable fields are available or if additional configuration is needed. 

Not every process fits perfectly within a standard setup. Drawing on our experience in e-commerce and integrations, we assess how specific commercial, logistical, or financial requirements can best be addressed. This is particularly relevant for wholesalers, B2B online stores, international organizations, or companies with multiple locations, warehouses, or systems. 

Examples of this include:

• Customer-specific prices and price lists
• Different product ranges for each customer
• Multiple administrative offices, online stores, or warehouses
• Different VAT rules or countries
• An integration with a WMS or other system
• Specific fields that need to be mapped between Magento and Exact

Once all requirements have been incorporated into the design, we verify that the integration works as intended in practice.

Step 6. Test the connection 

Before the integration goes live, we’ll work together to test various real-world scenarios. This allows us to verify that the setup aligns with the processes and that the data is being processed correctly: 

• Are orders being entered into Exact completely and correctly?
• Are all data and fields being transferred correctly?
• Are inventory changes being processed correctly?
• Is the data being synchronized in the correct direction?
• Are duplicate data and errors prevented?

By testing various scenarios before the integration goes live, any issues can be detected and resolved early on. This prevents surprises once the integration becomes part of daily operations. 

Even after the system goes live, it is advisable to regularly check the data exchange. This ensures that discrepancies or errors are detected in a timely manner and that any problems can be resolved quickly. It is therefore a good idea to establish agreements in advance regarding the management and monitoring of the interface.