Magento 2 Exact Online Integration for Ecommerce Stores
Struggling to bridge the gap between your sales and backend operations? Magento 2 Exact Online integration connects your store with Exact Online’s tools.
This article will explain the benefits and features of the Exact Online integration.
Key Takeaways
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Smooth data synchronization between financial and inventory systems.
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Reduces manual work with automated order and payment processing.
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Custom mapping options for flexible business applications.
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Complete control over data with secure integration solutions.
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Quick setup process with no technical expertise needed.
What is Exact Online for Magento 2?
Magento Exact Online Integration bridges your operations with financial management. Exact Online is a cloud-based business management software. It is mainly for small to medium-sized enterprises (SMEs).
It provides solutions for finance, Magento ERP, CRM, and HRM. This integration automates data flow between sales, inventory, and accounting systems. Significant benefits of this integration include:
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Automated Workflows: Eliminates manual data entry for orders, invoices, and inventory updates.
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Real-Time Insights: Tracks sales, stock levels, and financials across both platforms.
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Error Reduction: Minimizes pricing, tax codes, or inventory count mismatches.
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Scalability: Handles high transaction volumes without performance lag.
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GDPR Compliance: Data transfers are encrypted and not stored on intermediary servers
Key Features of Exact Online Business Management for Magento 2
1. Financial Management
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Exact Online simplifies financial processes with automated bookkeeping. It reduces manual work by automatically recording transactions and reconciling bank statements. This helps businesses save time and minimize errors.
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The platform provides real-time financial insights. Users can access dashboards with up-to-date economic data and KPIs. This enables better decision-making and financial planning.
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The system automatically calculates VAT, generates tax reports, and prepares necessary filings. This reduces the risk of errors and penalties.
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Budgeting and forecasting tools let you compare financial performance against projections. Identify variances quickly and adjust strategies to meet targets.
2. Inventory & Supply Chain Management
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Order management creates purchase orders and fulfills sales orders. The system generates orders automatically based on predefined rules.
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Batch/serial tracking assigns unique codes to product batches or individual items. This ensures compliance with industry regulations and simplifies recalls.
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Material Requirements Planning (MRP) calculates raw material needs using demand forecasts. It optimizes procurement by aligning orders with production schedules and sales.
3. Automation & Efficiency Tools
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Scan & Recognize uses OCR technology to digitize paper invoices and receipts. It extracts key data like amounts and dates automatically.
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Workflow automation lets you set rules for approvals, alerts, and tasks. For example, recurring Magento invoices are generated automatically each month. Approval requests are routed to managers via email, reducing delays.
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Third-party integrations connect Exact Online to Magento, payroll systems, and Zoho Analytics.
4. Analytics & Reporting
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Pre-built dashboards track critical KPIs like sales growth, profit margins, and inventory turnover. These dashboards provide visibility into performance without manual setup. Users can spot trends or issues at a glance.
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Custom reports combine data from Exact Online with CRM or HR systems. Tools like Zoho Analytics help blend this data for deeper insights. Businesses can analyze cross-departmental trends.
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AI-powered insights identify patterns in financial or operational data. The system suggests steps like reducing underperforming inventory or adjusting pricing. This transforms raw data into strategies for cutting costs or increasing revenue.
5. Industry Specific Solutions
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It provides features to manage bills of materials, work orders, and shop-floor tracking. Businesses can create detailed BOMs to ensure accurate production planning.
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In wholesale distribution, Exact Online helps optimize
- Warehouse management
- Drop-shipment workflows.
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It tracks Magento inventory across multiple locations and updates stock replenishment. Drop-shipment workflows ensure smooth coordination between suppliers and customers.
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The platform enables businesses to track billable hours and measure project profitability. Time-tracking tools ensure accurate billing for every hour worked. Profitability insights help identify which projects are most lucrative.
Data Synchronization Between Magento 2 and Exact Online
| Data Type | Description |
|---|---|
| Customers | Contact information, billing and shipping addresses, customer groups, and order history. |
| Products | Product name, description, SKU, price, inventory levels, and product attributes. |
| Sales Orders | Order details, customer information, shipping information, order status, and payment information. |
| Invoices | Invoice number, date, order details, payment status, and total amount. |
| Payments | Payment method, transaction ID, date, amount, and status. |
| Inventory | Stock levels, stock locations, low stock alerts, and stock adjustments. |
| Pricing | Product price, promotional pricing, currency conversion, and customer-specific pricing. |
Prerequisites for Integrating Magento 2 with Exact Online
1. Magento 2 Compatibility
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For smooth integration, your Magento 2 store must run on supported versions (2.3.x or 2.4.x). This applies to both Adobe Commerce and Open Source editions. Outdated versions may lack essential API features.
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PHP versions 7.4 or 8.1 are mandatory, depending on your Magento release. MySQL or MariaDB 10.4+ ensures reliable database management.
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Magento Elasticsearch 7.6+ powers fast, accurate product searches. An SSL certificate is non-negotiable. It encrypts API communications between Magento and Exact Online to protect sensitive data.
2. Exact Online Configuration
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Your Exact Online account must have an active paid subscription. This subscription needs access to CRM, Inventory, and Financial Management modules.
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These modules enable features like:
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customer data tracking
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stock updates
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invoice management
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Generate OAuth credentials within Exact Online’s developer settings. These credentials are a secure key that authorizes Magento to send and receive data.
3. Data Preparation
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Ensure every Magento 2 product SKU is unique and 30 characters or shorter. Exact Online’s item codes have a 30-character limit, so exceeding this breaks the sync.
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Attribute consistency avoids mismatched product details. Align Magento attributes like size or color with Exact Online’s item groups.
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For example, Magento's “color” attribute should map to Exact’s color categories. Mismatches can lead to missing or incorrect product data.
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Clean customer data prevents sync failures. Verify names, addresses, and VAT numbers in Magento before integration.
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Incomplete addresses or duplicate entries cause errors during customer account creation.
4. Integration Tools & Access
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A pre-built connector simplifies setup for non-technical users. Tools like APIcenter or Codeless Platforms offer no-code/low-code workflows.
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APIcenter requires a paid subscription and valid Magento 2 credentials to function. These tools automatically handle data mapping and sync rules.
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For custom development, access to Magento REST/SOAP APIs is essential. These APIs pull order details, customer data, and product info from Magento.
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You’ll also need Exact Online APIs to sync financial records and inventory updates. Custom solutions offer flexibility but demand technical expertise to configure and maintain.
Troubleshooting Magento 2 Exact Online Integration Errors
| Error Type | Likely Cause | Solution |
|---|---|---|
| API Authentication Failures | Invalid OAuth credentials or permissions. | Regenerate OAuth tokens in Exact Online. Ensure the user has full rights. |
| Data Mapping Errors | SKUs >30 characters, misaligned fields. | Shorten SKUs and map attributes (e.g., "color" to Exact’s item groups) using tools like APIcenter. |
| Inventory Sync Issues | Delayed sync or multi-location conflicts. | Enable real-time sync and configure warehouse logic in Exact Online. |
| Order Status Conflicts | Missing status filters (e.g., "Paid"). | Filter orders by status in APIcenter or custom scripts. |
| Extension Conflicts | Conflicting pricing/discount extensions. | Disable conflicting extensions temporarily. |
| Performance Slowdowns | Heavy calls or outdated server specs. | Upgrade PHP/MySQL and use batch processing. |
| Customer Data Errors | Inconsistent email formats or invalid VAT. | Clean customer data in Magento pre-sync. |
| GDPR/Compliance Risks | Unencrypted transfers or log storage. | Use Magento GDPR-compliant tools (e.g., APIcenter) with TLS encryption. |
| Tax/Shipping Mismatches | Tax codes/shipping rules not mapped. | Map tax codes (e.g., "VAT" to "TAX001") and shipping methods in Exact. |
| Multi-Store Complexity | Missing store-specific field mapping. | Configure unique SKU/price rules per store in APIcenter. |
FAQs
1. What are the benefits of Magento integration with Exact Online?
Integrating Magento with Exact Online optimizes business operations. This is by making sales orders from Magento, managing inventory, and reporting financial reports. This reduces manual data entry, enhances accuracy, and improves decision-making.
2. How does Magento 2 integration improve efficiency for eCommerce businesses?
A well-configured Magento 2 to Exact Online setup creates key processes. These include invoicing, stock updates, and order synchronization. This ensures that businesses can handle high transaction volumes without bottlenecks.
3. Can Exact Online and Magento work together without coding expertise?
Yes, businesses can use Codeless Platforms’ Exact Online Magento connector. This tool allows data mapping and automation without custom development.
4. How does the exact online integration solution help with inventory and financial management?
The Exact Online Magento 2 integration syncs data. It also ensures inventory, pricing, and order details are accurate. It eliminates discrepancies, making tracking financials and optimizing stock levels easier.
5. What tools are available to sync the Magento store with Exact Online?
Businesses can use pre-built solutions like third-party products and technologies. It is to transfer data between Magento 2 and Exact Online. API-based custom development enables direct data from Magento to the ERP system.
Summary
The Magento 2 Exact Online integration enables users to access powerful business management tools. This article explains the benefits and features of the Magento 2 integration. Here is a quick recap:
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Automates order, inventory, and financial data transfers.
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Enhances accuracy while reducing manual data entry.
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Provides real-time insights for better decision-making.
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Supports seamless connection with external business tools.
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Ensures compliance with data security regulations.
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