ShipMonk

1. Overview

The ShipMonk 3PL Integration in XoroERP enables seamless communication between XoroERP and ShipMonk’s third-party logistics (3PL) system. This integration ensures real-time synchronization of products, orders, shipments, and inventory between both platforms — from order creation in XoroERP to final fulfillment and shipping confirmation by ShipMonk.

Through this integration:

  • Orders are automatically exported from XoroERP to ShipMonk for fulfillment.

  • ShipMonk sends back shipment updates and Advance Shipping Notices (ASNs) to XoroERP.

  • Manual data entry is reduced, redundancy is eliminated, and warehouse data flow becomes fully automated and reliable.

2. Installation

Step 1: Connect to XoroERP Instance

  1. Log in to your XoroERP account.

  2. Navigate to the Apps module from the main dashboard.

  3. Click the 3PL Connections tab.

  4. Select Add 3PL Connection.

  5. Choose ShipMonk from the list of available 3PL integrations.

Step 2: Install the Integration App

  • Click Install to add the ShipMonk 3PL integration to your XoroERP instance.

  • Once installed, the integration will be listed under your active integrations.

Step 3: Log In Using Credentials

After installation, configure the credentials provided by ShipMonk:

  • Account Name

  • API Endpoint

  • App Access Token

  • Facility ID

⚙️ Ensure all credentials are valid and authorized for 3PL data access to enable import/export synchronization.

3. Workflow

The ShipMonk 3PL integration automates the entire order fulfillment cycle:

Step 1: Wave Creation

  • Orders are grouped into waves in XoroERP based on allocation rules.

  • Each wave represents a batch of orders ready for fulfillment.

Step 2: Automatic Export to ShipMonk

  • Once a wave is ready, orders are automatically exported to ShipMonk for fulfillment.

  • ShipMonk handles picking, packing, and shipping at its warehouse.

Step 3: Shipment Fulfillment

  • Orders are fulfilled by ShipMonk.

  • Shipment details and tracking numbers are sent back to XoroERP automatically.

Step 4: Ship Confirmation

  • ShipMonk confirms the shipment, updating XoroERP with tracking and completion details.

  • Orders and waves in XoroERP are updated and closed.

Step 5: Invoice Creation

  • Post-shipment, invoices are automatically generated in XoroERP.

💡 This workflow ensures real-time data exchange, zero manual reconciliation, and full order traceability between XoroERP and ShipMonk.

4. Configuration Settings

The configuration controls how data is exchanged between XoroERP and ShipMonk. It allows fine-grained control over what data is exported, how orders are processed, inventory synchronization, and notifications.

4.1 3PL Integration Settings (ShipMonk)

Export Products to ShipMonk (Checkbox)

  • Enables export of item master data from XoroERP to ShipMonk.

  • If no tags are selected, all products are exported.

  • If specific tags are selected, only tagged items are exported.

  • Ensures ShipMonk’s catalog remains consistent with XoroERP.

Export Orders to ShipMonk (Checkbox)

  • Enables export of orders from XoroERP to ShipMonk for fulfillment.

  • Only orders created in selected stores will be exported.

  • Helps automate order fulfillment and reduce manual entry.

Block Waves Created via QuickShip

  • Prevents waves created via QuickShip in XoroERP from being exported to ShipMonk.

  • Useful for test orders or temporary waves.

Ship Method Name(s)

  • Enter shipping methods to exclude from export.

  • Example: “Local Pickup.”

  • Leave blank to allow all shipping methods.

Blocked SKU(s)

  • Enter item numbers (SKUs) to exclude from export.

  • Leave blank to include all SKUs.

Allowed Customer(s)

  • Only orders from the selected customers will be exported.

  • Leave blank to include all customers.

Shipment Notification URL

Disable Multishipment (Checkbox)

  • When enabled, ShipMonk’s shipment confirmation is considered final.

  • All wave lines close automatically.

  • Remaining order quantities, if any, are unallocated.

  • When disabled, multiple shipment confirmations are allowed and wave lines remain open until fully processed.

4.2 Filter Options

  • Fine-tune which orders are exported using filters.

  • Filter Names: Ship to Country, Order Date, Source, Order Tags, Ship Service, Order Type.

  • Operators: Contains, Equals, Greater Than, Less Than, Does Not Contain.

  • Value: Enter a keyword or numeric value.

  • Example: “Order Tag contains ShipMonk” ensures only orders tagged for ShipMonk are exported.

4.3 Pricing and Markup Settings

Default SKU

  • Used when shipment confirmation from ShipMonk does not include SKU.

  • Ensures fulfillment continues without errors.

Shipping Markup

  • Adds a percentage-based markup on shipping costs.

  • Example: “10” → adds 10% markup.

Shipping Markup Order Type

  • Apply markup only to specific order types.

  • Leave blank to apply to all orders.

Carrier Mapping

  • Map XoroERP Carrier Name → ShipMonk Carrier Name.

  • Prevents export failures due to missing or mismatched carriers.

Auto Create Carrier and Ship Services

  • Automatically creates missing carriers or shipping services in XoroERP.

  • Ensures smooth export operations without manual intervention.

4.4 ASN (Advanced Shipping Notice) Settings

Export ASNs to ShipMonk (Checkbox)

  • Enable to export Advance Shipping Notices (ASNs) from XoroERP to ShipMonk.

Batch Receive Location

  • Default location for receiving inventory from ShipMonk.

  • Format: StoreName@LocationName

  • Example: LA@LA-W

Third Party Warehouse

  • Select the warehouse representing ShipMonk’s fulfillment center.

Send Single ASN for Multiple POs

  • When enabled, multiple POs are combined into a single ASN.

  • When disabled, one ASN per PO is sent.

Restrict Transfer / Return ASNs

  • Prevent ASNs generated from transfer POs or RMAs/Credit Memos from being exported.

Use Ship Date as Transaction Date

  • Ensures consistent reporting by using shipment date for the transaction.

Enable Inventory Adjustment

  • Automatically applies stock adjustments received from ShipMonk to XoroERP inventory.

4.5 Inventory Sync Settings

Enable Full Inventory Sync (Checkbox)

  • Activates full inventory synchronization from ShipMonk to XoroERP.

  • Runs automatically at defined intervals.

Inventory Identifier Code

  • Unique identifier used to compare inventory between XoroERP and ShipMonk.

  • Ensures accurate reconciliation of stock levels.

Xoro Inventory Level

  • Select the inventory metric in XoroERP to compare against ShipMonk.

  • Options: Available, On Hand, Net Available

Third Party Inventory Level

  • ShipMonk inventory level for comparison.

4.6 Import/Export Scheduling

  • Schedule automatic data import/export for orders, shipments, ASNs, and inventory.

  • Options: Recurring or Once per Day

  • Set start date, hour/minute intervals, and offsets.

4.7 Time Zone

  • Select the operational time zone for synchronization.

  • Example: (UTC-08:00) Pacific Time (US and Canada)

Enable Auto Import/Export

  • Automates data exchange based on schedule and interval.

Auto Import Start Time Offset

  • Adds a negative offset to the auto-import start time (in minutes).

  • Example: Interval = 30, Offset = 5 → fetches every 25 minutes.

Enable Pending Ship Confirmation Sync

  • Automatically fetches pending shipment confirmations from ShipMonk.

Email Notifications

  • Receive import error notifications immediately.

  • Send daily summary of errors.

  • Enter multiple email addresses separated by commas.

  • Optionally filter or exclude logs using wildcards (e.g., error).

5. Operations Page

The Operations Page in XoroERP allows users to monitor, control, and manually trigger all data synchronization activities between XoroERP and ShipMonk. It provides a centralized interface to manage orders, ASNs, shipment confirmations, SKU synchronization, and logs.

Header Options

  • Add Account – Add another ShipMonk account to your XoroERP integration.

  • Change Account – Switch between multiple ShipMonk accounts or update credentials.

  • Remove Account – Disconnect the current ShipMonk integration.

  • Settings – Open configuration parameters for controlling automated import/export.

5.1 Sync Xoro Data to ShipMonk

Automatically push orders, ASNs, and shipment data to ShipMonk.

  • Start/End Date: Specify the date range for data synchronization.

  • Search Query: Filter by order number, ASN, or keyword to narrow down specific records.

Purpose: Ensures accurate and timely synchronization, either automatically or selectively, between XoroERP and ShipMonk.

5.2 Orders Tab

Manually manage and monitor order exports.

Functions:

  • Run: Manually push selected orders to ShipMonk.

  • Mark as Resolved: Marks successfully exported orders.

  • Mark as Unresolved: Reopens failed or pending orders for reprocessing.

Filters:

  • Hide Resolved: Hides completed exports to focus on pending orders.

  • Show Errors Only: Displays only orders that failed to export for quick troubleshooting.

Information Displayed:

  • Order #: Unique identifier for each order.

  • Last Execution Date: Timestamp of the most recent export attempt.

  • Message: Status update indicating success or failure and error details if any.

5.3 Ship Confirmations Tab

Track shipment confirmations sent by ShipMonk.

Functions:

  • Run: Fetch and update shipment confirmations.

  • Mark as Resolved: Marks confirmations as processed.

  • Mark as Unresolved: Reopens confirmations that require attention.

Filters:

  • Hide Resolved: Hides already processed confirmations.

  • Show Errors Only: Displays only failed shipment confirmations for easy correction.

Search Options: By Ship Confirmation # or keyword.

Information Displayed:

  • Ship Confirmation #: Unique identifier for each shipment.

  • Last Execution Date: Timestamp of the latest confirmation.

  • Message: Status or error message from ShipMonk.

5.4 ASNs Tab

View and manage exported Advance Shipping Notices (ASNs).

Functions: Run, Mark as Resolved, Mark as Unresolved. Filters: Hide Resolved, Show Errors Only. Search Options: By ASN # or keyword. Information Displayed: Order #, Last Execution Date, Message.

Purpose: Provides visibility into all ASNs exported to ShipMonk and allows manual intervention when needed.

5.5 ASN Confirmations Tab

Monitor acknowledgment responses for previously sent ASNs.

Functions: Run, Mark as Resolved, Mark as Unresolved. Search Options: By ASN Confirmation # or keyword.

Purpose: Ensures exported ASNs are acknowledged by ShipMonk, keeping shipment and inventory data synchronized.

5.6 SKU Tab

Manage SKU synchronization between XoroERP and ShipMonk.

Functions: Run, Mark as Resolved, Mark as Unresolved. Information Displayed: SKU #, Last Execution Date, Message.

💡 Example: Updates made to product dimensions in XoroERP automatically sync with ShipMonk to maintain data consistency.

5.7 Logs Tab

Monitor all integration activity including exports, imports, and SKU syncs.

Filters: Hide Resolved Exports, Show Errors Only. Columns: Export Date, Type, Keyword, Order Ref#.

💡 Example: Apply “Show Errors Only” to quickly identify failed records, correct the issues, and re-run exports.

6. Summary

The ShipMonk 3PL Integration provides a unified, automated bridge between XoroERP and ShipMonk’s logistics platform. It enables effortless synchronization of orders, shipments, ASNs, and inventory, ensuring accuracy and real-time visibility across systems.

With automated scheduling, filter-based control, and built-in error handling, this integration ensures:

  • Faster fulfillment

  • Reduced manual errors

  • Accurate inventory

  • Transparent 3PL collaboration

⚡ In essence, the ShipMonk 3PL Integration transforms manual logistics workflows into a seamless, automated, and reliable system within XoroERP.

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