# ShipStation
### 1. Overview
The **ShipStation–XoroERP integration** enables businesses to automate the end-to-end order fulfillment process, connecting your ERP system with third-party logistics (3PL) providers and ShipStation. With this integration, orders flow seamlessly from XoroERP waves to fulfillment, shipment, and invoicing, reducing manual intervention and ensuring accurate tracking.
This article covers installation, workflow, special scenarios, and configuration settings to help you maximize efficiency with the integration.
***
### **2. Installation**
Installing the ShipStation integration in XoroERP is straightforward:
1. **Connect to XoroERP Instance**\
Enter your ERP instance URL in the integration setup page and click **Submit**. This establishes a secure connection between XoroERP and ShipStation.
2. **Install the Integration App**\
Click on the **Install** button. Once installed, the app will be available within your XoroERP instance.
3. **Login Using Credentials**\
After installation, log in to the app integration using the credentials. Configure the app settings, including API credentials for Shipstation and default operational parameters.
Once installed and configured, the integration enables automated syncing of orders, shipments, and invoices.
***
### **3. Workflow**
The integration streamlines the order fulfillment process as follows:
1. **Wave Creation in XoroERP**
* Orders are grouped into **waves** based on allocation rules.
* Wave state is monitored and updated automatically in XoroERP.
2. **Automatic Export to 3PL via ShipStation**
* Once a wave is ready, orders are sent to ShipStation.
* ShipStation coordinates with the concerned store for fulfillment.
3. **Shipment Fulfillment**
* The store picks, packs, and ships the orders.
* ShipStation communicates shipment details to the client.
4. **Ship Confirmation**
* ShipStation sends shipping confirmation back to XoroERP via API or whichever means configured.
* XoroERP automatically updates wave status, performs pick-pack-close operations, and marks the order as shipped.
5. **Invoice Creation**
* After shipment confirmation, invoices are generated automatically in XoroERP.
* Orders are then marked as **shipped**, completing the fulfillment cycle.
This workflow ensures real-time synchronization between XoroERP, and ShipStation.
***
#### **Special Scenarios / Features**
The integration supports advanced scenarios:
1. **Merged Waves**
* Multiple orders can be combined into a **single wave**.
* ShipStation sees both orders, but when XoroERP fetches the ship confirmation, it marks them as **shipped together as a single order**.
2. **Wave Allocation and Voids**
* If a client voids a wave in XoroERP, the system will automatically void the corresponding orders in ShipStation via API.
* This prevents discrepancies between ERP and 3PL systems.
3. **Partial Shipments / Multishipment Handling**
* If multishipment is disabled, the ship confirmation is treated as **final**, closing all wave lines.
* Any remaining unfulfilled quantities are automatically **unallocated**, maintaining inventory accuracy.
These features ensure flexibility while keeping operations synchronized and transparent.
***
### **4. Settings**
These settings determine how orders are exported, fulfilled, and updated automatically between XoroERP and ShipStation.
#### Data Export Settings
#### **4.1. Export Orders and Products**
* **Export Orders from Xoro to ShipStation**\
Enabling this setting allows orders to be automatically exported from XoroERP to ShipStation for fulfillment.
* If **no store is selected**, all orders across stores will be exported.
* If a **specific store is selected**, only orders from that store will be exported.
***
#### **4.2. Order Flow Controls**
| Setting | UI Element | Description |
| ------------------------------------------------------------------------ | ----------- | -------------------------------------------------------------------------------------------------------------- |
| Block waves created via Quick Ship in Xoro from flowing into ShipStation | \[Checkbox] | Prevent waves created via Quick Ship from being exported. Disabling allows these waves to flow to ShipStation. |
| Send tax amount to ShipStation | \[Checkbox] | When enabled, tax amount is sent along with orders to ShipStation. |
| Fetch Mark As Shipped Orders from ShipStation | \[Checkbox] | Allows XoroERP to fetch orders marked as shipped in ShipStation. |
| Send merged waves to ShipStation | \[Checkbox] | Sends updated merged waves and voids individual waves already sent. |
***
#### **4.3. Unit of Measure Settings**
| Setting | UI Element | Description |
| ------------------------------ | ----------- | ------------------------------------------------------------ |
| Third Party Weight UOM Code | \[Dropdown] | Orders exported with the selected weight unit of measure. |
| Third Party Dimension UOM Code | \[Dropdown] | Orders exported with the selected dimension unit of measure. |
***
#### **4.4. Shipment & Filtering Options**
| Setting | UI Element | Description |
| ----------------------------------------- | -------------------------- | ------------------------------------------------------------------------- |
| Enable ship confirmation sync via webhook | \[Checkbox] | Enables webhook-based syncing of shipment confirmations from ShipStation. |
| Ship Method Name(s) | \[Textbox / Multi-select] | Ship methods listed here will NOT be dropped during export. |
| Blocked SKU(s) | \[Textbox / Multi-select] | SKUs listed here will NOT be dropped during export. |
| Allowed Customer(s) | \[Dropdown / Multi-select] | Only orders from these customers will be exported. |
***
#### **4.5. Multishipment and Filtering**
| Setting | UI Element | Description |
| ------------------------------ | ---------------------- | ---------------------------------------------------------------------------------------------------------------------------- |
| Disable multishipment | \[Checkbox] | Disabling multishipment treats the ship confirmation as final, closing all wave lines; remaining quantities get unallocated. |
| Filter Name / Operator / Value | \[Textbox / Dropdowns] | Only orders matching the filters will be exported. Example: filter by order tags containing "ShipStation". |
| Default SKU | \[Textbox] | SKU used for fulfillment if no SKU is provided. |
| Split quantity | \[Checkbox] | Enables splitting of quantities for merged items in ShipStation. |
***
#### **4.6. Shipping Cost Settings**
| Setting | UI Element | Description |
| -------------------------- | ----------------------- | -------------------------------------------------------------------------------------- |
| Shipping Markup | \[Textbox / Percentage] | Adds a percentage markup to shipping cost (e.g., 10 = 10% markup). |
| Shipping Markup Order Type | \[Dropdown] | Applies shipping markup only to specific order types. If blank, applies to all orders. |
***
#### **4.7. Carrier and Ship Service Settings**
| Setting | UI Element | Description |
| ------------------------------------- | -------------------------------- | ---------------------------------------------------------------------------------------------- |
| Carrier Name | \[Dropdown] | Select the carrier in XoroERP. |
| Third Party Carrier Name | \[Dropdown / Add/Remove buttons] | Map to ShipStation carriers such as UPS, FedEx, Canada Post. Use + / – to add/remove carriers. |
| Ship Service Name | \[Dropdown] | Select the ship service in XoroERP. |
| Third Party Ship Service Name | \[Dropdown / Add/Remove buttons] | Map to ShipStation ship services. Use + / – to add/remove services. |
| Auto Create Carrier and Ship Services | \[Checkbox] | Automatically creates missing carriers and ship services to avoid processing errors. |
***
#### **4.8. Store and Currency Settings**
| Setting | UI Element | Description |
| --------------------- | ----------- | -------------------------------------------------------------------------------------------- |
| Third Party Store | \[Dropdown] | Select the ShipStation store for export. |
| Default Currency Code | \[Dropdown] | Orders exported to ShipStation use the selected currency — either home or customer currency. |
***
#### **4.9. Additional Order Options**
| Setting | UI Element | Description |
| -------------------------------------- | ----------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Void order shipped from another source | \[Checkbox] |
If an order in ShipStation 3PL has already been shipped from another source, and that shipment is detected or recorded in XoroERP.
The system will automatically void/cancel the corresponding open shipment for that order in ShipStation.
|
| Use Ship Date as transaction date | \[Checkbox] | Uses ShipStation's ship date as transaction date in XoroERP. |
| Allow third-party merged shipments | \[Checkbox] | Accepts merged shipments from third-party sources and processes them as separate invoices. |
***
#### **4.10. Import / Export Settings**
These settings control how **XoroERP integrates with ShipStation**, including job scheduling, automation, and error notifications. They ensure that import and export processes run on time, follow the correct time zone, and provide visibility into integration issues for reliable day-to-day operations.
#### Time Zone & Automation Settings
| Setting | UI Element | Description |
| --------------------------------- | ------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Time Zone** | Dropdown | Defines the time zone used for **all scheduled ShipStation import and export jobs**. All automated ShipStation processes—such as order export, shipment confirmation import, inventory sync, and status updates—run according to this selected time zone to ensure consistent execution timing. |
| **Enable Auto Import/Export** | Checkbox | Enables XoroERP to automatically run **ShipStation import and export jobs** based on a configured schedule. When disabled, all ShipStation-related processes must be triggered manually from the Operations page. |
| **Integration Start Date** | Date Picker | Specifies the date from which **automated ShipStation jobs begin running**. No scheduled tasks will execute before this date. |
| **Hour** | Dropdown | Defines the **hour of execution** for scheduled ShipStation jobs, based on the selected time zone. |
| **Min** | Dropdown | Defines the **minute of execution** within the specified hour. |
| **Auto Import Start Time Offset** | Numeric Input | Allows a **negative minute offset** to run ShipStation import jobs earlier than the scheduled time, helping accommodate upstream processing delays. |
#### Error Handling & Notifications
| Setting | UI Element | Description |
| ----------------------------------------------- | ---------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Receive Import Error Notifications by Email** | Checkbox | When enabled, XoroERP sends **instant email alerts** whenever a ShipStation import or export job fails, allowing immediate awareness of integration issues. |
| **Instant Error Email(s)** | Text Input | This field becomes available when the **Receive Import Error** checkbox is enabled. Comma-separated list of email addresses that receive **real-time ShipStation error notifications**. |
| **Send Daily Error Email** | Checkbox | Enables a **daily consolidated summary email** containing all ShipStation import/export errors for the day. |
| **Daily Error Email(s)** | Text Input | This field becomes available when the **Daily Error Email(s)** checkbox is enabled. Comma-separated list of email addresses that receive the **daily ShipStation error summary**. |
| **Exclude Logs** | Text Input | Allows filtering out specific log messages using **comma-separated keywords or wildcard patterns** (e.g., `*Inventory*`) to reduce alert noise from known or non-critical issues. |
### 5. Operations
***
**Header Options**
* **Add Account** – Connect a new ShipStation account to XoroERP.
* **Change Account** – Switch or update the currently connected account.
* **Remove Account** – Disconnect the account from XoroERP.
* **Settings** – Configure integration preferences, including default warehouses, carriers, and unit-of-measure settings.
***
#### Sync Xoro Data to ShipStation
**Dates to Fetch Orders**
* **Start Date to End Date** – Define the date range for fetching orders from ShipStation.
* **Import Button -** Manually trigger data import from ShipStation to XoroERP as needed.
* **Search Query** – Filter orders based on keywords, customer details, or order numbers.
***
#### **Previous Exports**
View a history of previously exported data with options to manage and reprocess items.
#### **5.1 Orders**
The **Orders tab** manages the export of orders from **XoroERP** to **ShipStation**, ensuring that order details are accurately transmitted for fulfillment.
**Purpose**
To track, export, and resolve issues related to order synchronization between XoroERP and ShipStation.
**Fields / Displayed Data**
* **Order #:** Unique identifier for each order.
* **Keyword:** Search or filter orders using keywords (e.g., customer name, SKU, or order reference).
* **Last Execution Date:** Timestamp of the last export attempt.
* **Message:** Displays errors or status messages for each order export.
**Options**
* **Run:** Initiates the export of selected orders to ShipStation.
* **Mark as Resolved:** Marks orders as successfully exported to prevent duplicates.
* **Mark as Unresolved:** Reopens a previously resolved order for reprocessing if needed.
**Filters / Checkboxes**
* **Hide Resolved Exports:** Hides orders that have already been marked as resolved.
* **Show Errors Only:** Displays only orders that encountered export errors.
**Usage Example**
If an order fails to export, use **Show Errors Only** to locate it, review the **Message**, fix any issues, and then click **Run** to retry the export. Mark as **Resolved** once successfully exported.
***
#### **5.2 Ship Confirmations**
The **Ship Confirmations tab** handles the import and tracking of shipment updates from **ShipStation** to **XoroERP**, ensuring order fulfillment status is accurately reflected.
**Purpose**
To receive and manage shipment confirmations, updating XoroERP with tracking and fulfillment details.
**Fields**
* **Ship Confirmation #:** Unique identifier for each shipment.
* **Keyword:** Search or filter shipment confirmations using relevant keywords (e.g., order number, SKU, or customer).
**Options**
* **Run:** Imports shipment confirmations from ShipStation to XoroERP.
* **Mark as Resolved:** Marks confirmations as processed to prevent duplicate updates.
* **Mark as Unresolved:** Reopens a previously resolved confirmation for reprocessing if required.
**Usage Example**
If a shipment confirmation fails to update in XoroERP, mark it as **Unresolved** and click **Run** to retry the import.
***
#### **5.3 Logs**
The **Logs** tab tracks all integration activities between **XoroERP** and **ShipStation**, providing a complete audit trail of exports, updates, and errors.
**Purpose**
To monitor, troubleshoot, and verify the synchronization of Orders, SKUs, and Ship Confirmations.
**Columns / Information Displayed**
* **Export Date:** Date and time when the export or sync was executed.
* **Type:** Type of export — *Order*, *Ship Confirmation*, or *SKU*.
* **Keyword:** Identifier used for quick reference (e.g., SKU, order number, or customer).
* **Order Ref#:** Reference number of the associated order or transaction.
**Filters & Options**
* **Do Not Show Resolved Exports (Checkbox):** Hides entries already marked as resolved.
* **Filter Types:** Filter logs by export type — *Orders*, *Ship Confirmations*, or *SKU*.
**Usage Example**
If an order fails to export, enable **Do Not Show Resolved Exports** and filter by **Orders** to quickly locate and address the issue. Review the **Order Ref#** and **Keyword** to identify the record and retry the export if needed.
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