Shipstation
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.
Installation
Installing the ShipStation integration in XoroERP is straightforward:
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.
Install the Integration App Click on the Install button. Once installed, the app will be available within your XoroERP instance.
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.
Workflow
The integration streamlines the order fulfillment process as follows:
Wave Creation in XoroERP
Orders are grouped into waves based on allocation rules.
Wave state is monitored and updated automatically in XoroERP.
Automatic Export to 3PL via ShipStation
Once a wave is ready, orders are sent to ShipStation.
ShipStation coordinates with the concerned store for fulfillment.
Shipment Fulfillment
The store picks, packs, and ships the orders.
ShipStation communicates shipment details to the client.
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.
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:
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.
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.
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.
Settings and Configuration
These settings determine how orders are exported, fulfilled, and updated automatically between XoroERP and ShipStation.
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.
2. Order Flow Controls
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.
3. Unit of Measure Settings
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. Shipment & Filtering Options
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.
5. Multishipment and Filtering
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.
6. Shipping Cost Settings
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.
7. Carrier and Ship Service Settings
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.
8. Store and Currency Settings
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.
9. Additional Order Options
Void order shipped from another source
[Checkbox]
Voids orders shipped from a different source.
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.
10. Import / Export Settings
Time Zone
[Dropdown]
Select timezone for import/export scheduling.
Enable auto import/export
[Checkbox]
Automates scheduled import/export tasks.
Receive import error notifications by email
[Checkbox]
Sends email notifications for import errors.
Send daily error email
[Checkbox]
Sends a daily summary of all import/export errors via email.
Sync Xoro Date to ShipStation
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.
Dates to Fetch Orders
Start Date to End Date – Define the date range for fetching orders from ShipStation.
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.
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.
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.
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.
Import Button
Manually trigger data import from ShipStation to XoroERP as needed.
This structure clearly separates functions, actions, and fields, making it easy for a user to navigate the integration.
If you want, I can also design a visual mockup layout for the ShipStation Integration screen in XoroERP, showing buttons, checkboxes, and log filters exactly like a UI. This would make the documentation much more intuitive.
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