Xentral Shopware 6 Integration Guide

1. Introduction

This guide gives a comprehensive, step-by-step guideline of Xentral ERP and Shopware 6 integration, making it possible for e-commerce businesses to automate processes such as order processing, stock tracking, and synchronization of product information. The intention is to assist users in installing, setting up, and personalizing the Xentral Shopware 6 Connector for seamless data exchange between platforms. The guide is targeting business owners, developers, and e-commerce operators who aim to automate and optimize their business processes. Whether you own one Shopware 6 store or multiple sets of sales channels, the guide equips you with the answers to integrate Xentral successfully into Shopware 6, maximizing operation efficiency and scalability.

2. What is Xentral?

Xentral is a cloud-based ERP (Enterprise Resource Planning) system tailored for e-commerce, centralizing critical processes like order management, inventory tracking, and product data handling. It integrates with Shopware 6 to provide a unified platform for managing online store operations.

Xentral Dashboard

2.1 Overview of Xentral

Xentral acts as a single source of truth, consolidating data from various sales channels into one interface. Its modular design allows businesses to customize workflows, making it ideal for both small shops and complex multi-channel operations.

2.2 Benefits for Online Stores

• Unified Data Management: Centralize product, order, and inventory data from Shopware 6 and other channels in Xentral.
• Real-Time Synchronization: Instantly update stock levels and order statuses to prevent overselling and improve customer satisfaction.
• Process Automation: Automate order processing, invoicing, and shipping to reduce manual tasks and errors.
• Multi-Channel Flexibility: Map Shopware 6 subshops or external channels (e.g., marketplaces) as separate channels in Xentral.
• SEO Enhancement: Sync multilingual product data and SEO metadata to boost search engine visibility.
• Scalability: Supports B2C and B2B setups with features like customer-specific pricing and bulk order handling.

2.3 Relevant Xentral Features for Shopware 6

Xentral’s Shopware 6 Connector includes:

• Order Import: Automatically or manually import orders, capturing details like products, quantities, and payment methods.
• Product and Inventory Sync: Transfer product data, images, and stock levels between Xentral and Shopware 6.
• Xentral Connect: A modern middleware for Shopware 6, offering improved stability and migration support compared to older connectors.
• Cross-Selling and SEO: Sync cross-selling relationships and SEO paths to enhance product discoverability.

3. Requirements

Before integrating Xentral with Shopware 6, ensure all prerequisites are met to facilitate a smooth setup process.

3.1 Technical Prerequisites

• Shopware 6 Version: Compatible with Shopware 6 up to version 6.5. For Shopware 6.6, the Xentral Connect interface (currently in beta) is required.
• Server Requirements:
• PHP 7.4 or higher (per Shopware 6 specifications).
• MySQL 5.7 or higher (or MariaDB equivalent).
• Sufficient server resources (memory, CPU) to handle API requests and data synchronization.
• Xentral Account: An active Xentral instance (cloud-based or on-premise) with access to the Shopware 6 Connector.
• Shopware Admin Access: Administrator-level access to the Shopware 6 backend for integration setup.
• API Credentials: A Shopware 6 API user with an Access ID and Secret Key.
• Process Starters: Xentral’s Shopimporter and Articleimport process starters must be activated for automated data imports.

3.2 Additional Requirements

• Unique Product SKUs: All products in Shopware 6 must have unique Stock Keeping Units (SKUs) for accurate mapping in Xentral.
• Dedicated API User: Create a separate API user in Shopware 6 to enhance security and avoid conflicts with admin accounts.
• Language Setup: For multilingual stores, configure target languages in Shopware 6 to support synchronized product data.

4. Installing the Xentral Connector

The Xentral Shopware 6 Connector is installed via the Shopware App Store or configured directly within Xentral’s backend.

4.1 Where to Find the Connector

Shopware App Store: Search for “Xentral ERP” in the Shopware 6 App Store to download the connector.

Search for Xentral

Then just add the extension

Xentral Backend: Access the connector under Settings > Selling > Shopware 6 Connector (for Xentral Connect) or Administration > Shop Interface (for legacy connectors).

4.2 Step-by-Step Installation Guide

• Access Xentral Backend: Log in to your Xentral instance and navigate to Settings > Selling > Shopware 6 Connector.
• Install the Connector: Click Install App to initialize the connector, creating a workflow container in the background.
• For legacy Shopware 5 setups, use Administration > Shop Interface and select Shopware 5 (not applicable for Shopware 6).
• Launch the Setup Wizard: Click + New Integration to begin configuration.
• Assign a unique name (e.g., “Shopware 6 Primary Store”) for identification.
• Verify Installation: Ensure the connector appears in Xentral’s shop interface overview, ready for configuration.

4.3 Enabling Basic Options

• Enable Demo Mode initially to test the integration without affecting live data.
• Set the user role to Administrator during setup to ensure full access to configuration options.

5. Configuring the Xentral Connector

Proper configuration ensures seamless data exchange between Shopware 6 and Xentral.

5.1 Connecting Shopware 6 to Xentral

• Create an API User in Shopware 6: Navigate to Settings > System > Integrations in Shopware 6. Click Add Integration, name it (e.g., “Xentral API”), and assign Administrator role. Copy the Access ID and Secret Key (store securely, as they are displayed only once).
• Enter API Credentials in Xentral: In Xentral, go to Settings > Selling > Shopware 6 Connector. Enter the Shopware 6 shop URL (e.g., https://yourshopware.com). Paste the Access ID and Secret Key from Shopware 6. Click Test Connection to verify the credentials.
• Select Data Types to Sync: Choose data to exchange, such as orders, products, inventory, and cross-selling links. Recommendation: Enable all features initially and refine settings based on needs.

5.2 Key Configuration Settings

• Mode:
• Demo Mode: Test without impacting live data.
• Live Mode: Use for production after testing.
• Manual Mode: Import orders manually via the Pick up orders button.
• Order Import Settings:
• Activate Shopimporter process starter for automatic order imports.
• Set Limit Quantity Fetch (e.g., 100 orders) to manage large imports.
• Enable Orders in Intermediate Table for manual review before processing.
• Product and Inventory Sync:
• Activate Articleimport process starter for product imports.
• Enable Adopt product number from shop to use Shopware 6 SKUs in Xentral.
• Configure stock synchronization to update Shopware 6 with Xentral’s inventory.
• Custom Fields and Properties:
• Map Xentral’s free fields to Shopware 6’s custom fields for additional data (e.g., product specifications).
• Create custom field sets in Shopware 6 under Settings > System > Custom Fields.
• SEO and Language Options: Sync SEO paths and metadata to improve search engine rankings. Configure languages in Shopware 6 for multilingual product descriptions.

6. Testing the Integration

Testing ensures the integration works correctly before going live.

6.1 Creating a Sandbox Environment

• Enable Xentral’s Demo Mode to simulate data transfers without affecting live systems.
• Create test products and orders in Shopware 6 to verify synchronization.

6.2 Performing Test Transactions

• Place Test Orders: Create test orders in Shopware 6 with varied statuses (e.g., open, paid). Ensure products have unique SKUs and valid payment/shipping methods.
• Import Orders to Xentral: Go to Administration > Shop Interface > Journal (for Xentral Connect) or use Pick up orders. Confirm test orders appear in Xentral’s intermediate table or order list.
• Sync Products and Inventory: Export a test product from Xentral to Shopware 6 or import from Shopware 6 to Xentral. Verify stock levels update in Shopware 6 after adjusting inventory in Xentral.
• Test Status Updates: Update an order status in Xentral (e.g., shipped) and confirm the tracking number syncs to Shopware 6.

6.3 Debugging Tools

• Xentral Logs: Enable Logging in logfile in the Shopware 6 Connector settings to track API calls and errors.
• Shopware 6 Logs: Check logs under Settings > System > Logs in Shopware 6 for API issues.
• Process Starter Status: Monitor Shopimporter and Articleimport process starters in Xentral for import progress.

7. Troubleshooting

Correct common issues to ensure a solid integration.

7.1 Common Errors

• API Authentication Issues: Incorrect Access ID or Secret Key. Review credentials and ensure the API user has administrator rights.
• Connection Problems: Check the Shopware 6 URL and server accessibility. Use Test Connection in Xentral to diagnose.
• Order Import Failures: Ensure orders are in “open” status in Shopware 6. Use batch processing to adjust statuses if needed.
• Product Sync Issues: Confirm unique SKUs for all products. Avoid special characters in product names or images.

7.2 Analyzing Logs

• Check Xentral logs under Administration > Shop Interface > Logfile for failed API requests or data mismatches.
• Review Shopware 6 API logs to identify transfer errors.

7.3 Compatibility Issues

• Xentral supports Shopware 6 up to version 6.5. For Shopware 6.6, use the beta Xentral Connect interface.
• Migrate to Xentral Connect by February 15, 2025, as older connectors will receive limited support.

8. Go Live: Activating Live Mode

Transition to production after successful testing.

8.1 Switching to Live Mode

• In Xentral, navigate to Settings > Selling > Shopware 6 Connector.
• Set the integration to Live Mode and disable Demo Mode.
• Save settings to enable live data synchronization.

8.2 Final Review

• Verify API credentials and shop URL.
• Ensure all features (e.g., order import, inventory sync) are enabled as required.
• Perform a final test import with a small live dataset.

8.3 Informing Customers

• Update Shopware 6 to reflect synchronized inventory and order statuses.
• Notify customers via email or website banners about improved order processing and tracking.

9. Best Practices & Security

Optimize and secure the integration for reliable performance.

9.1 Securing the Integration

• Use a dedicated API user in Shopware 6 with restricted permissions.
• Regularly rotate API credentials (Access ID and Secret Key).
• Enable HTTPS for Shopware 6 and Xentral to encrypt API communications.

9.2 Monitoring Synchronization

• Regularly check Xentral’s Journal (for Xentral Connect) or Shop Interface logs for sync errors.
• Monitor Shopware 6 stock levels to ensure real-time updates from Xentral.
• Set up Xentral alerts for failed imports or low inventory thresholds.

9.3 Managing Data

• Leverage Xentral’s CRM to centralize customer data from Shopware 6 orders.
• Review imported orders for accuracy, especially high-value transactions.
• Backup product and order data in Xentral before large imports or exports.

10. Frequently Asked Questions (FAQ)

What if the Xentral connection fails?
Verify API credentials and shop URL. Check server connectivity and firewall settings. Review Xentral and Shopware 6 logs for error details.

How long does product import take?
Import time varies by catalog size. Large catalogs may take hours or days but run in the background.

Can I sync multiple Shopware 6 subshops?
Yes, Xentral maps subshops as separate channels. Configure each under Settings > Selling > Shopware 6 Connector.

What if stock levels don’t sync correctly?
Ensure Shopimporter process starter is active. Check for SKU mismatches or special characters. Reset stock number cache in Xentral under Administration > Shop Interface > Product Transfer.

How do I handle order cancellations?
Xentral reports cancellations to Shopware 6 as status updates. Process refunds manually in Shopware 6, as automatic refunds are not supported.