TABLE OF CONTENTS
- Typical Integration
- Duplicate SKU Values
- Patching an Item
- WOS Controlled vs Host Controlled Fields
- Item Cleanup - remove old items no longer in use
Downloading items into WOS is a basic integration that is included in almost all projects. A typical item download flow is simple and represented by the flow below. The Host system is checked for items that have been updated. These details are then pulled into WOS to either update existing or create new items.
In general, the Host system should maintain as much detail about the item as possible. When items are downloaded into WOS, these details can be pulled in and used to maintain the item. The default item integration assumes all details about the item will be maintained in the Host system. When an update is brought through the integration, all details about the item will be updated to match the newest details from the Host system.
WOS does not keep details on variants or options within an item. Each inventoried unit needs to be a separate item in WOS. If an inventoried unit, typically the SKU, doesn't have an identifier, that item can't be brought into WOS.
Duplicate SKU Values
Typically, the SKU value is used as the Item Number to keep item's unique within WOS. If the Host system does not validate or require unique SKU values, the integration could run into a problem keeping items accurate against the Host data. If two items from the Host system share the same SKU, the integration will update the same item in WOS with details from the two separate items in the Host. Which details are shown in WOS will depend on which item in the host was last updated. This could also create potential problems in the Inventory Integration. If WOS is storing an ID that links back to the item in the Host system, which Host item gets updated with inventory updates will depend on which item was last updated.
Patching an Item
When a Host system can't maintain all of the details of an item, the integration can be updated to provide a "patch" update of the item. In a patch update, only the fields sent from the Host will be updated. If the Host has no knowledge of certain fields, only those fields will be updated when items are downloaded from the Host system. The other fields can be updated and maintained within WOS.
WOS Controlled vs Host Controlled Fields
In situations where a Host has details that should be updated when the item is first created, but from there forward WOS should control the details of those items, the integration can be updated to accommodate. A list of specific fields that are WOS Controlled needs to be maintained within the integration. This list will allow new items to set those values. However, when checking for updates from the Host system, those fields will be ignored and not push an update to WOS.
This is typically used for External Ids that link an item back to WOS. It prevents that ID being changed with an unintentional update in the Host system. This is also often used to set a default value for Replenish Qty, but then allows that Replenish Qty to be changed in WOS going forward.
The integration doesn't maintain a list of all fields and where it is controlled. Only the fields that the Host system can update, but should be controlled by WOS should be maintained. If the Host system doesn't have a specific field, that does not need to be maintained in a WOS Controlled field list.
Item Cleanup - remove old items no longer in use
Over time, items can be discontinued and get stale. WOS will maintain these items and it can cause some performance issues. Checking current inventory values, for example, will show 0 inventory for all items, even if they haven't been used in some time. The integration can do regular checks against stale items and remove them from the system. This check is typically looking for items that have not been created in the last 6 months, has not been updated in the last 6 months, and has no current inventory or open orders tied to it. This logic can be customized as needed. This helps keep the system as lean as possible to allow for optimal performance in item or inventory lookups.
Create or Update Bundles
It's most common for bundles to be used in WOS because the Host system doesn't have the details to provide a bundle structure. If the Host system can provide the components and quantities of a bundle that should be used in WOS, an integration can be created to create and manage the bundles in WOS.