A successful WooCommerce and MYOB Acumatica integration starts before any plugin is installed. The most important work is confirming how products are matched, which system owns each type of data, how prices and stock should behave, and when WooCommerce orders are ready to become Acumatica SalesOrder records.
This checklist explains what to prepare before onboarding. It is written for stores considering the QuixWP Acumatica Connector, especially businesses that already have a WooCommerce catalogue and want MYOB Acumatica to remain the operational source for stock, pricing, customer price classes, and order processing.
WooCommerce catalogue requirements
The standard onboarding flow assumes that the WooCommerce catalogue already exists. Products and variations should be ready to match against MYOB Acumatica inventory items before synchronization begins.
The cleanest setup is a stable WooCommerce SKU that maps to the agreed Acumatica Inventory ID. That matching rule keeps stock and price updates deterministic and avoids guessing when two records look similar.
- Each synchronized product or variation should have a unique WooCommerce SKU.
- SKUs should match the Acumatica Inventory ID or the agreed ERP item identifier.
- Duplicate, missing, temporary, or manually edited SKUs should be cleaned before go-live.
- Variable products need variation-level SKUs when each variation has its own ERP item.
- Product creation from Acumatica should be treated as custom scope, not assumed as part of the first implementation.
MYOB Acumatica API access requirements
A direct connector needs a working MYOB Acumatica or Acumatica endpoint, a dedicated integration user, the correct tenant context, and permissions for every entity used by the agreed workflow.
Access should be confirmed early. A login that works in the browser does not automatically mean the API user can read inventory, prices, customers, and create SalesOrder records through the required endpoint.
- Use a dedicated integration user rather than a personal administrator account.
- Confirm the Acumatica base URL, tenant or company, branch, and endpoint version.
- Confirm access to inventory, stock availability, price data, customer data, and SalesOrder operations.
- Document custom fields, custom endpoints, freight items, tax codes, and units of measure before mapping begins.
- Do not send API passwords through the public website form or email.
Stock and warehouse decisions
Stock synchronization is rarely just a question of importing one number. MYOB Acumatica may contain several warehouses, branches, allocations, committed quantities, or a custom availability calculation.
Before onboarding, decide what WooCommerce should show to customers. For some stores this is one warehouse. For others it may be a summed quantity, a specific branch, or a business-specific available quantity exposed through the Acumatica API.
- Choose the warehouse or availability rule WooCommerce should use.
- Decide whether WooCommerce should show on-hand stock, available stock, or another agreed value.
- Define how negative availability, backorders, discontinued items, and inactive ERP items should behave.
- Confirm how often scheduled stock synchronization should run.
- Keep a manual sync option available for onboarding, testing, and recovery.
Pricing and customer price class requirements
Pricing is usually where B2B WooCommerce and MYOB Acumatica integrations become commercially important. A simple store may only need a base price, while a B2B store may need customer price classes or account-specific rules.
Before onboarding, define what guests see, what logged-in customers see, and how WooCommerce users map to MYOB Acumatica customers or price classes.
- Confirm the base price source used for guests and unmapped customers.
- List the Acumatica customer price classes that need to appear in WooCommerce.
- Define the WooCommerce roles or users mapped to each Acumatica price class.
- Confirm how sale prices, tax display, currencies, quantity breaks, and promotions should interact with imported prices.
- Review full-page caching for logged-in customer-specific pricing before go-live.
Customer mapping requirements
Customer mapping affects both pricing and order export. The connector needs to know which MYOB Acumatica customer account should receive an order and which pricing rule should apply during the WooCommerce shopping flow.
For existing B2B customers, a stable ERP customer identifier is usually better than trying to match every order by company name. Guest orders and new customers should have a defined rule before production export is enabled.
- Decide whether WooCommerce users map to Acumatica customer IDs, emails, account codes, or another agreed identifier.
- Prepare a sample list of mapped users and customer accounts for testing.
- Define what happens when a WooCommerce customer is not mapped.
- Decide whether guest orders use a shared account, require manual review, or create a new customer record.
- Separate customer creation rules from the first stock, pricing, and order-export scope when the customer workflow is complex.
WooCommerce order export requirements
Order export should only happen when the WooCommerce order is ready for the ERP. For many stores this is when payment is confirmed and the order reaches Processing, but the correct trigger depends on payment methods, review steps, fulfilment process, and internal policy.
The export mapping should be reviewed with sample orders before automation is enabled. The connector should store the Acumatica reference on the WooCommerce order so retries do not create normal duplicate SalesOrder records.
- Choose the WooCommerce status that triggers export.
- Prepare sample orders with normal products, variations, shipping, tax, discounts, and customer-specific pricing.
- Confirm how freight, shipping methods, tax codes, customer references, and order notes map to Acumatica.
- Define whether failed exports should retry automatically, wait for manual review, or both.
- Confirm what happens when a product, customer, price, or tax mapping is missing.
Testing data to prepare before onboarding
Good test data makes onboarding much faster. The first test should not use only a perfect simple product and one clean order. It should include the real edge cases that matter to the business.
Prepare a small but representative set of products, customers, prices, stock values, and orders. The goal is not to test every record in the catalogue; it is to prove that the agreed rules work before automation is enabled.
- Five to ten representative products or variations with known Acumatica Inventory IDs.
- At least one standard retail customer and one B2B customer with customer-specific pricing.
- One or more products with stock values that can be verified in MYOB Acumatica.
- Sample shipping, tax, freight, discount, and address scenarios.
- One expected failure case, such as an unmapped SKU, so retry and logging behavior can be reviewed.
When the standard package is likely to fit
The standard QuixWP Acumatica Connector package is designed for a focused WooCommerce-to-Acumatica workflow. It works best when the store already has a clear catalogue and the business wants stock, pricing, customer price classes, and order export without building a broad multi-system middleware project.
A compatibility review is still required because each MYOB Acumatica environment can differ in warehouses, price classes, tax, units, custom fields, and order process.
- One WooCommerce production website.
- One MYOB Acumatica or Acumatica tenant.
- Existing WooCommerce catalogue with reliable SKU matching.
- One agreed stock or warehouse rule for the first implementation.
- Base price and customer price-class synchronization.
- WooCommerce order export to Acumatica SalesOrder after an agreed order status.
When custom scope is likely
Some requirements are valid but should not be hidden inside a standard connector package. They change the implementation, testing, and support burden enough that they should be reviewed and quoted separately.
Custom scope is not a negative signal. It simply means the project needs extra design before QuixWP can confirm the integration plan and price.
- Product creation, image synchronization, category synchronization, or matrix-item generation from MYOB Acumatica.
- Multiple WooCommerce stores, multiple ERP tenants, or complex branch rules.
- Advanced multi-warehouse allocation, customer-specific warehouse selection, or custom availability formulas.
- Bidirectional fulfilment, shipment, invoice, refund, credit-note, or tracking workflows.
- Extensive custom fields, custom API endpoints, unusual units of measure, or non-standard tax and freight logic.
Frequently asked questions
What should I prepare before requesting a MYOB Acumatica WooCommerce integration review?
Prepare the WooCommerce catalogue structure, SKU matching rule, MYOB Acumatica endpoint details, warehouse or availability rule, pricing and price-class requirements, customer mapping approach, and sample orders for testing.
Do WooCommerce SKUs need to match MYOB Acumatica Inventory IDs?
For the standard QuixWP implementation, reliable SKU matching is expected. WooCommerce products and variations should have unique SKUs that match the agreed Acumatica item identifier.
Can the connector handle customer-specific pricing?
Yes. The connector can import customer price-class pricing and apply it in WooCommerce when users, roles, or accounts are mapped to the agreed MYOB Acumatica price classes.
Is product creation included in the standard package?
No. The standard package synchronizes existing WooCommerce products matched by SKU. Product creation, images, categories, matrix items, and complex catalogue generation are reviewed as custom scope.
Why is onboarding required instead of instant purchase?
MYOB Acumatica environments differ in tenant setup, warehouses, price classes, tax, freight, custom fields, and order workflows. Onboarding confirms those details and validates stock, pricing, and order export before production automation is enabled.