USER GUIDE Slink for Magento Saaslink.net INTRODUCTION Slink for Magento is designed to integrate Magento data with an external accounting system. Slink for Magento only supports Saasu.com Accounting. DOWNLOAD Please contact enquiries@saaslink.net for more information on how to obtain the Slink for Magento package. INSTALLATION Slink for Magento is currently not available through Magento Connect, and installation requires copying of directories and files to your Magento directory. There is no need to modify the database structure. Before you perform the installation process please ensure you complete the following: 1. Make a backup of your existing Magento files and MySQL database. 2. Start your FTP client and access the root directory of your Magento installation. Make sure you have read/write access to the Magento files via FTP. Please If you do not have FTP access please contact your web administrator for access details. 3. You have administrator access to Magentoʼs back-end via the Internet browser. NOTE: There are plans to make Slink for Magento available for download from Magento Connect by early 2010. This will enable automatic download and install. If installing via Magento Connect, skip steps 1 and 2. To install Slink for Magento, complete the following steps: 1. Unzip the supplied Slink for Magento package. 2. In the newly created folder, you should find various files and directories required by Slink for Magento. Copy the contents to the corresponding directory in the Magento folder. Please ensure you traverse down the Magento directory structure and find the exact corresponding directory to copy files to (e.g. Copy app/code/local/slink to [Magento root dir]/app/code/local/slink/ and so on). IMPORTANT: do not simply overwrite an existing directory only add files to the directory if it already exists - you may lose data and cause Magento to stop operating! 3. In the Magento admin section, click on System Configuration 4. Click on Advanced. Make sure Slink_MageSaasu is shown as an item and its status is set to ʻEnabledʼ. Installation Guide - Slink for Magento -- Page 1 of 13 -- www.saaslink.net8/12/09
5. Click Save Configuration. 6. You may need to refresh cache for Magento to load new extension files. To refresh cache, go to System Cache Management. Select ʻRefreshʼ then click on Save Settings. 7. A new main menu item labelled ʻSlinkʼ should now appear. Slink for Magento is now successfully installed. Installation Guide - Slink for Magento -- Page 2 of 13 -- www.saaslink.net8/12/09
CONFIGURATION Before you perform the configuration process please ensure you enable Web Services on your Saasu account. For help on enabling Web Services, go to www.saasu.com/help and search for web services. Once enabled you can obtain the Web Services Key and File UID from Manage Subscription on the company file you want to connect to. Installation Guide - Slink for Magento -- Page 3 of 13 -- www.saaslink.net8/12/09
To configure Slink for Magento, complete the following steps: 1. Go to System Configuration. 2. Click on the tab Slink Settings on the left menu and complete the following fields: Configuration Name Account Settings Web Services Key File UID Post URL Debug Sales Default Sale Status Auto Invoice No. Invoice No. Prefix Create Payment Bank Account Name Tags Items Notes Shipping Item Code Coupon Item Code Discount Item Code Contacts Link Guest Customers Default Name for Guest Customers Tags Tax Sale Tax Code Sale Tax Free Code Description Provided by Saasu Provided by Saasu Provided by Saasu Turn on to debug XML communications Send as Quote, Sale Order or Invoice YES to allow Saasu to assign invoice number or NO to assign Magento Sale Order ID as invoice number Add prefix to invoice number (applicable if Auto Invoice is set to NO) YES to create payment with invoice Must be provided if Create Payment is set to YES. Must be exactly the same as Name of Saasu Account Add tags to invoice (separated by commas) Add a note to Item (only if Item does not exist) Assign a code to account for shipping costs Assign a code to account for coupon discounts Assign a code to account for discounts YES to create new contact for Guest Customer. NO to use Default Name for Guest Sales Contact Name for Guest Sales e.g. Magento Online Sales Add tags to Contact (separated by commas) Code for taxable sale items e.g. "G1" Code for tax-free sale items e.g. "G11,G14" 3. Click on Save Config. 4. You can now send Magento data to Saasu. See Link Customers, Link Products and Link Sale Orders Installation Guide - Slink for Magento -- Page 4 of 13 -- www.saaslink.net8/12/09
LINK CUSTOMERS Slink for Magento enables you to link registered Magento Customers and their provided addresses (billing, shipping and additional). There are 4 types of records you can link with your accounts, which are ACCOUNT (name and email only), BILLING (primary billing address), SHIPPING (primary shipping address) and OTHER (additional addresses provided by registered Customer). To link a Magento Customer with your accounting system, complete the following steps: 1. Click on Slink Customers 2. Click the drop-down box on the Customer record you wish to link, and select Link. 3. If linking was successful, the Status shows and the time it was Linked at 4. You can link records that already display and it will not make any change to the record in your accounting system. 5. If Linked at displays a time and status is you should link the record again. 6. To unlink a record, click the drop-down box and select unlink. The status of that Customer should now display Installation Guide - Slink for Magento -- Page 5 of 13 -- www.saaslink.net8/12/09
LINK ITEMS Link Magento Catalog Products with the Items set up in your accounting system. Ensure you have the same Item Code (SKU) for the items you have set up in Magento and your accounts. To link a Magento Product with your accounting system, complete the following steps: 1. Click on Slink Products 2. Click the drop-down box on the Product record you wish to link, and select Link. 3. If linking was successful, the Status shows and the time it was Linked at 4. You can link records that already display and it will not make any change to the record in your accounting system. 5. If Linked at displays a time and status is you should link the record again. 6. To unlink a record, click the drop-down box and select unlink. The status of that record should now display Note: When linking Magento Products that do not exist in your accounting system, they are created. You may need to configure newly created Products in your accounting system (e.g. allocate from the Chart of Accounts, set is Sold, set is Bought ) Installation Guide - Slink for Magento -- Page 6 of 13 -- www.saaslink.net8/12/09
LINK SALE ORDERS Link Magento Sale Orders with your accounting system. For each Magento Sale Order, generate a new Quote, Sale Order or Invoice depending on your order fulfilment workflow. Allocate a payment when linking if required (see Configuration). Note: Slink for Magento links only Sale Orders, and does not link Magento invoices, payments or shipping notices. You should decide where you want to process your orders (Magento or your accounting system) and configure Slink accordingly. To link a Magento Sale Order with your accounting system, complete the following steps: 1. Click on Slink Sales 2. Click the drop-down box on the record you wish to link, and select Link. 3. If linking was successful, the Status shows and the time it was Linked at 4. You can link records that already display and it will not make any change to the record in your accounting system. 5. If Linked at displays a time and status is you should link the record again. 6. To unlink a record, click the drop-down box and select unlink. The status of that record should now display Installation Guide - Slink for Magento -- Page 7 of 13 -- www.saaslink.net8/12/09
7. Linked Sale Orders displays the associated invoice number in your accounting system under the column Linked Invoice No. Note: linking Magento Sale Orders automatically links the Products and Customers associated with that Sale Order. Guest Customers are created if configured to Link Guest Customers (see Configuration). If there is shipping, a new line item is added to the linked record in your accounting system. If a coupon is used, a new line item is added to the linked record in your accounting system. Installation Guide - Slink for Magento -- Page 8 of 13 -- www.saaslink.net8/12/09
SCHEDULES Create Schedules to automate certain tasks, such as linking Customers, Items and Sales. Each Schedule is associated with a Script that defines the task. In addition to a standard set of scripts, it is also possible to create custom scripts to perform tasks unique to your Magento store or workflow. Contact enquiries@saaslink.net to find out more custom scripts. With each Scheduled task you can provide an email address to receive the results of that specific task. Note: Slink Schedules are managed and executed by your Magento installationʼs internal cron scheduler. Refer to Magento documentation on cron jobs for more information about setting up Magento cron. Add New Schedule To create a new Schedule, complete the following steps: 1. Click on Slink Schedules Add New Schedule, this should bring up a new window titled Add New Schedule 2. Complete the fields 3. Click Save to save all changes Installation Guide - Slink for Magento -- Page 9 of 13 -- www.saaslink.net8/12/09
Edit Schedule To edit a Schedule, complete the following steps: 1. Click on Slink Schedules 2. Click on the drop down menu of a Schedule record and select Edit, OR click anywhere on the row of a Schedule record. This should bring up a new screen titled Edit Schedule 3. Click Save to save all changes Delete Schedule(s) To delete a Schedule or multiple Schedules, complete the following steps: 2. Click on Slink Schedules 3. Click on drop down menu of a Schedule record and select Delete to delete that record, or 4. Tick the checkbox ( ) of each record and on the Actions drop down menu select Delete to delete multiple records. Installation Guide - Slink for Magento -- Page 10 of 13 -- www.saaslink.net8/12/09
SCHEDULE SCRIPTS Schedule Scripts are specific tasks that are associated to Schedules to execute at a set interval. You can add new scripts or update existing ones with newer versions. Each script is designed to perform a task relating to integration of data between Magento and your accounting system. You can also use scripts to generate sales reports, update Magento inventory levels and a whole lot more. Warning: Be careful when adding scripts to your Slink extension. Make sure they are provided directly by Saaslink or developed in conjunction with Saaslink. Unauthorised scripts may cause unexpected problems to your Magento installation or even contain malicious viruses. Add New Script To add a new script, complete the following steps: 1. Click on Slink Schedules Add New Script 2. Browse for the file 3. Click Save. The list should now contain the new record with the Script Name, Description, File name and Version. Note: Adding a script with the same filename overwrites an existing script with the new one Installation Guide - Slink for Magento -- Page 11 of 13 -- www.saaslink.net8/12/09
Delete Script(s) To delete a Script or multiple Scripts, complete the following steps: 1. Click on Slink Schedules Add New Script, then click on Back. 2. Tick the checkbox ( ) of each Script record and on the Actions drop down menu select Delete to delete multiple records. Edit Script To edit a Script, complete the following steps: 1. Click on Slink Schedules Add New Script, then click on Back. 2. Click on the drop-down menu and select Edit, OR click anywhere on the row of the Script record. 3. You may only Publish or Unpublish a Script record, and cannot modify any other part of the Script record. Installation Guide - Slink for Magento -- Page 12 of 13 -- www.saaslink.net8/12/09
For more information or help on Slink for Magento, please contact: SAASLINK p: +61 2 8006 5009 e: enquiries@saaslink.net w: www.saaslink.net PO Box 829 Strawberry Hills NSW 2012 Australia Installation Guide - Slink for Magento -- Page 13 of 13 -- www.saaslink.net8/12/09