Sage 200 integration for ecommerce

Stock is exported from Sage 200 on a scheduled cycle (typically 15 minutes to 1 hour depending on your business volume). Current availability by warehouse is published to each commerce platform and marketplace channel. When orders are picked and despatched in Sage 200, stock balances are updated and the next export cycle reflects the change.

Commerce platforms continue to serve cached stock levels until sync resumes. We configure a 'stock age' alert that fires if the published data is older than your acceptable threshold. For critical outages, you can manually publish a snapshot or set all channels to read-only mode until Sage 200 recovers.

Customer accounts in Sage 200 are linked to commerce customer records via email or a unique ID. At checkout, the commerce platform looks up the customer's Sage 200 account and applies their contracted pricing tier. List prices are the baseline; customer discounts are pulled from the same extract.

When an order is placed, the commerce platform sends order data (customer, delivery address, line items, totals) to a middleware layer or direct API integration. The integration validates the data against customer credit limits and inventory allocations in Sage 200, then creates a sales order record. An acknowledgement event is sent back to commerce so the customer receives confirmation.

Orders from customers on credit hold or exceeding their limit are flagged as requiring approval. You can configure them to either be rejected at checkout (preventing the order altogether) or captured into a hold queue in Sage 200 pending manual credit review. The order does not proceed to fulfilment until released.

When a return is initiated in your commerce platform, a return record is created and the order quantity is flagged. This triggers a credit note creation in Sage 200, which is reconciled against the original invoice. The refund amount is calculated from the credit note and refunded to the customer via your payment processor.

Invoices are created in Sage 200 during the order fulfilment or despatch stage. The invoice is exported daily to your commerce platform for customer visibility and record-keeping. Credit notes for returns or refunds follow the same path. Both are reconciled against payment records to identify outstanding balances.

Each morning, the integration compares order totals, invoice amounts and payment status between Sage 200 and your commerce platform. Discrepancies (missing orders, unmatched invoices, overpayments) are logged and escalated to your finance team for review. The reconciliation is repeatable and auditable.

Sage 200 holds stock at warehouse level. The integration applies allocation logic to prevent oversell: if you have 100 units split across two warehouses, the system can reserve stock per warehouse and per channel. Fulfillment is routed to the warehouse closest to the customer or with the lowest labour cost, depending on your rules.

By default, pricing is exported on a scheduled cycle (typically daily or every few hours). Promotional or urgent price changes require manual export or a direct API call to republish. Real-time pricing is possible but requires custom rules; we recommend batching for most businesses to avoid excessive API churn.

Orders from different channels (your own storefront, marketplace, B2B portal) are all captured into Sage 200 but tagged with their source channel. Stock allocation logic prevents double-selling if both orders reference the same inventory. If oversell still occurs (e.g., due to sync lag), the fulfillment team is alerted to prioritise based on channel rules and backorder the remainder.

The integration maintains exception queues for orders that failed credit checks, inventory validation, or system capture. Alerts are sent to named owners (finance, fulfilment, customer service) via email or Slack when exceptions age beyond acceptable thresholds. Each queue is reviewed daily as part of your operational rhythm.

We provide dashboards showing stock freshness by channel, order ingestion success rate, pricing discrepancies, invoice reconciliation status and exception queue depth. Alerts fire if stock is stale, sync fails, or reconciliation gaps exceed your tolerance. The dashboards are accessible to your operations and finance teams.

If the integration is causing data corruption or orders are not being captured, we can pause order ingestion and resume manual processing. Stock and pricing can continue to sync read-only while the integration is paused. A rollback to a known-good state is always available, though it requires manual reconciliation of orders placed during the outage.