Create and configure Magento Instance

After installing the Odoo Magento2 Connector in your Odoo, you can see the Magento menu in your Odoo if the Current user has rights as manager or User for Magento Connector.

In Odoo, you need to create an instance for each of your Magento accounts. There will be a separate instance for each Magento account, accommodating the multiple accounts to be manageable from a single window.

There are two different ways to configure and create the Magento Instance.

1. Create Instance from Smart Onboarding Panel
2. Create instance from Magento Settings

Create Instance from Smart Onboarding Panel

a. Create Instance

Navigate to Magento and click on the Create Instance.

Enter the required information including the Instance Name, Magento 2 Version, Host, Is Multi Inventory Sources in Magento, Company, and Access Token that we secured from the Magento backend and check the verify SSL as true if your Magento site is using an SSL certificate.

b. Manage Configurations

With a single click, Configure and save the appropriate setting as per your requirement.

i. Product

1. Catalog price scope

a. Global: The same product price is used throughout the store hierarchy.

b. Website: The same product can be available at different prices from stores that are associated with different websites.

This configuration automatically sets after creating the instance. And this was set based on your Magento catalog configuration. As shown in the below screenshot of the Magento configuration.

2. Automatically Create Odoo Product If Not Found? :

By checking this box, it will create new products in your catalog if the product is not found based on the SKU / Internal Reference / Default Product Code.

If you are selling on multiple sales channels and having different SKU / Internal Reference / Default Product Code on each sales channel, it may lead to the creation of duplicate products in your product catalog in your database.

NOTE

This is only recommended when there is no product data in your Odoo. If you have an existing product catalog, we recommend not enabling this option at the initial stage.

3. Import Products with Images? : 

Import product images along with products from Magento to Odoo while you carry out import product operation.

4. Product Category:

While importing a product or creating the product of the Magento instance, the selected category will be set in the odoo product.

NOTE

By default it will be set “All” in the Product Category, If you want to set another category then set it as per your requirement.

5. Pricelist: 

Product price will be taken/set from this price list if Catalog Price Scope is global. While the catalog Price Scope is Global at that time set the global level Price List from here. Otherwise, that will be set from Magento > Configuration > Magento Website > Select Website > Select Price-list.

In Magento, product price will be handled through pricelist from “extra price” feature on product template.

ii. Order

1. Magento Import Order Status :

Select the types of Orders that you want to import to Odoo from Magento. It can be Pending or Processing.

2. Notify the customer when exporting an invoice? :

If checked, It will add comment into invoice while the Invoice will be created for the Magento order.

3. Process Order After Date:

Connector will import only those orders which have been created after a given date. Here the default value will be set 30 days before the current date.

iii. Customer

Import customer as company:

If this is true, a contact will be created for the company which is received in the address and the invoice address and shipping address will be created as child of company type address.

If this is disabled, a contact will be created for invoice address and shipping address will be the child of this contact while importing orders. The company received will not set as parent contact but will only be used for display purpose in the contact.

iv. Tax

1. Magento apply tax in order

a. Odoo default tax behaviour:

if you select this configuration then the tax will be set based on the odoo’s default functional behaviour. Exception - In case, there is no tax applied on the order in Magento then upon importing orders in Odoo also system will not apply any tax. System will only apply Odoo default tax when there is some tax value defined in the order at magento.

b. Create new tax if not found:

if you select this configuration then the system will search the tax data which is received from Magento in odoo if the tax is not found in odoo then create new tax in odoo and add that tax will set in order line.

2. Magento Tax Rounding Method

a. Round per Line:

Taxes will be rounded per order line. When you choose this configuration, you will need to configure the Row total in Magento2’s tax calculation method.

b. Round Globally:

Tax will be rounded on the order total. When you choose this configuration, you will need to configure the Total in Magento2’s tax calculation method. Configuration of tax calculation method in Magento is as per below image

NOTE

Magento2 supports Tax Calculation Method Based On – Total, Row Total, or Unit price.

Unit price – this means that Magento will calculate tax on each quantity of each product in the cart, then round those up and add them together.

In Odoo, rounding is only supported per line and rounding globally, it doesn’t support rounding based on unit price.

Here, set the tax calculation method based on the Magento2 Tax calculation method (Magento 2 admin panel > Stores > Settings >Configuration > Sales > Tax > Calculation Settings > Tax Calculation Method Based on)

3. Credit note tax account:

Set the credit tax account based on this account the connector will set this account in the newly created tax when import orders from Magento to Odoo. This will only be visible if you select the “create new tax if not found” configuration.

4. Invoice tax account:

Set the invoice tax account based on this account the connector will set this account in the newly created tax when importing orders from Magento to Odoo. This will only be visible if you select the “create new tax if not found” configuration.

v. Inventory

1. Is Multi Warehouse in Magento?

In your Magento store if you are using Multi Sources Inventory for product stock then keep it as True. This will only be visible if your Magento store version is 2.3 or 2.3+.

2. Import Product stock from Magento?

If you want to import product stock from Magento to Odoo then keep this checkbox as True.

3. Import Stock Warehouse

This will be used to import Stock from Magento to Odoo. It will only be visible if you do not use the MSI in your Magento store.

4. Warehouses

This will be used to Export Stock from Odoo to Magento. Only visible this setting under while you are not using MSI.

5. Magento Stock field

a. On Hand Quantity = (Available Quantity + Reserved Quantity)

b. Forecast Quantity = (Quantity On Hand - Outgoing) + Incoming

c. Free Quantity = (Quantity On Hand - Reserved Quantity)

Based on this configuration Product stock quantity will be exported from odoo to Magento.

vi. Digest emails

Digest Emails are periodic snapshots sent to your organization via email that include high-level information about how your eCommerce is performing.

You can control a variety of settings for your Instance Digest Emails, such as

• Which connector KPIs are shared in the Digest
• how often Digest Emails are sent
• who in your organization receives Digest Emails

NOTE

By default, the Connector Digest Email record is Deactivated when you enable your instance digest Email, which includes all KPI measurements across your Odoo database and is sent daily to administrators.

If enable to send periodic digest configuration, it will configure automatically a new digest email with selected all connector KPIs. If you want to send some KPIs digest you can deselect after that.

You can add recipients to send digest email to

What are Connector KPIs

Key performance indicators (KPIs) refer to a set of quantifiable measurements used to gauge an eCommerce’s overall long-term performance. Connector KPIs specifically help determine an eCommerce’s strategic, financial, and operational achievements, especially compared to those of other businesses within the same sector.

Connector KPIS detailed information Following is the list of connector KPIs.,

• Total Order & Sales 1) Number of Orders 2) Average Order Value 3) Number of Shipped Orders 4) Cancel Orders

• Invoicing 1) Revenue 2) Refund Orders

• Inventory 1) Late Delivery Orders 2) On Time Shipping Ratio 3) Shipment Pending update as On Date

Total Order & Sales

It will display your eCommerce business’s total no of orders and sales, As per related connector KPIs.

1) Number of Orders

state) based on yesterday, last week, last month as on date but last quarter is considered being last quarter start date to its end date.

2) Average Order Value

It will display the average order value(which has available in the Sale Order or Locked state) based on yesterday, last week, and last month as on date but last quarter is considered to be last quarter's start date to its end date.

3) Number of Shipped Orders

It will display the total shipped order(which has shipped from the Odoo) based on yesterday, last week, and last month as on date but last quarter is considered to be the last quarter's start date to its end date.

4) Cancel Orders

It will display the total cancel order(which has available in the cancel state) based on yesterday, last week, and last month as on date but last quarter is considered to be the last quarter's start date to its end date.

Invoicing

It will display your eCommerce business’s total revenue and refund orders, As per related connector KPIs.

1) Revenue

It will display the total revenue based on yesterday, last week, and last month as on date but last quarter is considered to be the last quarter's start date to its end date.

2) Refund Orders

It will display the total refund orders based on yesterday, last week, and last month as on date but last quarter is considered to be the last quarter's start date to its end date.

Inventory

It will display your eCommerce business’s late delivery, shipment pending, and on-time shipping ratio, As per related connector KPIs.

1) Late Delivery Orders

It will display the total late delivery orders(Those orders which are delivered late) based on the scheduled date - actual date as on date.

2) On-Time Shipping Ratio

It will display the on-time shipping ratio based on the Schedule date vs the Done date.

3) Shipment Update Pending as On Date

It will display the shipment pending(DO which are in Waiting, Ready, and Done state and not yet updated in the sales channel) based on yesterday, last week, and last month as on date but last quarter is considered to be the last quarter's start date to its end date.

Digest emails can also be configured from: Configuration > Settings > Select instance > Magento Digest > Enable send periodic digest.

vii. Website

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1.​​​​​​​ Warehouse: All the orders that you import will be processed and fulfilled through the warehouse that you select here.

2.​​​​​​​ Pricelist: Product price will be taken/set from this price list if Catalog Price Scope is a website.

3.​​​​​​​ Cost Pricelist: Product cost price will be taken/set from this price list if Catalog Price Scope is a website.

4.​​​​​​​ Tax Calculation Method: This configuration determines whether the tax will be created as “Excluding Tax” or “Including Tax”.

Set this value based on your Magento store’s tax configuration. You can find the configuration here in your Magento store admin panel. “Stores > Configuration > Sales > Tax > Calculation Settings > Catalog Prices”

Based on the Magento “Catalog Prices” tax calculation setting we will manage the tax in the odoo.

Based on that configuration apply the same setting in the odoo Magento instance.

If the Magento configuration is set as the excluded tax we will take “price” and in case of included tax will take “price_incl_tax” from the order reference to create the order in odoo.

NOTE

You can configure only that website which you have selected from the website dropdown. Other websites you can configure from instance configurations.

Magento > Configurations > Settings > Select Instance > Select Website.

viii. Storeview

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1. Sales Team:

Select the Sales Team in your Odoo which will manage this store view.

2. Use Odoo Default Sequences? :

If it is checked, the imported orders from Magento will be seen the same as Odoo’s default Sales Order. To visibly differentiate it, we recommended not to use this option.

3. Sale Order Prefix:

You can set any prefix (word or letters) to identify the Sales Order fetched from Magento.

NOTE

You can configure only that store view which you have selected from the store view dropdown. Other store views you can configure from instance configurations.

Magento > Configurations > Settings > Select Instance > Select Website > Select Store view.

c. Financial Status

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After creating the Instance, by default Financial status record will be created based on some combination of the Payment Gateway and Financial Status. From this window, you can Edit or Delete the existing record. If you want to add some new combinations of the Record, Then that will be created from Magento > Configuration > Financial Status.

d. Scheduler Configurations

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Enable and Configuration the Scheduled Actions based on your requirement. Set the appropriate User and Time for the Next Scheduled Action.