Product Mapping allows Tradebox to understand which Sage Product Code the online Product SKU is linked to. This is an essential process to allow Tradebox to pick the correct Sage Product onto the Sage Invoice and also to pass the correct Sage Product stock levels back to the relevant online inventory. This information is held in a Product Mapping Table for each channel established in the software.
Ideally the SKU and Sage Product Code would be identical. However, this is often not the case. Where the Online SKU and the Sage Product Code are IDENTICAL this relationship is automatically created in the Product Mapping Table when an order is downloaded from the marketplace/website. If the product code doesn't exist in Sage, or, if the SKU is not EXACTLY identical, Tradebox will generate a Product Mapping Error allowing the user to create the product in Sage and/or map the SKU to the Sage product.
However, sometimes users may wish to create the Product Mapping Table in advance of downloading orders, rather than creating the mapping on demand every time orders are downloaded. This can be done relatively simply by creating the Sage Product/Online SKU relationship in a csv file and importing this into the relevant Product Mapping Table in Tradebox.
A Product Mapping Template is attached to this article (Product Mapping Template.csv).
The Product Mapping Template includes the following columns:
- Sage Stock Code
- Online SKU
Only the Sage Stock Code and the Online SKU are mandatory fields for the import. The remaining columns provide instructions that can be used to enhance the product mapping and are explained further on in this article.
Once the product mapping relationships have been established in the CSV file these can be imported into the Product Mapping Table, as follows:
- Save and CLOSE the csv file.
- In the Product Mapping Table of the relevant Sales Channel select the Import button.
- Navigate to the csv template file, select it and then choose the Open button.
If you have multiple channels set up in Tradebox and the product mappings are identical for each channel then you can simply import the same file into the Product Mapping Tables of each channel. Alternatively, you can duplicate the product mapping from one channel to another by using the Copy button in the Product Mapping Table.
The above image of the Product Mapping Table contains examples of mapping that illustrate how the table can be used.
Many to One Relationships
The Product Mapping Table enables many to one relationships, where the different online SKU's are mapped to the same Sage Stock Code:
- ABC1 = ABC123
- ABC2 = ABC123
- ABC3 = ABC123
The Quantity column allows the user to multiply the number of product units to be decremented from Sage stock:
- GHJ9200-10 = GHJ9200 = 10 units
- GHJ9200-20 = GHJ9200 = 20 units
- GHJ9200-30 = GHJ9200 = 30 units
Each online SKU is unique and is mapped to the same Sage Stock Code but carries a different quantity to be depleted from Sage.
If this feature is used, the quantity stated MUST be DIVISIBLE by the gross product price to the penny. This is to allow Tradebox to provide a product unit price that is acceptable to Sage on an invoice:
- Units 30 - Price £1.20 = unit price in Sage of 4 pence
- Units 30 - Price £1 = unit price in Sage of 3.33333333 pence
The Create PO field stands for 'Create Purchase Order' and is used to identify specific products which, when sold, the user wishes to raise a Purchase Order (PO) for in Sage. In the csv template file this field is called Direct.
To use this function the user must have Sage 50 Accounts Professional.
Typically, this feature is used in a drop ship environment, where the user doesn't hold the item in stock and wishes to send a PO to the supplier for dispatch directly to the buyer. For this to happen successfully, each Product Record in Sage needs to be allocated to a Supplier Record. Tradebox will create the PO in Sage in the name of the Product Supplier, for the required number of products, at the cost price on the Sage Product Record for delivery to the buyer. To identify a product in the Product Mapping screen as a drop ship item enter the word Yes in the direct column. In addition, the ‘Create Purchase Orders’ instruction needs to be ticked. This can be found within the channel settings under Transaction Postings.