The simplest form of product mapping is where there's an exact match between the online SKU and the Sage SKU as above. Tradebox will automatically look for and detect exact matches without needing intervention.
If any of your SKUs aren't exact matches of your Sage product codes, you'll need to use Tradebox's product mapping tables. This article gives an explanation of the different types of product mappings Tradebox can handle:
- One to one mismatches
- Many to one mappings
- Quantity mappings and Tradebox Quantity Mulitplier
- Sage Bill of Materials
When you're ready to map your products, see our guide to adding product mappings here.
If each online item has a corresponding Sage product, but the SKU's don't match, that's a one to one mapping with mismatched SKUs. All three lines above are examples of this, as mappings are character-specific.
A one to one mapping is a straightforward relationship; in the above mapping all Tradebox will do when a DEF001 product is sold on the marketplace is raise the order with the Sage product ABC001 so that's what will be adjusted out when the Sage invoice is updated to ledgers.
Note - the item description defaults to reading from the Sage product. If you'd rather use your online descriptions, tick 'Use Online Product Name' in the Accounts > Postings tab of each sales channel.
Tradebox can also handle many to one mappings. This is where within the same marketplace multiple listings correspond to the same Sage product. In the above example when we sell product ABC001 or DEF001 or XYZ001 on our marketplace, Tradebox will record the sale against Sage product ABC001 and adjust out stock of this item.
Where you have many to one mappings and use Tradebox's stock upload, the default behaviour is to upload stock from Sage to all mapped marketplace SKUs. In the above example, if the free stock quantity of product ABC001 changes in Sage, Tradebox will update the online listings for ABC001, DEF001, and XYZ001. Alternatively, any or all of those marketplace SKUs can be excluded from product upload.
The only caveat with many to one listings is that the marketplace SKU needs to be unique per marketplace. Most online marketplaces enforce each listing to have a unique SKU. Shopify and eBay both allow non-unique SKUs, however this is not supported by Tradebox. Where applicable we suggest appending your non-unique SKUs to make them unique, for example if SKU ABC001 applied to two products on eBay, amend those to ABC001-1 and ABC001-2.
The last type of product mapping is where products are sold in different quantities than they're accounted for in your warehouse. For example, a retailer selling batteries might buy them in bulk containers of 1,000 but repackage and sell them in packs of 5, 10 and 20. In this example the stock keeping unit in Sage is likely to be one battery.
There are two methods of handling mappings like this: Tradebox's Quantity Multiplier and Sage's Bill of Materials (BOM).
Tradebox's quantity multiplier is held within the product mapping table. For order download it acts as a multiplier, telling Sage to adjust out X many of a product for each 'one' ordered by a customer. For a stock upload, it acts as a divisor telling the online marketplace to list Sage free stock/X of a product.
With the above example mapping, an order of online SKU AABAT05 will adjust out 5 batteries in Sage, an order of AABAT10 will adjust out 10 and an order of AABAT20 will adjust out 20 (this is entirely controlled by the multiplier, the SKUs could take any format). These are all mapped to the Sage product AABAT001 representing one battery.
If these SKUs are included in a stock upload and Sage shows 1,000 of AABAT001 in free stock, Tradebox would upload 200 of the 5 pack SKU AABAT05, 100 of the 10 pack SKU AABAT10 and 50 of the 20 pack SKU AABAT20 back to the online marketplace.
Important: to use Tradebox's quantity multiplier, your selling price of each SKU must be divisible by its multiplier to a whole pence. Tradebox still needs to calculate a per-unit price to build a valid order in Sage, and passing prices that aren't divisible to a whole pence will result in rounding errors and discrepancies. In the above example, if our 5 pack sells for £2.00, our 10 pack for £3.00 and our 20 pack for £4.20 then we'd be fine to use quantity multipliers as these equate to respective unit prices of 40p, 30p and 21p. However if our 5 pack sells for £1.99, the unit price of a single battery is not divisible to a whole pence (39.8p) which is not valid for quantity multiplier. In this instance, you should instead use Sage's Bill of Materials.
BOM in Sage is designed to handle sales and inventory where you track both an end product you sell and the subcomponents that make it up. The Bill of materials tab in the Sage product record for the end product holds the details of which subcomponents are used, and how many of each. BOM is only available in Sage 50 Accounts Plus or Sage 50 Accounts Pro.
With BOMs it's not necessary to have a valid whole pence unit price per subcomponent. It does require one Sage product record for every end product you sell (what your customer actually buys) and also one for each subcomponent you wish to track inventory of. This does mean if e.g. I give customers the option to buy batteries in packs of anywhere from 1-100 and I also want to track inventory of batteries, I need 100 product records in Sage to reflect this.
BOMs can be comprised of multiple different items - e.g. I sell tables (end product) by buying in tabletops (subcomponent) and table legs (subcomponent) and assembling them. BOMs can also be made entirely of the same item in multiples - e.g. I sell a 10 pack of batteries (end product) by packaging ten individual batteries (subcomponent) together. In either case, these will be imported to Tradebox like any other standard products in your list.
If you hold stock of your end products (e.g. I always keep some 10's of batteries packaged up ahead of time) you'd use the Stock Transfer function in Sage to 'build' the end product; this adjusts out the subcomponents and adjusts in the end product. Stock transfer isn't tied to a specific sale, it's purely about adjusting inventory.
However many of our users don't hold stock of their end products and 'build' or 'bundle' them once an order is placed. With the relevant option set in Tradebox (Process BOM Transfers in the Accounts > Postings tab of each sales channel), Tradebox will record a sale against the end product record while automatically processing the stock transfer, so the adjustment effectively goes against the subcomponent.
If you're using Tradebox to upload product quantities back to the marketplace, it can also upload the 'potential' quantity available for each end product based on the free stock levels of the subcomponents (tick For Sage BOM use Qty. to Make Up in the sales channel Details tab).
Regardless of how you're using BOMs, the product mapping should be straightforward; each online SKU is mapped to a Sage end product that reflects it, and mapped without a multiplier. The adjustment out per quantity of subcomponents required is performed in Sage when Tradebox posts the order.