Go live with orders

You switch an ABOUT YOU account's orders from Off to Preview to Live, so Stock Sync puts its orders into Odoo by itself and staff stop uploading Gaia's ABOUT YOU file. You also learn how to pull back.

Before you begin

Who can do this: an Operator.

Time needed: about 30 minutes to set up, then at least five working days in Preview, then one minute to go Live.

Before you start: the ABOUT YOU account exists and works (see Add a marketplace account); the Odoo connection in Settings is saved and Check connection passes (Settings); the product owner and finance have agreed to the switch.

The three steps

Steps

1. Open the ABOUT YOU account, its Settings tab, and click Orders → Odoo in the list on the left. The section says "Whether this account's marketplace orders are created in Odoo, and where they go." The first time, Orders mode is Off and nothing is chosen.

   

2. Fill the Mapping to Odoo: Sales channel, Sales team, Warehouse, Pricelist, Delivery method (one without a shipping connection in Odoo; the others are greyed out), Salesperson if the orders carry one. Then add the Service lines with Add service line. Ask the finance team for the service lines; see Account settings: Orders → Odoo.

3. Choose Preview in Orders mode. The Unsaved changes bar at the bottom lists Orders → Odoo; click Save. If Odoo refuses a field, its reason is shown under the field: fix it and save again.

4. Keep uploading Gaia's file as today. Within 2 minutes the account's orders appear as Previewed, on the Orders page (the Previewed quick view) and on the account's Orders tab. Nothing is written to Odoo.

5. Every working day, open the Previewed view and read the comparison of each order: click a row for its side panel, and J for the next. Each reads Match, Different with each difference listed, or Not in Odoo; the State column of the list shows the result beside Previewed too.

   Most orders arrive before Gaia's daily upload, so Preview first finds them Not in Odoo. You need not do anything about it: Stock Sync compares a Not in Odoo order again by itself, for up to 7 days, and it turns to Match or Different within a few hours of Gaia's upload.

   

   The comparison lists every difference: what Stock Sync would write and what Gaia's order in Odoo has. Prices are in euro: here Gaia's file books the shipping fee at €4.90 where the mapping says €0.00. The Odoo field stays empty: Preview writes nothing.

6. After at least five working days, check before you go Live:

   • Every order of those days shows Match, or a difference the business accepts (for example a cent of rounding on a converted amount).
   • No order still says Not in Odoo a day after Gaia's upload that included it. Such an order means Gaia's file wrote its reference differently from Stock Sync, so Stock Sync cannot find Gaia's order: going Live would put that order into Odoo a second time. Send its reference to the technical team, and go Live only once they have settled it.
   • The warehouse and finance agree which morning.

7. On that morning, before the day's upload, open Settings → Orders → Odoo, choose Live and click Save. A dialog, Go live with the orders of ABOUT YOU?, asks you to confirm and reminds you that staff stop uploading Gaia's ABOUT YOU file that day.

   

8. Click Go live. (Cancel saves nothing.) Tell the people who upload Gaia's file: from today they do not upload ABOUT YOU's file. Everything else Gaia does (tracking, invoices, cancellations, returns) stays as it is.

What you should see

• A message: "Orders of ABOUT YOU are Live: 8 previewed orders are queued to be imported into Odoo." Orders mode reads Live.
• Within a few minutes the orders that were Previewed become Imported (going Live queues them again), each with an Odoo link. You can watch them move on the Orders tab: the rows change in place. An order Gaia had already uploaded is adopted, not created again: it says Found in Odoo and adopted.
• New orders reach Imported within about 2 to 5 minutes of the customer's order, confirmed in Odoo with the stock reserved in the warehouse.
• Within one PIM reading, the lower stock reaches the other marketplaces.
• Odoo shows the orders created by the Channel Hub user.

Going back

Choose Preview (or Off) in Settings → Orders → Odoo and click Save; no confirmation is asked. Stock Sync stops creating orders at once; orders already in Odoo stay there. Staff must then upload Gaia's file again for the days in between, so tell them. Orders that arrived meanwhile stay Previewed and are checked again when you go Live once more.

If something goes wrong

You see	Do this
Save refuses with Odoo's reason under a field	Fix that field. If it names something missing in Odoo, ask Odoo's administrator.
Save says "Odoo did not answer (…), so nothing was changed" or "Odoo refused Channel Hub, so nothing was changed"	Open Settings (the main menu), check the Odoo connection and press Check connection.
The section says Odoo lacks something orders need	Ask Odoo's administrator for what it names; Check connection under Settings → Odoo connection lists it too. Off can still be saved.
Orders stay Received (the Waiting for Odoo view)	Odoo may be down; they arrive by themselves (How orders reach Odoo).
Orders show Needs attention	See An order needs attention.
Many orders Different in Preview in the same way	Look at the first difference; it is usually one setting (the salesperson, the sales team or a service line). Fix it and the later orders match.
An order still says Not in Odoo a day after Gaia's upload	Gaia's file wrote its reference differently, so going Live would create it twice. Do not go Live yet: send the order's reference to the technical team.

Related

• How orders reach Odoo
• Account settings: Orders → Odoo
• Orders
• Go from Preview to Live: the same switch for stock