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ERP & Custom API Integrations

Note: Synplex doesn't provide out-of-box ERP integrations. This guide is for teams that want to build custom integrations with their own systems.

When to Use Custom Integrations​

If you need to connect Synplex to a system that's not pre-built:

Accounting / ERP
├─ QuickBooks, NetSuite, SAP, Xero
├─ Sync POs to GL accounts
├─ Track invoices and payments
└─ For: Finance teams wanting full visibility

3PL / Warehouse Management
├─ ShipBob, Flexport, custom WMS
├─ Sync inventory levels from warehouse
├─ Receive picking and shipping updates
└─ For: Multi-location businesses

Demand & Forecasting
├─ Shopify Flow, custom forecasting tool
├─ Send demand data to Synplex
├─ Receive refined forecasts back
└─ For: Advanced planning

Order Management / POS
├─ Custom POS systems, order management platforms
├─ Sync orders beyond Shopify
├─ Get demand visibility across channels
└─ For: Multi-channel sellers

Internal Systems
├─ Custom inventory, invoicing, or reporting systems
├─ Any system with an API
└─ For: Highly specific business needs

How Custom Integrations Work​

You have:
├─ Synplex (data: products, POs, inventory, forecasts)
└─ Your system (data: orders, invoices, stock, forecasts)

You want:
├─ Data to flow between them automatically
└─ Real-time or scheduled sync

Solution:
├─ Build an integration using Synplex API
├─ Listen for events (webhooks)
├─ Push/pull data as needed
└─ Typical: 1–4 weeks of development

Real Example: QuickBooks Integration​

Goal: When a PO is created in Synplex, automatically add it to QuickBooks as a bill.

Data Flow​

Day 1: Create PO in Synplex
├─ Supplier: Nike
├─ Items: 100x shoes @ $50/unit = $5,000
├─ Status: Pending

Synplex API fires:
├─ Event: "PO created"
└─ Data includes: supplier, items, amounts

Your integration reads event:
├─ Extracts: supplier name, line items, cost
├─ Calls: QuickBooks API to create bill
├─ QB bill now shows: Nike bill for $5,000

Result:
├─ Finance can track: PO → bill → payment in QB
└─ Cash flow forecasting works correctly

Integration Components​

1. Authentication​

Connect Synplex to your system securely:

OAuth (recommended)
├─ You log in via your system
├─ Grant Synplex permission to access it
└─ No passwords shared

API Keys
├─ Generate key in your system settings
├─ Provide to Synplex integration
└─ Treat like a password (keep private)

IP Whitelisting
├─ Only allow requests from Synplex servers
└─ Extra security layer

2. Webhooks (Real-Time Sync)​

Listen for events in Synplex:

Synplex Events
├─ "PO created"
├─ "PO status changed" (pending → shipped → received)
├─ "Inventory updated"
└─ "Forecast adjusted"

Your Integration subscribes:
├─ "Tell me when a PO is created"
└─ "I'll immediately send it to QuickBooks"

Advantage:
├─ No polling (checking constantly)
├─ Real-time data
└─ Less load on both systems

3. Data Mapping​

Match fields between systems:

Synplex PO:                  QuickBooks Bill:
├─ supplier_id          →    vendor_id
├─ order_date           →    bill_date
├─ items (array)        →    line_items (array)
│  ├─ product_name      →    description
│  ├─ quantity          →    qty
│  └─ unit_cost         →    amount
└─ total_amount         →    total

Your integration translates between formats.

4. Error Handling​

What happens if sync fails?

Synplex sends webhook:
├─ Your system is temporarily down
└─ Request times out (no response)

Integration should:
├─ Retry 3–5 times with exponential backoff
├─ Log the error
├─ Alert you (email or dashboard notification)
├─ Create a "sync queue" for manual review
└─ Don't lose data

When your system comes back online:
├─ Retry failed syncs manually
└─ Or re-sync for that date range

5. Rate Limiting​

APIs have limits (e.g., "100 requests per minute"):

Your integration should:
├─ Respect API rate limits
├─ Queue requests if hitting limit
├─ Spread syncs over time
└─ Monitor usage, alert if approaching limits

Common Integration Patterns​

Pattern 1: ERP / Accounting​

Flow: Synplex → QuickBooks / NetSuite

Step 1: PO created in Synplex
Step 2: Webhook fires
Step 3: Integration creates bill in QB
Step 4: Finance monitors cash flow

Useful for:
├─ Cost control (actual PO costs vs. budget)
├─ Cash flow forecasting
├─ Audit trail (all orders tracked)
└─ Approval workflows (QB can flag large orders)

Pattern 2: 3PL / Warehouse​

Flow: 3PL → Synplex

Step 1: You receive stock at 3PL
Step 2: 3PL updates inventory in their system
Step 3: Integration syncs stock to Synplex
Step 4: Synplex updates your inventory levels

Useful for:
├─ Real-time multi-location inventory
├─ Prevent overselling
├─ Understand inbound stock
└─ Track warehouse movements

Pattern 3: Demand Forecasting​

Flow: Synplex → Forecasting tool → Synplex

Step 1: Synplex sends last 90 days orders to tool
Step 2: Tool runs ML/statistical models
Step 3: Tool returns refined forecast
Step 4: Synplex uses forecast for supply planning

Useful for:
├─ Advanced forecasting (beyond simple averages)
├─ Seasonal adjustments
├─ Promotional impact modeling
└─ Accuracy improvements

Building Your Integration​

Step 1: Check API Documentation​

  • Does Synplex have an API? (Yes, available to Enterprise plans)
  • Does your other system have an API? (Most modern tools do)
  • Are there webhooks available?

Step 2: Plan the Data Flow​

Draw a diagram:
├─ System A (source of data)
├─ Integration (translator)
└─ System B (destination)

Example: Synplex → Custom QB integration → QuickBooks

Step 3: Choose Technology​

Common languages for integrations:

Node.js / JavaScript
├─ Fast to build
├─ Great for webhooks
└─ Good libraries for most APIs

Python
├─ Great for data transformation
├─ Scheduled jobs (daily syncs)
└─ Strong error handling

Zapier / Make (no-code)
├─ No coding required
├─ Limited flexibility
└─ Good for simple syncs (QB, Slack, etc.)

Step 4: Develop & Test​

Local testing:
├─ Connect to sandbox/test environments
├─ Create test PO in Synplex
├─ Verify it appears in QB test
└─ Check all fields match

Staging:
├─ Run integration in non-production
├─ Test error cases (what if QB is down?)
├─ Monitor logs

Production:
├─ Deploy integration
├─ Monitor for errors
├─ Be ready to roll back

Step 5: Monitor & Maintain​

Daily:
├─ Check logs for errors
├─ Verify recent syncs completed
└─ Monitor API rate limits

Weekly:
├─ Review sync statistics
├─ Spot check data (does QB bill match Synplex PO?)
└─ Look for patterns in failures

Monthly:
├─ Review API changes (vendors update APIs)
├─ Performance review (is it fast enough?)
└─ Gather feedback from users

Troubleshooting Custom Integrations​

"Integration stopped syncing"​

Possible causes:

  • API credentials expired
  • Vendor changed API
  • Network issue

Solutions:

  • Check integration logs
  • Verify API connection is active
  • Test manually (call API from command line)
  • Contact vendor support if API changed

"Some syncs work, some fail"​

Possible causes:

  • Data validation error (field is required but missing)
  • Rate limiting (too many requests)
  • Field mapping wrong for certain records

Solutions:

  • Check logs for specific error messages
  • Add validation before sending (check required fields)
  • Add delays between requests
  • Fix mapping for edge cases

"Syncing is slow"​

Possible causes:

  • Making one request at a time (no batching)
  • Large data volume
  • Waiting for confirmations

Solutions:

  • Batch requests (sync 10 POs at once, not 1 by 1)
  • Use asynchronous processing (don't wait for each response)
  • Add caching (don't re-sync unchanged data)

Next Steps​

  1. Identify your system – What do you need to integrate?
  2. Check APIs – Do both systems have APIs?
  3. Plan data flow – What data flows which direction?
  4. Get help – Reach out to Synplex support or hire a developer
  5. Start small – Build one sync first (e.g., just PO creation), expand later