External Sync

Connect PrepStation to external systems to automatically sync sales data. Currently supports Odoo ERP, with more integrations planned.

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Overview

External sync lets you:

• Connect to your existing business systems
• Automatically import sales orders and line items
• Keep data updated with scheduled syncs
• Feed production planning with real sales data

External System (Odoo)
        ↓
    Sales Orders
        ↓
   Sales Records
        ↓
Production Planning

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Supported Systems

System	Status	Description
Odoo	✓ Supported	ERP with sales order management
POS Systems	Planned	Coming soon

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Setting Up External Sync

Accessing External Sync

Navigate to Integrations → External Sync

Or go directly to /external_sync

Creating a Connection

1. Click Add Connection or New Configuration
2. Select the System Type (Odoo)
3. Enter your connection details
4. Test the connection
5. Click Save

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Odoo Configuration

Connection Details

Field	Description	Example
URL	Your Odoo instance URL	https://mycompany.odoo.com
Database	Odoo database name	mycompany_production
Username	Odoo user email	api@mycompany.com
API Key	Odoo API key or password	abc123...

Getting Your Odoo API Key

1. Log into Odoo as an admin
2. Go to Settings → Users
3. Select the API user
4. Go to Account Security
5. Generate an API Key
6. Copy the key (it won't be shown again)

Testing the Connection

After entering your credentials:

1. Click Test Connection
2. Wait for verification
3. Green checkmark = success
4. If it fails, check your credentials and URL

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Sync Settings

Sync Modes

Mode	Description
Manual	You trigger each sync
Automatic	Scheduled recurring syncs

For Automatic Sync

Configure the schedule:

Setting	Description	Example
Interval	How often to sync	Every 1 hour
Batch Size	Records per sync	100
Active	Enable/disable auto-sync	On/Off

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Running a Sync

Manual Sync

1. Go to External Sync
2. Find your connection
3. Click Sync Now
4. Wait for completion
5. Review the results

What Gets Synced

From Odoo sales orders:

Data	Description
Order info	Order number, date, customer
Line items	Products, quantities, prices
Status	Confirmed, done, cancelled
Delivery	Expected delivery dates

Sync Status

Status	Meaning
Pending	Sync queued
Running	Currently syncing
Completed	Finished successfully
Failed	Error occurred
Resolution Required	Needs manual mapping

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After Syncing

Review Sales Records

Synced data appears as Sales Records:

1. Go to Sales → Sales Records
2. Review imported orders
3. Map any unmapped items
4. Data flows to production planning

Handling Updates

When you sync again:

• New orders are added
• Changed orders are updated
• Cancelled orders are marked as cancelled
• No duplicates are created

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Troubleshooting

Connection Failed

Issue	Solution
Invalid URL	Check the URL format (include https://)
Authentication error	Verify username and API key
Database not found	Check the database name
Network error	Verify firewall/network access

Sync Errors

Issue	Solution
Timeout	Reduce batch size
Rate limited	Increase sync interval
Missing data	Check Odoo permissions

Data Issues

Issue	Solution
Orders not appearing	Check date range filters
Wrong quantities	Verify Odoo order status
Missing items	Ensure products have the correct fields

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Security

Credentials Storage

• Credentials are encrypted at rest
• API keys are never displayed after saving
• Only admins can view/edit connections

Data Access

• Sync uses read-only access to Odoo
• PrepStation never modifies your Odoo data
• All synced data stays in your PrepStation account

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Common Questions

Q: How often should I sync?
A: For busy operations, hourly. For planning purposes, daily is usually sufficient.

Q: Does syncing affect my Odoo system?
A: No. PrepStation only reads data, never writes to Odoo.

Q: What if I delete a connection?
A: Previously synced data remains in PrepStation. Only new syncs stop.

Q: Can I filter which orders sync?
A: Yes. Configure domain filters to sync only confirmed/done orders.

Q: Is my data secure?
A: Yes. Credentials are encrypted and data is scoped to your account.

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Next Steps

• Sales Records — Work with synced sales data
• Production Planning — Use sales for production