How Sync Works

Convictional automates a lot of things that you and your customers might be used to doing manually. It can be helpful to understand exactly what Convictional is doing with your information in order to make it easier for you to trade online. This is an overview of how the syncing relationships that we maintain work and what you can expect from us.

syncing

Manual Syncing

If you want, you can manually trigger the syncing process to run anytime you make a change. Go to Settings and select which job you want to run. You will see a description of what will happen (ie. sync all my products to child shops) and a button to click in order to run it. Depending on API limitations and amount of records involved, it can take some time for information to propagate. Check back in a few minutes to see how things are progressing.

Orders

Retailer > Convictional > Wholesaler

Orders sync to us from your partners within an hour. Depending on the platform we might be able to get at them in real time and use that information to update inventory (Shopify) or not. Orders arrive with all the information you need to manage and fulfill them.

Once we get orders into Convictional, we can sync them into your system of record. This process end to end takes at most two hours for the various syncing jobs to work through. By this point you will have the order in your system of record for fulfillment without any effort.

Order Updates

Wholesaler > Convictional > Retailer

Order updates (ie. fulfillments) sync from your system of record to our system once an hour. This allows us to constantly stay current on what has been shipped. This information is important as we are syncing with other trading partners.

We sync order updates with your trading partners once an hour. So they should have a good sense of what is happening with their orders, and have the tracking information and other data they need in order to be able to maintain their customer relationships without your involvement.

Products

Wholesaler > Convictional > Retailer

Product catalogs sync from your system of record to our system every eight hours (3x/day). This ensures we have current information about what products you want to be listed without overdoing API calls to your system of record. Generally catalogs don’t change that often, and you can manually trigger a sync when they do, so eight hours is more than enough to sync what we need.

Products are then synced with your trading partners once every eight hours. All new products will be added in an “unpublished” state to avoid them from showing up on the front-end of your customers store without their express permission. Products are updated with all the current information including current pricing, inventory, SKUs, titles, descriptions and more.

Get SKU by ID

There is an optional way to make onboarding easier for partners who already sell your products. If your partner is on a platform with an API, we can go out and programmatically pull the ID for each of you products by SKU. This way, we can sync with the existing stock of an item instead of having to create a duplicate in the back end of the partner shop. Turn it on or off as you need under Syncing.

Product Updates

Wholesaler > Convictional > Retailer

Product updates (ie. inventory changes) sync from your system of record to our system once an hour. This ensures that we can constantly stay on top of what is happening inventory wise with your products. We only get inventory information (as opposed to the whole catalog) to make sure things stay fast even if your customers are self-hosting their ecommerce platform.

Product updates are synced with your trading partners once an hour to make sure they have current information. Depending on the platform we may be able to do a full inventory sync once an hour by listening for a service and responding with inventory counts. Other platforms allow bulk updating but don’t explicitly call for inventory updates. You can rest assured that inventory is syncing with your partners on a regular basis without dealing with each platform.

Oversell Protection (Beta)

Oversell protection allows you to do everything technical possible to prevent oversold items. When you are selling your products across a variety of channels, it is important to avoid overselling in order to avoid having to disappoint both a consumer and a trading partner by cancelling an order.

When you activate overselling protection, the following will happen: when an order occurs in any connected shop that supports webhooks (only some platforms do, as of today we support: Shopify), we will look at what SKUs are on the order. We will then get the current available inventory for those SKUs from the parent shop. We will net out the amount of a given SKU on the order, and push that updated count back to the parent shop, into Convictional and out to all your trading partners.

This all happens automatically. It takes about two seconds from the time the order is placed to the time we can update the first SKU in all the partner stores, and another one second for each additional item on a given order. The goal is to ensure that all partners have constantly updated and current inventory counts for the SKUs that you fulfill on their behalf, and that as a result you can prevent oversold items.

Billing

We automate the billing process once a day. That means regardless of which gateway (ie. Apruve, Stripe) you choose for your billing of customers, we will invoice them or charge their card once a day. There is no way to manually trigger this, to avoid double/overcharging.

Conclusion

Convictional makes it easy to manage trading relationships and share information but we feel strongly that our customers should be empowered to understand and manage the syncing process.