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AIMS Integration: Overview & What To Expect

AIMS has utilized the NuORDER API to develop a data connection between the two systems. The integration is intended to be self-managed, and AIMS will provide you with training documents to guide you through the initial setup. Throughout this process, NuORDER will provide support and guidance.

The flow of data includes:

  • Products - from AIMS to NuORDER 
  • Customers - from AIMS to NuORDER 
  • Inventory (ATS) - from AIMS to NuORDER 
  • Orders - from NuORDER to AIMS 

You will click a button in AIMS to initiate each data transfer. Automation (i.e. scheduled cron jobs) are not supported in AIMS at this time.

 

Requirements

Version: You must be using AIMS 360 to integrate with NuORDER.  You will need to  reach out to AIMS to activate the NuORDER integration module. Please note: There is an additional charge for the integration module.

 

Turnaround Time

Your AIMS integration will take approximately 8-12 weeks from the project kickoff to completion. This does not mean we'll be spending 8 weeks writing code and syncing data, but rather the complete time to get through all stages of the rollout.  The part of the process that takes the most time is prepping your AIMS data for the integration. Once this is complete, testing and final review should only take a couple weeks.

  • Planning and discovery sessions
  • Required preparation on your side to get your AIMS data cleaned up and ready for integration
  • Initial setup & configuration in AIMS
  • Testing and review in NuORDER
  • Adjustments
  • Final review and sign-off
  • Post-launch troubleshooting

Who's Involved From Your Team

  • Your AIMS Administrator, or someone technical who is familiar with your specific AIMS setup.
  • Sales or Operations Manager who understands your business, how it is structured and how the reps sell. 

What you'll be doing:

  • Answering questions about your specific AIMS setup and sales process.
  • Completing the initial setup steps per AIMS guidelines, including:
    • Filling in product fields in AIMS that will be required for your integration.
    • Allocating inventory in AIMS for the NuORDER integration.
  • Initiating the sync from AIMS to send products, customers, and inventory to NuORDER, and validating that it looks correct.
  • Syncing test orders from NuORDER to AIMS and validating that they are correct.
  • Providing the final sign-off to go live.
  • Reviewing the data feeds day-to-day after you go live to make sure everything is looking correct.
  • Working with us and AIMS Support to address any issues that may arise once your team is using NuORDER in the live sales environment.

 

Who's Involved From the NuORDER Team:

  • An Integration Manager who will be your day-to-day point person, manage the project and guide you through the rollout from start to finish.

What we'll be doing:

  • Providing support and guidance through the setup process.

  • Making sure your team is updated throughout the process and addressing delays that might occur on either side.

 

What's Supported: Products

Capabilities

Creating & updating items: Our system will be able to identify which items are new and which already exist in our system.

Pricing: We will sync a default wholesale and retail price for the default currency only. Multiple currencies are not supported in AIMS at this time.

Pricing per size is supported.  

Sync parameters: You will be able to control which items are synced to NuORDER by filling in the required fields (Department and Category) in AIMS. If you do not wish to sync an item, you can omit it by leaving these fields blank.

Sync Frequency: You will click a button in AIMS to send product data to NuORDER.

 

Callouts

Custom fields are not supported at this time. If you have a business requirement that is not covered in the standard setup, please review this with your Integration Manager.

Department and Category must be entered in AIMS. These fields will be used to generate product filters in NuORDER, and will be required in order to sync products from AIMS.

UPCs are not included in the AIMS product sync at this time. We will make sure to turn off UPCs in NuORDER Product Schema as this will prevent products from syncing successfully.

Archiving/disabling products: This is not included in the AIMS interface at this time and must be managed directly in NuORDER.

For new brands: we will sync directly to your live portal.

For existing brands: we recommend transferring to a new integrated portal to minimize potential issues with the manually created data.

Season in AIMS does not include year. There is an additional field in AIMS with NuORDER season year. Be sure to add this custom field in the Product Schema. 

 

What's Supported: Customers

Capabilities

Creating & updating customers: Our system will be able to identify which customers are new and which already exist in our system.

Multiple billing & shipping addresses are supported.

Customer level discounts are supported.

Sync parameters: You will be able to select the specific customers you wish to sync to NuORDER.

Sync Frequency: You will click a button in AIMS to send customer data to NuORDER.

 

Callouts

Buyer data (name, email address, sales rep assignment) is not included in the AIMS interface at this time and must be managed manually within the NuORDER app.

Custom fields are not included in the AIMS interface at this time. If you have a business requirement that is not covered in the standard setup, please review this with your Integration Manager.

Archiving (deactivating) customers: This is not included in the AIMS interface at this time and must be managed directly in NuORDER.

Two-way customer sync is not supported at this time. Your customers must originate in AIMS and be synced to NuORDER with all the necessary account codes. (This is how AIMS will recognize the customer when the order is synced back in.) Bi-directional syncing for customers is on our product roadmap for future development.

Process for New Customers: When working with a new customer in NuORDER, you will need to save the order as a DRAFT. Your team will need to add the new customer record into AIMS first, and sync the customer data to NuORDER. Once the customer is visible in NuORDER, the sales rep can open their draft, select the customer, fill in the buyer's name and email address, and submit the official order.

If you have already loaded customers into NuORDER before integrating: You will need to archive all customers in NuORDER and re-sync them directly from AIMS. 

 

What's Supported: Inventory

Capabilities

Immediate ATS (available-to-sell): Immediate inventory will be synced based on the % of units you have allocated per product.

WIP (work-in-progress):  WIP will be synced based on the date and quantities you configure in AIMS. More than one WIP date can be configured.

Sync Frequency: You will click a button in AIMS to send inventory data to NuORDER.

 

Callouts

Prebooking: For items that should have unlimited quantity available in NuORDER, you will control this directly in NuORDER via the Admin section. Rules can be based on any product attributes, and you will have direct access to control and update the rules as needed. Specifically for prebook, we will work with you to not sync inventory to NuORDER until you have available units in stock. Refer to attached Article on Syncing Inventory with OTC.

Allocating inventory is required. In order to sync ATS to NuORDER, you must first specify a % of units to be available in NuORDER. Inventory will not sync until these values have been set.

 

What's Supported: Orders

Capabilities

Sync Frequency: Orders are synced from NuORDER when you click "Download NuORDER Orders" in AIMS.

Sync Parameters:  NuORDER will sync "Approved" orders only.

Order fulfillment process: Orders will be synced into "Pending" status in AIMS. Your team will take it from there per your normal approval / fulfillment process.

 

Callouts

Custom fields are not included in the AIMS interface at this time. If you have a business requirement that is not covered in the standard setup, please review this with your Integration Manager. 

Editing or Canceling orders: After the order has been imported into AIMS, any further changes must be done directly in AIMS. 

Refer to the additional AIMS Knowledge Articles attached for useful information.

 

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