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.
Data flow
The data flow encompasses the following elements:
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Product Data - from AIMS to NuORDER
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Customer Data - from AIMS to NuORDER
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Inventory Data - from AIMS to NuORDER
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Sales Orders - from NuORDER to AIMS
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Sync frequency
You will click a button in AIMS to initiate each data transfer. Automation (i.e. scheduled cron jobs) is not supported in AIMS at this time, with the exception of orders. Auto-importing of orders every 15 minutes can be set up in AIMS. Please refer to their help desk articles for more information.
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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.
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Turnaround time
The AIMS integration project is expected to take approximately 12-16 weeks from the project kickoff to completion. This timeline encompasses all stages of the rollout, including:
- Planning and discovery sessions
- Data cleanup and preparation on your end for the AIMS integration
- Initial setup & configuration in AIMS
- Testing and review in the NuORDER sandbox
- Adjustments as needed
- Final review and sign-off
- Transition from the sandbox to production (if applicable)
- Post-launch troubleshooting
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Your team's involvement
From your team, the following key roles will be involved:
1. Your AIMS Administrator, or a technically proficient team member familiar with your AIMS setup.
2. A Sales or Operations Manager who understands your business structure and the sales process.
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Your responsibilities
You will be responsible for:
- Providing detailed information about your AIMS setup and sales process.
- Ensuring that your AIMS portal is ready for integration (e.g., product, customer, and inventory data is populated in AIMS).
- 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 syncs from AIMS to send products, customers, and inventory to NuORDER.
- Designating & reviewing data in the NuORDER sandbox and providing feedback.
- Creating & reviewing test orders in AIMS and offering feedback.
- Providing final approval for the go-live stage.
- Monitoring data feeds daily after going live to ensure correctness.
- Collaborating with us to address any unforeseen issues that may arise once your team is actively using NuORDER in the live sales environment.
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NuORDER team's involvement
From the NuORDER team, you can expect:
- An Integration Manager who will serve as your main point of contact, overseeing the project and guiding you throughout the rollout.
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NuORDER's responsibilities
We will be responsible for:
- Gaining an understanding of your specific AIMS setup and sales process.
- Providing support and guidance through the setup process.
- Ensuring a smooth transition from the Sandbox to Production environment (if applicable).
- Keeping your team updated throughout the process and addressing any delays as they arise.
- Resolving any unexpected issues that may occur after the go-live stage.
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Data transfer method
Data will be transferred using API.
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What's supported
These are the capabilities and callouts for what's supported.
What's supported: Products (items)
| Capabilities |
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Creating & updating items: Our system will be able to identify which items are new and which already exist in our system.
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Pricing & Multiple currencies: We will sync a default wholesale and retail price for all currencies set up in both AIMS and NuORDER . Multiple currencies are supported.
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Pricing per size is supported.
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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.
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Sync frequency: You will click a button in AIMS to send product data to NuORDER.
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| Callouts |
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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 Implementation 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.
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Archiving/disabling products: This is not included in the AIMS interface at this time and must be managed directly in NuORDER.
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For new brands: you will have the option to sync to a Sandbox environment first, otherwise we will sync directly to your live portal.
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For existing brands: we recommend transferring to a new integrated portal to minimize potential issues with the manually created data.
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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.
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What's supported: Customers
| Capabilities |
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Creating & updating customers: Our system will be able to identify which customers are new and which already exist in our system.
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Multiple billing & shipping addresses are supported.
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Customer level discounts are supported.
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Sync parameters: You will be able to select the specific customers you wish to sync to NuORDER.
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Sync frequency: You will click a button in AIMS to send customer data to NuORDER.
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| Callouts |
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Buyer data (name, email address, sales rep assignment) is not included in the AIMS interface at this time and must be managed directly within the NuORDER app.
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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 Implementation Manager.
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Archiving (deactivating) customers: This is not included in the customer data interface at this time and must be managed directly in NuORDER.
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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.)
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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.
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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.
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What's supported: Inventory
| Capabilities |
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Immediate ATS (available-to-sell): Immediate inventory will be synced based on the % of units you have allocated per product.
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WIP (work-in-progress): WIP will be synced based on the date and quantities you configure in AIMS.
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W arehouses: Only 1 Warehouse syncing to NuORDER is supported.
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Sync frequency: You will click a button in AIMS to send inventory data to NuORDER.
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| Callouts |
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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.
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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.
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Warehouses: Only 1 Warehouse is syncing to NuORDER is supported.
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What's supported: Orders
| Capabilities |
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Sync parameters: NuORDER will sync "Approved" orders only.
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Sync frequency: Orders are synced from NuORDER every 15 minutes .
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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.
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| Callouts |
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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.
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Editing or Canceling orders: After the order has been imported into AIMS, any further changes must be done directly in AIMS.
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Refer to the additional AIMS Knowledge Articles attached for useful information.