Overview

Cropster Commerce syncs sales orders directly with production workflows. By tracking loose inventory, you can fulfill packaging plans without overproducing and maintain transparent records for FTO audits.

Cropster Commerce connects with the following platforms: 

• Shopify
• WooCommerce/Beans
• ShipStation (and all stores connected via ShipStation)

Preparing your workflow

1. Open the online platform C-sar in your web browser.
2. Open your online store account in a separate tab.

Discovering the ideal workflow 

Step 1: Set up your online store integration with Cropster Commerce

1. Log in to the online platform C-sar.
2. Click Gear > Commerce Settings > Integrations. 
3. Click on the dropdown next to  +Add integration and select your online store.
   

   

4. Click the platform name on the Add integration page for more details, as shown below:
   

   

5. Click Create integration. 
   After creating the integration, use the Integration details page to review and manage your settings.

Step 2: Set up SKUs in your online store (Shopify and WooCommerce/Beans)

The connection between the Products in your online shop (Shopify or WooCommerce/Beans) and your Cropster account is established through unique SKU (Stock Keeping Unit) numbers:

Shopify

1. Log in to your Shopify account. 
2. Navigate to the Products section. 
3. Click + Add product to create a new entry, or select an existing Product Name to assign an SKU.
4. Scroll down to the Inventory section, and click on the SKU.
5. Enter the SKU.
   

   

6. Click Save.

WooCommerce

1. Log in to your WooCommerce account.
2. Navigate to Products on the main menu bar. 
3. Select Add new product. Make sure to fill in all the necessary details related to that Product.
4. Scroll down to the Product data section and select Inventory.
5. Enter the SKU.
6. Click Publish.

Step 3: Create Profile groups via the online platform C-sar

1. Switch to the online platform C-sar tab.
2. Create Profiles in case you haven't created them yet. 
3. Once you have created your Profiles, proceed with creating Profile groups. Navigate to Roasts > Profile groups.
4. Click +Add new profile group.
   

   

5. Enter the following information:
   * Indicates mandatory fields
   • *Group Name: Name your Profile group. 
   • Group notes: Add additional notes to the new Profile group. 
   • Profiles
     • Associated profiles: Associate all the Profiles used to make the same product.
       The Profile selected first will automatically be set as the default Profile.
       

       

6. Click Create profile group.

Step 4:  Map Products and Product variants via the online platform C-sar
 

The first time you connect to an online store, and every time a new product is detected in that store during the synchronization process, you will be asked to map it to a product and product variant within Cropster.

Below are the specific steps for mapping Products from each online store:

• Shopify
• ShipStation
  When synchronizing a large number of products for the first time, please be aware that ShipStation imposes a rate limit. The synchronization process will take place in the background, so you may need to wait a few minutes for it to complete.
• WooCommerce/Beans

Step 5: Map Products to Profile groups or Blend Profiles 

1. Navigate to Commerce > Products.
2. Select Edit next to the Product you wish to map.  
   Products that have not yet been assigned will be marked with the status "Unreviewed."
   

   

3. Scroll to the Type section and select the profile category for the product.
   

   

4. Select a Profile group for single-origins and pre-roast blends, or select a Blend profile for post-roast blends.
5. (Optional) Edit the Product name or add a Cropster Product ID and Notes.
6. Click Update product. The status changes to Reviewed, indicating the product is ready.
7. Repeat these steps for each product to complete mapping.
   
    

Step 6: Ensure the accuracy of your Loose inventory

1. Navigate to Roasted Inventory > Loose inventory tab.
   

   

2. Click Adjust weight within the Profile group to log discrepancies and maintain inventory accuracy.
   

   

3. Adjust and click Update weight.
   

   

Step 7: Adjust your Packaged inventory

1. Navigate to Roasted Inventory > Packaged inventory tab.
2. Click on the Product name.
3. Navigate to Variants and click Adjust stock next to the desired product variant.
   

   

4. The Adjust stock level window will pop up. Enter the adjustment by typing it into the designated Adjustment* field manually.
   

   

5. Click on Update Stock.

Step 8: Create an Order fulfillment

1. Navigate to Commerce > Orders.
2. Click the Synchronise button on the top right side of the page. Check for any new orders that have arrived since the last synchronization.
3. Select the checkboxes next to the orders you wish to fulfill and click Fulfill to open the Add order fulfillment page.
   

   

4. Select a Fulfillment date to set the completion deadline.
5. Review the orders:
   • Click + Add order and select the OR number to add an order.
   • Click Remove to delete an order.
6. Click Create Order Fulfillment. 

Step 9: Create Packaging plans based on the Net requirement

1. Navigate to Commerce > Order Fulfillment.
2. Select the OF tag.
3. Navigate to the Packaging tab.
4. Click Auto-create plans to immediately generate Packaging plans based on your current Net requirements. This is the fastest way to align production with your goals.
   

   

5. To add plans individually, click Add packaging plan. This allows you to customize specifics for individual products. The Add packaging plan page is pre-filled based on the Net requirements.
   

   

    

Step 10: Create a Roast Schedule 

1. Switch to the Roasting tab.
2. Once you have reviewed your Net requirements, choose one of the following options:
   • Option 1: Click Add all roast schedules to instantly generate roast schedules.
     

     

   • Option 2: To create roast schedules individually, click Add roast schedule next to your chosen Profile group to create a new individual entry.
     

     

   • Option 3: Select Go to roast schedule to open your full scheduling overview.
     

     

3. (Optional) If blending is required, proceed to the Blend tab. Select the Add blend button for the specific profile.
   

   

4. The Add blend page is pre-filled based on the Net requirements. Review and confirm the suggested values and click Create blend to proceed.
    

Step 11: Execute your Packaging plan

1. Navigate to the Packaging tab.
2. Choose one of the following options:
   • Option 1: Click Execute all plans to move your entire schedule into production at once.
     

     

   • Option 2: Click Execute plan next to a specific Product Name to process only that item.
     

     

3. You will be directed to the Packaging Execution page. The page automatically loads all Open and In-progress Packaging plans for this product within the current Order Fulfillment.
4. (Optional) Use the Print button to generate a physical copy for your team. 
   ⚠️Please note that once printed, the status must still be manually updated to ‘Completed’ in the online platform C-sar.
   

   

5. Click Submit.

Step 12:  Complete the Pick list

1. Switch to the Pick list tab.
2. Select the orders you wish to finalize from the Pick List tab and click Complete. 
   To process orders in bulk, select the relevant checkboxes and click Complete above the table.

If you have further questions, feedback, or concerns, please submit a support ticket directly from support.cropster.com.