Prepare your store's access and data
Lesson 2 of 12 7 min read
Set up a dedicated Supply Lens user, generate an API key, and check your SKUs before you connect anything.
Most failed WooCommerce setups trace back to something missing before the first click: the wrong user role, a read-only key, or SKUs that don't match. In this lesson you'll gather everything you need so the connection works first time.
What you need
- Admin access to WooCommerce, so you can create a user and an API key.
- A Supply Lens user account in WooCommerce with the
Shop Managerrole. This is a separate login in your store that Supply Lens uses. WooCommerce's own guide on Roles and Capabilities explains how to assign the role. - An API key for that user with
Read/Writepermissions. An API key is a pair of codes that lets one system log in to another without a password. Read/Write matters: Supply Lens reads orders but also writes stock, tracking and product changes back. - The Client Key and Client Secret that WooCommerce shows when you generate the key. You'll paste them into Supply Lens in the next module.
- Your store's web address, starting with
https. - The WooCommerce Shipment Tracking extension, if you want tracking numbers to appear on orders.
- In WooCommerce, create a user for Supply Lens and give it the
Shop Managerrole. - Generate an API key for that user, with
Read/Writepermissions. - Copy the Client Key and Client Secret somewhere safe. WooCommerce generates them when you create the key.
- Note your store's full address, for example
https://shop.example.co.uk. - If you'll send tracking back to the store, install and enable the Shipment Tracking extension.
Why a dedicated user?
Tying the API key to its own Supply Lens user means you can see what Supply Lens changed, and nobody's personal login is involved. If a staff member leaves and their account is removed, the Integration keeps working.
Keep the key valid
If the user's role is later changed, the user is deleted, or the key is revoked, the Integration will stop connecting. Agree with whoever manages the store that this user is left alone.
Check your SKUs
Supply Lens matches every order line to a Product in your inventory system using the SKU (stock keeping unit, the product code). If a SKU doesn't match, Supply Lens holds the order rather than creating a wrong one. Fix mismatches now and you avoid them at go-live. For every product you plan to sync, confirm:
- Every SKU that will appear on a WooCommerce order exists in your inventory system.
- SKUs match exactly, including letter case (
Widget-Aandwidget-aare different), hyphens versus underscores, and leading zeros. - There are no duplicate SKUs in either system.
- Every variation has its own SKU. A variable product such as a moisturiser sold in 50 ml and 100 ml needs one SKU per size, matched at variation level.
- Bundles and kits are handled: either the bundle SKU exists as one record in your inventory system, or you have agreed with your Supply Lens contact how component lines will be handled.
Gather some sample orders
Before you test, collect a few real examples from your store so you can check how they come through. Include the awkward ones: a variable product, an order with a coupon, a guest checkout, and anything a plugin adds data to. You'll use these in the settings lessons and when testing.
Fernbrook Botanicals checks its catalogue
Priya creates a WooCommerce user called Supply Lens with the Shop Manager role and
generates a Read/Write key. She then exports SKUs from WooCommerce and Unleashed and
compares them. Two problems show up: the gift sets have no SKU in WooCommerce, and the
lip balms use LB_MINT in the store but LB-MINT in Unleashed. She adds SKUs to the gift
sets, changes the store to use hyphens, and confirms the gift set SKUs exist in Unleashed
as single products.
Recap
- Create a dedicated WooCommerce user with the
Shop Managerrole for Supply Lens. - Generate an API key with
Read/Writepermissions and keep the Client Key and Client Secret. - Your site address must use
https. - Install the Shipment Tracking extension if you want tracking on orders.
- Align SKUs exactly, with a unique SKU for every variation, before you connect.
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