🔗 Vendit: Data Mapping & Synchronisation

This guide details exactly how data flows between your Vendit environment and Optiply. It outlines synchronisation schedules, custom configuration options, and the specific mapping logic used to translate your products, suppliers, and order data.

⚙️ 1. Integration Options & Features

Optiply offers a few specialised backend configurations for Vendit to help you filter exactly which inventory locations we look at.

Sell Orders: Filter by Warehouse ID
You can provide us with a specific list of Warehouse IDs. If configured, Optiply will only pull Sales Orders that originate from those specific warehouses. (sellorders_warehouse_ids)
Stocks: Filter by Warehouse ID
Similarly, you can restrict the inventory data Optiply receives. We will only sync stock levels from the specific list of Warehouse IDs you provide. (stocks_warehouse_ids)

⚠️ Note on Configuration: > It is not possible to change these Warehouse ID filters directly within the Optiply app. By default, these are set to pull from everywhere (NULL). If you want to enable these specific warehouse filters, please contact support@optiply.nl and our team will configure it for you!

⏱️ 2. Synchronisation Overview

The table below outlines how often Optiply pulls data from (or pushes data to) Vendit.

Entity	Sync Direction	Frequency
Products	Vendit → Optiply	Hourly (Every 60 min)
Suppliers	Vendit → Optiply	Hourly (Every 60 min)
Supplier Products	Vendit → Optiply	Hourly (Every 60 min)
Sell Orders	Vendit → Optiply	Hourly (Every 60 min)
Buy Orders	Optiply → Vendit	Every 10 minutes
Buy Orders	Vendit → Optiply	Hourly (Every 60 min)
Receipt Lines (Item Deliveries)	Vendit → Optiply	Hourly (Every 60 min)

📦 3. Important: Buy Order Workflow (Optiply → Vendit)

Because of how the Vendit API is structured, Vendit only allows external systems to create PrePurchaseOrders (which are essentially individual Buy Order Lines), rather than complete, grouped Purchase Orders.

How this works in practice:

When you create and confirm a Buy Order in Optiply, we send those individual lines to Vendit as PrePurchaseOrders.
We tag these lines with your specific Optiply Buy Order ID (sent as optiplyId and orderReference).
Action Required: You must then log into Vendit, locate those PrePurchaseOrders, and manually group/transform them into a final, official Purchase Order within the Vendit system.

🗺️ 4. Data Mapping Details

Products

Optiply Field	Vendit Field	Logic / Notes
Name	`productDescription`
SKU Code	`productSearchCode`
EAN Code	`productNumber`
Article Code	`productGui`
Price	`salesPrices`
Unlimited Stock	`useStock`
Stock Level	`availableStock`
Status	Evaluated	IF `availabilityStatusId` = `1` or `4` → `enabled`. IF `availabilityStatusId` = `2, 3, 5, 6, 7, 8` → `disabled`.
Not Being Bought	Evaluated	IF Status is `disabled` AND Stock Level is `> 0` → `true`.
Remote ID	`productId`

Suppliers

Optiply Field	Vendit Field	Notes
Name	`supplierName`
Remote ID	`supplierId`
Emails	`supplierEmail`
Delivery Time	`deliveryDays`

Supplier Products

Optiply Field	Vendit Field	Logic / Notes
Name	`supplierProductNumber`
Supplier ID	`supplierId`
Product ID	`productId`
Price (Cost)	`purchasePriceEx`
Preferred	`preferredDefaultSupplier`
Remote ID	`productSupplierId`
Delivery Time	`expectedArrivalDatetime`
Minimum Purchase Qty	`minOrderQuantity`
Status	Evaluated	IF `availabilityStatusId` = `1` or `4` → `enabled`. ELSE IF `2, 3, 5, 6, 7, 8` → `disabled`.

Sell Orders

Optiply Field	Vendit Field	Notes
Total Value	`totalPriceIncVat`
Remote ID	`saleHeaderId`
Placed Date	`transactionDatetime`

Sell Order Lines

Optiply Field	Vendit Field	Notes
Quantity	`productQuantity`
Sell Order ID	`saleHeaderId`	Used to link the line back to the main order.
Product ID	`productId`
Subtotal Value	`productTotalSalesPriceInc`
Remote ID (Line)	`saleDetailId`

Buy Orders (Vendit → Optiply)

Optiply Field	Vendit Field	Notes
Remote ID	`purchaseOrderNumber`
Supplier ID	`supplierId`
Placed Date	`orderDatetime`
Total Value	Calculated	Sum of lines `Amount`
Expected Delivery	`orderExpectedDeliveryDate`
Completed Date	`historyPurchaseOrder.deliveryDateTime`

Buy Order Lines (Vendit → Optiply)

Optiply Field	Vendit Field	Notes
Quantity	`amount`
Subtotal Value	Calculated	`amount` * `purchasePriceEx`
Product ID	`productId`

Receipt Lines (Vendit → Optiply)

Optiply Field	Vendit Field	Notes
Quantity	`amountDelivered`
Occurred Date	`deliveryDatetime`
Remote ID	`productPurchaseHeaderId`

❓ 5. Frequently Asked Questions (FAQs)

Why didn't my Buy Order show up as a complete order in Vendit?

Because of Vendit's API restrictions, Optiply can only send individual Buy Order Lines (called PrePurchaseOrders). You must log into Vendit and manually group these pre-orders into a final, consolidated Purchase Order.

Can I exclude a specific retail store's stock from my Optiply purchasing advice?

Yes! If you only want Optiply to calculate purchasing advice based on your main warehouse and ignore retail locations, simply contact our support team with the Warehouse IDs you want to include. We will filter out the rest.

Vendit - Data Mapping & synchronisation