🔗 Picqer: Data Mapping & Synchronisation

This guide details exactly how data flows between your Picqer environment and Optiply. It outlines warehouse configurations, purchasing settings, entity mapping, and the specific logic used to handle product types and order statuses.

🏢 1. Warehouse Connection Options

Optiply offers several flexible ways to connect to your Picqer warehouses depending on your specific strategy. We can connect to a single warehouse or multiple warehouses.

Option 1: Single Warehouse Setup
In this standard configuration, one Optiply environment is connected directly to one Picqer Warehouse. Just like Picqer, Optiply assumes that different warehouses represent entirely separate supply chains. Goods transferring from one warehouse to another are treated as items that need to be officially shipped and received.
Option 2: Multiple Warehouses with AutoSplit
Picqer's AutoSplit functionality allows you to ship orders from multiple warehouses. If you use this, you must ensure that the warehouse connected to Optiply is marked as your priority warehouse in Picqer. This ensures that Picqer's algorithm will strive to fulfil all sell orders from that specific warehouse first, keeping Optiply's purchasing advice aligned with your fulfilment flow.
Option 3: Multiple Warehouses with Stock Summation
This option is ideal if you hold stock in multiple warehouses but only fulfil orders out of a single "main" warehouse. By passing on the warehouse numbers to us, Optiply will read the stock levels from every connected warehouse and sum them up into one total stock pool. Everything else (Sell Orders, Buy Orders, Deliveries, etc.) will strictly sync from your main warehouse.

⚠️ Important Limitation on Main Warehouses:

If you are using the Stock Summation setup and later decide to change which warehouse acts as your "main" warehouse, you will need to request a new integration setup from our Customer Support team, which includes transferring your historical sales data from the old main warehouse to the new one.

👁️ 2. Product Visibility & Composed Products

Optiply uses strict rules to determine which Picqer products are imported and visible in your account.

Active vs. Inactive Products

Only products with the status "active" in Picqer are synced and shown in Optiply. Products marked as "inactive" are entirely excluded.

Composed & Virtual Products

Optiply actively synchronises composed and virtual products from Picqer. While you don't purchase these items directly, Optiply uses its sales data to calculate highly accurate purchasing advice for its underlying parts and components.

In Picqer, every product is assigned a specific type key. Optiply recognises and processes the following four values:

normal
unlimited_stock
virtual_composition
composition_with_stock

⚠️ Visibility Reminder: Even if a product is marked as active, if its type evaluates to unlimited_stock (true) or if it is an assembled product (true), the parent product itself will not be displayed in the Optiply interface.

⚙️ 3. Purchasing Settings & Product Deletion

Lot Size & MOQs

The "Order in multiples of" setting in Picqer maps directly to the "Order per" (Lot Size) value in Optiply.
The "Minimum order quantity" setting in Picqer maps exactly to the MOQ field in Optiply.

⚠️ How to Safely Delete Products:

If you need to completely delete a product, you must follow this exact sequence to prevent sync errors:

First, change the product's status to 'inactive' in Picqer.
Wait for the next sync cycle so the product disappears from your Optiply environment.
Once it is no longer visible in Optiply, you can safely delete the product entirely from Picqer.

If you delete a product from Picqer without marking it inactive first, there is a high risk that open Buy Orders will fail to synchronize correctly and may go missing in Picqer.

🤝 4. Managing Preferred Suppliers

Effectively managing your supplier relationships is crucial for streamlining your purchasing operations.

Setting a Preferred Supplier (Standard Setup)

To assign a preferred supplier to an individual product:

Log in to Picqer: Access your Picqer environment.
Assign the Supplier: Navigate to the specific product's page and use the Picqer interface to select the preferred supplier.
Wait for Synchronization: The updated preferred supplier will automatically reflect in Optiply during the next sync cycle.

Note: You can also use a structured file import in Picqer for bulk updates.

Multisupplier Management Exception

If you have the Multisupplier feature enabled within your Optiply account, the automatic synchronisation of the "active" (preferred) supplier from Picqer is disabled. You must manually select and manage your active suppliers directly within the Optiply platform instead.

📤 5. Exporting Purchase Orders

By default, Optiply automatically writes (exports) your placed purchase orders directly back to your Picqer environment.

If you prefer to manage purchase orders manually and do not want Optiply to push them into Picqer, please contact our Customer Support team. We can easily disable this feature for your account.

🗺️ 6. Data Mapping Details

Products (`/api/v1/products`)

Optiply	Picqer	Notes
Name	`name`	Will be `""` if there is no name.
SKU / Article Code	`productcode`
Price	`price`
Unlimited Stock	`unlimitedstock`	Evaluated as `true` or `false`.
Purchase In Quantities Of	`purchase_in_quantities_of`
Min Purchase Quantity	`minimum_purchase_quantity`
Stock On Hand	`stock.freestock`
Current Stock Date	`now`
Status	`active`	Evaluated as `true` or `false`.
EAN Code	`barcode`
Assembled	`assembled`	Evaluated as `true` or `false`.
Remote ID	`idproduct`

Product Compositions

Here are the mapping rules based on the Picqer type key:

Picqer type	Optiply unlimited_stock	Optiply assembled	Notes
`normal`	`false`	`false`
`unlimited_stock`	`true`	`false`
`virtual_composition`	`false`	`true`	Imports compositions; hard-sets composed product to 0 stock.
`composition_with_stock`	`false`	`true`	Imports compositions.

Suppliers (`/api/v1/suppliers` | Pulled daily at 17h30)

Optiply	Picqer	Notes
Name	`name` or `id`
Country	`country`
Ignored	`inactive`	For customers before Sept 23, 2024, this is managed in Optiply via `property_ignore_v2`.

Supplier Products (`/api/v1/products`)

Optiply	Picqer
SKU Code	`productcode_supplier` or `productcode`
Article Code	`productcode_supplier` or `productcode`
Price	`fixedstockprice`
Supplier	Supplier `name` or `Id`
Unlimited Stock	`unlimitedStock` (`true` or `false`)
Status	`active` (`true` or `false`)
Min Purchase Qty	Product `minimum_purchase_quantity`
EAN Code	`barcode`
Assembled	`assembled` (`true` or `false`)
Name	`name`

Buy Orders (`/api/v1/purchaseorders` | Pulled nightly)

Optiply	Picqer	Logic / Notes
Supplier	`idsupplier`	IF null, the order is not imported.
Completed	`status`	IF `'received'` or `'cancelled'` → Maps to `updated` [date]. Otherwise → `'null'`.
Placed Date	`created` [date]
Expected Delivery	`delivery_date`

Note: A Buy Order with one or more products still not received does not get the status "completed" automatically. Changes in the quantity of a Buy Order Line will continue to be synced from Picqer.

Buy Order Lines (`/api/v1/purchaseorders.products`)

Optiply	Picqer	Logic / Notes
Price	`purchaseorders.products.price`	If missing, falls back to `products.price`.
Quantity	`amount`
Subtotal Value	Calculated	`amount` * `price`.
Expected Delivery	`delivery_date`	Uses the line delivery date if not null; otherwise parent delivery date.

Sell Orders (`/api/v1/orders`)

Optiply	Picqer	Logic / Notes
Status	`status`
Placed Date	`created` [date]
Completed Date	`updated` [date]
Total Value	`0`	Hardcoded.

Note: If the Sell Order has exactly 0 (zero) order lines, it will not be imported into Optiply.

Sell Order Lines (`/api/v1/orders`)

Optiply	Picqer	Logic / Notes
Price	`order_product price`	If missing/null, falls back to `products.price`.
Quantity	`order_product.amount`
Subtotal Value	Calculated	`amount` * `price`.
Placed Date	`order.placed`

Item Deliveries

Optiply	Picqer
Occurred Date	`received date` from receipt.
Quantity	`amount` from receipt.

7. Frequently Asked Questions (FAQs)

Why isn't a specific product showing up in Optiply?

Optiply uses specific visibility rules. If a product has unlimited_stock set to true, if it is an assembled product (true), or if it is marked as inactive, it will not be displayed in Optiply.

If I add a new warehouse in Picqer, will my historical data sync automatically?

No. When adding or removing warehouses, the data sync only changes from that specific point in time forward. If you need past data updated to reflect the new warehouse setup, you must request this manually through Customer Support.

Why wasn't my Purchase Order imported into Optiply?

There are two main reasons a Buy Order might not import:

The supplier field (idsupplier) is empty/null in Picqer.
Buy Orders are only pulled nightly, so a newly created order may not appear until the following day.

Picqer - Data Mapping & Synchronisation