🛠️ Step 1: Preparing Your Source System Data
Optiply's purchasing engine runs entirely on the information you feed it. The rule of thumb is simple: the higher the quality of your data, the better your Optiply environment will perform.
Before you start using Optiply, it is crucial to ensure that all relevant data in your primary source system (like your webshop or ERP) is well-organised, updated, and completely accurate.
Note: The exact data Optiply reads depends on your specific setup. Please check our Integration Pages for detailed information on what specific data points are synchronised from your platform.
Below is a checklist of the essential data required and how it should be prepared in your source system before connecting to Optiply.
📦 1. Product & Supplier Foundation
To generate accurate advice, Optiply needs to know exactly what you sell, who you buy it from, and the rules for purchasing it.
Product Information: Ensure that your product catalogue is clean and accurate in your source system. Double-check the following:
Product names and unique identifiers (SKUs/EANs) are correct.
Current selling prices and stock levels are up to date.
Product types and compositions (kits/bundles) are correctly configured.
Crucial: Every active product must be linked to a supplier. Missing links or incorrect information will lead to purchasing errors.
Supplier Information If your source system tracks supplier data, make sure the profiles for all the active vendors you purchase from are completely up to date. Accurate contact details and vendor settings are essential for creating seamless purchase orders later on.
Product-Supplier Relationships You must specify exactly which supplier provides each product, along with the strict conditions for purchasing them. Ensure the following details are mapped:
Purchase prices (cost of goods).
Supplier-specific product names or codes.
Purchase units (e.g., buying in boxes of 10 vs. single units).
MOQ (Minimum Order Quantity).
📊 2. Historical & Active Order Data
Optiply uses your past sales to predict future demand, and your current purchase orders to know what stock is already on the way.
Sales Orders (History) Optiply generates its powerful purchase recommendations based on your historical sales trends. Ensure all past and current sales orders are properly and accurately recorded in your source system so the algorithm has a clean history to learn from.
Purchase Orders (Incoming Stock) If your source system allows you to register purchase orders, make sure all open purchase orders are accurately entered and up to date. If Optiply does not know that stock is already on a truck heading to your warehouse, it will incorrectly advise you to buy those items again!
❓ 3. Frequently Asked Questions (FAQs)
What happens if my source system data is messy or incomplete?
If your data is missing MOQs, has incorrect stock levels, or has broken supplier links, Optiply's algorithm will still try to generate advice based on that flawed data, which can lead to overstocking or stockouts. Taking the time to clean your data before syncing is the most important step in your onboarding journey!
What if my source system doesn't hold all this information?
Don't worry! If your webshop or ERP doesn't support specific data points (like MOQs or Supplier Links), you can easily add that missing information directly into Optiply later using our bulk Import Tools.