Technical Hot & Cold Streamlines Invoicing with BigCommerce and Sage 50 Integration

Introduction

Technical Hot & Cold is a leading supplier of heating, ventilation, and air conditioning (HVAC) products, offering both retail and wholesale services. The company serves a wide range of customers, including businesses and homeowners, ensuring that they have access to the latest HVAC equipment and solutions. With a growing online presence and a significant volume of transactions, managing orders and invoicing efficiently became increasingly important for their operations.

Challenge

Technical Hot & Cold faced several key challenges as their business grew:

• Manual Data Entry for Invoices and Refunds: The company was manually entering invoice and refund data from their BigCommerce store into Sage 50, leading to time-consuming processes and an increased risk of human error.

• Inventory Complexity: BigCommerce orders included both inventory and non-inventory items. However, Technical Hot & Cold did not need to import inventory items from their invoices, which created discrepancies in the financial and inventory systems.

• Order Identification and Consistency: The company needed to ensure that BigCommerce order numbers were mapped correctly to Sage 50 invoices, but without overwhelming their accounting system with unnecessary details.

• Refund Handling: Refunded orders needed to be properly tracked and identified, ensuring accurate financial reporting and proper handling of returns and credits.

Solution

Zynk designed a seamless integration between BigCommerce and Sage 50 US, automating the process of importing invoices and refunds into Sage 50, while ensuring smooth order and refund management. Key components of the solution included:

• Invoice Importation: All invoices and credit memos (refunds) from BigCommerce were automatically imported into Sage 50, specifically into the 003852 customer account.

• Inventory Item Exclusion: The integration was set up to exclude inventory items on the invoice lines, ensuring they were not imported into Sage 50. Instead, all invoice line items were mapped to a single generic item ID, simplifying the invoicing process.

• Order Number Mapping: BigCommerce order numbers were appended with “BC” at the end to differentiate them as Sage 50 invoices. For example, an order number like “169555” in BigCommerce would become “169555BC” in Sage 50, allowing for clear identification of the originating order.

• Refund Order Handling: For refunded orders, the order numbers were automatically appended with “CM” to denote credit memos in Sage 50, such as “169555CM”, ensuring that refunds were easily tracked and processed.

Result

The integration between BigCommerce and Sage 50 brought several key benefits to Technical Hot & Cold, making their invoicing and refund processes more efficient:

• Increased Efficiency: By automating the import of invoices and refunds from BigCommerce to Sage 50, the company significantly reduced manual data entry, saving time and eliminating errors.

• Streamlined Financial Tracking: The consistent mapping of order numbers with the “BC” and “CM” suffixes allowed for clear, easy tracking of orders and refunds, improving financial reporting and reconciliation.

• Accurate and Consistent Data: With inventory items excluded from the invoices, the integration helped ensure that Sage 50’s financial data remained accurate without overloading the system with unnecessary information.

• Simplified Refund Management: Refunds were automatically flagged and processed with the “CM” suffix, making it easier for Technical Hot & Cold to manage returns and issue credit memos in Sage 50.