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Overview

How to use the order API for importing and exporting orders

Use the order API to control the flow of orders from and to Proactis. Depending on your requirements we have several options available.

cXML​

Proactis order API uses the cXML message standard. We suggest you refer to the cXML User's Guide at cxml.org to learn more. Sample messages including annotation can be found on the sample messages page.

New order​

To import a new order the order type is indicated by the type attribute. Possible values are currently only new.

  </Sender>
</Header>
<Request deploymentMode="production">
  <OrderRequest>
    <OrderRequestHeader orderID="00083854" orderDate="2023-12-18T11:45:58" orderType="regular" type="new" orderVersion="1">
      <Total>
        <Money currency="EUR">121.0000</Money>
      </Total>

Cancel order​

Cancelation of an order can be done via the Cancel Order Put request.

The Cancelled order will be shared with the supplier and/or customer application.

ERP order or supplier order?​

Proactis generates two types of orders: ERP orders and Supplier orders. The messages are basically the same but are meant for different use-cases and audiences. Supplier orders are sent to the supplier, configuration is done in the Proactis Vendor Management module. ERP orders are sent to your own application for internal processing.

The definition of the cXML order can be found on the cXML export definition page.

ERP orders​

ERP orders are similar to the order a supplier would receive. ERP orders receive all information available, whereas supplier orders will not contain certain information (eg. internal notes). ERP orders are created and sent right after the requisition has been approved.

There are two ways to receive ERP orders and process in your application. Proactis can send ERP orders to your application whenever a new ERP orders is created, or your application can retrieve ERP orders on a regular basis using filters.

Automatically push orders to your application​

The option to push documents to a specified endpoint can be configured in the communication settings. Configuration needs to be done once for each environment (UAT and PROD).

ERP orders will be send using a POST request. Upon receiving the ERP order Proactis API requires a response. This response can be either successful or unsuccessful and the contents will be visible in the widgets. The response needs to be a valid cXML message. When no or no valid response is received, the widgets will show an error.

Orders sent to an HTTP endpoint will contain attachments in case these have been added to the order. Proactis generated order PDF documents will not be included. Please note the Content-Type header will indicate whether the message contains just an XML, or whether it includes attachments. For more information check the documentation for multipart requests.

More information on how to configure the communication settings can be read here.

Periodically retrieve orders from Proactis​

Another option to get ERP orders is to have your application retrieve the ERP orders. To retrieve ERP orders Proactis API offers two endpoints, one for fetching a list of results based on filters or pagination and another for retrieving individual ERP orders.

More information on the process can be read here. Or check information on filtering or pagination.

Supplier orders​

Supplier orders are controlled from Proactis Vendor Management module. Proactis supports various ways to send the order to the supplier, this is managed on the Order Preferences screen. By default supplier orders will be send in cXML.

Orders sent by email will contain attachments in case these have been added to the order. This includes the Proactis generated order PDF document. Orders sent to suppliers by other transportation methods will not contain any attachments.

Import orders into Proactis​

Orders created in a different application and required for other processes (for example invoice matching) in Proactis can be imported using the Proactis API. Individual orders can be send to Proactis using a POST request containing a cXML version of the order. Each order requires at least one product line item. The API will respond with a cXML response, further processing and its status will be visible in the widgets.

info

The order import API requires a buyer catalog to be enabled for order import. Open a Standard Product Catalog and enable the Used for Orderimport option on the Maintenance tab.

More information on the process can be read here.

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