Bedarf.de Order System
Orders from your procurement system, placed in the shop automatically
The Bedarf.de Order System connects procurement systems such as Coupa to Shopware shops: the Bedarf.de shop or other Shopware shops, including your own. It receives your electronic purchase orders, places them in the right customer account and reports confirmations and shipments back. No manual re-typing.
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Orders placed automatically
Each purchase order from your procurement system becomes a shop order in your customer account.
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Confirmations and ship notices sent back
When the shop confirms or ships an order, your procurement system is notified automatically.
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Nothing gets lost
Every order and every document is logged. Failures are retried automatically and reported to Bedarf.de.
How it works
The Order System sits between your procurement system and the shop and handles both directions of the integration.
Orders
From your procurement system into the shop
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Your procurement system
Sends a purchase order electronically, for example as cXML
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Bedarf.de Order System
Authenticates the sender, checks for duplicates and converts the order
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Shopware shop
Places the order in your customer account, in the Bedarf.de shop or another Shopware shop
Order updates
From the shop back to your procurement system
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Shopware shop
The order is confirmed or shipped
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Bedarf.de Order System
Builds the confirmation or ship notice for your procurement system
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Your procurement system
Receives the order confirmation or ship notice
Getting started
Six steps from registration to your first automated order. Some are yours, some are done by Bedarf.de.
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1
Register
YouCreate an account for your company with your business email address.
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2
Verify your email
YouConfirm your email address using the link we send you.
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3
Access approved
Bedarf.deBedarf.de reviews your registration and unlocks your account.
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4
Create a connection
YouEnter the credentials of your procurement system, choose the shop to order in, add your customer number there and the addresses that receive confirmations and ship notices.
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5
Customer number approved
Bedarf.deOnly for the Bedarf.de shop: Bedarf.de checks and approves your customer number. If you order in another Shopware shop, this step is skipped.
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6
Configure your procurement system
YouEnter the order endpoint shown on your dashboard and the credentials of your connection in your procurement system. From then on, orders flow automatically.
Security
Your credentials and order data are protected at every step.
Shared secret stored as a hash
The shared secret your procurement system sends is never stored in readable form. Only a hash is kept and compared on every incoming order.
Credentials encrypted at rest
The credentials for sending documents back and for accessing the shop are stored encrypted.
HTTPS-only endpoints
Confirmations and ship notices are only sent to public HTTPS addresses, never to internal networks.
Secrets removed from logs
Shared secrets are removed from every logged document and every notification email.
Complete audit trail
Every incoming order, every document sent back and every error is logged with a timestamp.
Questions and answers
The most important terms, and what happens behind the scenes.
What is a connection?
A connection links one procurement system to a shop. It holds the credentials your procurement system uses, the shop orders are placed in, your customer number there and the addresses that receive confirmations and ship notices. A company can have several connections, for example one per procurement system.
What is a transaction?
Every order received from your procurement system and every document sent back to it is recorded as a transaction. Transactions show what arrived, what was sent and whether it succeeded.
What do the transaction states mean?
Every transaction is in one of these states:
- Open
- Waiting to be processed. Failed attempts are retried automatically.
- Processed
- Completed successfully.
- Replaced
- Superseded by a newer version of the same order before it was processed.
- Failed
- Could not be completed after the automatic retries. Bedarf.de has been notified.
- Archived
- Closed by Bedarf.de. No further action is needed.
What happens when an order fails?
Failed attempts are retried automatically. If an order still cannot be completed, it is marked as failed and Bedarf.de is notified by email and follows up. Failed incoming orders get one more automatic attempt every weekday morning, because many causes, such as missing stock, resolve overnight.
Can an order be placed twice?
No. An order that has already been received is recognised and not placed a second time, even if your procurement system sends it again.
What happens when my procurement system changes an order?
An order update replaces the original if the original has not been processed yet. If the original has already been placed, Bedarf.de is notified and handles the change. If the original never arrived, the update is placed as a new order.
Which shops can orders be placed in?
In the Bedarf.de shop or in another Shopware shop, including your own. For another Shopware shop you enter its address and API credentials on the connection; its customer number needs no approval by Bedarf.de.
Ready to connect your procurement system?
Register your company. Once Bedarf.de has approved your access, you set up your connection in a few minutes.