This article explains how to update your existing Orderwise records using HubSpot workflow actions. Updates ensure that information remains accurate and synchronized between HubSpot and Orderwise without requiring manual changes.
Update Customer in Orderwise
Use this action when you need to update details about an existing customer in Orderwise, such as name, account information, or other key attributes.
Mandatory Fields
- Orderwise Customer ID → identifies the exact customer record in Orderwise that needs to be updated. Without this unique ID, the system cannot apply changes to the correct customer.
Non-mandatory Fields
Important note: For fields that require it, such as “Price List ID” or “Discount Structure ID”, make sure to set the corresponding checkbox so that Orderwise can associate them correctly. Entering the ID only is not enough to automatically associate.
- Alternative Account Number → Helpful if customers use multiple references or if you need to cross-reference external systems.
- Statement information → Adding full address details ensures correspondence, statements, and official documents reach the correct location.
- Invoice information → Use if the invoicing department is separate or located at a different address.
- VAT number → Required for companies subject to VAT, ensuring compliance and correct invoicing.
- Company Registration Number → Supports compliance and validation when working with registered companies.
- Price information → Configuring price lists, discount structures, or group IDs allows for tailored pricing strategies. You have to select the accompanying “Use Price List”, “Use Discount Structure”, or “Use Multisaver Discount Group”checkbox for each field to associate correctly in Orderwise.
- Customer Buying List ID →Useful for applying pre-set buying lists for faster and more accurate order processing. You have to select the accompanying “Use Buying List” checkbox for the field to associate correctly in Orderwise.
- Free Delivery Threshold → Encourages larger orders by offering free delivery above a certain spend. You have to select the accompanying “Apply Free Delivery Threshold” checkbox for the field to associate correctly in Orderwise.
Update Contact in Orderwise
This action updates information for a contact who belongs to a customer record in Orderwise, for example when a contact’s details change.
Mandatory Fields
- Orderwise Customer ID → Ensure the contact update is applied to the right customer. This prevents mismatches between contacts and customers.
- Orderwise Contact ID → Specifies which contact within the customer record should be updated. Required to avoid overwriting or updating the wrong contact.
Non-mandatory Fields
Important note: Don’t forget to check the “Active” at the bottom of the sidebar if you want the contact to show as active. If not selected, the HubSpot workflow action will send a “false” value to Orderwise, showing the contact as inactive.
- Contact Name → Update when the contact’s legal or display name has changed.
- Salutation → Adds formality and personalization in communications.
- Job Position → Helps identify the decision-maker or the person responsible within the company.
- Phone Number information → Having multiple phone numbers ensures you always have a way to reach the contact.
- Email Address → Provides a direct digital communication channel, essential for order confirmations or updates.
Update Product in Orderwise
Use this action to update details of a product in Orderwise, such as its description, pricing, or other product attributes.
Mandatory Fields
- Product ID → The unique Orderwise ID for the product. This ensures the correct product is updated, since multiple products may share similar names or descriptions.
Non-mandatory Fields
- Product Code → Update if product codes change in your catalog or ERP system.
- Description → Useful if you need to provide a more detailed or corrected product description.
- Abbreviated Description → Useful for packing slips, short labels, or reports with limited space.
- Commodity Code → Helps with customs, compliance, and categorizing products for reporting.
- Comments → Good for internal notes or clarifications about the product.
Update Variant in Orderwise
Variants represent product versions. Use this action to keep variant data accurate.
Mandatory Fields
- Variant ID → Identifies the specific product variant to be updated. Required because variants are treated as distinct records in Orderwise.
Non-mandatory Fields
- Variant Code → Update if you need to align codes with external systems or catalogs.
- Description → Revise to give a clearer or updated explanation of the variant.
- Abbreviated Description → Ideal for quick reference or compact displays formats.
- EAN Code → Essential if the variant will be sold in retail, as it enables barcode scanning.
Update Sales Order in Orderwise
This action updates existing sales orders in Orderwise, ensuring that order information, delivery details, or line items remain accurate.
Mandatory Fields
- Order ID → The unique Orderwise ID for the sales order. This ensures that updates are applied to the correct order.
Non-mandatory Fields
- System Order Type → Define or adjust whether the record is an order, quote, or paused order.
- Order Date information → Adding required and promised dates helps manage expectations and delivery timelines.
- Customer Order Reference → Add or update the customer’s reference for easier cross-checking with their system.
- Instructions → Record delivery notes or special handling instructions to avoid errors in fulfillment.
