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Designing e-commerce with ERP integration

Case Study

  • Client: GS Ofimática
  • SECTOR: Retail
  • AREA: TECHNOLOGY

GS Ofimática

Within the office supplies sector, the establishment of an e-commerce line is a growing trend, which, according to data from different studies, already accounts for up to 30% of total sales in some cases.

The company GS ofimática wanted to address the implementation process of its online store with the goal of establishing a new marketing model. The primary objective was to establish a new sales channel that aligned seamlessly with the company’s organizational model and integrated effectively with the company.

Regarding integration, it is important to highlight the fact that a portal is an added piece that must be integrated with the company’s processes to guarantee the integrity and coherence of the information.

The portal cannot be an isolated element but must be integrated into the GS Ofimática management system, as well as with the advanced integration services that the wholesaler may offer, to always meet two objectives: to keep the information updated and available.

Project description

The GS Ofimática project has two clearly differentiated sections: the front office (what the client sees) and the back office (the portal’s internal management area).

We must highlight the fact that all the graphic design and usability of the front office have been custom-made and therefore, the result is a “unique” store from the graphic point of view.

Front office

The front office is the visible face of the portal, the one that the customer sees. Upon entering the portal, users are greeted by the welcome page. This initial page is designed to provide information about the company before customers proceed with their purchases.

In the case of GS, we have screens like the one shown below as an example:

In this case, we can observe that the information displayed is corporate in nature, showcasing general services of the company, various sections or divisions, and so on. This serves as the initial information that the customer sees.

Accessing the store

Header of the store: Here, we find the search engine, allowing users to search by description or article reference, among other options. Additionally, the different sections with their respective families are displayed, along with the general banners:

When entering each family, we can see the family banners, the featured products, and the brand navigation.

The article

It is a key element of the entire portal, which is why we have chosen a clean design where the focus is on the image of the article.

As we can see, the item provides us with the following information: title, description, reference, manufacturer reference, catalog reference, available colors, available formats, price, and delivery time.

Purchasing process

Once the items have been selected, the customer can complete the purchase, either by making a card payment if they are a cash customer, or by using other payment conditions without a bank gateway if applicable.

Registered customers

For all registered customers, there is an area where they can perform various operations, such as changing their email and password, viewing their orders, managing their shipping addresses, and more.

Back office

The back office is the area where the portal content can be managed. It is accessed through a username and password, with different user profiles and roles available. These user profiles and roles allow us to restrict the administration access in the back office based on the user, determining which parts they can administer.

The main functions that can be managed in the GS Ofimática portal include:

  • User management
  • Store initial data management (site name, slogan, tagline, contact)
  • Email management (management of automated emails for welcome, completed order, and password recovery)
  • Products (item review, groupings, brands, categories)
  • Definition of featured products at general and section levels
  • Products (image integration)
  • Products (attribute management: colors and formats)
  • Management of welcome page banners
  • Management of banners for each section
  • Management of section menus (modification and sorting)
  • Management of help menus (footer)
  • Management of contact menus (footer)
  • Management of menu banners (displayed when selecting the section)
  • Management of static pages (about us, conditions, etc.)
  • Store blog management
  • Customer management (assignment of discount groups by family)
  • Customer management (list of customers with orders)
  • Customer management (complete list)
  • Customer management (addresses)
  • Transport management (configuration of quantity for free shipping, allocation of costs by province)
  • Bank gateway integration (for cash customer payment, with transaction logging for future reference)

Integration

The GS e-commerce portal is integrated with the TEN ERP at the following levels:

Article integration

The articles are managed in it and synchronized with the portal. All article data, stocks, and associated images are transferred.

Integration of supplier conditions

Each item has a stock availability, and in case it is out of stock, the supplier’s lead time is provided. With this information, validation rules have been generated to allow the customer to see the expected delivery time for each product.

Order integration

Orders placed on the e-commerce portal are synchronized and integrated into the TEN ERP order database. A specific order channel has been defined in TEN for the web to identify the origin of the order.

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