WooCommerce Products and Inventory Management

Created by Mubarak Waqar from Asaan Retail, Modified on Tue, 30 Aug, 2022 at 11:44 AM by Mubarak Waqar from Asaan Retail



In this article, we will discuss:

  • How to import products from WooCommerce?
  • How to map products to WooCommerce?
  • How to sync product quantities in WooCommerce?

How to Import Products from WooCommerce?

Step-1: Log in to the Asaan Retail portal.

Step-2: Hover your cursor to the flyout menu on the left and click the ‘Inventory’ option. In the dropdown menu, click on the ‘Products’ option.

Step-3: In the new window, click on the More button at the top-right corner of the screen and click ‘Import Products’ from the dropdown menu.

Step-4: In the pop-up window, you have an option to import products with or without quantity for a particular location. (In the case of multiple inventory locations, we need to specify the location where you want to import your WooCommerce products). 

Step-5: Set your Third Party as a WooCommerce store from where you want to import products. Then, click the Import button.

The product profile will start showing the products you imported from your WooCommerce store shortly.

Importance and Use Cases of Mapping

The success of eCommerce businesses relies on a smooth customer experience across different sales channels. Your potential customers should be able to experience a hassle-free purchase journey irrespective of the channel or medium you are using as an eCommerce platform. It can be a Daraz store, Shopify website, or WooCommerce website.

In this regard, the most significant aspect is to synchronize your physical inventory and stock on the eCommerce platform.

Asaan Retail serves as the ‘Master’ system for your multi-channel eCommerce stores. The mapping feature plays a vital role in inventory management, shipping data, product data, and more.

The product mapping feature is intended to integrate your Asaan Retail products with those of Daraz, Shopify, and WooCommerce products. If you operate Asaan Retail and your eCommerce storefronts as standalone platforms, you will gain no benefits in terms of inventory management and automated stock adjustment. 

Know more about how integration is helpful in inventory and order management in this Case Study.

This is the same problem as most people face while using mainstream and outdated applications to track records of their inventory. In simple words, by doing so you will be missing out on the actual use cases and perks of Asaan Retail like:

Accurate Product & Inventory Record

When updates are made to an eCommerce product catalog, employees usually need to go in and manually update product details on each of the eCommerce stores. But with eCommerce and Asaan Retail integration, these updates are automatically applied so that customers know exactly what they’re getting.

Accurate Stock Levels for Different Locations

Along those same lines, mapping the eCommerce and Asaan Retail ensures that inventory levels stay accurate across all channels. Employees can get real-time insights into different inventory locations and stock levels of products across different locations. And like product details, changes are applied automatically—meaning no more overselling or underselling.

Faster Order Fulfilment Process

When your process orders manually without Asaan Retail (or using it without mapping and integrations), there’s a natural delay from when the customer orders to when the order is actually processed. However, when you couple your eCommerce platform to Asaan Retail, orders are processed and sent to ship immediately – indeed a great enhancement to the customer’s purchase experience with your brand.

Operational Efficiency

Your customers won’t be the only ones who benefit from an integration. For example, suppose you keep your team busy processing sales orders manually and updating inventory data into the eCommerce channels after each sales order. In that case, they will waste their time on repetitive tasks, deteriorating their productivity.

How to Map Products in Asaan Retail?

As we have discussed how product mapping offers a range of benefits including improved customer experience, smooth & streamlined order fulfillment process, and operational efficiency, this section will discuss how you can map your Asaan Retail products to the WooCommerce store.

The product mapping feature allows you to link your Asaan Retail products or products from your Daraz or Shopify store (imported in Asaan Retail) to your WooCommerce products.

The Create Auto Mapping option allows you to link all your products in Asaan Retail to your WooCommerce products by comparing similar SKUs, automatically.

Create Manual Mapping

Consider you have two products on Asaan Retail:

  • The product with SKU ‘AR-GOT’ (already linked to WooCommerce)

  • Another product with SKU ‘AR-HP8’ (not linked to WooCommerce)

Consider the product linked to WooCommerce has some data anomalies like the wrong SKU or product attributes and you want to connect another product in Asaan Retail to the WooCommerce product. 

To map your Asaan Retail ‘AR-HP8’ to the WooCommerce product ‘AR-GOT’:

First, delete mapping for the product AR-GOT

Step-1: Click on the WooCommerce icon under the “Linked to” field. 

Step-2: Note the WooCommerce product ID (298 for AR-GOT). Click the Delete button in the pop-up window and your product will be unmapped.

To fetch product ID directly from your WooCommerce store for the product SKU AR--GOT:

Step 1: Log in to your WooCommerce store

Step 2: Click on the products on the right panel of the main window and search your product by typing its name or SKU in the search bar at the top left corner of the product window. Then, click on the ‘Search Products’ button.

Step 3: Hover your cursor to the product name and note its product ID as:


To link Asaan Retail’s SKU ‘AR-HP8’ to the WooCommerce product with SKU ‘AR-GOT’.

Step-1: Click on the “+” icon under the “Linked to” field for AR-HP8.

Step-2: In the pop-up window, Give WooCommerce product ID (That we asked you to note in Step-2 of Delete Mapping). Then, Select a third-party store as WooCommerce Store and click the “+ Create Mapping” button.

Your new product mapping will be created successfully


Create Auto Mapping

You can also create product mapping automatically for the entire set of products.

Step-1: Click on the More button at the top-right corner of the screen. Then, click the Create Auto Mapping option from the dropdown menu.


Step-2: In the pop-up window, select your third-party store as My Store - WooCommerce and click the ‘Create Mapping’ button.

This feature will automatically map all your selected products with the WooCommerce products having the ‘matching SKUs’. This use case is particularly important for bulk mapping of products on your WooCommerce store with the same SKUs.

Products after automapping that share the same SKUs as WooCommerce products


How to Sync Product Quantities in WooCommerce?

You need to sync your product quantities after every change in stock levels of your inventory products due to purchase orders, sales orders, or manual stock adjustments.

Manual Sync

To update product quantities on WooCommerce by syncing the product quantities manually:

Step-1: Click on the More button at the top-right corner of the screen. Then, click Sync Product Quantity from the dropdown menu.

Step-2: In the pop-up window, choose a third-party store where you want to update product quantities. Choose “All” to make changes for all the inventory products or “Selected” to implement changes for the selected products. Then, click the ‘Sync’ button.


Automate Sync

You can automate this process by turning on the “Sync Stock to WooCommerce” option for your store in the Integrations section. By doing so, Asaan Retail will automatically sync the inventory levels to WooCommerce every 15 Minutes.

Go to settings > Click the Inventory tab > Click the WooCommerce store panel > Turn on the Sync Stock to WooCommerce option > Click Save.

To know more about all other advanced options and their purpose read our dedicated guide on “How to set up your WooCommerce store”.

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