How to Sync Items Between Microsoft Dynamics 365 Business Central and WooCommerce

Business Central WooCommerce integration helps you sync products, inventory and pricing seamlessly between your ERP and online store.

For official guidance on connecting Business Central with external services, see Microsoft’s integration overview.T¹he item synchronisation module in our Business Central – WooCommerce integration keeps your product data, inventory levels and pricing consistent across your ERP and online store. If you’re wondering how to set up item sync or what happens when products don’t match, this guide explains the basics.

What is the Business Central WooCommerce integration item sync module?

The item sync module creates a link between each Business Central item and its corresponding WooCommerce product. When you assign your WooCommerce shop to an item in Business Central, the integration generates a WooCommerce Item ID and stores it as a Woo Reference ID. The Woo Reference ID is used for all future updates to the item’s inventory and price.

How do I assign WooCommerce shops to items in Business Central WooCommerce integration?

You can assign a WooCommerce shop to an individual item by selecting the item in Business Central and choosing the shop from the list. The integration automatically inserts the Woo Reference ID (generated by WooCommerce) into the item card. This link tells the system which WooCommerce product to update when you change inventory or pricing.

What does the Open Data Sync tool do in Business Central WooCommerce integration?

The Open Data Sync utility downloads products and categories from WooCommerce and matches them to items in Business Central. It matches each WooCommerce product’s SKU with the Business Central item number and matches the WooCommerce product category name to the Business Central item category description. If a match is found, the integration updates the item’s Woo Reference ID automatically. Use Open Data Sync when you want to import a large number of products instead of assigning them one by one.

How does the system identify items during sales order processing in Business Central WooCommerce integration?

When a new order arrives from WooCommerce, the integration follows this logic:

• If Woo Reference ID exists: the system uses it to find the item in Business Central.
• If Woo Reference ID is missing: it looks for an item whose SKU matches the WooCommerce product SKU.
• If no item is found: and the Create Unknown Item option is enabled, the integration will create a new item. Otherwise it will throw an error so you can review the order manually.

This logic ensures orders are always linked to the correct item, even if the Woo Reference ID has not been populated.

Key concepts

• Woo Reference ID: the unique identifier for your WooCommerce product stored on the Business Central item card.
• Open Data Sync: a tool that imports products and categories from WooCommerce and matches them with items in Business Central.
• SKU matching: if a Woo Reference ID doesn’t exist, the integration uses the SKU to find the correct item.
• Create Unknown Item: optional feature that automatically creates new items when a matching item is not found.

By understanding these concepts and workflows, you can ensure a smooth item synchronisation process between your ERP and eCommerce store.

Need help with Business Central & WooCommerce integration?
For an overview of the full integration, visit our product page. If you have questions or need assistance implementing the item sync, please contact us—our team is happy to help.

Our Business Central WooCommerce integration also supports advanced features that make it stand out from generic connectors. For example, it synchronizes variable products and their attributes seamlessly, ensuring your variations and SKU details are consistent between both platforms. You can map WooCommerce product categories to Business Central item categories, so your product taxonomy stays organized and you can filter and report on items easily.

The integration also includes support for multi‑website environments. If you manage multiple WooCommerce stores, you can assign each store to a different company or branch in Business Central. This ensures inventory and pricing sync accurately across multiple storefronts while keeping financials separated. Finally, comprehensive error logging and activity tracking let you monitor each sync operation and troubleshoot issues quickly.