Supplier product imports into eCommerce through XML, CSV and APIs

A supplier file needs rules before it becomes a store catalogue. Integration identifies existing products, validates changes and updates only fields for which the supplier is an authorized source.

Define a stable key and retain a mapping for each supplier. EAN is useful when valid and available, but not every product has a unique reliable barcode. Colour and size variations need explicit handling. If two suppliers offer the same item, decide whether one commercial record will have multiple supply sources or whether separate products are justified. Supplier-specific references must remain traceable without replacing the store’s internal identity.

Map titles, attributes, categories, images, weight and cost. A supplier may update cost and availability while the business retains final descriptions and selling prices. Margins, tax treatment and rounding are defined explicitly. A sudden cost reduction or empty price must not be published without checks. Protect the team’s edited work against blind replacement. Record which fields belong to each source so a later import cannot silently overwrite another system’s authoritative values.

Supplier availability can change and may include a lead time. Separate it from the store’s physical stock and apply agreed display rules. If an item temporarily disappears from a file, do not immediately delete it. Distinguish full-catalogue snapshots from change-only feeds so absence is interpreted correctly. When multiple suppliers disagree, resolve availability through approved rules instead of summing quantities that may represent the same upstream stock.

Each import records its time, source, record count and changes. Validate data before updating the live catalogue. Failed records enter a separate queue, while successful ones are not recreated on retries. Test Greek text encoding, broken image links and size limits. An unusually small file or changed structure should stop publication and alert the owner. Small initial batches make it easier to inspect mappings and reverse incorrect field updates.

For an electrical-supplies retailer, physical inventory comes from the ERP and orderable quantities come from two suppliers. The integration preserves internal codes, selects permitted supply sources and displays agreed lead times. Acceptance testing covers new items, cost changes, a shared item from another supplier and temporarily empty files. The team receives a changes report rather than manually searching the catalogue. Reconciliation also shows records that could not be mapped confidently.