Orderwise and GXO
Integration Agency & Consultants
Operational pressure grows when the timing gap between an order appearing in Orderwise and being processed by GXO leads to delivery delays. As volume increases, inaccurate inventory synchronisation often causes overselling or stockouts that manual reconciliation cannot catch. This integration ensures Orderwise pushes accurate fulfilment data to GXO while bringing stock levels and shipping confirmations back into your system of record, protecting the reliability of your customer promises.
Auditing system gaps and process inefficiencies
We connect Orderwise and GXO quickly, supporting ERP and WMS/3PL integration for efficient operations. Our consulting services are valuable because our system audit identifies inefficiencies and integration gaps between Orderwise, GXO, ERP, and WMS/3PL platforms. This enables our consultants and your team to take decisive action, ensuring your technology ecosystem runs efficiently. With our expertise, you can deliver a reliable experience to your customers, confident that your systems are optimised for performance and growth.
Solution Design
The integration design for Orderwise and GXO prioritises Orderwise as the definitive system of record for sales orders and inventory ledger. In most setups, GXO receives fulfilment requests once orders are cleared for dispatch, while GXO remains the authority for warehouse movements and shipping confirmations. A central design decision involves inventory synchronisation, where we often favour periodic batch updates from GXO to Orderwise rather than real-time polling to ensure system stability. The trade-off is a slight intra-day lag in stock visibility, but this approach reduces the risk of API timeouts and data discrepancies during high-volume periods. This design allows the finance team to rely on Orderwise for financial reporting while the operations team manages physical fulfilment through GXO.
Mapping data owners and sync sequences
The integration maintains Orderwise as the master for product data and sales orders, pushing dispatch requirements to GXO on a defined schedule. Once GXO processes the pick and pack, it transmits fulfilment data back to Orderwise to trigger status updates and customer notifications. We prioritise data integrity by ensuring SKU-level records match across both systems before records are synced. Monitoring is embedded at every stage to detect stuck orders or failed stock updates before they impact warehouse operations. This sequencing prevents the ERP from drifting out of sync with the physical reality of the warehouse.
Orchestrating workflows on secure integration infrastructure
Leveraging IPaaS with ISO 27001 and SOC 2 and above security accreditations ensures secure, efficient integration between Orderwise, GXO, ERP, and WMS/3PL systems. IPaaS simplifies connecting Orderwise and GXO with ERP and WMS/3PL, reducing manual effort and risk. Benefits include robust data protection, real-time automation, and easier management, while meeting the minimum security requirements of ISO 27001 and SOC 2 and above for peace of mind.
Monitoring inventory drift and order exceptions
Clear visibility and reporting are vital when integrating Orderwise with GXO, as they ensure ERP and WMS/3PL data is accurate and issues are quickly identified. Orderwise and GXO integrations require real-time monitoring to maintain ERP and WMS/3PL performance. Cogent2 delivers this through advanced dashboards, automated alerts, and detailed reporting, providing actionable insights and proactive monitoring for uninterrupted operations.
Training teams on operational exception handling
Handover focuses on the finance and operations teams who own the daily data flow between Orderwise and GXO. We provide operational documentation that details where data lives, how to check inventory balances, and how to interpret alerts from the integration layer. Training is anchored in your specific design, ensuring your team knows which department owns exceptions such as shipping failures or stock discrepancies. This is not a technical reference but a practical manual for the people running the business. Operations teams learn to manage the fulfilment queue while finance reconciles GXO shipments against system records. This ensures the operating model remains stable and clear.
Managing data integrity and peak performance
Orderwise and GXO users benefit from reliable ERP and WMS/3PL support, ensuring business continuity and peace of mind. With on-hand technical knowledge, issues are resolved quickly, keeping your Orderwise and GXO systems running smoothly. ERP and WMS/3PL support is tailored for your operations, so you always have expert help available, minimising disruption and supporting your business’s ongoing success.
Common failures
Inventory latency creating overselling
Operational impact: When GXO communicates stock adjustments or inbound receipts with a delay, Orderwise inventory levels become inaccurate. This stale data feeds ecommerce channels, leading to overselling of popular SKUs. The result is cancelled Sales Orders, negative customer experiences handled by the CX team, and an increased administrative load on the finance team to process refunds.
Prevention / Action: The integration's highest priority should be the inventory feed from GXO back to Orderwise. This process must run on a near real-time or very high-frequency schedule. Orderwise must be configured to accept GXO's stock levels as the definitive source of truth for sellable stock, using this data to update all connected sales channels immediately.
Incomplete or failed despatch confirmations
Operational impact: GXO may despatch an order, but if the confirmation message fails to update Orderwise correctly, the Sales Order remains open. This blocks the finance team from generating an accurate invoice and misleads the CX team when handling customer queries. The operations team is then forced to manually reconcile GXO despatch records against open Sales Orders in Orderwise to close them out.
Prevention / Action: Carefully map all possible GXO despatch statuses (including partial and multi-part shipments) to their corresponding status in Orderwise. The integration requires robust error handling to queue or flag any confirmation that cannot be matched to an open Orderwise Sales Order. A daily exception report comparing GXO despatches to Orderwise status changes provides a critical control.
Product master data misalignment
Operational impact: If a new product SKU is not successfully created in GXO before the first customer order is sent for fulfilment, the request will fail. GXO's system will reject the order because the SKU is unrecognised, creating an exception that the fulfilment team must investigate. This halts the pick, pack and ship process, delaying the initial orders for that new product and requiring manual data entry by the operations team to resolve.
Prevention / Action: Define Orderwise as the single source of truth for all SKU and product master data. The integration logic must ensure that product data is sent to, and acknowledged by, GXO before any Sales Order containing that SKU can be released for fulfilment. The operational process for creating new products must include a final check to confirm the SKU exists and is active in GXO before it is made available to sell.
Frequently asked questions
Where is the master source of our inventory levels, in Orderwise or GXO?
GXO is the source of truth for physical stock levels, as it manages the actual warehouse inventory. The integration pushes stock adjustments from GXO back to the Item records in Orderwise, ensuring your sales channels have accurate availability. This prevents overselling by making sure the inventory count in Orderwise reflects what is physically on the warehouse floor.
How does the integration handle new sales orders when we're processing hundreds a day?
The integration automates the creation of fulfilment requests in GXO as soon as a Sales Order is ready in Orderwise. This removes the manual data entry bottleneck that causes shipping delays as sales volume grows. As a result, orders are released to the GXO warehouse team for picking and packing significantly faster.
What happens if GXO can only ship part of a customer's order?
When GXO processes a partial shipment, it sends a despatch confirmation to Orderwise that specifies which SKUs and quantities have shipped. This automatically updates the Sales Order to reflect a partial fulfilment, rather than marking the entire order as complete. This gives your customer service team accurate visibility of any outstanding items due to be shipped.
How are customer returns processed between GXO and Orderwise?
In most implementations, when GXO receives and inspects a returned product, it sends a notification to Orderwise to initiate a Sales Return or credit note. The SKU is then added back into the available inventory count at GXO. This stock level update is then synchronised back to Orderwise, ensuring both financial and stock records are correct.
Since Orderwise holds sales data, how does it stay synchronised with GXO's stock movements?
The integration is configured to treat GXO as the system of record for physical inventory. GXO sends inventory adjustment messages for all stock movements, including receipts, shipments, and returns, to update the corresponding Item records in Orderwise. This stock sync is fundamental to reconciling what has been sold in Orderwise against what is physically available to ship from GXO.