Prima and Seko
Integration Agency & Consultants
Prima shows sellable stock available for a priority order, but Seko has already picked that unit for a different channel. When inventory ownership is split between systems without a tight sync, manual stock corrections during peak trading become the default workflow. We establish a disciplined data flow where financial records in Prima stay in step with physical movements in the Seko warehouse. This ensures that order volumes can scale without the warehouse and finance teams operating on conflicting data.
Auditing system architecture and workflow gaps
Prima and Seko integration is made straightforward, connecting your ERP and WMS/3PL systems for efficient operations. Our consulting services are invaluable, with system audit services that empower both our consultants and your team to identify and resolve issues across ERP and WMS/3PL platforms. This ensures Prima and Seko work together smoothly, supporting your tech ecosystem’s efficiency. By addressing integration gaps and workflow inefficiencies, you can deliver a consistently excellent experience to your customers.
Solution Design
Design for Prima and Seko prioritises Prima as the system of record for master product data and financial control, while Seko leads on inventory execution. We typically sequence order flow from Prima to Seko on a defined schedule to ensure warehouse teams work from validated financial data. A primary design decision involves how stock updates move back to Prima. Choosing frequent updates over real-time triggers is a common trade-off; while it introduces a slight lag in reporting, it prioritises system stability and makes financial reconciliation more predictable. These design calls ensure the operating model remains stable. Finance can close month-end with confidence in Prima's figures, while the warehouse team in Seko processes picks against accurate, pre-authorised orders without manual intervention.
Managing order flow and inventory sync
The integration manages the flow of validated orders from Prima into Seko, ensuring warehouse teams only pick against cleared financial data. Prima acts as the system of record for product codes and master data, while Seko provides the authoritative record for physical inventory. As fulfilment occurs, status updates and tracking details flow back from Seko to update the order record in Prima. We sequence these updates to maintain data integrity, addressing the sync lag that often leads to stock overselling. Monitoring is built in to detect when an order fails to post to Seko or a warehouse stock adjustment fails to reflect in Prima financials.
Secure orchestration through compliant IPaaS layers
Leveraging IPaaS with ISO 27001 and SOC 2 and above security accreditations, Prima and Seko integrations are delivered efficiently and securely. IPaaS connects ERP and WMS/3PL systems, automating data flow between Prima, Seko, ERP, and WMS/3PL platforms. This approach reduces manual errors, supports scalability, and ensures compliance, making integration between Prima and Seko robust and future-proof.
Surfacing exceptions and data discrepancies early
Visibility is not found in high-level dashboards but in catching the specific data discrepancies that lead to operational failure. Hidden issues, such as a SKU ID mismatch between Prima and Seko, can cause order rejections that go unnoticed until a customer complains. Our approach surfaces these exceptions early, highlighting failed order postings or inventory sync gaps before they compound into larger reconciliation problems. By monitoring the integration layer for specific patterns of failure, we ensure that the team can fix a single record issue before it impacts hundred of orders.
Operational handover for finance and operations
Handover ensures finance and operations teams own the daily rhythm of the integration. We move beyond technical manuals to provide an operational blueprint that defines where data objects live and who owns specific exception types, such as inventory mismatches or failed order postings. Finance teams learn to reconcile Seko fulfilment data against Prima records, while operations teams manage the flow of stock. We define what to check typically on a daily basis and how to interpret alerts from the integration layer. Documentation is written as a practical reference for the people running the business, ensuring your team remains in control of the Prima and Seko relationship.
Post-launch oversight and technical monitoring
Post-launch, we provide ongoing operational oversight to manage the flow of orders and inventory between Prima and Seko. We monitor for common failure points, such as failed order postings or stock level mismatches, and resolve exceptions to protect fulfilment timing. Our approach ensures that technical issues are identified and addressed to keep your financial and warehouse records in sync.
Common failures
Inventory latency and overselling
Operational impact: Prima sells stock that Seko has already allocated or dispatched, having not yet received an updated inventory level. This results in oversold SKUs, which forces the CX team to cancel orders and manage customer complaints. Concurrently, the fulfilment team wastes time investigating orders for stock that does not exist, and the finance team must process refunds for unfulfillable Sales Orders.
Prevention / Action: The integration's source of truth for inventory must be Seko. The integration logic should sync inventory levels on a frequent, defined schedule, clarifying whether the figure represents 'physical stock' or 'available to sell'. A common approach involves creating a stock buffer in Prima to absorb minor timing differences, combined with monitoring to alert the ops team when an order is sent to Seko for a SKU with low or zero stock.
Incomplete or delayed dispatch updates
Operational impact: Seko dispatches an order, but the shipment notification fails to update the corresponding Sales Order in Prima promptly. This leaves the order showing as 'unfulfilled' in Prima, leading to inaccurate status updates for the customer and incorrect reports for the operations team. CX agents handle unnecessary 'where is my order?' queries, and if downstream processes like invoicing depend on dispatch status, they are also delayed.
Prevention / Action: Establish Seko as the unarguable source of truth for fulfilment status. The integration should poll for dispatch advice files from Seko or use a webhook-driven architecture with a queuing system to ensure updates are not lost during traffic spikes. The logic must correctly map tracking numbers and carriers back to the Item Fulfilment record in Prima and handle partial dispatches to avoid an entire order being marked as complete prematurely.
New product synchronisation failure
Operational impact: A Sales Order is successfully created in Prima but fails to post to Seko because it contains a new SKU that has not yet been established in Seko's system. The entire order is rejected, blocking fulfilment until a data administrator manually creates the item in Seko. This introduces significant delays to the customer and risks the order being overlooked if exception handling is not sufficiently robust.
Prevention / Action: Prima must be designated the master system of record for product information. The integration process must be sequenced to guarantee a new SKU is created and acknowledged by Seko before any Sales Order containing that SKU is transmitted. This involves separating product master data flows from order flows and implementing strict error handling that alerts the merchandising or data team if a SKU creation fails.
Fulfilment cost reconciliation gaps
Operational impact: Seko's costs for pick, pack, shipping, and storage are provided on a periodic invoice, with no direct link back to the originating Sales Orders in Prima. This forces the finance team into a manual, spreadsheet-based reconciliation process to understand per-order profitability. The lack of data prevents accurate gross margin reporting within Prima and makes it difficult to analyse the true cost of fulfilment operationally.
Prevention / Action: The integration's design process must account for the return flow of fulfilment cost data. Where possible, Seko should provide a daily dispatch confirmation file that includes the associated costs for each shipment line. This data can then be mapped to custom fields on the Item Fulfilment or Sales Order in Prima, providing the finance team with the data needed for accurate, automated cost of sale and margin analysis.
Frequently asked questions
What happens if an order from Prima contains a SKU that does not exist in Seko?
The order will fail to post, as Seko requires SKU synchronisation before it can acknowledge a Sales Order. This is often caused by new products where the SKU master record in Prima has not yet pushed to Seko. To prevent this, the integration ensures product records are authored in Prima and established in Seko before any stock is received or sold.
How does tracking information from Seko get back into Prima to complete the order?
Once Seko dispatches the parcel, a shipment notification is pushed back to Prima containing the tracking number and carrier details. This update should occur automatically to ensure customer service teams have immediate visibility of tracking data without manual lookup. We monitor this flow to ensure tracking numbers are reliably mirrored to the order record in Prima.
How do we maintain accurate inventory if Prima holds financial data and Seko holds physical stock?
Inventory is mastered in Seko and synced to Prima on a regular cycle to ensure the sales office does not commit to orders for which there is no physical stock. While Prima maintains the overall inventory value for financial reporting, the physical availability in Seko is the 'truth' that dictates what can be sold across your digital channels.
Does every sales order in Prima automatically get sent to Seko for fulfilment?
No, the integration only posts orders once they have reached a specific approval status in Prima. This ensures that only financially cleared orders are sent to the warehouse for picking. It also provides a control point to check the status in Seko before attempting corrections, preventing system conflicts once picking has already commenced in the warehouse.