Orders already exist in the sales software, yet staff still download files to key them into the warehouse system. At period end, accounting reconciles yet another list. The business has invested in software, but the work connecting departments still depends on people.

Enterprise Resource Planning (ERP), Customer Relationship Management (CRM) and Warehouse Management System (WMS): having every system in place does not mean data flows through the whole process consistently.

THE GAP USUALLY LIES IN DATA RULES

The same product may carry several codes. A “completed” status in sales does not necessarily mean an order may be invoiced. If these rules are unclear, automating data transfer can spread discrepancies faster.

Before building connections through an Application Programming Interface (API), agree which system owns the master data, when data is transferred, and who is responsible when a discrepancy is found.

DON’T JUST TEST THAT DATA CAN BE SENT

An integration scenario should be tested through to the business outcome: is the order created correctly, do quantities match, and does the status reflect the actual work? Lost connections, missing records and duplicate submissions should also be tested.

Microsoft recommends designing operations that can be retried safely and controlling duplicate effects. [1] Its guidance on transient faults also notes that excessive retries can add load or corrupt data if the operation is not suitable. [2]

PRIORITISE FLOWS WITH HEAVY RECONCILIATION EFFORT

Metatek suggests choosing one flow with clear volume, such as order to dispatch. Record the number of re-entries, checking time and common errors before deciding the integration scope.

For exceptions, keep a tracking list: which records are incomplete, why, and who is authorised to resolve them. Users should not resend repeatedly because they cannot tell whether the previous transaction succeeded.

MEASURE RESULTS BY THE WORK REMOVED

After go-live, compare on the same scope: how many re-entry steps remain, how long a transaction takes to complete, and how much effort is spent on corrections.

The value of an integration shows in users handling work more easily while data remains reconcilable and auditable. Teams gain time for customers, exception handling and tasks that require expertise.

Businesses should also account for maintenance costs when source or target software changes. The initial connection is not the only work in the integration lifecycle.

METATEK SUPPORTS YOU FROM PROCESS TO CONNECTION

Metatek helps survey workflows, align data rules, design connections and test with users. The approach is built around access rights, licensing conditions and the interoperability of existing systems.

Consulting starts from the issues the business is facing: repeated data entry, slow reporting, mismatched data or no clear owner for resolution. From there, Metatek and the business define priority scope and a roadmap that fits resources, budget and operational requirements.

The goal is to reduce manual processing, limit discrepancies and build a more consistent data foundation for management.

REFERENCES

[1] Microsoft Azure Architecture Center — RESTful web API implementation: https://learn.microsoft.com/en-us/azure/architecture/best-practices/api-implementation

[2] Microsoft Azure Architecture Center — Transient fault handling: https://learn.microsoft.com/en-us/azure/architecture/best-practices/transient-faults

Editorial note: The scenarios in this article are illustrative and do not describe the results of any specific client. Implementation options should be assessed against each business’s actual conditions.

Talk with Metatek about your current systems, the tasks that consume time and a connection approach that fits your business.

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