How to automate SanMar purchase orders from WooCommerce

This guide explains how eligible WooCommerce orders become SanMar purchase order drafts in the AYBABTU dashboard. Eligible mapped, verified products become draft lines. An Owner or Buyer normally reviews and sends each draft; optional auto-order applies only when enabled and authorized. The dashboard shows PO status and shipment or tracking data returned by SanMar.

Before starting, connect an active WooCommerce store through AYBABTU Sync, set up SanMar Web Services and integrated PO ordering with SanMar, and enable ordering for the AYBABTU account. The store Owner tests credentials and confirms production setup. SanMar account terms, billing, credit, and payment are between you and SanMar. For WooCommerce inventory setup, see the SanMar inventory sync guide; for help, visit Merchant Support.

1. Confirm the accounts and SanMar setup

Have an active WooCommerce store connected through AYBABTU Sync, WooCommerce REST credentials with Read/Write access, and your own SanMar account with Web Services credentials. SanMar must set up integrated PO ordering on that account. A store Owner tests the SanMar login and confirms production PO setup before enabling production ordering. SanMar account terms, billing, credit, and payment are between you and SanMar.

2. Connect WooCommerce to AYBABTU

Save your AYBABTU API key in AYBABTU Sync and connect the store using its URL and REST consumer key and secret. Order intake needs permission to read WooCommerce orders; AYBABTU verifies it when the store opts in. Confirm the connection is active. The intake service reads fresh order and refund data for stores with ordering enabled.

3. Enable ordering for the account

In Settings → Ordering, an Owner tests SanMar credentials and enables an ordering mode. Use EDEV for SanMar test orders. To enable production, confirm integrated PO setup with SanMar, accept the displayed authorization, and enable production ordering. Add a valid shop address before enabling. If ordering is off, intake does not process that store's orders.

4. Check product mappings and intake statuses

AYBABTU matches WooCommerce products and variations to SanMar SKU mappings. Each line needs a verified SanMar part to be included. Confirm each SKU, style, color, and size, and review the configured WooCommerce intake statuses in Settings → Ordering. Unmapped, unverified, and unsupported lines are not sent; eligible mapped lines can still form a draft.

5. Set fulfilment and shipping details

Choose the fulfilment mode and defaults in Settings → Ordering. Drop-ship uses the WooCommerce order's shipping address, which must pass SanMar validation; ship-to-shop needs a valid saved shop address. Select a carrier and service, and review product overrides so the Owner or Buyer can check the destination before sending.

6. Review the purchase order draft

For a WooCommerce order in a configured intake status, AYBABTU checks quantities and mapped lines, then creates or updates a SanMar draft in the dashboard. Open Orders to review the source order, products, quantities, fulfilment, address, status, and attention messages. Receipt by AYBABTU does not submit a PO. A Requester can ask an Owner or Buyer to review it.

7. Send after review or request approval

An Owner or Buyer can send the draft. Before submission, AYBABTU checks authorization and credentials, refreshes available prices, and runs a pre-submit or inventory check. Missing prices, invalid addresses, unverified or restricted lines, stock shortages, or spending limits can block sending or need attention. Review the estimate and warnings; SanMar sets final acceptance and account charges. Requesters can submit it for Owner or Buyer review.

8. Use optional auto-order only when authorized

Auto-order on sale is optional; an Owner or Buyer can turn it on for the store or mapped products. Settings says orders may be sent automatically when an item sells if the Owner or Buyer enables auto-order, using the fulfilment settings shown. Automatic sending checks authorization across all lines. A product override set to Off, or mixed authorizations needing Buyer confirmation, leaves the PO as a draft for manual sending.

9. Follow SanMar status and tracking updates

After a PO is sent, AYBABTU records status returned by SanMar. When shipment data is available, order details and history can show shipped quantities, carrier, and tracking number. For drop-ship orders, tracking may sync to WooCommerce. An Owner can enable marking WooCommerce orders complete after tracking sync. Updates depend on SanMar data.

Keep the order flow reviewable

Start with a small check: confirm one WooCommerce product or variation maps to the expected verified SanMar part, then review the resulting draft before sending. If a line does not appear, check its SKU mapping, verification status, configured intake status, and fulfilment settings. Keep auto-order off until the Owner or Buyer has read the authorization and chosen the applicable store or product settings.

For terms and data handling, see the Terms of Service and Privacy Policy. AYBABTU is not affiliated with, endorsed by, or sponsored by SanMar Corporation. SanMar is a trademark of its owner.