Management One Integration

September 16, 2025 07:30

Connecting to Retail Orbit: API Setup and Mapping Guide

This guide explains how to set up the automated data connection between your system and Retail Orbit. This connection acts as a secure data bridge that automatically sends your sales and inventory information every day, ensuring your reports are always up-to-date.

To activate this bridge, you first need to get your unique credentials from Management One. Then, you will map your store and product data within our system. This guide walks you through the entire process.

Before You Begin: Get Your API Credentials

The first and most important step is to obtain your API credentials from Management One. These credentials act as a secure username and password that allow our system to connect to your specific Retail Orbit account.

You must request the following two items:

Client Code: This is your unique identifier for your company in the Retail Orbit system.
Auth Code (also called an Auth Key): This is the secret password for the connection.

Step 1: Map Your Locations

Once you have your credentials, you need to teach the system how your store/warehouse names correspond to the official location codes used by Retail Orbit. This is typically a one-time setup.

Find the Location Mapping area.

For each store, you will create a mapping rule:
- In the "Retail Orbit Location" field, enter the numeric code provided by Management One (e.g., 345736).
- In the dropdown menu next to it, select the matching store/warehouse name from your system (e.g., Fly Albany).
Click the + icon to add a new row for each additional store.

Step 2: Prepare and Import Your Class Code File

Next, you'll link your internal product hierarchy from retailcloud (Department, Category, Sub Category) to the official Management One Class Codes.

A. Download the Template

Go to the "Management One Class Code Import Template" page.
Click "Download Sample" to get a CSV spreadsheet with the correct columns.

B. Fill in the Template

Open the file and create a row for each mapping rule. In the first three columns, enter your product hierarchy, and in the last column, enter the corresponding Management One Class Code.

C. Import the File

Save your completed CSV file.
Return to the import screen and upload your file to finalize the mapping.

Setup Complete

Once you have provided the API credentials and mapped your locations and class codes, the secure connection will be activated. Your data will begin syncing automatically.

File Generation

Each row represents a unique combination of:

Client Code (merchant-specific identifier from Retail Orbit)
Class Code (combination of classifications (department, category, sub-category)
Location Code (mapped store/warehouse)
YearMonth (four-digit value in YYMM format)
For each combination of class code/location code/yearmonth, the following 24 columns in this specific order is populated:
- Markdown Amount: Cumulative retail value of markdowns. This is the total Discounts that Accounted for that particular location and class code in the time period (must be +ve number).
- Inventory Adjustments: Cumulative retail value of all adjustments done in that location & class code.
- Inventory OnHand: Extended retail value of current on-hand inventory.
- On Order Cost (PO): The cost amount of goods on order (Type 2): Cost of the PO expected to arrive in that month (Shows the data up to the generated due date)
- On Order Retail: The retail amount of goods on order (Type 2): Retail value of the PO expected to arrive in that month
  (PO with status: Cancelled/declined/deleted - are not included).
  - The system checks all pending POs in statuses such as Approved, Sent, Partially Received (only unreceived items), and Modified.
  - POs are grouped by their due month (formatted as YEARMONTH, e.g., 0725 = July 2025).
  - A separate On Order record is created for each month that has open POs.
  - Each record shows the total retail value of all POs due in that specific month.
  - Example: If your POs are spread across different months, you’ll now see them broken out clearly:
    - 2 POs due in July 2025 → Recorded as 0725 with the combined retail value of both POs
    - 5 POs due in August 2025 → Recorded as 0825 with the combined retail value of all five
    - 1 PO due in September 2025 → Recorded as 0925 with its total retail value
    - Instead of a single On Order number, you’ll see separate entries for each of these months, making it easy to track what’s coming in and when.
    - All POs due in the same month are grouped into one record.
    - POs across different months are generated in different records.
    - Mixed Status POs (such as Approved, Sent, and Partially Received POs (non-received items)) are included (Closed/Cancelled POs are excluded).
    - The latest changes are reflected in calculations.
Received Cost: Cumulative Cost of goods received in the reporting period.
Received Retail: Cumulative retail value of goods received in the reporting period.
Sales: Cumulative retail sales for the reporting period.
Transfer Out: Cumulative retail value of goods transferred out.
Transfer In: Cumulative retail value of goods transferred In.
Vendor Return Retail: Retail value of goods returned to the vendor (currently not implemented).
Vendor Return Cost: Cost of goods returned to the vendor (currently not implemented).
User: Name of the source POS/ERP System (eg: “POS”)
Date: Date of the upload (Format: MM/DD/YYYY)
Terminal: Legacy field (Same value as User)
SecondaryUser: Same value as User
DateOfExtract: Same value as Date
DateEffective: Same value as Date
Department: Static Value of 100
Record Type: 1: Transactional Date, 2: On Order Data

You can download the Management One Import File from Exports:

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