Frequently Asked Questions

72+ Answers on Xentral - explained concisely and clearly.

From setup and integration to troubleshooting - find answers to the most common questions about Xentral ERP.

General

Xentral is ideal for SMEs in e-commerce and retail with annual revenues from €50,000 to several million euros. Particularly suitable if you have multiple sales channels (shop + marketplaces), need DATEV export, and want to automate processes.
I have used Xentral in my own business with €3.5M in revenue. That means I know the real-world problems and workarounds, not just the theory. I also work directly with you - no agency overhead, no changing contacts.
Yes, on-site appointments in the DACH region are possible by arrangement. However, most projects run successfully via remote video call - saving time and costs for both sides.
I work with both. Xentral Cloud is today's standard and the better choice for most companies (less maintenance overhead). I also support self-hosted instances.
I offer Xentral consulting for Germany, Austria and Switzerland. Remote consulting is possible worldwide, though for accounting topics (DATEV, BMD, FinanzOnline) my expertise is limited to the DACH region.
After the free initial consultation I prepare a proposal. Once commissioned, we start with a kickoff call to clarify all details. I then work through your project with regular updates and check-ins.

Setup & Projects

Starter project: approx. 2 weeks
Business project: 3-4 weeks
Enterprise project: 4-8 weeks

The actual duration depends on your preparation (master data, process documentation) and response time during the project.
Most importantly: master data (products, customers, suppliers) as CSV/Excel and a rough documentation of your processes (order fulfilment, returns, etc.). We will go through the details in the kickoff call.
Yes, for migrations this is even recommended. We set up Xentral and only switch over once everything has been tested. Typical parallel running period: 1-2 weeks.
Yes, I also support Xentral systems that were set up by others. I first assess the current state and then create an optimisation plan.
Yes, the warehouse structure is part of the setup. I configure storage locations, picking zones and pick lists. For more complex warehouses with barcode scanners or handhelds, we coordinate closely.
Yes, Xentral has a production module with bills of materials, routings and production orders. This is sufficient for simple assembly. For complex manufacturing I recommend a thorough requirements analysis.
Training is part of the setup. I conduct remote training sessions (video call), typically 2-4 hours. Optionally I also create documentation or video guides for your team.

Integrations

Shops: Shopify, WooCommerce, Shopware, Magento
Marketplaces: Amazon (incl. FBA), eBay, Otto, Kaufland
Accounting: DATEV, FinanzOnline, Lexware
Shipping: DHL, DPD, Hermes, UPS, Sendcloud
Payment: Stripe, PayPal, Klarna

Further integrations on request.
Xentral Connect is the new interface architecture - more modern, more stable, with more features. Classic (Shopimporter/Marketplace importer) is the older technology.

For new projects I always recommend Connect where available.
Yes, any REST API can be connected via Xentral Flows and webhooks. For more complex cases I also develop custom middleware solutions.
I check the journal in Xentral - all sync errors are logged there. Most issues (incorrect SKUs, missing mappings, API limits) can be identified and resolved quickly.
This depends on the integration. Most connectors synchronise on an interval (every 15 minutes). Real-time import via webhooks is possible but requires additional configuration.
Yes, this is a common use case. You create a separate integration for each shop. Make sure to use different projects and sales channels so you can differentiate the data later.

Shopify Integration

Via the Shopify Connector in Xentral. You install the app, authorise the connection to your Shopify store, and then configure order import, inventory sync and further features.
Yes, but you need to store the variant IDs as external numbers in Xentral. Shopify uses its own variant IDs that differ from SKUs. For many variants an import script can help.
Yes, this is a standard function. Once you enter the tracking number in Xentral and book the shipment, the status is transmitted to Shopify and the customer receives the shipping confirmation.
Cancellations are not synchronised automatically. You need to cancel the order in Xentral manually. This is a known limitation of the integration.
Yes, discounts from Shopify are reflected in the order in Xentral. Voucher codes are transferred as a note. Discounts appear correctly on the invoice.
Yes, Shopify Plus is fully supported with no special restrictions. B2B features from Shopify Plus make the integration somewhat more complex.

DATEV & Accounting

Yes, Xentral has a built-in DATEV export. You can export journal entries in DATEV format and send them to your tax advisor. The configuration does require knowledge of chart of accounts and posting logic.
Xentral supports SKR03 and SKR04. You choose the chart of accounts during setup and assign the G/L accounts for revenue, taxes and payments.
Not automatically in real time. You create an export for a period (e.g. a month) and then import the file into DATEV or send it to your tax advisor.
The most common errors are: missing G/L accounts, incorrect tax rates, invalid document numbers. I help with error analysis and correction - often the issue lies in the initial configuration.
Xentral can prepare data for the Austrian market, but there is no direct FinanzOnline interface. For Austria I recommend working with a local tax advisor and BMD or similar software.
Yes, Xentral has a dunning module. You can define dunning levels and create dunning notices automatically or manually. Sending is done via email or print.

Xentral Flows & Automation

Flows are the no-code automation feature of Xentral. You create if-then rules: a trigger fires an action, optionally with conditions. For example: "If payment is received, then release order."
Standard Flows from the library can be activated by anyone. Custom Flows can currently only be created by certified partners. Xentral plans to open the Flow editor to everyone in the medium term.
It depends on the complexity. Simple Flows can be created in 1-2 hours (€120-240). More complex automations with many conditions cost €400 and upwards.
Yes, this is one of the most common actions. You use custom email templates with dynamic data - customer name, order number, tracking link, etc.
Event-based Flows run almost in real time. Time-controlled Flows run at the defined times. Execution time depends on the complexity.
Process starters are the older technology - simpler but less flexible. Flows are more modern and can map more complex logic. I recommend Flows for new projects.
Yes, Flows can be deactivated at any time without deleting them. This is useful for seasonal promotions or when you want to pause a Flow temporarily.

Migration from Other Systems

Yes, JTL-to-Xentral is a common migration. I export master data (products, customers, suppliers) from JTL and import it into Xentral. Open orders can be migrated depending on complexity.
Billbee data can be exported and imported into Xentral. Since Billbee has a simpler structure, the migration is usually straightforward. Importantly, historical order data can be carried over.
It depends on the scope. For a small number of open orders I recommend closing them in the old system. For many orders a migration may make sense - we discuss this on a case-by-case basis.
Historical orders and invoices can be imported into Xentral so you have a complete history. This is optional and increases the effort involved.
A simple migration (master data) takes 1-2 weeks. With historical data and complex requirements, 3-4 weeks. I always recommend a parallel running period of 1-2 weeks.
Yes, we set up Xentral in parallel. We only switch over on the agreed cutover date. Your day-to-day business continues in the old system until everything has been tested.

Warehouse & Logistics

Yes, Xentral supports multi-warehouse. You can create as many warehouses as you need, each with their own stock and storage locations. Stock can be displayed per warehouse or as a total.
Yes, Xentral has a warehouse module with barcode support. You can process goods receipt, picking and stocktaking by scanner. Handhelds are also supported.
Xentral generates pick lists based on open orders. You can sort by priority, shipping method or warehouse zone. Picking can be done on paper or by scanner.
With Flows you can set up automatic reordering. The Flow detects when minimum stock levels are breached and creates purchase suggestions or direct supplier orders.
Xentral has a stocktaking module. You create inventory lists, count (manually or by scanner), and post the differences. Partial stocktaking (ABC analysis) is also possible.
Yes, Xentral can manage batches and serial numbers. You record the batch at goods receipt and can see it at dispatch. Important for regulated industries (food, medical).

Shipping & Returns

Xentral has native integrations for DHL, DPD, Hermes, UPS, GLS, Austrian Post and others. Via Sendcloud or Shipcloud you can connect even more carriers.
Yes, you configure the shipping method assignment and Xentral creates labels automatically. The tracking number is stored in the system and can be sent to customers.
You create a return linked to the original order. Xentral tracks the status (expected, received, inspected). After inspection you book the stock back in and optionally create a credit note.
Not natively. But with my Return-to-Sender Add-On, RTS shipments are automatically detected via carrier webhooks and returns are created in Xentral.
Yes, Xentral has an FBA integration. Orders are imported, stock at Amazon is synchronised. FBA shipments are automatically detected and the shipment is not picked in Xentral.

Pricing & Costs

My hourly rate is €120. Every project is individual - in the free initial consultation we clarify your needs and I create a tailored proposal. Details on the pricing page.
No. What is in the proposal is included. Should additional requirements arise during the project, we discuss them first - you always receive a transparent quote.
Xentral has its own subscription costs (separate from my consulting fees):
Launch: €99/month (up to €500k revenue)
Starter: €349-389/month
Business: €649-719/month
Pro: €849-939/month

Plus a one-time Xentral onboarding fee from €1,990.
For larger projects, splitting into milestone payments is possible (e.g. 50/25/25). Classic instalment payments over several months are not something I currently offer.
Yes, the initial consultation (approx. 30 minutes) is free and non-binding. We discuss your requirements and I give you an initial assessment of effort and costs.
Billing is done in 15-minute increments. You only pay for the time actually spent. There is no minimum purchase for support requests.

Support & Maintenance

Email: fabian@xentral-experte.com
Phone: Mon-Fri 09:00-17:00

For ongoing support my hourly rate of €120 applies - flexible billing with no minimum purchase.
Yes. After project go-live I offer ongoing support at my hourly rate of €120. Billing is in 15-minute increments - no minimum purchase, no contractual commitment.
Standard: Within 24 hours (business days)
Critical issues: Same day (where possible)
Yes. Xentral releases regular updates - I help with adjustments when something changes (e.g. new Connect version, changed API structure). Billing is at my hourly rate.
For Cloud Xentral, Xentral itself is responsible for availability. For self-hosted instances I can help with troubleshooting. For emergencies I recommend contacting Xentral support directly.

Troubleshooting

First check the journal in Xentral for error messages. Common causes: API limit reached, invalid credentials, incorrect SKU mapping. For more complex issues I am happy to help.
Common errors: missing G/L accounts, invalid tax rates, duplicate document numbers. Check the configuration of your tax rates and G/L accounts. For systematic errors the basic configuration should be reviewed.
This happens when the order ID is not uniquely assigned. Check the external number configuration in the integration. The connector should import each order only once.
Check: Is the correct warehouse configured as the source? Is a buffer set? Is synchronisation running? The journal shows you when the last synchronisation took place.
Xentral has many features, but not everything is obvious. Feel free to ask - often the feature exists but under a different name or in an unexpected location. Some features are also package-dependent.
For Cloud Xentral it is usually due to instance load - contact support. In general it helps to: archive old data, deactivate unused modules, schedule cron jobs outside working hours.

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