StrategicERP – API Integration Documentation

Incoming and Outgoing API Processes

1. Overview

StrategicERP supports two-way API integration to enable structured data exchange between the ERP and external systems. The integration framework is managed through the API Integration Master under the Admin module, where users can configure mappings, authentication, data transformation logic, and validation rules.

The ERP supports two categories of API communication:

• Incoming API – External System → StrategicERP
   

• Outgoing API – StrategicERP → External System
   

Both types use JSON-based communication and allow full customization of request/response handling, mapping structures, and logs.

Screenshot Reference:

• Screenshot 1: API Integration Master Form

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2. Authentication Methods

StrategicERP supports secure authorization methods that external applications must use while calling the ERP APIs:

2.1. API Key

x-api-key: YOUR_API_KEY

2.2. Bearer Token

Authorization: Bearer <token>

Authentication parameters are configured under:
Admin → API Integration → Header Configuration

3. Incoming API (External System → ERP)

3.1. Purpose

Incoming APIs allow external systems to push structured data into StrategicERP. Typical use cases include:

• Vendor master creation
   

• Lead and enquiry entry
   

• Invoice updates
   

• Attendance and biometric data imports
   

• Material receipt posting
   

3.2. Endpoint

POST https://<client>.strategicerpcloud.com/api/v1/integration/incoming

3.3. Sample Request Body

{

  "vendorName": "ABC Suppliers",

  "gstNumber": "27ABCDE1234F1Z5",

  "contactPerson": "Ramesh Sharma",

  "mobile": "9876543210",

  "email": "abc@xyz.com",

  "city": "Mumbai"

}

3.4. Field Mapping (API Parameters → ERP Fields)

Incoming mappings are defined in:
Admin → API Integration → Incoming Mapping List

Screenshot References:

• Screenshot 2: Incoming Mapping List
   

• Screenshot 3: Incoming Parameter Mapping Screen
   

3.5. Validation Rules

The ERP validates:

• Mandatory fields
   

• Data types (string, number, date)
   

• Duplicate entries (GST, mobile number, unique identifiers)
   

• Master data consistency
   

• Existing workflow rules
   

If validation fails, ERP denies the record insertion/update.

3.6. Return Status Logic

Configured in:
API Integration → Return Status Rules

3.7. ERP Response

Success

{

  "status": "success",

  "message": "Record saved successfully",

  "recordId": "VEND-1023"

}

Error

{

  "status": "error",

  "errorCode": "INVALID_GST",

  "message": "GST number is invalid"

}

3.8. Testing Incoming API

The API Integration Form supports:

• Sample JSON testing
   

• Data parsing preview
   

• Field-wise mapping validation
   

• Display of final processed results
   

• “Show Data / Test” execution for dry run
   

3.9. Error Handling

Logs available under:
API Logs → Incoming Logs

4. Outgoing API (ERP → External System)

4.1. Purpose

Outgoing APIs allow StrategicERP to push ERP-generated data to external systems like:

• Accounting software
   

• CRM systems
   

• Vendor and payment portals
   

• Mobile apps
   

• Government portals
   

4.2. Endpoint

POST https://external-system.com/api/v1/receive-data

Configured in:
Admin → API Integration → Outgoing API Settings

4.3. Sample Request (Sent by ERP)

{

  "invoiceNumber": "INV/2025/0045",

  "invoiceDate": "2025-12-12",

  "amount": 85000,

  "customerName": "ABC Infrastructure",

  "projectCode": "PRJ-102",

  "gstNumber": "27ABCDE1234F1Z5"

}

4.4. Field Mapping (ERP Fields → External API Parameters)

Defined in:
Admin → API Integration → Outgoing Mapping List

Screenshot References:

• Screenshot 4: Outgoing Mapping Configuration
   

• Screenshot 5: Outgoing API Trigger Settings
   

4.5. Trigger Mechanisms

Event-Based

Triggered automatically when certain ERP transactions occur, such as:

• Invoice approval
   

• Vendor creation
   

• GRN posting
   

Manual Push

Users can send data manually via “Send to API” button.

Scheduler-Based

Automated jobs run at defined intervals to push queued data.

4.6. Response Handling from External System

Success

{

  "status": "success",

  "referenceId": "EXT-88341"

}

ERP logs store:

• Status
   

• Reference ID
   

• Timestamp
   

Failure

{

  "status": "error",

  "message": "Duplicate invoice found"

}

ERP logs show:

• Error details
   

• Retry eligibility
   

• Record movement to Failed Queue, if enabled
   

4.7. Error Handling

Logs available under:
API Logs → Outgoing Logs

4.8. Testing Outgoing API

The ERP testing panel allows:

• Selecting a sample ERP record
   

• Generating outgoing JSON as per mapping
   

• Executing the API call
   

• Viewing response logs including:
   

  • Request JSON
     

  • Response JSON
     

  • Status code
     

  • Timestamp
     

5. Summary of Differences

In a Nutshell – StrategicERP API Integration Knowledge Base (Compressed Summary)

Overview

ERP supports both incoming and outgoing APIs.
Screenshot references:

• Screenshot 1: API Integration Form
   

Authentication

• API Key
   

• Bearer Token
   

Configured under Header Configuration.

Incoming API

External → ERP
Endpoint: POST https://<client>.strategicerpcloud.com/api/v1/integration/incoming

Screenshots:

• Screenshot 2: Incoming Mapping List
   

• Screenshot 3: Incoming Parameter Mapping
   

Includes:

• Full field mapping
   

• Validation rules
   

• Return status logic
   

• Success & error responses
   

Outgoing API

ERP → External
Endpoint: POST https://external-system.com/api/v1/receive-data

Screenshots:

• Screenshot 4: Outgoing Mapping
   

• Screenshot 5: API Trigger Settings
   

Includes:

• Mapping
   

• Triggers
   

• Response handling
   

• Log structure
   

Common Error Codes

400, 401, 404, 409, 500
Logs in API Logs → Incoming/Outgoing

Screenshots

Screenshot 1

Screenshot 2 

Screenshot 3 

Screenshot 4