Admin Guide
This guide covers what an administrator needs to know to get the Detrack integration running against your Fishbowl database, and how it behaves day to day. There’s no in-app screen for this tool — it’s a background service that moves orders and delivery/collection information between Fishbowl and Detrack automatically, so this guide is about setup and configuration rather than day-to-day operation.
Installation & Setup
Section titled “Installation & Setup”Setup and deployment of the Detrack integration is performed by ILC — there is no self-service install today. Contact ILC to get it provisioned for your Fishbowl database and Detrack account. The integration is deployed per Fishbowl database — if your organization runs more than one and wants the integration on additional ones, that’s a separate provisioning step.
Before ILC can install the integration, your organization needs to provide:
- Remote access to your Fishbowl server environment
- An active Detrack account, with login credentials and an API key
As part of setup, ILC will also need your list of couriers/drivers, so each Fishbowl Carrier can be correctly routed to a Delivery or a Collection in Detrack — see Deliveries vs. Collections below.
Everything from here on needs admin (or equivalent) access in Fishbowl, so it’s most efficient to handle all of it in the same sitting:
- Confirm the required custom fields exist — see Required Custom Fields below.
- Confirm your carrier list has been set up correctly — see Deliveries vs. Collections below.
Required Custom Fields
Section titled “Required Custom Fields”The integration reads and writes the following Fishbowl custom fields. Confirm these exist with these exact names and types before going live — ILC creates these for you as part of setup, so this isn’t something you typically need to configure yourself, but it’s documented here so you know what to look for if something isn’t syncing.
| Module | Field Name | Type | Purpose |
|---|---|---|---|
| Sales Order | Sent To DeTrack | Checkbox | Marks whether this order has already been sent to Detrack. |
| Transfer Order | Sent To DeTrack | Checkbox | Same purpose, for Transfer Orders routed as Collections. |
| Ship | Sent To DeTrack | Checkbox | Marks whether this specific shipment record has been sent — kept in sync automatically with its parent order’s flag. |
| Product | Exclude from DeTrack | Checkbox | If set on a product, orders containing that product are excluded from being sent to Detrack entirely. |
These are three separate custom fields sharing the name Sent To DeTrack — one each on Sales Order, Transfer Order, and Ship — not one shared field.
Deliveries vs. Collections
Section titled “Deliveries vs. Collections”Every order the integration sends to Detrack becomes one of two job types:
- Delivery — goods delivered to the customer.
- Collection — goods picked up by a carrier or driver (from Sales Orders or Transfer Orders).
Which job type an order becomes is based entirely on its Fishbowl Carrier. ILC configures the mapping of your specific carrier/driver names to Delivery or Collection as part of setup. If you add a new carrier or driver later and need it routed correctly, contact ILC to have the mapping updated — this isn’t a setting you can change directly in Fishbowl.
How Orders Are Sent to Detrack
Section titled “How Orders Are Sent to Detrack”An order becomes eligible once its Fishbowl status is Issued, its line items are standard order lines, its Sent To DeTrack field is unchecked, and none of its line items have Exclude from DeTrack set on the product. The integration periodically checks for orders in this state and sends them to Detrack as a Delivery or Collection, based on carrier (see Deliveries vs. Collections).
Once sent successfully, Sent To DeTrack is set on the order (and its Ship record) so it isn’t sent again.
How Delivery/Collection Status Comes Back to Fishbowl
Section titled “How Delivery/Collection Status Comes Back to Fishbowl”The integration periodically checks Detrack for orders it previously sent. Once Detrack reports a Delivery as Delivered or a Collection as Collected, the integration:
- Writes the tracking number (if available) onto the Fishbowl shipment.
- Marks the shipment as Shipped in Fishbowl.
Nothing is marked Shipped in Fishbowl before Detrack reports it complete.
How Updates Work
Section titled “How Updates Work”Because the integration runs as ILC-hosted code in Azure rather than software installed on your own server, you can’t change its code, its schedule, or its configuration yourself — including the carrier-to-job-type mapping described above. To request a change, contact ILC with what you need; we’ll confirm whether it’s possible, then deploy it.
Once ILC deploys a change, it’s live and running shortly after — there’s nothing for you to install, update, or restart to receive it.
Support
Section titled “Support”Setup questions, access issues, or anything not covered here — see FAQ / Troubleshooting or contact support directly.