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Shopify Integration Setup

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Points to Note

  • Third-party apps or Add-ons in your Shopify store may conflict with the Unleashed integration. It is recommended to thoroughly test this with an Unleashed Trial account or a Sandbox before integrating into your live environment. For any questions, please submit a case to our Experience Team.
  • It is recommended that you go through all the menu options and review the functions before activating the integration. 

Shopify Integration Setup Tutorial Video

Note: this video is up to date until 13/12/21

 

Overview tab

Once subscribed to the Shopify eCommerce Hub module, connect a Shopify Store with Unleashed using the following steps:

  1. In the Shop Name field, specify the shop name.
  2. Click Install.

  • At this moment, you might see a warning stating that our app is not listed and explaining the permissions we need. This is a default message shown when installing apps developed by other companies, so feel free to confirm that. 
  • Each shop you install to the Shopify eCommerce Hub is displayed on the Overview tab. By default, there's a limit to add up to 5 shops to the Shopify module. But if you want to exceed the 5 shop limit contact the Experience team by submitting a request and they will be able to increase the limit for you. 

Configuring Your Shop

To setup the configuration requirements needed on a per shop level, select Configure in Your Shop's tile. From here you can manage how your orders, products and stock on hand is synced between Unleashed and Shopify. 

The configuration settings applied at the point of installation can be updated and amended at any time and will take effect as soon as the new configuration is saved using the green Save Configuration button. 

Configuration tab

You can configure the following options for your shop:

Options Description
Order Import Options
  • Create an order and a customer based on each Shopify order.
  • Use a single customer for all Shopify orders; If you select this option, you must select the customer from the Single Customer field.
Shopify Order Status Select whether you want to import Paid or Fulfilled orders from Shopify to Unleashed. If you import a Fulfilled order from Shopify, the shipment and tracking details will also be imported.
Unleashed Order Status Select the status for orders imported from Shopify to be saved as Parked, Placed, or Completed in Unleashed.
Unleashed Manual Order Edits

Enable this option to allow open Sales Orders imported from Shopify to be edited.

NOTE: Edits will not sync back to Shopify. Please ensure that any changes made align with the Shopify sale prior to completing the edited Sales Order.

Shopify Restocks and Refunds

Enable this option to create Free Credits from your Shopify Refund and Restock actions.

For more details, see Shopify Refund and Restock.

Set a prefix of this shop Assign a prefix to identify Shopify orders in Unleashed. By default, the shop name is assigned as the prefix.
Add Sales Group to orders Select a default sales order group to be applied to all new orders. For more details, see Sales Groups.
Set Customer Type

Select a default customer type to apply to new Shopify customers and existing Shopify customers without a designated customer type.

Application of Customer Type:

  • New Customers: When a new customer places an order through your Shopify store, the selected Customer Type will be applied to them.

  • Existing Customers: If an existing customer places an order and they have a blank Customer Type, the selected Customer Type will be applied to their order.

NOTE: This setting will not overwrite the Customer Type for repeat or existing customers who already have assigned values for their Customer Type.

Automatically assign Batch or Serial Numbers

Here you can opt to have Unleashed automatically assign the oldest batch and/or serial numbers to orders coming from Shopify. This will allow orders to self-complete if there is enough stock available.

NOTE: This is only available for serial and batch numbers if their tracking is enabled in the Company Settings.

Accounting System Invoice

Select this option if you want to send the Sales Invoice to your integrated accounting provider.

NOTE: We recommend integrating your Accounting system directly with Shopify to avoid any tax or order total inconsistencies. This can be caused by tax over-rides used in Shopify for some regions. For more information, see the Shopify Help Center.

Product Synchronization

Advanced Settings

This will enable any change to Products to sync from the system labelled as the master. Options available are: Unleashed is Master and Shopify is Master

Once you select either side of the integration to be the master, a new expandable section called Advanced Settings will become available, including Product Description, Product Notes, Product Group, Weight, Barcode, Default Image  For a full list of field mapping options, see After the Shopify Integration. All toggles there will be on by default, disabling any one of them will mean that specific field will not be updated when new changes are saved.

For example, when Unleashed is Master:

  • If Product Notes (Shopify: Body (HTML)) sync is enabled and Unleashed's Product Notes are left blank, Shopify product descriptions will be erased.

  • If Default Image (Shopify: Product Image) is enabled, Shopify product images will be removed and replaced with a single Unleashed image. If Unleashed has no product image associated with a product, the sync will remove any existing Shopify image for that product.

NOTE: If you integrate multiple shops, the 'Unleashed is Master' option will be selected as the default option. However, you can also choose to have Product Synchronization turned OFF.

NOTE: Product Synchronization does not affect the export of stock on hand. Export of availability is controlled via Stock Configuration below.

Auto Publish to Online Store

Enabled only if the "Unleashed is Master" option is selected for Product Synchronization. Select this option if you want new products added in Unleashed to be visible in your Shopify store. NOTE: with Unleashed as master, updates to product details in Unleashed will still update Shopify products regardless of the Auto Publish setting being ON or OFF.

Create Missing Products In Unleashed

Enabling this will create any missing products when importing from Shopify into Unleashed.

Product Sell Price Tier for this shop

Select the required Sell Price Tier for the shop. The product prices you have assigned for this tier will be passed to your Shopify store.

NOTE: Note: Product Synchronization will need to be enabled for this configuration to function.
 If your Product Synchronization setting has Shopify as Master, the pricing updates from Shopify will be passed to the selected tier.

Customer Synchronization

Select this option if you want any updates to customer records in Shopify to be automatically imported into Unleashed.

Shipping Charge Account

The selected sales account from your accounting provider will be used for shipping charge lines for the Sales Orders imported from Shopify to Unleashed.

Map delivery information between systems

This setting will allow you to keep Delivery Method, Shipping Company, Tracking Number and Tracking URL records in sync on your Shipments between the two systems, as reflected by the toggles. New records for the Shipping Company & Delivery Method will automatically be created in Unleashed, and Tracking Numbers will always update the latest entry from either system.

Retain Tracking URL Configuration will determine if Unleashed will overwrite the Tracking URL in Shopify when posting Delivery Information to the Shopify Order. Disable this setting if Unleashed is the source of Tracking Numbers to allow Shopify to regenerate the Tracking URL with the correct information.

NOTE: Delivery Method will only sync from Shopify to Unleashed.

NOTE: If Shipping Company is not present in Shopify then this field will appear as "other" or blank when Shipment is exported to Shopify. Similarly, if selecting a Shipping Carrier in Unleashed that's not recognised by Shopify and you have the Delivery Information options enabled, Unleashed will remove any Tracking URL that exists in Shopify when Unleashed makes an update.

NOTE: If the Keep shipments and fulfillments in sync option below is disabled, then the Delivery Information will only import once during the import of the sales order. From there no synchronization will occur, these features work best together.

Keep shipments and fulfillments in sync

This feature will keep Fulfillments in Shopify in sync with Sales Shipments in Unleashed, automatically creating and completing/dispatching them as required. This will also mark the Shopify order as completed if the Sales Invoice is completed, once all shipments are dispatched, eliminating this extra step.

Email Notification: Enabling this feature will ensure that Shipping Confirmation & Shipping Update email notifications in Shopify are triggered when Unleashed updates the Order. This can only be enabled if Keep shipments and fulfillments in sync is also enabled.

NOTE: If Shipment is created within Unleashed's order and not dispatched, any Fulfillments created in Shopify will fail to import into Unleashed. Best to work off one system when making Shipments or Fulfillments!

Note: Marking the Shopify order as fully Fulfilled will not Complete UNL Sales Order, just create & dispatch a full Shipment for this order.

NOTE: Email Notification rules setup in Shopify to trigger based on Fulfilled status will not work with this feature. Watch this space for further iterations.

This feature works best with the Paid Import Status configuration. Fulfilled status will automatically create & dispatch Shipment in Unleashed as per existing behaviour.

Refreshing Your Shopify Connection

The "Refresh Connection" function within the Shopify Configuration tab will allow you to refresh your Shopify integration without losing any of the configuration settings you have selected. This is the perfect function for any user experiencing unexpected connectivity or permission issues. Simply select the Refresh Connection link and follow the instructions provided in the resulting pop-up.

NOTE: this will require Shopify Admin role permissions.

 

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Inbound Warehouse Mappings tab

This Inbound Warehouse Mappings setting introduces Shopify’s ‘location feature’ to Unleashed. Allowing for Shopify stores to utilize multiple locations by mapping them with Unleashed warehousesThis will allocate orders and fulfilments to a warehouse when they are created in Unleashed.

Points to Note

  • Added location mappings will not be applied to Shopify Refunds/Restocks.
  • Shopify locations can be imported through Manage Your Data tab.
  • Order Management and Ship from Multiple Warehouse must be enabled within Unleashed's Company Settings to take full advantage of Shopify Multi-Locations.
Fields

Description

Shopify Location

Select a Shopify location you would want to connect to Unleashed for your inbound orders and fulfillments.

The '*' Shopify Location denotes the default behaviour (which Unleashed warehouse to use) for if and when there is no location information set when the order comes through.

Import your Shopify locations from the Manage your Data tab

Unleashed Warehouse The warehouse in Unleashed where the Shopify orders are imported into.

Order Management Turned OFF

  • Regardless of Shopify configuration settings in Unleashed and the number of fulfillments created in Shopify, there will always be ONE shipment created during Shopify order import into Unleashed.
  • If Keep Shipment in Sync is turned ON
    • If during order import, there is one fulfilment for the whole order in Shopify, then this fulfilment will be linked to the shipment in Unleashed and updates will sync
    • Otherwise, when the shipment is dispatched in Unleashed, this would trigger attempt to create a fulfilment in Shopify:
      • If there are no fulfilments in Shopify then this will create one fulfilment in Shopify and updates will sync
      • If fulfilment(s) exists in Shopify, this will fail and updates will not sync

NOTE: these changes will only affect your workflow if Order Management is disabled on your account.

Stock Configuration tab

Options

Description

Export Stock On Hand to Shopify

Any changes to stock availability in Unleashed will update the count in Shopify with the "Available" amount of the product.

Available = Stock On Hand minus Allocated Stock.

Note: This setting will work ONLY if you have selected the product(s) on the Manage Your Products tab. 
Include quantities for auto-assembled products

Available only if the Export Stock on Hand to Shopify option is enabled.

If enabled, the Available Quantity will also include the Can Assemble quantity for auto-assembled products.
NOTE: The Can Assemble quantity included is dependent upon the component product's being available in the mapped Warehouse selected in Stock Availability Warehouse Mappings.

The Frequency of Exporting Stock on Hand to Shopify

Set the time interval for exporting stock on hand for all Shopify stores.


Stock Availability Warehouse Mappings

  • With the introduction of this functionality in February 2024, existing Stock Availability Warehouse Configurations are still active - so if the Warehouse Mapping table is blank, rest assured your existing configurations are still applicable. However, for any new shops installed or if you're wanting to utilize the multi-location availability mapping simply import your locations via the Manage Your Data tab.
  • Shopify Locations are required to be imported to take full advantage of Stock Configuration with Multi-Locations.
Fields Description
Shopify Location Select a Shopify Location you would want to specify stock availability for from Unleashed's Warehouses.
Unleashed Warehouse

Select the Warehouses in Unleashed where the your stock's availability will be coming from.

NOTE: You can select multiple Warehouses to sync to 1 Shopify Location, but each Unleashed Warehouse can only be mapped to 1 Shopify Location.

Manage Your Data tab

Use the Manage Your Data tab to setup your initial integration. It is recommended to use these options only when you start the integration process because all the records are imported/exported. You must use the options on the Configuration tab for subsequent import/export to speed up the process.

Options Description
Export Stock on Hand Exports the available stock on hand quantity of all products from Unleashed to Shopify.
Import Customers from Shopify to Unleashed

Imports all customers from Shopify to Unleashed. For more information about the field mapping, see Customers field mapping.

Import Products from Shopify to Unleashed

Imports all products from Shopify to Unleashed. For more information, see Products field mapping.

  • If 'Product Synchronization' is off, no Products will be updated.
  • If 'Create Missing Products In Unleashed' is off, no Products will be created.
Export Products from Unleashed to Shopify Exports all products from Unleashed to Shopify.
Import Locations from Shopify to Unleashed Imports Shopify locations to be used for mapping to Unleashed Warehouses
Import Missing Orders

Find and Import any Shopify orders that have failed to import to Unleashed. For more details, see How to import missing orders from Shopify

Manage your Products tab

You can filter the products display and select/unselect the products that are synced to Shopify. The Product Synchronization option on the Configuration tab for importing/exporting products is based on this setting.

  • Product Name: Enter the product's Code (SKU) or Description and any product with matching details will be listed.
  • Product Group: Select a Product Group from the drop down menu to filter Products by the group assigned in Unleashed.
  • Product Type: If you have assembled or component products, you can select the required filter for product synchronization.

Hover over the Action Cog to select the following options:

  • Select All: Selects all products in the Manage your Products list.
  • Select Current Page: Selects all products displayed on the current page.
  • Unselect All: Unselects all products in the shop.
  • Unselect Current Page: Unselects all products displayed on the current page.

Click Save Configuration to save the selected option.

NOTE: To trigger a manual sync for a product and it's stock availability in Shopify, tick the product for the appropriate shop and select Save Configuration.

Connection Log tab

Use the Connection Log to review the activity in your Shopify integration over the last 7 days. This is especially useful when reviewing errors if products have failed to sync to Shopify or if orders have failed to import to Unleashed. 

The following filters can be used on the Log Level:

  • ERROR: Displays any failed imports or product errors and the Log message would suggest what action to take to fix it. If you are unsure on how to solve these, submit a request in the Support Portal.
  • INFO: Displays any completed actions such as products import and update and orders imported successfully.
  • ALL: Displays both 'ERROR' and 'INFO' logs.
  • Shop Name: you can filter the Connection Log by store which is useful when you have multiple stores to manage.
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