Shopify Integration Setup
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George Sutton
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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. If you have any queries, Submit a request in the Support Portal.
- It is recommended that you go through all the configuration 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
The Overview tab provides you with the opportunity to install a Shopify store or configure a store that's currently integrated with Unleashed.
Install a Shopify Store on Unleashed
Once subscribed to the Shopify eCommerce Hub module, install a Shopify Store with Unleashed:
- From the main menu, go to eCommerce Hub, Shopify and select the Overview tab.
- Click Install.
- You will be redirected to the Shopify app store listing, where you can click Install and provide your Shopify login details.
- Navigate back to Unleashed's Shopify - eCommerce Hub page to complete installation
NOTE: If directed to the Unleashed signup page there is a link on the left hand side for existing customers to log in
- On the Shopify eCommerce Hub page your Shopify URL will now be entered for you, click Install. In the Shopify pop-up click Update to update data access and finish the installation
- You can now configure the store's setup.
Each shop you install to the Shopify - eCommerce Hub is displayed on the Overview tab. You may add up to five shops to the Shopify module by default. If you need to exceed the five shop limit please Submit a request in the Support Portal.
Configure your shop
Each Shopify store integrated with Unleashed is setup and configured independently. To manage each store's configurations settings, warehouse mappings, stock configurations and data select Configure in the store's tile, under Your Shops.
The configurations 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
From the Configuration tab, you can manage the store's status in Unleashed whilst maintaining an active integration, uninstall the Shopify store completely from your eCommerce Hub or refresh the store's current connection.
Store status
At the top of the store's configuration pages, you will see a toggle which allows you to set the store as open or closed:
- ON: The shop's status is set to open, meaning orders, products and customers will sync between Shopify and Unleashed.
- OFF: The shop's status is closed, meaning orders, products and customers processed or updated from either platform will no sync to the other.
Uninstall App
If the current store is no longer needed or is being replaced, select the red "Uninstall App" link in the Configuration tab. This will delete the store's current integration from Unleashed. Any data that has previously synced or imported from Shopify will remain in Unleashed after the store is uninstalled, but no further updates or imports will be made from the Shopify store to Unleashed.
Refresh Connection
If you are experiencing connectivity or permission issues with your integrated Shopify store, select the red "Refresh Connection" link in the Configuration tab. You will be redirected to a new browser page, requiring Shopify login details. Follow the steps outlined in the new browser page to refresh your integration's connection without losing any of the configuration settings currently selected for your store.
NOTE: this will require Shopify Admin role permissions.
Configuration options
Use the Configuration tab to manage how orders, products and customers will sync between Unleashed and Shopify. Once the settings are up to date, click the Save Configuration button at the bottom of the page to apply them to the integration.
| Configuration options | Description |
|---|---|
| Order Import Options |
Select one of the following options:
|
| Currency Preferences for Orders Import |
Select one of the following options:
|
| Shopify Order Status |
Select the status Shopify orders will import from: Payment Statuses
NOTE: The hierarchy is structured so that a status of Authorised will include all subsequent statuses (Pending, Partially Paid, Paid), and so on down the line. Fulfilment Statuses
NOTE: Similar to payment statuses, the Partially Fulfilled status will encompass the Fulfilled status. If orders import from Fulfilled, the shipment and tracking details will also be imported. |
| Unleashed Order Status |
Select the status orders will be imported as in Unleashed:
NOTE: If orders import as Completed, but there is not enough stock available to fulfil the order, it will import as Parked instead. |
| 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. If enabled, select the following
For more details, see Shopify Refund and Restock. *Multi-currency is currently not supported in this option *Unleashed will automatically distribute the refund cost across the products based on weighted average cost. |
| Set a prefix of this shop | Assign a free text prefix that will be added to all Sales Orders imported from Shopify. 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:
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. Use the drop down menu to select the appropriate option:
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 |
Enable this option if you want to send Shopify Sales Invoices from Unleashed to your integrated accounting provider. NOTE: We recommend integrating your Accounting system directly with Shopify to avoid any tax or order total inconsistencies. For more information, see the Shopify Help Center. |
|
Product Synchronization Advanced Settings |
Enable this setting to sync product details from one platform to the other, depending upon which is set as the master:
Once a master is selected, click on Configure next to Advanced Settings to manage which product details can be updated through the integration:
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. Examples, when Unleashed is Master:
NOTE: The Product Synchronization setting does not affect the export of stock on hand. Export of availability is controlled via Stock Configuration. |
| Auto Publish to Online Store |
Only available to enable if "Unleashed is Master" is selected for Product Synchronization. Enable this option if you want new products added in Unleashed to be visible in your Shopify store immediately. |
| Create Missing Products In Unleashed |
When enabled, Unleashed will create a new product if the Shopify SKU does not already exist. The setting will apply if products are imported from Shopify to Unleashed or is an order is imported with a new SKU. |
| Product Sell Price Tier for this shop |
Use the drop down menu available to select a Sell Price Tier to sync with Shopify's prices. This option is only available if Product Synchronization is enabled:
|
| Customer Synchronization |
Enable this option if you want any updates to customer records in Shopify to be automatically imported into Unleashed. Note: Customers will be created in Unleashed upon order import. This prevents a customer record being locked to the Shopify store's base currency upon creation. |
| Shipping Charge Account |
If integrated with an accounting provider, use the drop down menu available to select a default Sales Account that will apply to Shipping Charge Lines included on orders imported from Shopify. |
| Map delivery information between systems |
Enable each of the following options to sync delivery details between Unleashed and Shopify:
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 further updates will occur, these features work best together. |
| Keep shipments and fulfillments in sync |
Enable this feature to keep Fulfillments in Shopify in sync with Sales Shipments in Unleashed. For each Shipment dispatched in Unleashed a fulfillment will be created in Shopify. This will also mark the Shopify order as fulfilled if the Sales Order in Unleashed is completed. 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. NOTES:
This feature works best with the Paid Import Status configuration. Fulfilled status will automatically create & dispatch Shipment in Unleashed as per existing behaviour. |
Inbound Warehouse Mappings tab
This Inbound Warehouse Mappings tab introduces Shopify’s ‘location feature’ to Unleashed. Allowing for Shopify stores to utilize multiple locations and map orders to specified Unleashed warehouses.
- 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 |
Use the drop down menu to select a Shopify location you would want orders and fulfilments for a specific Unleashed warehouse to import from. 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 to. |
The Inbound Warehouse Mappings can be updated at any time and will apply to any new orders synced from then on:
- Remove a warehouse mapping but clicking on the bin icon next to the Unleashed Warehouse value.
- Update the Unleashed Warehouse a Shopify Location is mapped to by clicking on the Unleashed Warehouse's dropdown arrow and selecting an alternative warehouse.
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 in the store's configuration:
- 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
The Stock Configuration tab allows you to control which Shopify Locations your available stock on hand in Unleashed exports to and how frequently it updates. Once the settings have been updated, select Save to apply them to the integration.
NOTE: The Product Synchronization setting in the configuration tab does not affect Stock Configuration settings.
|
Options |
Description |
|---|---|
|
Export Stock On Hand to Shopify |
When enabled, 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 |
When enabled, the Available Quantity will also include the Can Assemble quantity for auto-assembled products.
|
| The Frequency of Exporting Stock on Hand to Shopify |
Use the dropdown menu to select a 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. If the Stock Availability Warehouse Mapping table is blank, your pre-existing configurations are still applicable.
For any new shops installed or if you are wanting to utilize the multi-location stock availability mapping function, simply import your locations via the Manage Your Data tab.
| Fields | Description |
|---|---|
| Shopify Location | Use the drop down menu to select a Shopify Location you would want to specify stock availability for, from Unleashed's Warehouses. |
| Unleashed Warehouse |
Use the drop down menu to 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. |
The Stock Availability Warehouse Mappings can be updated at any time and will apply to any new exports synced from then on:
- Remove a warehouse mapping by clicking on the bin icon next to the Unleashed Warehouse value.
- Update the Unleashed Warehouse a Shopify Location is mapped to by clicking on the Unleashed Warehouse's dropdown arrow and selecting an additional warehouse. Or click on the x icon of an Unleashed Warehouse to remove the individual warehouse from the mapped Shopify Location.
Manage Your Data tab
Use the Manage Your Data tab to import or export customers, products, stock availability, locations or missing orders with Shopify.
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. |
| Export Products from Unleashed to Shopify |
Exports all missing Unleashed products to Shopify as single variant products. |
| 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
Use the Manage your Products tab from the Shopify- eCommerce Hub page to control which products sync with each of your Shopify stores in a single page.
All products from your Unleashed account will be listed in the grid and will display a checkbox per Shopify store. Ticking a store's checkbox for a product will enable the product to be synced with the shopify store. The Product Synchronization setting that's selected for each store will apply to the products ticked.
Use the filter fields available refine which products are displayed in the Manage your Products tab:
- 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 in each store's column header 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 any changes made to the Manage your Products page. Updates will only apply one page at a time.
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.
Remap by Product Code
This functionality helps resolve potential order import issues, such as duplicate or blank SKU errors.
Before using this functionality, we strongly advise to review your Shopify store and check for any 'null' or duplicated values for your SKUs and variant SKUs.
Once all potential conflicts as above has been sorted in Shopify, you may now enter in the product code on the space provided for then hit "remap".
After a successful remap, you may now try to re-import any failed orders. If symptoms persist, please contact our customer engagement team.
Connection Log
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, see Shopify Connection Log & Common Errors or 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.