shopify connector€¦ · thank you for purchasing the shopify connector extension for acumatica...

VERSION : Acumatica: 17.203.0016

SUBMITTED BY: Kensium Solutions PHONE 877 KENSIUM (536 7486) FAX 312 242 3029 EMAIL [email protected] WEBSITE kensiumsolutions.com

User Guide

Shopify Connector

mailto:[email protected]

http://www.kensiumsolutions.com/

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User Guide Page 2 of 66

CONTENTS

1. Introduction ................................................................................................................................................................. 4

1.1 Pre-Requisites ........................................................................................................................................................... 4

2. Specifications of the Shopify Setup Screen ......................................................................................................... 4

3. Configuring the Shopify Setup Screen .................................................................................................................. 8

3.1 Import Customers ................................................................................................................................................... 9

3.2 Import Products ...................................................................................................................................................... 9

3.3 Import Orders ........................................................................................................................................................ 10

3.4 Export Customers ................................................................................................................................................. 11

3.5 Export Products .................................................................................................................................................... 12

3.6 Export Orders ......................................................................................................................................................... 13

3.7 Import Refund Orders .......................................................................................................................................... 13

4. Shopify Store Configurations and Functionality .............................................................................................. 14

4.1 Creating Customers in Shopify ......................................................................................................................... 16

4.2 Creating Products in Shopify ............................................................................................................................. 18

4.3 Creating Orders in Shopify ................................................................................................................................. 20

4.4 Refunding an Order in Shopify.......................................................................................................................... 24

5. Import of Data (Customers, Products, and Orders) from Shopify to Acumatica ........................................ 27

5.1 Import Customers ................................................................................................................................................. 27

5.1.1 Schedule Import Customers .................................................................................................................. 29

5.2 Import Products .................................................................................................................................................... 30

5.2.1 Schedule Import Products ...................................................................................................................... 33

5.3 Import Orders ........................................................................................................................................................ 35

5.3.1 Schedule Import Orders .......................................................................................................................... 37

5.4 Import Refunds ................................................................................................................................................. 43

6. Export of Data (Customers, Products, and Orders) from Acumatica to Shopify .................................... 44

6.1 Export Customers ........................................................................................................................................... 444

6.2 Export Product .................................................................................................................................................. 46

6.3 Export Order ....................................................................................................................................................... 48


7. Logs ............................................................................................................................................................................ 499

8. Acumatica Configurations to Support Sync....................................................................................................... 50

8.1 Customers .......................................................................................................................................................... 50

8.2 Products .............................................................................................................................................................. 50

8.3 Tax........................................................................................................................................................................ 51

8.4 Payments Methods .......................................................................................................................................... 52

8.5 Ship Via ............................................................................................................................................................... 53

9. Steps for Automation Schedules .......................................................................................................................... 54

10. Licensing ................................................................................................................................................................ 57

10.1 Send License Request ...................................................................................................................................... 57

10.2 Apply License .................................................................................................................................................... 58

11. Installation Procedure for Your Shopify Site ................................................................................................. 59

11.1 Creating Customer in Shopify ........................................................................................................................... 65

11.2 Creating Product in Shopify ............................................................................................................................... 65

11.3 Creating Order in Shopify ................................................................................................................................... 66


1. Introduction Thank you for purchasing the Shopify Connector extension for Acumatica Cloud ERP. This product guide will help

you import and export the data of customers, products, and orders between Acumatica and Shopify. The

information contained in this document describes and illustrates details on how to configure Shopify integration

in Acumatica.

1.1 Pre-requisites Customers should have an existing or new Shopify account

Customers should have Admin / Customizer rights to deploy customizations within Acumatica

Since the “Attributes” cannot be defined with a space included in Acumatica, we recommend to not

include the spaces while defining the “Options” in Shopify (Ex: It accepts “Option1”, but not “Option 1”)

By default, Acumatica doesn’t allow Attribute names to start with a number/digit. Hence we recommend

Shopify Options (the equivalent to Attribute names in Acumatica) should not have the starting value as

Number/Digit

After importing the variant product to Acumatica, the variants will be imported as attributes. Users

shouldn't modify any attribute information to avoid issues during sync

Users should not modify/update the stock Item ID in Acumatica after importing the product from Shopify

All the “Units of Measures” should be configured in Acumatica (Ex: kg, lb, g, etc.)

All configurations like Taxes, Ship Via, and Payments should be defined in Acumatica

2. Specifications of the Shopify Setup Screen To support integration between Shopify and Acumatica, we have customized the Import and Export screens. Data

flows between the systems seamlessly by scheduling the Import / Export scenarios as needed. The Import scenario

syncs the data from Shopify to Acumatica, and Export scenario will be used to push the data from Acumatica to

Shopify.

The Shopify Setup screen is used to configure the store details, API settings, and field mapping configurations with

fields required for Import and Export scenarios. The Shopify Setup screen can be found within the Distribution

module (Sales Orders -> Configuration -> Shopify Setup), as shown in the screenshot below.


Integration ID

o Users should provide a unique Integration ID, which will be used as reference for maintaining field

mapping between the two systems, along with API configuration data.

o Processing screens will use this Integration ID as a lookup for pulling / pushing data based on API

settings and sync data based on field mappings.

o For each entity (Import/Export), users must configure an individual Integration ID.

“Active” Box

o Only Active Integration IDs will be considered / displayed while performing syncs using Processing

screens.

o If the checkbox is not selected, the Integration ID will not be shown in any of the processing

screens

o By default, the “Active” checkbox will be checked/selected

Integration Type

o This field is used to define Import/Export actions to be performed. We have seven Integration

Types. They are:

Import Customers

Import Products

Import Orders

Export Customers


Export Products

Export Orders

Import Refunds

Default Fields on the Setup Screen

o By default, Acumatica doesn’t allow you to create a stock item/customer/order without selecting a

value under the Default Warehouse, Tax Category, Posting Class, Item Class, Customer Class, and

Order Type fields. With Shopify, we do not have these fields on product/customer/order screens.

This means while importing products/customers/orders, syncs will yield an error if a value is not

associated in any of these fields. Hence, it is important for users to select any default value under

all these fields displayed on the setup screen.

Default Warehouse

o This field will display all the available warehouses, and the user can select the required warehouse

with the selector. Whenever a product is imported from the store, this configured warehouse will be

considered as the default warehouse for the product.

Tax Category

o This field will display all the available tax categories, and the user can select the desired tax

category. Whenever a product is imported from the store, this configured tax category will be

considered as the default tax category for the product.

Posting Class

o The user can select the required Posting Class, and whenever a product is imported from the store,

this configured Posting Class will be considered as the default for the product.

Customer Class

o The user can select the required Customer Class, and whenever a customer is imported from the

store, this configured Customer Class will be considered as the default for the customer.

Item Class

o The user can select the required Item Class, and whenever a product is imported from the store, this

configured Item Class will be considered as the default for the product.


Order Type

o The user can select the required Order Type, and the only orders with the selected Order Type will

be available for exporting from Acumatica to Shopify.

Shopify URL

o This field defines the URL of the Shopify store from/to which the data should be Imported/Exported

(Shopify to Acumatica or Acumatica to Shopify).

Key

o This field contains the unique key, which is required to establish connection for API calls.

Password

o Similar to the Key field, the password is also required to establish connection for API calls.

Email

o This field contains the email address that is associated with the store from which sync takes place.

Sync Date

o Records will be synced to the import screens for the first time based on the date selected in this

field. Please note that later syncs always consider the previous sync’s date and time.

Field Mapping Configuration

o The Field Mapping Configuration tab, which is a replica of the Import/Export scenario mapping

section, will have the Source Object, Source Fields, Target Objects, and Target Fields from Shopify to

Acumatica.

o All of the XML fields of the Shopify store will be loaded from the database, and users can map the

respective Source Field with desired Target Field.

o Field mapping configuration will be available for all the entities, including import and export for the

following: customers, products, and orders.


o The system also allows the user to upload the mappings file (excel file) by using the “Upload”

button. By clicking on the “Upload” icon form the grid, the user will be able to upload all the pre-

configured mappings into Acumatica, and all the mappings will be displayed in the grid.

Below is the sample configuration for importing products from Shopify into Acumatica

Field Name Field Value (Examples) Type Comments

Integration ID IP Shopify Manual Entry

Active Checked Checkbox

Integration Type Import Products Combo Box

Default Warehouse OUTSOURCE Selector

Tax Category EXEMPT Selector

Posting Class PMEXPENSES Selector

Customer Class Selector

Item Class Selector

Order Type Selector

Description Importing products from JSC Store Manual Entry

Shopify URL https://jsc-

devtest.myshopify.com/admin

Manual Entry

Validation Key **************** Manual Entry Encrypted Field

Password **************** Manual Entry Encrypted Field

Email megsebastian@sebastiantechsolutio

ns.com

Manual Entry

Sync Date

3. Configuring the Shopify Setup Screen The Shopify Setup screen is configured differently for each integration type. The seven integration types are listed below:

o Import Customers o Import Products o Import Orders o Export Customers o Export Products


o Export Orders o Import Refunds

For each entity, you have to configure setup screens and field mappings.

3.1 Import Customers The Import Customers integration type is used to pull customer data from Shopify to Acumatica. This

screen is also used to define the field mappings from Shopify and Acumatica for customers. For the Import Customer integration type, users have to select a default value for the Customer Class

field, as shown in the screenshot below. In the Mapping tab we have the Target Object column, which will display the Acumatica Object Views. The Target Field column will display the Fields available in the selected Objects. The Source Object column will display the Shopify columns. The Source Field column will display the Shopify fields under the selected Shopify column.

3.2 Import Products The Import Products integration type is used to pull product data from Shopify to Acumatica. This

screen is also used to define the field mappings from Shopify and Acumatica for products. For the Import Products integration type, users have to select a default value for Item Class, Tax

Category, Default Warehouse, and Posting Class fields, as shown in the screenshot below. In the Mapping tab we have the Target Object column, which will display the Acumatica Object Views. The Target Field column will display the Fields available in the selected Objects. The Source Object column will display the Shopify columns. The Source Field column will display the Shopify fields under the selected Shopify column.


3.3 Import Orders The Import Orders integration type is used to pull order data from Shopify to Acumatica. This screen is

also used to define the field mappings from Shopify and Acumatica for orders. For the Import Orders integration type, users have to select a default value for fields like Customer

Class and Order Type, as shown in the screenshot below. In the Mapping tab we have the Target Object column, which will display the Acumatica Object Views. The Target Field column will display the Fields available in the selected Objects. The Source Object column will display the Shopify columns. The Source Field column will display the Shopify fields under the selected Shopify column.


3.4 Export Customers The Export Customers integration type is used to push customer data from Acumatica to Shopify. This

screen is also used to define the mapping between Acumatica fields and Shopify fields. In the Mapping tab, we have the Source Object column, which will display the Acumatica Object Views. The Source Field column will display the Fields available in the selected Objects. The Target Object column will display the Shopify columns. The Target Field column will display the Shopify fields under the selected Shopify column.


3.5 Export Products The Export Products integration type is used to push product data from Acumatica to Shopify. This

screen is also used to define the mapping between Acumatica fields and Shopify fields. In the Mapping Tab, we have the Source Object column, which will display the Acumatica Object Views. The Source Field column will display the Fields available in the selected Objects. The Target Object column will display the Shopify columns. The Target Field column will display the Shopify fields under the selected Shopify column.


3.6 Export Orders The Export Orders integration type is used to push order data from Acumatica to Shopify. This screen is

also used to define the mapping between Acumatica fields and Shopify fields. For the Export Orders integration type, fields like Customer Class, Order Type, Warehouse, Tax

Category, Posting Class, and Item Class will not be visible (as they are not required for the sync of orders from Acumatica to Shopify).

For the Export Orders integration type, field mappings are not available. Only shipment details get updated from Acumatica to Shopify.

3.7 Import Refund Orders The Import Refund Orders integration type is used to pull data from Shopify to Acumatica. This screen

is also used to define the mapping between Shopify fields and Acumatica fields. For the Import Refund Orders integration type, fields like Order Type are available, as shown below. In the Mapping tab we have the Target Object column, which will display the Acumatica Object Views. The Target Field column will display the Fields available in the selected Objects. The Source Object column will display the Shopify columns. The Source Field column will display the Shopify fields under the selected Shopify column.


Upload Mappings

Mappings can also be uploaded via the Upload option, highlighted in the screenshot below. This option allows the user to load the Excel sheet to fill the Target Object/Source Object and Source Field/Target Field. After Field Mapping is uploaded, the user must save the given details.

4. Shopify Store Configurations and Functionality In Shopify we can create customers, products, and orders. We must provide the valid Email and

Password to login into Shopify store. In the screenshot below, we can see the Shopify login screen.


Creating API Details in Shopify

Please follow the steps below for creating the Shopify API details: Log in to the Shopify portal with Admin credentials.

Click on Apps from left side. Click on “Mange Private Apps”.

In the screenshot below, you can see the “Create a new private app” button. When we click on the

button, new API credentials are generated for the store. These credentials are used by the connector to

sync between Acumatica and Shopify.

After creating the new private app, we have the Private app name column. Under that column, click on

the app name.

Once we click on the app name, a new window pops up, where you can see the Admin API column.

Under this, we need to define the permissions (such as “Read and Write”) to the store. If Read and Write


access is not given for the required entities (like Customers, Products, and Orders), the connector

cannot sync the data between systems because permission is not assigned.

4.1 Creating Customers in Shopify On the left side of the Shopify admin screen, we have options for Customers, Products, and Orders.

Click on Customers to open the Customer screen. In the Customer screen, click on the Add Customer button to create a new customer.


In Customers screen, fill in the required customer details, including First Name, Last Name, Email,

Company, Phone, Address, City, Postal/Zip Code, State, and Country. Click on the Save Customer button.


4.2 Creating Products in Shopify To open the Products screen, click on the Products option on the left side of the Shopify panel. Click the

“Add product” button to create a new product.

Add details, including the Title, Description, Price, Image, Weight, Unit, Variants, Product type, and Tags.


To assign a product quantity in Shopify, we need to select “Shopify tracks this product’s inventory” under Inventory policy. We must also provide a quantity for the product.

If quantity is not required, we can select “Don’t track inventory”. After filling in all the details, click on the Save Product button.

We can also assign Variants for a product by clicking on the Add Variants button. Because there are

only 3 Option names available, we can assign only three variants for a product in Shopify by default. These three variants can have as many as Option values as you’d like. This is shown in screenshot below.


Under the Products menu option, we have subcategories (Products, Transfers, Inventory, Collections, and Gift cards). Under Inventory, we can see the Products that have been assigned Quantities (see below).

4.3 Creating Orders in Shopify To open the Shopify Orders screen, click on the Orders option on the left side of the screen. Click on the

“Create order” button to create a new order.


After clicking on the “Create order” button, click on the “Browse products” button to select an existing product. On this screen, select the products required to place order.

After selecting products, click on the “Find customers” selector to select the existing customer in

Shopify. We have the flexibility to create a new customer at this stage in Shopify. To create a new customer,

click on the “Create a new customer” button and fill in the required details, including First Name, Last Name, Email, Company, Phone, Address, City, Postal/Zip Code, State, and Country. Click on the “Save customer” button to save the new customer.


After selecting the required product and customer, we can add discounts and shipping cost. To create

the order, click on the “Mark as paid” button. We’ll then click “Create order”. The user can also pay for the order using a credit card by clicking on the “Pay with credit card” button.

When we click on the “Pay with credit card” button, a pop-up is opened to capture card details.


When we click on the “Mark as paid” button, the status of the order is “Paid”. If we click on the “Mark as pending” button instead, the status of the order is “Pending”. This is shown in the screenshot below.

We need to fulfill an order after creating it. To fulfill an order in Shopify, click on the “Buy postage and

ship order” button. Fill in the Tracking number, select the required Shipping carrier, and click on the “Fulfill items” button.

At this point, the order is fulfilled in Shopify.


4.4 Refunding an Order in Shopify Shopify supports both partial and complete refunds on orders. The refund of an order is supported only

when the order is created and imported to Shopify. Once an order is created successfully, we see the “Refund” button at the bottom of the Orders screen, as shown below.

When we click on the Refund button, a pop-up window will be displayed. From here, we can select and refund the required quantity from the order.


If the user selects to refund the complete quantity of the order, the status of the order becomes

Refunded, as shown below.


If the user selects a partial quantity for the refund, the status of the order becomes “Partially Refunded”, as shown below.


5. Import of Data (Customers, Products, and Orders) from Shopify to Acumatica We have two different screens that are used to Import data (Customers, Products and Orders) from

Shopify to Acumatica Schedule Import (Customers, Products, and Orders): Using this screen, users can schedule the sync

based on his/her requirements, such as how many times the sync should happen in a day or at what frequency.

Import (Customers, Products, and Orders): This is a manual screen where users have flexibility to select the Sync start date.

o Records that fail on the Schedule Import Customers/Products/Orders screens can be seen in the manual screen.

5.1 Import Customers We can import customers created in Shopify into Acumatica using the Import Customers screen. The Import Customers screen can be found in the Finance module (Accounts Receivable -> Processes-

> Shopify Integration). It is shown below.

From Date, To Date, and Integration ID are mandatory fields, and users need to populate them with appropriate information to initiate the sync of customers from Shopify to Acumatica.

From Date and To Date The From Date and To Date fields allow the user to select the required date range between which

he/she wants to sync the customer information from Shopify to Acumatica.

Integration ID The Integration ID field contains the integration ID of only the Import Customers integration type. Users can select the required integration ID for the store from which the data will be imported. After selecting the required From Date, To Date, and Integration ID, users should click the PREPARE

button.


When users click the PREPARE button, data is loaded into the Acumatica grid from Shopify (shown below).

Once the prepare action is completed, we will have the list of customers available from Shopify in the grid.

Users can select the required customers and click the IMPORT button to import the customers into Acumatica. Alternatively, clicking the IMPORT ALL button will import all available customers to the grid.

When customers are imported, you can see the success message along with a green tick, as shown below.

If the sync of the customer fails due to any reason, we can see the error message detailing why the customer sync failed. The accompanying red tick and the failure message are shown below.


5.1.1 Schedule Import Customers Users can import customers created in Shopify into Acumatica on the Schedule Import Customers

screen. The Schedule Import Customers screen can be found in the Finance module (Accounts Receivable ->

Processes-> Shopify Integration). It is shown below.

In the screen, To Date will automatically fill with the current date, and users need to select the Integration ID as required.

When users select the Integration ID, the Last Sync Date field is automatically filled based on the previous sync. This date changes whenever the sync happens.

Even if a single record fails to sync, we will receive an error on the top of the page stating “One or more Customers are not processed.”

Shopify Acumatica First name Customer Name(First name + Last

name)


Records that fail to sync can be seen in the Manual Import Customers screen. These inputs will only be removed upon successful customer import.

5.2 Import Products Users can import products created in Shopify into Acumatica using the Import Products screen. The Import Products screen can be found in the Distribution module (Inventory -> Processes-> Shopify

Integration ). It is shown below.

From Date, To Date, and Integration ID are mandatory fields, and users need to populate them with appropriate information to initiate the sync of products from Shopify to Acumatica.

Last name Customer Name(First name + Last name)

Email Email Phone Phone 1 Company Company Name Phone Phone 2 Address line 1 Address line 1 Address line 2 Address line 2 City City Zip/postal code postal code State State Country Country Note Notes Unique ID present in Shopify URL for Customer Entity

Account Reference


From Date and To Date

The From Date and To Date fields allow the user to select the required date range between which he/she wants to sync the product information from Shopify to Acumatica.

Integration ID

The Integration ID field contains integration ID of only the Import Products integration type. Users can select the required integration ID for the store from which the data will be imported. After selecting the required From Date, To Date, and Integration ID, users should click the PREPARE

button. When users click the PREPARE button, data is loaded into the Acumatica grid from Shopify (shown

below).

Once the prepare action is completed, we will have the list of products available from Shopify in the grid.

Users can select the required products and click the IMPORT button to import the products into Acumatica. Alternatively, clicking the IMPORT ALL button will import all available products to the grid.

Once the products are imported successfully, users can see the success message along with a green tick, as shown below. These products will now be visible on stock items screen as well.


The SKU of the product in Shopify is considered a unique identifier for each product in Acumatica. Whenever a product is imported from Shopify, Shopify’s SKU will be displayed under the

Product/Inventory ID field on Acumatica’s Stock Item screen.

o Example: Assume that a product, “T-shirt”, is created in Shopify Store 1 and its SKU is “PDT1”. Once

this product is imported into Acumatica, the SKU “PDT1” will be displayed as the Inventory ID in the

Stock Items screen.

Similarly if a product is created with variants (options) in Shopify, each variant (SKU) will be displayed

as an individual stock item in Acumatica

o Ex: Assume that a product, “T-shirt”, is created in Shopify, and its ID is “54218562” with 2 variants:

Color and size (see details below):

Color – Black, White

Size – M, L

Continuing with our example, 4 SKUs will be created under one product in Shopify. Assume that the

SKUs created in store are:

Black – M SKU:4352561

Black – L SKU:4352562

White – M SKU:4352563

White – L SKU:4352564

Once the product is imported into Acumatica, it will create and display 4 individual inventory IDs

on the Stock Items screen. Also, we can observe that the options, like size and color values, will be

displayed in the Attributes tab of the Acumatica Stock Items screen.

Whenever products are imported into Acumatica from Shopify, data from the below Shopify fields will

be imported.

o Title

o Description


o Price

o Weight and UOM

o Options and values

As a part of this integration, Shopify Product ID and Shopify Variant ID are added in Acumatica’s Stock

Items screen as new fields.

For simple stock items, both Shopify Product ID and Shopify Variant ID will be same. In the case of

variant products, these IDs will be different.

These IDs will be displayed in the Shopify URL for the product.

If the sync of the products fails due to any reason, we can see the error message detailing why the product sync failed. The accompanying red tick and the failure message are shown below.

5.2.1 Schedule Import Products

Users can import products created in Shopify into Acumatica on the Schedule Import Products screen. The Schedule Import Products screen can be found in the Distribution module (Inventory -> Processes->

Shopify Integration). It is shown below.




Even if a single record fails to sync, we will receive an error on the top of the page stating “One or more Products are not processed.”

Records that fail to sync can be seen in the Manual Import Products screen. These inputs will only be removed upon successful product import.


Mapping of Shopify Fields to Acumatica Fields for Import of Products Shopify Acumatica Title Description Description - Price Default Price SKU (Stock Keeping Unit) Inventory ID Weight Weight Weight Unit Weight Unit Variants Attribute Unique ID present in Shopify URL for Product Entity

Shopify Product ID

Unique ID present in product along with parent product ID

Shopify Variant ID

5.3 Import Orders We can import orders created in Shopify into Acumatica using the Import Orders screen. The Import Orders screen can be found in the Distribution module (Sales Orders -> Processes->


From Date, To Date, and Integration ID are mandatory fields, and users need to populate them with appropriate information to initiate the sync of orders from Shopify to Acumatica.


The From Date and To Date fields allow the user to select the required date range between which he/she wants to sync the order information from Shopify to Acumatica.

Integration ID

The Integration ID field contains the integration ID of only the Import Orders integration type. Users can select the required integration ID for the store from which the data will be imported.


After selecting the required From Date, To Date, and Integration ID, users should click the PREPARE button.

When users click the PREPARE button, data is loaded into the Acumatica grid from Shopify (shown below).

Once the prepare action is completed, we will have the list the orders available from Shopify in the grid. Users can select the required orders and click the IMPORT button to import the orders into Acumatica.

Alternatively, clicking the IMPORT ALL button will import all available orders to the grid. When orders are imported, you can see the success message along with a green tick, as shown below.

If the sync of the order fails due to any reason, we can see the error message detailing why the order sync failed. The accompanying red tick and the failure message are shown below.


NOTE: Only the orders with “paid” and “unfulfilled” status are imported into Acumatica.

5.3.1 Schedule Import Orders Users can import orders created in Shopify into Acumatica on the Schedule Import Orders screen. The Schedule Import Customers screen can be found in the Distribution module (Sales Orders ->

Processes-> Shopify Integration). It is shown below.




Even if a single record fails to sync, we will receive an error on the top of the page stating “One or more Orders are not processed.”

Records that fail to sync can be seen in the Manual Import Orders screen. These inputs will only be removed upon successful order import.

Example

Let’s import an order from Shopify to Acumatica to see which Shopify field is mapped to which Acumatica field.

As shown in the screenshot below, we have created an order in Shopify with two line items, a discount, shipping costs, and taxes.

If the order is created using the “Mark as paid” button, an Acumatica payment is created with “CASH” listed as the payment method in Payments tab.

If the order is created using a credit card, then it lists the card as the Payment method. For example, if a Visa Card is used to pay the order, an Acumatica payment is created with “Visa” as the payment method.

The discount amount assigned in Shopify at the order level and line level is split to each line item based on its quantity and unit price. This discount is displayed in Acumatica in the Discount Amount column and the Manual Discount field is checked.

Shopify shipping costs are mapped to the Premium Freight field, which is present in the Totals tab. The shipping label is mapped to the Ship Via field in the Shipping Settings tab.

Shopify automatically calculates tax amounts based on state/location. In Acumatica, this amount can be found under the Tax Details tab in the Tax Amount field. This tax amount can be only assigned when Manual Tax is configured in Acumatica.

The Shipping Address in Shopify is mapped to Acumatica’s Shipping Settings tab. The Billing Address in Shopify is mapped to Acumatica’s Financial Settings tab.


Let’s import the order above into Acumatica and see the mapping of the fields we just described.

When the order is imported into Acumatica, we can see the payment is created in the Payments tab.


When we click on the payment link, we can see the payment details of the sales order. Additionally, we see a unique transaction ID from Shopify in the Shopify Authorization field (shown below).

Each line item is added to the grid of sales orders, and the discount amount is split between the line items based on quantity and unit price.


Shopify’s Shipping Amount is assigned to Acumatica’s Premium Freight field.


Shopify’s Tax Amount is added to Acumatica’s Tax Details tab in the Tax Amount field.

The shipping label is found under the Shipping Settings tab in the Shopify Shipping and Ship Via fields.


5.4 Import Refunds

Unlike customers, products, and orders, there is no Schedule Import Refunds screen. We can only manage imports from the manual screen.

Users can import orders created in Shopify into Acumatica on the Import Refunds screen. The Import Refunds screen can be found in the Distribution module (Sales Orders-> Processes->


From Date, To Date, and Integration ID are mandatory fields, and users need to populate them with appropriate information to initiate the sync of refunds from Shopify to Acumatica.


The From Date and To Date fields allow the user to select the required date range between which he/she wants to sync the refund information from Shopify to Acumatica.

Integration ID

The Integration ID field contains the integration ID of only the Import Refunds integration type. Users can select the required integration ID for the store from which the data will be imported. After selecting the required From Date, To Date, and Integration ID, users should click the PREPARE

button. When users click the PREPARE button, data is loaded into the Acumatica grid from Shopify (shown

below).


Once the prepare action is completed, we will have the list of orders available from Shopify in the grid. Users can select the required orders and click the IMPORT button to import the orders into Acumatica.

Alternatively, clicking the IMPORT ALL button will import all available orders to the grid. When orders are imported, you can see the success message along with a green tick, as shown below.

Orders imported as refunds are created with the “RC” designation. These can only be imported once the sales order related to the refund has its invoice generated.

6. Export of Data (Customers, Products, and Orders) from Acumatica to Shopify Similar to the Import screens for customers, products, and orders, we can use the Export screens to

export data from Acumatica to Shopify. On the Export screens, we can process records based on the date from which the sync should start.

Once the records are displayed, we can select particular customers/products/orders and export them to

Shopify from Acumatica.

On the Export screens we have EXPORT and EXPORT ALL buttons, which we can use to process records

as needed.

6.1 Export Customers The Export Customers screen is used to export the customers from Acumatica to any Shopify store. The Export Customers screen can be found within the Finance module (Accounts Receivable->

Processes -> Shopify Integration). It is shown below.


All active and updated customers will be displayed on this screen. Once they are exported to Shopify, these customers won’t be displayed again for exporting.

If customer details are modified in Acumatica after exporting to Shopify, the updated customers will once again be displayed for exporting.

For example, we have created a new customer in Acumatica as shown below.

The highlighted field, Account Reference Number, is used to identify whether the customer is new

or already exists in Acumatica.

If a new customer is exported from Shopify to Acumatica, the Unique ID from Shopify will be

assigned to this Acumatica field.

If the Account Reference Number field is filled, it indicates that the customer already exists in

Shopify. If it is empty, we consider it as a new customer who needs to be created in the Shopify

Export Customers screen.


Mapping of Acumatica Fields to Shopify Fields for Export of Customers Acumatica Shopify Customer Name(First name + Last name)

First name

Customer Name(First name + Last name)

Last name

Email Email Phone 1 Phone Company Name Company Phone 2 Phone Address line 1 Address line 1 Address line 2 Address line 2 City City postal code Zip/postal code State State Country Country Notes Note Account Reference Unique ID present in Shopify

URL for Customer Entity

6.2 Export Product The Export Product screen is used to export the products from Acumatica to any Shopify store. The Export Product screen can be found within the Distribution module (Inventory-> Processes ->



All active and updated products will be displayed on this screen. Once they are exported to Shopify, these products won’t be displayed again for exporting.

If product details are modified in Acumatica after exporting to Shopify, the updated products will once again be displayed for exporting.

The inventory of stock items is automatically updated as products are exported. A separate processing

screen is not required to update inventory levels.

If a purchase receipt is added to a product in Acumatica after it is created and exported to Shopify, the

product will once again be displayed for export.

Mapping of Acumatica Fields to Shopify Fields for Export of Products Acumatica Shopify Inventory ID SKU Description Title Default Price Price Weight Weight Weight Unit Weight Unit Attribute Variants

NOTE

The Shopify Connector supports only the export of simple products from Acumatica to Shopify.

For variant products, the Shopify Connector supports only the updating of product price, weight, and

quantity from Acumatica to Shopify.


6.3 Export Order

The Export Order screen is used to export the orders from Acumatica to any Shopify store. The Export Order screen can be found within the Distribution module (Sales Orders-> Processes ->


We import only “Unfulfilled” Shopify orders into Acumatica, where we will complete the fulfillment

process. Shipment tracking details are to pushed to Shopify. Once the order is exported to Shopify, the

status will be changed to “Fulfilled” and tracking details will be shown.

Orders that we have shipped in Acumatica and have the status of “Completed” and “Back Order” are

exported to Shopify fulfillment.

Orders imported using the Shopify Connector are the only ones fetched for export.

Orders in shipping status cannot be seen on the Export Order screen.

Once an order with “Completed” status is exported to Shopify, it will disappear from the Export Order

screen in Acumatica.

If an order in Acumatica has partial shipments, Shopify will display multiple fulfillments, similar to

what we see in Acumatica.

In the screenshot below, we can see the shipment details of an order.


Once an order is successfully exported, we can see the Shopify Fulfillment ID in Acumatica’s Fulfilment

Id field (shown below). This field is disabled by default and can be filled only through sync.

7. Logs In the Shopify Connector, logs have detailed information about actions performed. Any sync/action performed using the Shopify Connector is logged. In the logs, we can see the action, as

well as the associated success or error messages. We have implemented separate logs for customers, products, and orders. These logs have information

on both imports and exports. In the sample screenshot below, we can see that the Shopify Products Log lists both Prepare and Import

actions. These are logged along with the number of products prepared, number of records imported, number of records failed, and additional details.


Similar to the products, we also have logs for customers, orders, and refunds.

8. Acumatica Configurations to Support Sync To support the transfer of data between Acumatica and Shopify, some configurations need to be made

before initiating the sync.

8.1 Customers While creating/importing a customer, the Customer ID field can be auto-generated or manually filled. By default, the Customer ID field has a length of 10 characters. We are able to extend the Customer ID

field’s length to 30 characters. o To extend the Customer ID length, we need to go to Configuration module: Common Settings ->

Segmented Keys. It is shown in the screenshot below.

8.2 Products Similar to the Customer ID field for customers, we need to extend the Inventory ID field length to

support the sync of products. The Inventory ID field length can be extended in the following path: Configuration module: Common

Settings -> Segmented Keys. It is shown in the screenshot below.


8.3 Tax To assign manual tax for sales orders during the sync, we need to configure the following settings.

Tax Zone

Create a Tax Zone to assign the respective Tax Zone ID. The Tax Zones screen can be found in Finance module: Taxes-> Work Area

Taxes

The Taxes screen can be found in Finance module: Taxes-> Work Area On the Taxes screen below, we can see a checkbox that reads “Propagate Manually Set Tax Amount

from Sales Orders to Invol…”. If the user checks this checkbox, only manual taxes will work for sales orders.


For manual tax, fill in the required details, including Tax ID and Tax Type, and check the checkbox highlighted below.

8.4 Payments Methods If an order’s status is “Paid” in Shopify. payment is generated in Acumatica for the order. If an order has

been created using “Mark as paid”, the Acumatica payment method will be assigned as “CASH”. If an order is created using a credit card, the card type is considered the payment method in

Acumatica. For example, the payment method for reads “Visa” for a purchase made using a Visa card and “MasterCard” for a purchase made using a MasterCard card.

As the payment method ID field’s maximum length is 10 characters, we cannot assign proper name for some payment methods.

Example

Because the character limit is 10, American Express card payments are listed as “AMEX” in Acumatica (“AmericanExpress” is too long for the limit).

For assurance, users can check the Payment Method Description field for name of the associated payment method.

Any payment created in Acumatica and exported to Shopify should have its accurate name in the Description field. If these names are inaccurate or missing, payment is not generated for the orders and an error message will state that the payment method is missing.

For every payment method, “Cash Account” should be assigned. Additionally, the “Use in AR” and “AR Default” checkboxes should be checked.


As we are creating payment for an order with only payment type (and not assigning any card details), we need to uncheck the ”Required Card/Account Number” checkbox as shown in the screenshot below.

8.5 Ship Via Similar to payment methods, the Ship Via field also has a character limit of 10. During sync, we check with the Description field of Ship Via.


9. Steps for Automation Schedules

Schedule Import Orders

We can configure the automation schedules for importing orders into Acumatica. The system will

automatically import the appropriate orders once the time triggers are configured.

Navigate to: Sales Orders -> Processes -> Shopify Integration -> Schedule Import Orders

Click on “Add” from Schedules dropdown menu to view a pop-up as seen in the screenshot below.


Please make the below configurations.

Provide the description.

Check the “No Execution Limit” checkbox.

Check the “No Expiration Date” checkbox.

Dates Tab

Select the schedule type (Ex: Daily)


Hours Tab

Provide a value for the Every field. Entering the value “00:05” (as seen below) indicates the process will

be initiated once every 5 minutes.

Filters Values Tab

Configure the required Integration ID by selecting the accurate Field Name and Value.

Based on the configured times, the schedule will automatically start and the records will import into

Acumatica.

All the failed orders of sync (Ex: If Shipvia is not available, Payment method not configured) will be

shown in: Sales Orders -> Processes -> Shopify Integration -> Import Orders

We can process these orders manually by making the necessary configurations.

Automation Schedules

Schedules will be displayed in: System -> Automation -> Explore -> Automation Schedules


10. Licensing In Shopify, we have a license associated with the import and export screens. To use these screens, the license should be active. If a license is expired, it must be upgraded to

continue using the Shopify Connector.

10.1 Send License Request

Navigate to: Distribution -> Inventory -> Configuration -> Shopify License

This Shopify License request screen will be used to register the license details.

Once you provide the details and click on the SEND LICENSE REQUEST button, the system will send the

license request to the licensing team, along with the necessary details.

After submitting the license request, all the provided details will be shown in non-editable mode (refer

the below screenshot).


The SEND LICENSE REQUEST button will be disabled.

10.2 Apply License

Once you receive the license, please enter the corresponding information in the License Key field and

check the “I accept the terms in the license agreement” checkbox.

Click on the APPLY LICENSE button.

Once you click on the APPLY LICENSE button, the license will be applied (see screenshot below).


11. Installation Procedure for Your Shopify Store The steps below walk us through the procedure of creating a Shopify store .

The URL of the Shopify website is www.shopify.com. To create a new Shopify store, click the “Get started” button at the right top (shown below).

http://www.shopify.com/


When we click on the “Get started” button, a new page is opened. We are required to provide some details, including email address, password, and store name. Fill in these fields with the appropriate information and click the “Create your store” button.

A new page is opened, on which we need to share some more information about our business. Fill in

the boxes and click the “Next” button.

On the next page, we need to share address and contact details. At the bottom of the form, we see a

button that says “Enter my store”. Click on it to enter the new store.


When we click the “Enter my store” button, we see the new Shopify store homepage.

Click on the Apps option from the side menu (see above) to create API references. When we enter this

Apps screen, we can see a “Private apps” button at the top-right corner of the page (see below).


When we click the “Private apps” button, a new page is opened where we see a “Create private app”

button. Click on it.

On the next page, we see a screen where the API key, Password, and URL are present for our store.


When we scroll down, we can see the Permissions section. These permissions determine our level of access to different types of data.

After configuring permissions, the Shopify store is ready to use. To log in to the store, go to the Shopify login screen and enter your account details.


After logging in, we can see the store homepage. On the left of the screen, we have menu options for

orders, products, and customers. Each is used to create and manage relevant information on the Shopify platform.


11.1 Creating Customers in Shopify At the left of the Shopify home screen, we have the following menu options: Orders, Products, and

Customers. Click on the Customers options. On the Customers screen, click the “Add customer” button. To create a new customer, fill in the required

details and click the Save button.

11.2 Creating Products in Shopify From the left of the Shopify home screen, click on the Products option. On the Products screen, click the “Add product” button. To create a new product, fill in the required

details and click the Save button.


11.3 Creating Orders in Shopify From the left of the Shopify home screen, click on the Orders option. On the Orders screen, click the “Create order” button. To create a new order, select the required product

by clicking on the “Browse products” button and use the “Find customer” selector to create/find the appropriate customer. Click the Save button.

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