Shopify Integration

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Introduction

Integration with Shopify will allow you to use HandiFox for order fulfillment through the use of Picking and Packing feature. Products listed on an order can be scanned into the pick list to ensure that correct articles and quantities are shipped (see Picking and Packing and Barcoding). Once the order is picked and packed, HandiFox will mark the Shopify order as fulfilled. An invoice and the corresponding payment will be generated for this order in QuickBooks, so that your Shopify sales leave a trace there as well.

Setting up the Integration


All Add-ons page of HandiFox Online web app


To connect your Shopify store with HandiFox, go to Integrations → All Add-ons and click Connect in the Shopify section.

Shopify integration wizard in HandiFox Online - start


You will be presented with a brief description of what will happen with your Shopify data during the integration process. Review it, then click Continue.

Creating a Private App in Shopify


Shopify integration wizard in HandiFox Online - step 1


Sign into your Shopify account and create a new private app record for HandiFox as shown on the page. Click Next.

Shopify integration wizard in HandiFox Online - step 2


In Shopify, fill in the name and set the permissions for the private app, as shown on the page.

Make sure the admin API permissions for the app are set as follows:

Permission Access Level
Store content... Read access
Customer details and customer groups Read access
Fulfillment services Read and Write
Inventory Read and Write
Locations Read access
Orders, transactions and fulfillments Read and Write
Product information Read and Write
Products, variants and collections Read and Write

The remaining permissions can be left at No Access.

Click Next.

Connecting the App


Shopify integration wizard in HandiFox Online - step 3


After the private app creation is complete is Shopify, you will be able to see its API Key, the Password and the Shared Secret required for the connection. Copy this information into HandiFox. You will also need to enter your store's name, as seen in the address bar of the browser.

When you have finished filling in the connection info, click Test Connection. If the test is successful, click Next to proceed. Otherwise, double-check the entered data and make sure everything is correct.

Filling in the Settings


Shopify integration wizard in HandiFox Online - step 4


Now you need to fill in the integration settings which affect how products and orders from Shopify will be loaded into HandiFox. These settings will also be available in the Shopify Panel of HandiFox once the integration is set up. See below if you need details on what each of these settings does.

When you are finished with the settings, click Next.

Synchronizing


Shopify integration wizard in HandiFox Online - step 5


Now everything is ready for HandiFox to synchronize with Shopify and load its products. At this point you can also choose to download existing open orders from Shopify into HandiFox for a certain period (orders placed from this point onward will be added automatically).

When you are done, click Complete & Start Sync to finish the setup.

Shopify Panel in HandiFox

Once the integration with Shopify is set up, the Shopify panel will be located under Integrations → Shopify. It serves to manage the products and orders loaded from Shopify, resolve issues and control the integration settings.

Products


Shopify panel in HandiFox: Products tab


This tab lists all your products that HandiFox knows about. This includes products that came from both QuickBooks and Shopify.

After setting up the integration with Shopify, this list will contain all products that existed in Shopify at that moment. To load newly created Shopify products, you can click Load From Shopify.

The Status column shows whether an item has been mapped with any product in Shopify, or vice versa.

Unless you've chosen otherwise in the settings, new HandiFox items will be automatically created for all Shopify products, and their status will be "Listed". If a product exists in Shopify but not in HandiFox, its status will be "Not Listed in HandiFox". If a product exists in HandiFox but not in Shopify, its status will be "Not Listed in Shopify" (this is common for products coming from QuickBooks).

For HandiFox to be able to process a Shopify order, all products on this order must be mapped with HandiFox products (i.e. have the "Listed" status).

You can click on any list entry to view details about a given product and control its mapping to the corresponding Shopify product record.

If a product is listed in both HandiFox and Shopify, the product view will show its details and give you the option to Unmap it from its Shopify counterpart. The two product records can then be mapped to different products.


Shopify panel in HandiFox: Individual product view


If the product you clicked exists only in Shopify but not in HandiFox (i.e. has the status "Not Listed in HandiFox"), you will be able to choose whether to create a new product in HandiFox automatically, or to map this product to one of the existing HandiFox items (that item must not be already mapped with any other product).


Shopify panel in HandiFox: Product view for an Unlisted Shopify item


You can filter the products list by status using the "Filter by" field. You can display only Listed products, products that are Not Listed in HandiFox, or products that are Not Listed in Shopify.

Orders

This tab lets you view and manage orders coming in from Shopify.

Loaded

This category lists unfulfilled orders from Shopify. All new orders placed and paid in Shopify will shortly be detected by HandiFox and added to this list (HandiFox checks for new Shopify orders hourly). You can click Load from Shopify to load any new orders immediately.


Shopify panel in HandiFox: Orders tab


For every order its fulfillment status and payment status is displayed, and you can filter the list by one or the other.

You can use the checkboxes in the leftmost column to mark multiple products on the list and apply Bulk Actions to them, such as marking the orders as fulfilled.

You can click Hfo-printer.PNG in any line of the list to print the given order.

Not Loaded

Sometimes Shopify orders cannot be loaded into HandiFox because of data conflicts, for example, when a product from the order is not listed in HandiFox. Such orders will display under the Not Loaded category:


Shopify panel in HandiFox: List of orders with issues


If this category is showing a number next to its title, there are some orders that could not be loaded. You can switch to the Not Loaded category and review the issues with every order.

Click Show Details to list all found problems with a specific order. You can also click Details for further information on the issue and ways for solving it.

Once all problems have been solved for at least one order from this list, you can try to Load Orders with Issues Again.

Order Fulfillment

Once successfully loaded into HandiFox, orders from Shopify can be processed in the HandiFox Online mobile app in the same manner as all other sales orders. See Sales Orders and Picking and Packing for more information.

After an order has been picked and packed in HandiFox, it will be marked as fulfilled in Shopify.

Settings

On the Settings tab you can control how HandiFox processes products and orders from Shopify and how data conflicts are resolved. You are also required to define these settings when first setting up the Shopify integration.


Shopify panel in HandiFox: Settings tab


The table below describes the meaning of each setting and how it affects your data.

Setting Name Available Options Description

Import Shopify Order when it is...

  • Paid
  • Created (temporarily disabled)

Defines when a new order from Shopify gets loaded into HandiFox.

Default Customer, if empty

Any of HandiFox/QuickBooks customers

The customer that will be used by default for orders coming in from Shopify with no customer specified.

Default Location for Orders

Any of HandiFox inventory sites

The site that new Shopify orders will be associated with.

Cash payment method

Any payment method that exists in HandiFox/QuickBooks

The payment method that corresponds to Shopify's Cash payment method

Credit card payment method

Any payment method that exists in HandiFox/QuickBooks

The payment method that corresponds to Shopify's Credit Card payment method

For unrecognized items in Shopify...

  • Create new items in HandiFox (default)
  • Let me handle such cases manually

What HandiFox should do when it encounters an unfamiliar product in Shopify and there is no product found in HandiFox with a matching name. If the second option is selected, you will be able to define the matching product on the HandiFox side on the Products tab.

For unrecognized items in Shopify...

  • Create new items in Shopify
  • Let me handle such cases manually (default)

What HandiFox should do with its products that don't exist in Shopify and there is no product found in Shopify with a matching name. If the second option is selected, you will be able to define the matching product on the Shopify side on the Products tab.

Default asset account for the items

Depends on accounts that exist in HandiFox/Quickbooks

Defines the asset account that HandiFox will use for Shopify products.

Default income account for the items

Depends on accounts that exist in HandiFox/Quickbooks

Defines the income account that HandiFox will use for Shopify products.

Default expense account for the items

Depends on accounts that exist in HandiFox/Quickbooks

Defines the expense account that HandiFox will use for Shopify products.

Some of the products may have titles longer than 100 characters, which isn't allowed. In such cases:

  • Create them in HandiFox with names truncated to 100 characters
  • Skip them and let me specify shorter HandiFox names for them before they are added

Defines how HandiFox will treat Shopify products with excessively long names if it was set to automatically create unrecognized items from Shopify. If the second option is selected, you will be able to resolve such conflicts individually on the Products tab.


Tax Codes

In this section of the settings you can define QuickBooks tax codes that will be applied to sales order processed at every listed location.

To add a new tax location, click Add Place, then select a country, enter the State and the City and click Add.

Ideally, you should add a location for every state and city where your company has presence, and set appropriate tax codes for them.

After that, if a Shopify order has delivery state that matches one of your locations, the corresponding tax codes will be applied to it. Otherwise, the Default Items Tax and Default Shipping Tax will be used.

Log

The Log tab displays a log of all events that happen during data exchange between HandiFox and Shopify: what products and orders have been downloaded and other activity. It is primarily for troubleshooting purposes.