Shopify

Shopify is a powerful e-commerce platform. Shopify and MRPeasy work seamlessly together so that sales and shipments are done in Shopify and products are manufactured, materials are handled, production is planned, and purchasing managed in MRPeasy.

Jump to:

  1. Demo video: MRPeasy and Shopify integration.
  2. How does the integration between MRPeasy and Shopify work?
  3. How to set up the integration between MRPeasy and Shopify?
  4. Setting up products in MRPeasy, importing new products from Shopify.
  5. Tips for filtering orders in Shopify.
  6. How to post an order from Shopify to MRPeasy?
  7. How are products booked for order in MRPeasy?
  8. How to know if an order is ready for fulfillment in Shopify?
  9. How to ship the products and deduct inventory from MRPeasy?
  10. How to synchronize inventory levels?
  11. How to handle canceled orders?
  12. How to connect several Shopify stores?
  13. Support for integration.

How the integration between MRPeasy and Shopify works

General principles

The integration between MRPeasy and Shopify works as follows:

  1. A sales order from Shopify is posted to MRPeasy as a Customer Order (CO).
  2. Available items are automatically booked for the order in MRPeasy.
  3. If items are not available, these must be procured or manufactured and booked to the CO in MRPeasy.
  4. Once items become in stock, the sales order in Shopify gets the tag Ready for shipment.
  5. When the order is fulfilled in Shopify, a shipment is created in MRPeasy, which subtracts inventory from MRPeasy.

Step 1. Posting an order from Shopify to MRPeasy

The order from Shopify is posted to MRPeasy:

  • once it reaches the status that is selected in the integration configuration (Paid, or Paid partially, or Pending).
  • and if it has matching products in MRPeasy.

As a result:

  1. it is imported to MRPeasy as a Customer Order at CRM -> Customer Orders.
  2. Tag In production is attached to the order in Shopify.
  3. The Shopify order number is copied to the Reference field in the MRPeasy Customer Order.

Important notes:

  • If the order has no products with matching products in MRPeasy, it is not imported to MRPeasy and the tag Ready for shipment is attached to the order.

Step 2. Booking products for the order in MRPeasy

When an order has been imported into MRPeasy from Shopify, then in MRPeasy:

  1. The software tries to book products. Available products are booked immediately.
  2. If there are products that couldn't be automatically booked, then 
    - the Customer Order status will be Confirmed,
    - the Product status will be Not booked.
  3. If the Not booked items have a Reorder point value set, then these will be displayed on the Critical on-hand report, which shows shortages.
  4. If a Purchase Order or a Manufacturing Order has been created from the Critical on-hand, products will be automatically booked to the Customer Order.
  5. It is also possible to manually manage the booking of these products from inside the Customer Order, instructions: How to check stock and book products for a customer order?
  6. Once all products are booked, the Customer Order status and Product status will change automatically according to the current situation.

Important notes:

Step 3. Notification when products are available for shipment

When all products are ready:

  1. The MRPeasy Customer Order status is changed to Ready for shipment.
  2. In Shopify, the tag In production is replaced with Ready for shipment in the order’s details, indicating that this order can be fully fulfilled.

Step 4. Shipping the items and subtracting the stock from MRPeasy

For shipping the items:

  1. The order must be fulfilled (shipped) in Shopify
  2. As a result, a Shipment is created in MRPeasy, and all items are automatically marked picked so that products are deducted from the inventory.

Setup of the integration between MRPeasy and Shopify

To configure the integration between Shopify and MRPeasy:

  1. Go to MRPeasy -> Settings -> System settings -> Integrations -> Shopify.
  2. Click the Connect to Shopify button.
  3. Fill in the required information:
  4. Click the Install app button.
  5. Import new products and inventory levels from Shopify, or set them up separately in MRPeasy.
  6. Optionally, set up a custom search in Shopify.
  7. Optionally, at Settings -> System settings -> Integrations -> Shopify, click the "+" button to add an additional Shopify store.

Important note:

  • The orders, that are already in Shopify when you establish the integration, will not be sent to MRPeasy until they aren't updated (opened and saved).

Setting up products in MRPeasy and Shopify

In order to send orders from Shopify to MRPeasy, the products must be set up in both systems beforehand. 

For each of your products, the SKU field in Shopify must match the Part Number field in MRPeasy. 

There are two ways to do that:

  1. Import products and inventory levels directly from your Shopify.
  2. Set up products and inventory levels separately in MRPeasy.
Importing new products and inventory levels from Shopify

To import new products from Shopify:

  1. Connect MRPeasy and Shopify.
  2. Go to Settings -> System settings -> Integrations -> Shopify.
  3. Click the button Import stock items.

If there are existing products, where Shopify SKU and MRPeasy Part number match, then these will be skipped. I.e. you can use this import several times, whenever you have added new products to Shopify.

If in Shopify there are products with Variations:

  1. If Matrix BOM is disabled, a separate item will be created for each variation.
  2. If Matrix BOM is enabled, then parameters are imported and a single item with variations will be created.

The data is mapped as follows:

Field in Shopify Field in MRPeasy
Title Part description
SKU Part number
Price Selling price
Quantity available In stock, available
Cost per item Cost per item in a new lot, if available quantity > 0
Setting up products and inventory levels in MRPeasy

Please see:

  1. Demo video: Entering Parts and Products
  2. How to set up an item?
  3. How to add a procured item?
  4. How to add a manufactured item?
  5. How to add a product with parameters (Matrix BOM)?
  6. How to set up products that are ordered from subcontractors?
  7. Kitting: how to set up kits, bundles, auto-assembly products?
  8. How to import the list of articles into MRPeasy?
  9. How to enter initial inventory values into MRPeasy?

Import customer information from Shopify

For privacy and data consistency reasons, it is advised to have customer information in one place only. That is, if a customer signs up in Shopify, better to have his contact details in Shopify only. In this case, MRPeasy will create one generic customer in MRPeasy CRM, and use it for all orders that are imported from Shopify.

Depending on your business specifics, you may want to import customer information from Shopify to MRPeasy.

If you use a generic customer, the shipping address will neither be imported.

To import customer information from Shopify to MRPeasy:

  1. Go to Settings -> System settings -> Integrations -> Shopify.
  2. Configure the integration between Shopify and MRPeasy.
  3. Select the option Import customers.
  4. Now, the customer's name and address will be imported to MRPeasy along with the order.

Please note that Shopify allows updating the shipping address after the order has been placed. In this case, MRPeasy tries to update the address in the customer's details in MRPeasy. Nevertheless, please check that addresses match in both systems.

Synchronize inventory levels from MRPeasy to Shopify

MRPeasy can update available quantities of products in Shopify.

If this function is enabled:

  • Once per hour MRPeasy will update available quantities of products in Shopify with available quantities from MRPeasy.
    See also: How to read the inventory numbers - in stock, available, expected?
  • Products are matched by Part number in MRPeasy and SKU in Shopify.
  • If some product does not exist in Shopify, or its’ inventory is not tracked in Shopify, then this product is ignored during the synchronization.

To enable this functionality:

  1. Go to Settings -> System settings -> Integrations -> Shopify. 
  2. Click the Edit button next to your shop.
  3. Select the option Sync inventory levels.
  4. If you have several sites in MRPeasy or several locations in Shopify, it will be possible to choose what sites and locations to synchronize.

Canceled orders

If an order, which was imported to MRPeasy, is canceled in Shopify, MRPeasy can try to cancel the customer order.

To enable this functionality, please select the option When order is canceled in Shopify: 'Cancel in MRPeasy' in the integration settings at Settings -> System settings -> Integrations -> Shopify -> particular store.

Please note:

  • Manufacturing Orders (MO) and/or Purchase Orders (PO) will not be canceled,
  • if a shipment has been created for a customer order, the customer order cannot be canceled.

If a customer order cannot be canceled automatically by MRPeasy, a message is added to the order in Shopify.

Connecting several Shopify stores with MRPeasy

It is possible to integrate multiple Shopify stores with MRPeasy.

To do that:

  1. Please go to Settings -> System Settings -> Integrations.
  2. At the Shopify section, click the "+" button to add an additional Shopify store.

Useful tips

We advise creating a custom search in Shopify to find ready for shipment orders faster:

  1. Go to Shopify -> Orders.
  2. Click Filter orders.
  3. Select a filter: Tagged with.
  4. Enter a tag Ready for shipment.
  5. Click the Add filter button.
  6. Click the Save this search button.
  7. Enter the name of the search: Ready for shipment.
  8. Save the custom search.

This makes possible finding ready for shipment orders with a single click.

Support

The integration between Shopify and MRPeasy is maintained by MRPeasy. If you have technical questions about the integration, please turn to MRPeasy support.

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