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 is managed in MRPeasy.

Jump to:

1. Demo video: MRPeasy and Shopify integration.
2. Synchronization of orders: 
   1. Orders are valid for import from Shopify.
   2. Posting an order from Shopify to MRPeasy.
   3. Booking products in MRPeasy.
   4. Ready for shipment notification.
   5. Shipping the products.
   6. Taxes
   7. Discounts.
   8. Canceled Shopify orders.
   9. Tips for filtering orders in Shopify.
3. Synchronization of inventory levels.
4. Setup:
   1. Connecting with Shopify.
   2. Customer information.
   3. Shipping costs.
   4. Marking orders as paid.
   5. Configuring products. Importing products and inventory levels from Shopify.
   6. Setting up products and inventory levels in MRPeasy.
5. Synchronizing inventory.
6. Connecting several stores.
7. Support for integration.

Synchronization of orders

Orders valid for import from Shopify

1. Orders that are already in Shopify when you establish the integration will not be sent to MRPeasy until they are updated (open and make some insignificant change - e.g. add and remove a tag).

• This allows the user to re-import orders if needed. 

2. Orders that satisfy one of the following conditions can be imported from Shopify:

• not fulfilled, or
• created within the last 30 days.

3. Unpaid, partially paid, and fully paid orders can be imported from Shopify.

• The order is imported once it reaches the minimum payment state that is selected in the integration configuration.

4. Products must be pre-defined in MRPeasy and Shopify.

• Products are matched by the SKU field in Shopify and the Part Number field in MRPeasy.
• If some products must not be sent to MRPeasy (for example, a service), they must have no SKU value or an SKU that does not match any part number in MRPeasy.
  • A note is saved to the "Additional details" field of the Shopify order.
• If the order has no products with matching SKUs:
  • It is not imported to MRPeasy.
  • A note is added to the "Additional details" field of the Shopify order.
  • The tag "Ready for shipment" is attached to the order.

5. Additional notes:

• Shopify POS orders will be imported.
• If some plugin updates all orders, then too old orders will be ignored.
• If the integration was configured more than 30 days ago, then all valid orders are imported already.
• MRPeasy cannot access orders that were created more than 60 days ago in Shopify.
  • Even if the order was already imported earlier, updates cannot be synchronized once it is over 60 days old.

Step 1. Posting an order from Shopify to MRPeasy

1. An order is imported to MRPeasy as a Customer Order at CRM -> Customer Orders.
2. The 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.
4. The MRPeasy order number is saved to the Additional details field of the Shopify order.

Step 2. Booking products for the order in MRPeasy

When an order has been imported into MRPeasy from Shopify:

1. The software tries to book products. Available products are booked immediately.
2. If there are products which couldn't be automatically booked, then:
   • The Customer Order status will be Confirmed.
   • The Product status will be Not booked.
   • To book these parts, please see the instructions: How to check stock and book products for a customer order?
   • Demand for these items is created automatically. If items have a Reorder point value set, then these will already be displayed on the Critical On-hand report, which shows shortages.

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 marked 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. 
   • If MRPeasy can pick all items, the tag "Ready for shipment" is removed in Shopify.
   • If for some reason MRPeasy cannot pick all items, a message is added to the "Additional details" field of the order in Shopify.
   • If shipped items have serial numbers, you must manually pick the items in the Shipment in MRPeasy, at which point the system asks which serial numbers were shipped.

Taxes

All prices in the imported Customer Order are without tax.

• All sales prices in MRPeasy are tax-exclusive. If an item's price in Shopify is tax inclusive then its net sales price is derived.
• Taxes are added to invoices, not orders in MRPeasy.

If invoices are created (option "Mark orders as paid" is enabled):

• Taxes are added to sales invoices.
• Tax is calculated and rounded per line.
  • See: Tax calculations, rounding of tax.

Discounts

Discounts are imported to MRPeasy as line item discounts, as a percentage for each line separately.

Canceled orders

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

To enable this functionality:

• Select the option "When order is canceled in Shopify: "Cancel in MRPeasy"" in the integration settings.

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 "Additional details" field of the order in Shopify.

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 it possible to find ready for shipment orders with a single click.

Synchronizing 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.

• The bookings for customer orders in MRPeasy will be done based on how the sites and locations are mapped.
• Note the difference in terminology: Shopify's "location" is equivalent to MRPeasy's "site" (not "storage location").

Setting up the Shopify integration

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:
   
   • Enter the store domain.
   • Select which orders to import:
     • Paid orders only.
     • Paid and partially paid orders.
     • Paid, partially paid, and unpaid orders.
       Unpaid are considered orders with Shopify payment statuses Unpaid, Payment pending, and Authorized.
   • Select what to do when an order is canceled in Shopify: cancel in MRPeasy also, or do nothing.
   • Select whether to import customer information or to use a generic customer.
   • Select whether to import shipping costs or not.
   • Select whether to mark customer orders as paid or not.
   • If the Enterprise functionality "Multi-Stock and Production Sites" is enabled, select the site for booking products.
   • Select whether to synchronize inventory levels from MRPeasy to Shopify.
   • Select whether to import the "Notes" from the Shopify order to the "Internal notes" of the MRPeasy Customer Order.
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, add another Shopify store.

Importing customer information from Shopify

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

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.

You can set up the integration in one of the following ways:

1. Use a generic customer in MRPeasy, without importing any customer information. 
   • Do not select the option "Import customers".
     
   • Do not select the option "Import shipping address".
   • In this case, MRPeasy will create one generic customer in MRPeasy CRM, and use it for all orders that are imported from Shopify. It contains the domain name of your Shopify store.
2. Import the customer. 
   • Select the option "Import customers".
   • Now, when importing an order, MRPeasy looks for a customer with the same e-mail address.
     • MRPeasy searches by customer's general e-mail first. If no customer is found, MRPeasy searches by the customers' contacts' e-mail. If there are several records with the same e-mail, any record can be selected - it is not possible to predict which record will be used.
     • If the customer exists, it will be used to create the order.
     • If no customer is found, a new customer will be created.
     • The shipping address will be added to the customer's details.
3. Only import the shipping address, while using a generic customer in MRPeasy. 
   • Do not select the option "Import customers".
     
   • Select the option "Import shipping address".
   • Now, when importing an order, the shipping address is imported, saved in the generic customer’s details, and selected in CO.

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.

Importing shipping costs

To import shipping costs 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 shipping costs".
4. Select the stock item for saving shipping costs.

When an order is imported from Shopify, a new line with this item and the shipping cost is added to the order in MRPeasy.

Shipping costs will be imported from Shopify without tax.

Marking customer orders as paid

To mark customer order as paid:

1. Go to Settings -> System settings -> Integrations -> Shopify.
2. Configure the integration between Shopify and MRPeasy.
3. Select the option "Mark orders as Paid".

When an order is imported from Shopify:

• A new invoice is created in MRPeasy with all products and shipping costs. The invoice is created with tax included.
• Full payment is added to the invoice when the order is fully paid.
• If the order is unpaid or partially paid, then the invoice is created right away, but payment is only saved when the full payment is received.

Configuring 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. 

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:

• These variations are imported which have a Shopify SKU defined.
• If Matrix BOM is
  • disabled, a separate item will be created for each variation;
  • enabled, then parameters are imported and a single item with variations will be created.

The data is mapped as follows:

Setting up products and inventory levels in MRPeasy

Please see:

1. Demo video: Inventory management in MRPeasy.
2. Demo video: Setting up procured items.
3. Demo video: Setting up manufactured items.
4. Demo video: Setting up inventory levels.
5. Setting up new items.
6. Import items.
7. Enter initial inventory values.

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.

If you do not import customer information, then every Shopify store has its own generic customer. It contains the domain name of your Shopify store.

Support

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