Shopify Integration

Activating Shopify

Shopify integration will help companies in recording their sales as well as purchases.
The Shopify functionality will only be available in your infobase once it has been activated by our developer. If you would like to use this functionality, please notify our team.

Accessing Shopify

To access the Shopify interface:
  1. Go to Sales.
  2. Select Cloud commerce.
  3. Click Add store > Shopify and follow the steps on the screen to connect your Shopify store.
  4. Click Sync now to bring all the information into the system from Shopify.
Accessing Shopify.png
The date will show you the last time that the information was brought into the system.
This will show you:
Orders
- Orders created in Shopify and sent to the system.
Inventory levels
- Inventory level entered in Shopify and sent to the system.
- You can also send inventory levels to Shopify from the system.
Customers
- Customers created in Shopify and sent to the system.
Items
- Products created in Shopify and sent to the system.
Locations
- Warehouses created in Shopify and sent to the system.
Approval history
- This will show a history of everything that has been added or changed in the system relating to the information received from Shopify.
Trash
- Trash will show a history of information received from Shopify that has not been recorded in the system due to an error made in Shopify or deletion of information.

Customers in Shopify

You can create customers in Shopify and send them to the system.
Once the information is updated in Shopify, it can also be updated in the system.

Transfering New Customers from Shopify to the System

To transfer new customers from Shopify to your accounting system:
  1. Create the customer in Shopify as usual.
  2. Log into the system.
  3. Click Sales and select Cloud commerce.
  4. Click Sync now to refresh and bring the new information from Shopify into the system.
  5. Once it is refreshed, click the Customers tab. New customers will appear.
New Products.png
  1. Under the Action column, click Add new to create the new customer in the system. A pop-up box will appear showing the current information that will be imported.
  2. If you wish to add more information relating to the customer, click the pencil symbol beside each attribute and fill in.
  3. Click Add new to create the customer.
New Address .png
You will be redirected to the Customer card, giving you the opportunity to add more information about the customer if necessary.
Customer interface.png
  1. Click Save and close.

Items in Shopify

You can create products in Shopify and send them to the system.
Once the information is updated in Shopify, it can also be updated in the system.

Transfering New Products from Shopify to the System

To transfer new products from Shopify to the system:
  1. Create a product in Shopify as usual.
  2. Log into the system.
  3. Click Sales and select Cloud commerce.
  4. Click Sync now to refresh and bring the new information from Shopify into the system.
  5. Once it is refreshed, click the Items tab.
  • If it says New item under the New or Match column, this product does not exist in the system.
  • If it says Already matched under the New or Match column, this product already exists in the system but the information relating to this product has been changed in Shopify.
New Products.png
  1. Click Add new to create the product in the system.
  2. The Inventory card will open up. Add more information about the product if necessary (price, cost, description).
Inventory tab interface.png
  1. If the product is VAT applicable, go to the Setup tab and enter the VAT type for the product.
Vat Applicable.png
  1. The unit of measurement will be filled by default from the system settings. Change it under the UoM tab if required.
  2. Click Save and close.

Locations in Shopify

You can create locations in Shopify and send them to the system.
Locations are considered to be warehouses.
Once the information is updated in Shopify, it can also be updated in the system.

Transfering New Locations from Shopify to the System

To transfer new locations from Shopify to the system:
  1. Create the location in Shopify as usual.
  2. Log into the system.
  3. Click Sales and select Cloud commerce.
  4. Click Sync now to refresh and bring the new information from Shopify into the system.
  5. Once it is refreshed, click the Locations tab.
New location.png
  1. If it says Add new, it is a warehouse that does not exist in the system.
  2. Click Add new to create the warehouse.
  3. Enter the information relating to this warehouse.
  4. Click Save and close to complete the creation of a new warehouse.
Main warehouse.png
  1. If it says Match, it is a warehouse that already exists in the system but the information relating to this warehouse has been changed in Shopify.
  2. Click Match to update the information in the system as well. You will get a notification when it has been updated.
  3. To view the updated information, click the notification.
Accepted.png

Orders in Shopify

You can create orders in Shopify and send them to the system.
Once the information is updated in Shopify, it can also be updated in the system.

Transfering New Orders from Shopify to the System

To transfer new orders from Shopify to the system:
  1. Create the orders in Shopify as usual.
  2. Log into the system.
  3. Click Sales and select Cloud commerce.
  4. Click Sync now to refresh and bring the new information from Shopify into the system.
  5. Once it is refreshed, click the Orders tab.
There are 3 tabs inside the Orders tabs:
Fully Matched
Here, orders that have been made by an existing customer for an existing product will appear.
Both the product and customer need to be already created in the system.
Fully matched.png
Not Matched
Here you will see:
  • Orders made by an existing customer but not for an existing product.
  • Orders made by a new customer for an existing product.
  • Orders made by a new customer for a new product.
Not mached.png
All
All orders will appear here.
All orders appear.png
There are 3 types of orders that can be created:
Fulfilled but not paid
This means that the order has been delivered to the customer but has not been paid.
Orders being delivered.png
When transferring the information from Shopify to the system, these two attributes are also transferred.
Transferring information from shopify .png
Click Add new to capture the order in the system.
The Sales order card will open and allow you to add information to the order if necessary.
Sales order interface.png
Click Post and close to complete.
Because the order was fulfilled, this will automatically create a Tax invoice and mark it as unpaid as per the information received from Shopify.
Sales order interface.png
Once the Tax invoice has been created, the Sales order will be closed.
You can track payment using the invoice.
Paid but not fulfilled
This means that the order has been paid but has not been delivered to the customer.
Paid but not fulfiled.png
When transferring the information from Shopify to the system, these two attributes are also transferred.
Click Add New.png
Click Add new to capture the order in the system.
The Sales order card will open and allow you to add information to the order if necessary.
Add information .png
Click Post and close to complete.
Because the order was not fulfilled, the Tax invoice will not be created and the Sales order status will be Open.
Sales order.png
Once the Tax invoice is created, the Sales order will be closed.
Paid and Fulfilled
This means that the order has been paid but has not been delivered to the customer.
Order not delivered.png
When transferring the information from Shopify to the system, these two attributes are also transferred.
Click Add New.png
Click Add new to capture the order in the system.
The Sales order card will open and allow you to add information to the order if necessary.
Adding information to sales order.png
Click Post and close to complete.
Because the order was fulfilled, this will automatically create a Tax invoice and mark it as unpaid as per the information received from Shopify.
Tax invocie.png
Once the Tax invoice is created, the Sales order will be closed.
Sales order in shopify.png

Inventory Levels in Shopify

You can change inventory levels in Shopify and send them to Rise Accounting.
Once the information is updated in Shopify, it can also be updated in Rise Accounting.
Inventory levels.png
  • Inventory is a product.
  • Location is the warehouse the product is located at.
  • Qty is the quantity in the system.
  • Qty (cloud) is the quantity in Shopify.
  • Qty staging is the quantity in orders that have been created in Shopify but not in the system.
  • Difference shows the discrepancy between the quantities in the system and Shopify.

Setting Up Inventory Opening Balances

To set up inventory opening balance in the system:
  1. Set the level for each product in Shopify as usual.
  2. Log into the system.
  3. Click Sales and select Cloud commerce.
  4. Click Sync now to refresh and bring the new information from Shopify into the system.
  5. Once it is refreshed, click the Inventory level tab.
Refresh the inventory .png
It will give you a quantity in the difference (Diff) column as the system initially has 0 items on hand when the product is imported.
  1. Select the product you would like to set the opening balance for.
  2. Click More actions and select Set opening balances.
Click on more actions.png
The difference will automatically be 0 and the Qty column will now have an amount recorded in the system.
The difference will automatically be 0 .png

How Orders Affect Inventory Levels

Once an order has been transferred from Shopify to the system, but the inventory level is lower than what the order requires, you will get an error message saying: There is an insufficient balance at the warehouse.
You will only be able to create an order when there is sufficient inventory balance for the product recorded in the system.
When an order has been placed in Shopify but not in the system, the quantity will be under the Qty staging. Once the order is created in the system, it will move to the Qty column.
For example,
Product: Orange
Inventory Level: 13
Orders not created in the system but created in Shopify: 3
Orders not created in RA but created in Shopify.png
If you create one order, the quantity will change:
When you create one order.png

Increasing Product's Inventory Level

You can increase product inventory levels with Supplier invoices in the system.
You can send it to Shopify to update the balance.
Increasing the product .png
To increase the product’s inventory level:
  1. Go to Purchases, and create a Supplier invoice as usual.
  2. Go to Sales, select Cloud commerce, and then go to Inventory level tab.
  3. Click the refresh button and see how the quantity changed due to the supplier invoice.
  4. Select the check box of the product you would like to update in Shopify and then click Update in Shopify.
Tick on the product you would like to update.png
  1. Log into Shopify and see how the quantity changed.
Log in the shopify to see how quantity .png