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Connecting inFlow to Shopify

Do you have an online store with Shopify? If so, inFlow Cloud has made it easier to sync your orders and inventory levels. This means your online store’s stock levels will be up-to-date, and this keeps you from having to enter your sales from your online store into inFlow. Let’s get started!

Setup

Before connecting inFlow to Shopify

Set up matching products in inFlow and Shopify

If you’re adding products to inFlow for the first time from Shopify, then ensure your product SKU/Product names match by exporting a CSV file of your products from Shopify to inFlow. For instructions on how to do this, take a look at this Shopify Help Center article

If your products on Shopify have different variants they should be saved in inFlow as <Main Product Name> – <Variant Name>. For example, if you sell a T-shirt on Shopify with two variants, Small and Medium, they should be saved in inFlow as T-shirt – Small and T-shirt – Medium.

If you already have matching products in inFlow and Shopify, proceed to the next section of this article: Connecting to Shopify.

When you have your product list from Shopify you can copy the information to our easy inFlow product details import template, which you can download from here.  

To import to inFlow go to: 

  1. Main Menu>Import.
  2. Select Product details from the Data type drop-down menu. 
  3. Click Select file to locate the CSV from your computer. 
  4. Click Next. Your import will now start and you’ll be notified by email when it’s done. 

For more information, you can take a look at our product details importing article.

Connecting inFlow to Shopify

To connect inFlow to Shopify, you’ll need to access the Shopify App store, and your Shopify store Admin settings. 

  1. Log in to your Shopify store, and select the store you want to connect to inFlow.
  2. In Shopify, click on Apps (left-hand pane) and search for “inFlow Connector”.
  3. A new tab or window will open, taking you to the Shopify App store. Click on inFlow Connector.
  4. Click on Add app if it hasn’t already been installed. Then select Install app on the next screen.

  1. If you’re not logged into inFlow, you’ll be asked to log into your inFlow account.
  2. Once logged in, you may be redirected to a permissions screen if connecting Shopify to your inFlow account for the first time. Click on Yes, Allow.
  1. You’ll be directed to the Shopify integration setup page. From here click on Manage settings.
  2. Click Activate for any shop locations you wish to pull orders from and push inventory to (optional), along with the remaining settings.
  3. Press Save when done.

Continue to the Locations tab.

Locations

Taking stock to/from specific locations

All your Shopify locations are pulled into inFlow’s Shopify integration settings. Click on Activate on the Shopify locations you want inFlow to have access to.

You’ll be able to connect a single Shopify to a single inFlow location, or all your inFlow locations. This provides product updates, and order fulfillment from the location setting you choose.

Warning

If you have more than one location in Shopify, we recommend mapping one Shopify location to one inFlow location for accurate inventory levels. Connect to all inFlow locations should only be used if you have a single location in Shopify.

Push inventory

What does “push” mean?

To “push” data means inFlow will send data out of inFlow to another source. In this case, inFlow will push information to Shopify.

If you’d like your Shopify store to have inventory levels match what’s in inFlow, click Activate on the Set up screen to enable the Push inventory feature.

inFlow pushes the quantity available to Shopify based on the locations mapped in your settings. Inventory will be updated only for products that exist in both Shopify and inFlow.

Push inventory levels to Shopify (settings)

If you would like for the inventory level of your products in Shopify to match the inventory levels in inFlow, click on Activate.

In this section, you can choose how inFlow should respond if a product in inFlow doesn’t exist in Shopify.

If inFlow notices there is a product in inFlow that isn’t in Shopify there are two options available.  You can choose Let me know or Don’t let me know. See the table below for a detailed explanation.

Let me knowThe Let me know option is good if inFlow and Shopify are set up to have all the same products. This setting will then show you an error when there’s a product in inFlow that should also be in Shopify.
Don’t let me knowThis option is best if you have products in inFlow that you don’t sell on your Shopify store. The Don’t let me know option will ignore product differences instead of sending you errors for products that you’ve kept from Shopify.

The push settings only can push inventory levels to Shopify there isn’t an option to create brand new products with this action, so we’ve given the above options so you can choose to be alerted in case there’s a conflict.

Product matching settings

The way products sync to Shopify will depend on the information available for the product in inFlow Cloud and Shopify. 

The matching priority happens automatically but it goes as follows:

  1. Matching inFlow SKU to a Shopify product SKU.
  2. Matching inFlow SKU to a Shopify product variant SKU.
  3. Matching inFlow product name to a Shopify product name (SKU must be empty in at least one system).
  4. Matching inFlow product name to a Shopify variant name (SKU must be empty in at least one system).
  5. If there’s no product match, inFlow can display an error that there isn’t a matching product. This notification can also be disabled if only select products in your inventory are sold in Shopify.

What data will inFlow Push to Shopify?

inFlow will sync the quantity available based on purchase orders, sales orders, and stock adjustments made in inFlow. This only applies to products that exist in both inFlow and Shopify. 

Push shipping info

Push shipping info from inFlow to Shopify

This setting enables inFlow to push shipping information like carrier, tracking number, and products in shipment on sales orders when you save the order.

If you add a shipment to your sales order from inFlow, the carrier, tracking number, and products in the shipment will be pushed to Shopify. 

Note: If your Shopify store is set up to automatically send email updates to your customers about shipping updates, then every time that order’s shipping information is updated in inFlow, it will trigger an update email.

Any updates on the shipment information will be automatically pushed to Shopify when you save your sales order. This means you can partially fulfill your order, completely fulfill your order, or even remove shipments from the sales order on inFlow and Shopify will be automatically updated.

How are fulfillment locations set on Shopify?

The fulfillment location is based on the location you connect to Shopify. In the below example, the Shopify location (260 Carlaw Avenue) is connected to the inFlow location (Toronto location). This means when an order is pulled to inFlow, the sales order will list the Toronto location, and this location will be in charge of the fulfillment.

If your sales order location is not mapped to a specified location, then inFlow will try to find a Shopify location that is set to take stock From all your inventory locations.

If there are no matches found, an integration error message will be displayed to let you know that the shipping information couldn’t be pushed on that order since there’s no specific Shopify location to set as the fulfillment location.

Pull orders

Pull orders from Shopify

Now that we’ve covered pushing data, the opposite applies to the term “pull”. This means inFlow will sync data from another source like Shopify to bring it into inFlow. inFlow pulls your sales information from Shopify to create sales orders for you, so you don’t have to do any double entries. 

Select your preferred settings in this section to match your company’s preferences. 

Customize how Shopify conflicts are resolved

From time to time, the information in inFlow and Shopify may not match. For any time that may happen we’ve added some settings for you to control what the outcome will be to make any changes or corrections to sync Shopify with inFlow. 

Go through each setting and select your preference. And when you’re done, click Next at the bottom of the screen. 

And now your setup is complete! You can click the Done button for inFlow and Shopify to start syncing together. 

What data does inFlow pull from Shopify?

Shopify orders that have been marked as paid or pending will be synced to inFlow Cloud. See below for a list of fields from your Shopify orders that sync to inFlow. 

  • Customer Name
  • Product Name/Description/SKU
  • Pricing Scheme
  • Taxing Scheme
  • Contact Name
  • Customer Billing and Shipping Address
  • Item Price (does not override product default)
  • Any applied discounts
  • Order Remarks (called Notes in Shopify)
  • Payment Method

Non-stocked items and service items can be pulled from Shopify sales to inFlow.

FAQ

How do I sync my existing Shopify Orders?

If you have existing Shopify orders that were made before the Shopify integration was set up, you can force a sync by making a change to any of the previously mentioned fields (check the previous tab, at the bottom) on order in Shopify.

We recommend making a small change to the order’s Note field in Shopify (e.g., adding an additional “space” which will trigger the sync without changing your order).

If you want to import historical orders in addition to new orders, there are two things to watch out for:

First, make sure that your historical orders are not archived in Shopify because inFlow cannot sync archived orders. If you’re not sure how to unarchive your orders then please review Shopify’s instructions for archiving orders, and repeat those steps for any archived orders you have.

Second, within inFlow’s Shopify settings, you can set a specific date (Orders Entered Since) to import all orders since that date.

Please note: this is not advisable unless you have historical inventory levels — importing historical orders while using current stock levels would result in your inventory counts being wrong.

Can Shopify orders update after they first sync to inFlow?

After your orders have synced the first time, there are some fields that can update in inFlow as you update in Shopify. See below for a complete list of fields that will update in inFlow.

  • Notes (shows up as Remarks in inFlow)
  • Shipping address
  • Returns
  • Payment (if the order wasn’t paid, paying it in Shopify will update the inFlow order)

When a sync is triggered:

  • If there is already a matching order in inFlow it will be updated.
  • If the order has not yet been created in inFlow the system will do so.

To see (or revert) changes made to the inFlow order, you can check the order’s version in inFlow.

How to handle returns/refunds

If a customer returns an item to you, you can process the return and refund in Shopify. This change will be synced with the corresponding order in inFlow: the item on the order will be marked as returned and the subtotal will be updated.

To close out the order in inFlow, you will need to do two things on the order:

  1. Mark the returned item as discarded or restocked:
    – discarding the item will not add it back into stock.
    – restocking the item will add it back into stock.
  2. Process the refund in inFlow: click “Refund” to mark that the amount owing to your customer has been refunded.

Troubleshooting

Orders from Shopify aren’t showing up in inFlow

If you have automatic archiving of orders enabled in Shopify, your Shopify orders will not be pulled into inFlow. To check and turn off this feature:

For details on Shopify’s automatic archiving of orders feature, please see Shopify’s documentation here.

  1. Log into your Shopify account: https://accounts.shopify.com/store-login
  2. Go to Settings > Checkout
  3. Scroll to Order processing
  4. Under “After an order has been fulfilled and paid”, uncheck the option to automatically archive the order.

Error in the Shopify App Store

If you are in the Shopify App Store and see the error that reads: app.inflowinventory.com refused to connect, you can still setup your integration without trouble. Simply access the inFlow Web app directly from app.inflowinventory.com to continue.

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