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How to sync Shopify with inFlow Cloud

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, please click the following Shopify Help Center article link.  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: Getting Started.

When you have your product list from Shopify you can copy the information to our easy inFlow product details import template, that 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 when it’s done you’ll be notified by email. 

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

Getting Started

inFlow Cloud for Windows App

  1. Go to Main Menu > Options > Integrations.
  2. The inFlow integration page will open on your computer’s default browser.
  3. Click on the Shopify logo.

inFlow Cloud for Web 

  1. Log into https://app.inflowinventory.com/options/integrations
  2. Click on the Shopify logo.

Connecting inFlow to Shopify

  1. After you click on the Shopify logo an overview window will open. Type the name of your Shopify store in the available field.
  2. Click the Connect button.
  1. If you’re not already logged into your Shopify account, you’ll be redirected to log in to your Shopify account. Enter your shop account email address and password. (If you’re already logged into your Shopify store, you can continue to the next step).

  2. Once you’ve linked your Shopify account, you’ll be redirected back to the inFlow Shopify setup wizard. Here is where you can set a variety of settings.

Push inventory

What does “push” mean?

What do we mean push inventory to Shopify? To “push” data means inFlow will send data out of inFlow to another source (in this case, Shopify).

So if you’d like your Shopify store to have updated inventory levels from what’s in inFlow, leave this setting enabled.

inFlow pushes the global quantity available from inFlow to a single Shopify location that was specified during setup. Global quantity means all of your quantity available stock level across all inFlow locations will be pushed to Shopify.

Push inventory levels to Shopify (settings)

In this section you can set the inventory push settings that you’d prefer inFlow to do. You can also tell inFlow what to do in case inFlow pushes a product to Shopify that isn’t already in your Shopify product list.

If product isn’t found in Shopify

We’ve added these options depending on the needs of your inventory. See below for some examples. 

If there’s a conflict, and inFlow notices there is a product in inFlow that isn’t in Shopify there are 2 option available for you to be notified: 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 knowIf you have items in inFlow that you don’t sell on your Shopify store, then the Don’t let me know option will ignore product differences instead of sending you errors for products that you’ve purposely 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 quantity available based on purchase orders, sales orders, and stock adjustments made in inFlow. This only applies for products that exist in both inFlow and Shopify. 

Non-stocked items and service items aren’t able to push to Shopify. This is because these no quantity information for inFlow push to Shopify.

Pull orders

Pull orders from Shopify

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

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 above mentioned fields on the 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
  • Refunds
  • 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

Error when pushing inventory to Shopify

If you see the error that reads: you’ll need to reauthorize your Shopify account before we can start pushing stock levels from inFlow, you can correct this by disconnecting your Shopify integration, and re-connecting it with the steps below.

  1. Click the Dismiss button to the right of the screen.
  2. Below, click Edit in the Shopify integrations section.
  3. In the Connected shops drop-down menu select your Shopify store, then click Remove.
  4. On the next screen click the Confirm button, then click Done.
  5. Now that Shopify has been disconnected, reconnect your store again by again by clicking the Edit button in the Shopify integration area.
  6. Follow the steps in Wizard as you did from the above Setting up section of this article.

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