Etsy

			

Orders synchronization

Orders

The fundamental part to any e-commerce web store owners and their business strategy are customers. Active customers, to be precise. Those ones interested in a sales pitch and placing orders of goods/services. In administrative panel of an Etsy shop such orders, of course, are visible and available for processing. But what about when Etsy is integrated with business/ERP systems like EasyERP? In this section we’re going to explain the order management process within Etsy-EasyERP integration.

First of all, we should highlight that EasyERP automatically imports all open and pending orders from Etsy shops. Orders get imported every 15 minutes, like all other vital data in a connected channel. That works for all possible channels integrated with EasyERP, though you can force the synchronization at any moment using the Sync button in Settings/Integrations.

Making EasyERP your master system ensures accurate order management, among other things. Active orders are instantly visible in Orders tab of CRM module in EasyERP. You can also see the number of orders from your Etsy store when you set up a channel or with every sync instance.

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The crucial issue here is that orders from an Etsy store come into EasyERP attached to a listing and to a product. Only this way the proper integration and further inventory management of products in stock is possible. In case, say, the ordered product on Etsy doesn’t exist in EasyERP system you’ll get a conflicting order. Or if a customer is not identified in your EasyERP database you may get unlinked orders. For such cases Link and Build features are at hand.

The process of orders receiving from Etsy looks like this:

  • order comes from an Etsy store, EasyERP imports order details;
  • user in EasyERP allocates and fulfills an order;
  • user in EasyERP confirms a payment;
  • the order is shipped.

Now, what order details are imported into EasyERP:

  1. ordered items;
  2. quantity of ordered items;
  3. total price;
  4. customer info;
  5. order date;
  6. status (open, paid, cancelled);
  7. shipping method and it`s cost;
  8. additionally, every order is assigned the reference ID in the master system (i.e., SO_111) and the channel where it came from.

What about order status updates? Synchronization process here works only one way: order status updates from Etsy will be reflected in EasyERP, but order processing updates made in EasyERP will not be shown in Etsy shop. All active orders coming from Etsy receive “Processing” status. From there users in EasyERP start the order fulfillment process.

Orders are displayed in CRM/Orders in chronological order by default. You can sort orders by customer, processing stage, status, payment, channel, etc. One-click on a certain order to open the order editing/processing page.

order

There you may perform further order fulfillment: allocate, pack and ship ordered items, fulfill orders partially (partially paid or partially shipped), generate invoices, create goods-out notes for warehouse, etc. Find more details about Order management here.

Order details and statuses

Orders are created every time when a customer buys some products on your online Etsy store. You need to know what products are sold, the price, shipping and billing details and all this information is recorded into a thing called “order”. A sales order may be in regard to either products or services. As you may already know, Etsy platform is used to sell products, mostly handmade, crafted, vintage items or some uniquely produced items.

EasyERP system allows you easily manage sales orders purchased on Etsy shop. We will not teach you how to sell on Etsy platform because it is not the focus of this article. What we are going to elaborate on is how Etsy orders can be managed altogether with EasyERP.

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After Etsy integration with EasyERP has been set, all your sales orders from Etsy store will be imported into EasyERP platform. This process kicks off every 15 minutes, so you will have almost real-time information on EasyERP about your orders and their statuses. Each sales order from online Etsy shop contains the next information:

  • Company name;
  • Company address;
  • Internal sales order ID;
  • Customer full name;
  • Order date;
  • List of purchased items;
  • SKU of purchased items;
  • Information about the purchased items;
  • Quantity of purchased items;
  • Unit price;
  • Taxes;
  • Total and subtotal;
  • Payment details (Name of Beneficiary, Bank name, IBAN, SWIFT code);
  • Contact information;
  • Notes.

All of this information will be imported from online Etsy shop into EasyERP.

In EasyERP each order may have one of the following statuses:

  1. On hold;
  2. Draft/Quotation;
  3. New order;
  4. Processing;
  5. Cancelled.

Until an order is invoiced you can change order status as you wish. You can’t change order that has been already invoiced - to do that you need to cancel an order first. After the cancellation, an order becomes not allocated again, not fulfilled and not shipped and you can set the appropriate status. To change order status please go to order details page and click edit icon:

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Tax rates mentioned in orders will also be imported from Etsy store into EasyERP.

Order flow

Let’s have a look at order from the moment of its creation on Etsy store to issues that can happen on the way. One important moment that has to mentioned, is that prior to order import all customers are imported from Etsy shop to EasyERP first. After customers have been imported into EasyERP, the import of sales orders from Etsy starts. Thus, when a new customer comes from online store during synchronization he/she is going to be linked properly to an order. In other words, no order is going to be created without a customer. All these operations are done automatically, there is no need for manual import of customers from Etsy

  1. Creating an order on Etsy shop:
    First, a user buys products on your online Etsy store. After the checkout Etsy creates order for purchased products and records it in the store. This order contains all the related  information
  2. Importing an order from Etsy shop:
    Second step happens during synchronization with EasyERP that is performed  every 15 minutes. During this process all orders from Etsy store are being imported into EasyERP and stored there. All data related to orders will be recorded on EasyERP. You have to remember that order import is working only from Etsy shop to EasyERP, not backwards. You have no ability to import orders from EasyERP platform to Etsy shop.
  3. Updating stock inventory on EasyERP:
    Every 15 minutes EasyERP starts the synchronization for all ecommerce channels connected to it. After this all inventory on EasyERP is updated and reflects the current state of all items that have been sold and order statuses.
    For example, you have three online stores: on Magento, Shopify and Etsy. Each of them is connected with EasyERP as the ecommerce channel. On EasyERP you have 5 items in stock and available for selling. On every of your platforms the single and the same product - Blue Jeans Levi’s Men XL has been sold, one per each channel. Now, during next synchronization these 3 items will be subtracted from those existing five in stock, and after synchronization is complete for all channels on EasyERP you will have the real number of jeans available - 2.
    To be more precise, after synchronization with first channel in queue 1 item from the sales order on Magento will be subtracted, and stock level for Blue Jeans Levi’s Men XL on EasyERP will be updated.
    Then 1 item from sales order on Shopify will be subtracted, and stock level will be updated to 3. Finally, after the synchronization with third channel - Etsy shop - 1 item sold on online Etsy store will be subtracted and placed in order, so the stock level for Blue Jeans Levi’s Men XL will be updated to 2 items.
    If order status or some order information will be changed on Etsy shop, this will be updated and reflected on EasyERP during the nearest synchronization.
  4. Creating payments for orders:
    For each order imported from Etsy shop a payment in EasyERP will be created, so you can correctly manage your accounting, profits and losses. Recording payments is the  automatic process during synchronization. So you will see all records: customer information, bank account used for payment, total, payment date, etc. Thus, you have the actual data in Accounting module.
  5. Solving possible conflicts during synchronization:
    When orders are being imported into EasyERP from online Etsy shop, some issues may occur. For instance, when products that have been sold on Etsy are missing on EasyERP, or a product in order has been deleted from Etsy store. You can handle these situations by linking the missing products on EasyERP to those that exist in the system, or by ‘building’ them (meaning creating new products on EasyERP from those that exist on Etsy shop). Solving such issues is not a complicated thing, though to manage it properly you need to know extensively about the order flow. This article will help you with this. The best way to avoid conflicts during synchronization with Etsy shop is manage, add, edit, delete, publish the products and update inventory from EasyERP.

Orders with unlinked products

If while importing orders from Etsy store you get orders with products that do not exist on EasyERP yet, these products become unlinked and those orders get the ‘unlinked’ status. To solve this issue you just need to click Go to unlinked products button.

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Then you will see the list of all unlinked products

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You have two options for unlinked products from Etsy orders:

  1. Link an unlinked product from Etsy shop that is in Etsy order to the one already existing in EasyERP;
  2. Build product - creating a brand new product in EasyERP;

If you decide to link an unlinked product from Etsy order, as in first option, you need to follow next steps:

  1. Enter product name in search field;
  2. Click Search button;
  3. Click on product name that will be shown below search field;
  4. Click Link it button;

Click Save button;

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If you choose to build a product  from Etsy order, as in second option, go through the following steps:

  1. Click Click to Build button;
  2. Click Save button;

Note, that you can cancel the linking or building operation before saving. After clicking Save button you are not able to keep this product unlinked to order anymore. This product that has been existing only in online Etsy shop before, becomes available in EasyERP now.

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