Shopify

			

How to use EasyERP with Shopify

As you might have noticed, our main page currently declares: EasyERP for E-commerce. Multi-channel ecommerce management is now a big part of our product. And we begin a presentment with this How to use EasyERP with Shopify guide. If you are wondering what does our ERP system have to do with online retail business or how does it integrate a Shopify store, you’re in the right place.

You already know the benefits of ERP systems for business – increased efficiency, better decision making, cost saving, better customer relations, cloud computing, etc. Shopify, on the other hand, is a great ecommerce platform to set up a web store and sell your products all over the world. So what these two applications have in common? As it turns out, if paired together, EasyERP with Shopify, create a robust system for both effective selling and running internal operations.

In such integration a Shopify store serves as a front end to attract customers and generate sales, while sales are passed to and processed in EasyERP as a back end system. The actual integration process is not that hard and does not even demand programming the code. Shopify basic version provides all the necessary tools, like API, in open access, and cloud-based EasyERP enables smooth setup with other applications.

Why EasyERP with Shopify?

EasyERP encompasses great tools to integrate various e-commerce channels. Here is why integrating EasyERP with Shopify may boost your wholesale and retail business:

  • Better inventory management;
  • More features that are not available on Shopify, thus adding value;
  • Better order management;
  • Eliminate inaccurate data;
  • Automatic data synchronization across all channels;
  • Having a customer database in CRM, as part of EasyERP;
  • Better product publishing capabilities;
  • Centralized and single managing system (e.g. when you have few stores on Shopify).

How to integrate a Shopify store?

Integrating EasyERP with Shopify platform is made to be as plain as possible. You don’t need any point-to-point connectors, additional integration software, no third-party vendors. All you need is the credentials of your Shopify store. Log in to your Shopify account, go to Apps, click Private apps button and then Create private app, enter the title, select Read and write access for all, and finally Save. After that you can access store credentials you need for the integration.

how to use EasyERP with Shopify API

Then you open EasyERP and go to Settings, Integrations section, where you click the Add channel button. Then select a platform, name your connection, and paste the URL of your Shopify store along with API key and password.

how to add Shopify channel in EasyERP

These are Shopify related data. Now a certain setup is required concerning EasyERP as the master system. You have to select the warehouse and a pre-defined price list. Afterwards, click Save.

shopify channel settings

And that’s it! That is a common way the integration is set up. It needs no special knowledge from users and usually takes few minutes. If all went properly, you’ll get a new channel in Apps, like this:

when Shopify is connected to EasyERP

Key features

After the connection between EasyERP and Shopify is established, data synchronization and product import from the store starts. Orders (customer purchases) from a Shopify store from now on will also be downloaded into the master system, EasyERP that is. Make sure everything works fine and now you can focus on your business.

In what manner EasyERP is great for retailers selling through Shopify, you ask? These are its great features to charge your sales:

  1. Products – with publishing options, multi-channel listings, un-publishing, product types and categories, variants, SKUs, and 2-way syncing;
  2. Inventory management – stock levels update on both sides, managing products, stock corrections, low stock configurations, etc.;
  3. Order management – EasyERP automatically pulls down orders from Shopify with all the information, as well as order status updates, plus the further order fulfillment process in CRM, Orders section;
  4. Invoices and accounting tools – while Shopify platform does not support invoices, in EasyERP you can generate them, create journal entries for accounting purposes, track payments, etc.;
  5. Warehouse and shipping – possibility of running multiple warehouses, configuring item locations (aisle/bay/shelf/bin), sending goods-out notes upon order fulfillment, shipping tracking references, etc.;
  6. Multi-currency – one default currency in EasyERP, though you may assign multiple currencies for various Shopify stores and price lists;
  7. Customer database – import of customer name, address and other details along with products/orders from Shopify, and that way you build customer base in your system.

Important note to be aware of: the synchronization of EasyERP with Shopify takes place every  15 minutes, bringing updates from a store. You can force the update anytime by clicking the Sync button.

How to publish products

Once you have one web store, that’s fine, you can manage everything smoothly, we suppose. What if you have several, say 3 or 7, stores on Shopify? What if you have several stores on different platforms? Then even a simple task of uploading items for sale can be quite time-consuming. And yes, you’ve guessed right, with EasyERP you can simplify this process.

In Inventory, Products section, where you see/add/edit products you are selling you may also notice the Configure publishing button.

how to use EasyERP with Shopify to publish products

As you click it, a popup window appears where you select your Shopify channel and a price list. This is the way to sort out products (listings) that are not yet published for a selected channel.

how to connect listings to Shopify

After you apply the selection you see the list of products you are able to publish to your Shopify store. This is quite a handy feature as you can publish dozens or hundreds of your products to your web store in one action! And once you’ve clicked Publish, products are visible in a store immediately.

how to publish items to Shopify

In the same manner you may un-publish, meaning get down items from a Shopify store, but they still remain in your master system.

How to fulfill orders

As we’ve mentioned before, all orders from your Shopify store will be imported into EasyERP. Here you can manage and process customer orders more efficiently – creating invoices, allocating items, fulfilling partially, changing/editing terms of payment, shipping rates, address, creating journal entries for accounting and so on. Also note, that order status updates you make in EasyERP won’t be visible on Shopify side, but that is rarely relevant under the integration channel of EasyERP with Shopify.

Orders that customers place to purchase your products you find in EasyERP, CRM module, Orders section. There you can instantly see the preview list of all of them and their status. An incoming sales order looks like this:

order from Shopify in EasyERP

There are 3 order processing (fulfillment) stages pre-set in EasyERP: allocated, fulfilled and shipped. They will be marked in red, yellow or green color marking whether is a respective stage done or not, or in the process. Click on a certain order and you’ll see what options you have in moving it up.

options for Shopify orders

Every button is quite self-explanatory, and additionally there is Add comment option below these. So if you need to process an order the main button here is Edit (with pen icon). Click it and you see the order page with all the details.

how to fulfill orders in EasyERP

There you may update the order status using Status button, first among options.

order status in EasyERP

Then as you wish to pick items for shipping, or maybe allocate items to ship later, use the Fulfill order button and select your action.

Shopfiy orders fulfillment

Scroll down a bit and you’ll see few other options available. So you may add more items to an order manually, allocate or un-allocate items in bulk, reset prices.

order processing options

In addition

There is also one of the most significant features, which is the Receive invoice button. We’ll get back to it a bit later, in the section about payments. So after you edit or fulfill an order, do not forget to hit the Save button. Needless to say, order updates that relate to other entities and processes in EasyERP will impact those corresponding workflows. For instance, if you ship out 100 items they will be deducted from the stock.

How to manage inventory

To properly manage products/inventory and for integration of EasyERP with Shopify to work properly, pay strict attention to following product entities:

  • Name;
  • SKU;
  • Price;
  • Image;
  • Stock level.

With two applications connected, EasyERP can also update stock levels in your store, though you have to allow this option in Shopify settings. In product’s page, in Inventory policy settings select ‘Shopify tracks this product’s inventory’ option.

how to manage shopify inventory

Every action in relation to products published on Shopify store made in EasyERP will result response on the other side. Whether it is creating or deleting products, publishing or unpublishing products, updating stock levels or prices. Let’s not repeat ourselves here and point you to our detailed Shopify synchronization guide, for those who wish to dig deeper.

how to manage inventory in EasyERP

It is important to highlight every product has few tabs with crucial details: product info, images, stock, bundle, price, etc. You can see and edit all the details about products, you can add variants, you can set or change prices. In Stock tab you may see a warehouse where a product is, quantity on hand etc., as well as set minimum stock level. Minimum stock level is the product quantity users set to trigger a warning in EasyERP system about the demand to purchase items.

product variants in easyerp

Another great feature of stock in EasyERP is Variants (Edit variants tab in products). Say you have jeans of the same brand and type, but of numerous sizes and both for men and women. You don’t need to create all of them separately as products. Instead, use variants and save lots of time and effort.

How to input and track payments

All the payments customers make upon orders in Shopify you can download into EasyERP. For that you’ll have to enable it in your Shopify administrative panel: Settings – Payments – Payment authorization, and select ‘Automatically capture payment for orders’.

shopify payments settings

Using EasyERP with Shopify, it is preferable to create and register payments in the master system. You have the imported orders from a store, then if you want to bill a customer, go to his order and click the Receive invoice button.

how to receive invoice in Easyerp

The system will generate invoice which you may download in PDF and send to a customer. Your financial department may check the invoices, edit if needed and approve it. Incoming invoices will be in Unpaid status.

EasyERP invoice template

All these actions will also be recorded in Invoices journal for accounting purposes. After you get a payment you have to register it in the system by clicking the Create payment button in invoice page.

how to record payments in ERP

Settings

Most probably you will encounter a need to adjust and configure certain workflows or entities in integrating EasyERP with Shopify store. There are possibilities for that as well. The last section in EasyERP menu is Settings, where you may use these options among all others:

  • Product configurations – setup product types, price lists, warehouses, product options, shipping methods, etc.;
  • Workflows – edit stages of sales orders and invoices;
  • Integrations – edit sales channels, force synchronization manually, resolve conflicts and unlinked orders, etc.;
  • Accounting – setup bank accounts, currencies, taxes, payment terms, etc.;
  • Organizational profile – for billing information.

Summary

We’ve tried to cover all crucial aspects of the EasyERP use when integrated with Shopify platform. This is of course a work in progress, though we hope we can answer frequent questions concerning ERP systems and ecommerce, like this one on Quora for example – What is a good ERP software to use with Shopify?

If something has been omitted we advise to look up our extensive Shopify integration documentation. You may also create the account for free in EasyERP and try out our demo, to see and experience for yourself how it all works. And with any question or requests do not hesitate to contact us.

Chatra