Shopify Integration

IN THIS GUIDE

Overview
Integration Setup
Shopify Settings
Manual Imports

Overview

This guide will go over how to set up the Shopify integration in Order Desk and then explain the settings and features of the Shopify integration.

If you have already enabled the Shopify integration on your store, you can access the integration settings by clicking on Shopify under the Integrations menu in the left sidebar of Order Desk:

Integration Setup

To begin, connect your Shopify account to Order Desk by clicking on Manage Integrations under the Integrations menu in the left sidebar.

Under the Shopping Carts tab, find Shopify and click Enable.

Enter your Shopify subdomain, connect to your account and authorize Order Desk. If you don't have admin access to the Shopify account, you can connect with the private app method instead. Follow the instructions in this guide to do this.

IMPORTANT
If you want Order Desk to use more than one Shopify store, you’ll need to create a second Order Desk store to download the orders for the second store.

Shopify Settings

Once enabled, you'll have some options in the Shopify integration settings for how you want your orders downloaded and how you want Order Desk to communicate back to your Shopify store about those orders:

Let's go over each of these options and what they do.

Instant Download

If Instant Download is enabled, your orders will immediately come into Order Desk as they are placed. If this setting is disabled, orders will not import instantly but can still be brought in on a regular appointment using the Backup Check Schedule.

Backup Check Schedule

The backup check schedule will tell Order Desk to check for orders on a scheduled appointment. Options are Never, Every Day (once every 24 hours), Every Twelve Hours, Every Six Hours, Every Two Hours, Every Hour. When this backup check runs, it will look for any orders that may have been missed and pull them in. This is also useful for stores that need to disable instant download but still regularly pull in their Shopify orders.

Download These Orders

Choose which orders from Shopify you want Order Desk to download based on their status. You can either download Open, Closed, Canceled or All orders. The fulfillment and financial status settings will also be applied so that all three criteria must be met for an order to download.

If you choose to download Closed, Canceled or All orders, be careful not to submit them for fulfillment to any of your other integrations, or send them to any vendors or export templates, unless you specifically intend to. You may need to set up rules to filter your orders by status on import to make sure they are sent to the right folders and not fulfilled a second time.

Fulfillment Status

Choose which orders from Shopify you want Order Desk to download based on their fulfillment status. You can choose to download Unshipped Orders, Unshipped and Partially Shipped Orders, Shipped Orders Only, Partially Shipped Orders Only, or Shipped and Unshipped Orders (All).

The order status and financial status settings will also be applied so that all three criteria must be met for an order to download.

Financial Status

Choose which orders from Shopify you want Order Desk to download based on their Financial status. You can choose to download Any Status, Pending, Authorized, Partially Paid, Paid, Partially Refunded, Refunded, or Voided.

The order status and fulfillment status settings will also be applied so that all three criteria must be met for an order to download.

If you choose to download any orders that are not paid, please make sure your store is not set up to automatically send them for fulfillment unless you intend to. You may need to create rules to filter your orders what folder they need to go in based on their financial status.

Folder for New Orders

Choose the folder where you would like newly downloaded orders from Shopify to be placed. If you would like to work with your own custom folders, please read this guide for how to create them.

Sync Tracking Numbers

If you want Order Desk to notify Shopify when orders are fulfilled, enable the Sync Tracking Numbers setting. If tracking details are added to the order, it will be passed back to Shopify immediately and the order will be marked as fulfilled in Shopify.

IMPORTANT
Make sure your Shopify products are set to manual fulfillment and that your orders remain unfulfilled until Order Desk passes the shipment information back. If any items have already been marked as fulfilled, Shopify will not let Order Desk update those orders.

Email Shopify Customer

Enable the Email Shopify Customer setting if you would like Order Desk to tell Shopify to email your customers when fulfillment information is passed back. If disabled, Shopify will not email your customers as orders are fulfilled.

If you prefer, you can notify your customers about their tracking details with an email from Order Desk instead.

Sync Inventory

If you want Order Desk to sync your inventory availability back to Shopify, enable the Sync Inventory setting. As inventory counts are updated here, Order Desk will pass those numbers back over to Shopify.

If this setting is enabled, you will also need to tell Shopify to track the inventory. There is a setting on each product in Shopify called Inventory policy. Choose Shopify tracks this product's inventory so Order Desk can sync the inventory counts back to Shopify and Shopify will update it.

Inventory Location

Shopify sets a different inventory location for each of your fulfillment services. These are added and can be modified in Shopify from Settings > Shipping > Additional shipping methods

If you have Sync Inventory enabled, Shopify requires that we specify which of your inventory locations we are sending the updates to for your products.

If all of your orders are coming into Order Desk and being fulfilled from here, you should not need any additional shipping services or locations added in Shopify, and your fulfillment should be set to Manual. You'll see your address as the only option in the Inventory Location dropdown in the Shopify settings in Order Desk, followed by the ShopifyLocationID:

If you have added any additional locations in Shopify, you will see those listed in this dropdown. You must choose the location that matches the products and orders you are sending into Order Desk for us to be able to sync your inventory back to Shopify.

If you have orders for more than one location coming into Order Desk, you will need to specify the ShopifyLocationID for each of your products in your Order Desk inventory. This way Order Desk will know which location you have specified each item for in Shopify and your inventory can be synced back to each without errors.

To do this, if you haven't already,  add your inventory to Order Desk. Each inventory item will need the ShopifyLocationID (the number following the inventory location name in your settings) added as metadata:

Order Number Format

Within Shopify, there is an option to customize the prefix and suffix of order numbers. This can be found by going to Settings > General > Standards and formats.

If your order numbers have a prefix or suffix set in Shopify that you want Order Desk to retain when orders are downloaded, select Using Prefix and Suffix for the Order Number Format setting, otherwise select Simple to use Shopify's default order numbers and ignore any prefix or suffix.

If you need your orders numbers to not have a #, you can either remove the # in Shopify and/or set this to Simple.

IMPORTANT
The same order can be downloaded twice if this setting is changed when orders are already in Order Desk. This happens because the order number has been changed to include or exclude the #. To prevent duplicate orders, make sure your order status is Open and your fulfillment status is Unshipped. As orders are updated (fulfilled) in Shopify, duplicates will not download.

Vendor Filter

If you only want to download specific orders, you can use the Vendor Filter field to specify which ones you want. Enter multiple vendors separated by a comma. The vendor name must match exactly as it is in Shopify.

Any orders with items for a vendor who isn't listed in this field will not be imported. If an order contains multiple items from separate vendors, the order will automatically split into multiple orders to bring in only the items matching the vendors set here, one order per vendor, and all other vendor items will be skipped.

For information on how to set vendors in Shopify, please refer to this guide.

Country Filter

If you only want to download Shopify orders that are being shipped to specific countries, set the two digit country abbreviations, separated by a comma, in the country filter. Any orders with a shipping address not in this list will be skipped.

Order Prefix

If you need to add a prefix to your orders as they are downloaded to Order Desk, set that here.

Keep in mind that if you have the same prefix from this field also set up in Shopify and it is being pulled in with your orders because the Using Prefix and Suffix setting is enabled, it will be added to the order number twice.

Do Not Import Taxes

If VAT taxes are already included in your prices, select Do Not Import Taxes to prevent taxes from being added back into the order totals again as your orders are downloaded.

If you need to separate out the taxes from the prices in your orders, this can be done with the VAT receipt template.

Download Metafields

Order Desk can download your Shopify product and order metafields if the Download Metafields option is selected. Please keep in mind that this will increase the amount of data being sent through the API and can prevent some orders with more fields from being downloaded if they exceed Shopify's rate limits. If you have a lot of data or are finding that some orders won't download, disable this setting.

Download Order Risk Info

Shopify gives a score to orders to indicate the likelihood of fraud. If Download Order Risk Info is enabled, this score will be added to the metadata on orders and can be used to set up a rule to flag any high risk orders.

For detailed instructions on how to set up risk rules, please  see our Shopify Risk Scores for Fraudulent Orders guide.

Download Shopify Shipments

In some cases, an Order Desk store may need to be notified if an order is fulfilled in Shopify. If the download shopify shipments option is enabled, any time an order is marked as fulfilled in Shopify, the shipment info will be passed through to and updated on the order in Order Desk. If no tracking number is added to the order in Shopify, "N/A" will be added as the tracking number in Order Desk.

Show a Shopify Export Button

If you are sending orders to Shopify, you can select the Show a Shopify Export Button option to have a submit to Shopify export button appear on your orders:

For more information, please read the Sending Orders to Shopify guide.

Automatically Split Orders for Multiple Vendors

Select the Automatically Split Orders for Multiple Vendors option if you need to split your orders by the vendor name set on your products in Shopify.

For detailed information on how to set up vendor splitting with Shopify, please read this guide.

Manual Imports

You can manually import your orders or inventory items from Shopify at any time. You'll see the option to do so on the right side of the Shopify settings page.

Manually Import Orders

To manually import orders, choose either the specific Shopify ID for the order that you want to import or enter a date from which the download should start.

When you click the Import Orders button, it will look for the order with that Shopify ID or, if you've entered a date, it will start from that date and look for any orders that haven't already been downloaded that fit the download, fulfillment and financial statuses you have selected in your settings.

If you need to update those statuses for a manual import, remember to save your settings before the import, and to re-set them to the statuses you want when the import is done.

If you need to import a large number of orders, enter the earliest date to begin the import and after the import runs, a message will appear to show you how many orders were found, imported and skipped. The date you set will update to how far the manual import was able to look, so you can continue to click on the Import Orders button until the date is current and all orders have been found. The manual import works this way because Shopify only allows a certain number of orders to come through at a time. If you get an error that you've hit Shopify's rate limit, wait a few minutes and try again.

Manually Import Inventory Items

If you need to import your inventory items from Shopify, click the Import Inventory Items Now button. If you have any inventory items in Shopify that aren't being tracked or you have inventory sync turned off, select the Include items not tracked via inventory option to bring your items in.

For more information on items being tracked by inventory, scroll up to the Inventory Syncing section.

Once your items are in Order Desk, you can find them in your inventory. For more information on working with inventory in Order Desk, please read this guide.

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