Shopify Odoo Connector
Shopify Odoo Connector
Shopify Odoo Connector

User Guide - Shopify Odoo Connector

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A. Introduction

Shopify is a famous cloud-based, multi-channel eCommerce platform designed for small and medium businesses. When a Shopify Seller uses Odoo as their backend ERP, the Shopify Odoo Connector is a must-have product for them. Using this connector, a seller can integrate Shopify Store with Odoo and manage different operations such as publishing products to Shopify, Importing Orders to odoo and much more. Automate all Shopify Odoo Integration operations to save a lot of time and effort using this connector.

B. Installation

After successfully downloading the Odoo Shopify Connector App from Odoo store or Emipro shop, place it on the Odoo Add-ons path or at any other desired path. Now, restart the Odoo instance and navigate to Apps in the dashboard. Click on Update Apps List from the menu. Once it completes loading successfully, Odoo Shopify Connector will be visible in Apps.

Click on the Install button. Success! Now, you are ready to use the Odoo Shopify Connector in your Odoo.

1. Setup Shopify Odoo Connector

1.1 Setup Shopify Instance

After installation of this module, you will be able to see the menu for Shopify Instance configuration under Shopify / Configuration / Settings menu. (Be sure that user is under Shopify Manager group.) Here you can select preconfigured Shopify Instances from list or if no any Instances configured, then you can click on link ‘Create More Instance’ in order to create a new one.

Enter the Instance Name, Host, Country as per your choice. For entering API Key, Secret Key & Password, go to APPs / Manage private apps / Create a new private app.

Enter the required details & set permission to Read/Write and click on Generate API Key.

2. Configure Shopify Instance

Once you create a Shopify Instance successfully, you will need to configure various parameters of this Shopify Instance. Some of these parameters are mandatory while some are optional.

Firstly select the Shopify Instance that you just created. If you want to create a new instance, click on ‘Create More Instance’.

Under Options section, select Warehouse, Shopify Company & Language. These fields are mandatory and very important. All the orders that you import will be processed and fulfilled through the warehouse that you select here. Also. the language you selected here will be visible to your storefront customers.

Under Product Bulk Export Operation, you can find 4 options i.e. Set Price, Set Stock, Publish in Website, Set Image. You can check/uncheck any of these four options. This will configure your default product bulk export settings. Product Bulk Export operation (Export Product) is carried out at Shopify / Processes / Shopify Operations / ERP to Shopify.

Under Product Bulk Import Operation/Sync Operation, you can find 3 options i.e. Import/Sync Images?, Import/Sync Price?. & Update Cateogry in Odoo Product?. You can check/uncheck any of these three options. This will configure your default product bulk import settings. Product Bulk Import Operation (Import Product) is carried out at Shopify / Processes / Shopify Operations / Shopify to ERP.

Under Product Information, select Discount & Calculate Discount Tax that are relevant to you. If you create a new entry for Discount, select/create the suitable product which will be shown in order lines when discount is given to customer. Check Calculate Discount Tax if you want the system to calculate tax for given discount. Else, it will not consider the discounted amount for tax calculation.

Under Payment Information, setup the Pricelist and Payment Term. Pricelist can be configured in Odoo under Sales / Configuration / Pricelists. In case you do not see Pricelists in Sales Menu, go to Sales / Configuration / Settings and under Pricing select Multiple Sales Prices per Product & check Prices computed from formulas.

Under Notify By Email, check the various options to inform customers for Refunds, Order Status Updates & Cancel Pickings.

Under Order Information, set Import Order Status. Only orders with selected status will be imported from Shopify to Odoo. Select Order Prefix and Sales Team as per your relevance. Auto Create Product if not found must be checked if you want to import products that do not exist in Odoo. Auto Order Import, which imports the order at a certain time interval and Auto Order Update is when we fulfill the order in Odoo then it’ll automatically update the order status.

Set the date in Last Date of Import Order. The orders upto that particular date will only be imported from Shopify. Check Auto Closed Order to make order complete/close in Shopify automatically. Check the box of Auto Update Order Status which will create cron job to automatically update order status in Shopify at certain interval. Also check One order can have multiple tracking number in case, there are multiple tracking numbers of orders that will be shipped through your Shopify store.

Under Stock Information, you can configure stock settings for product export. In Stock Field, select Quantity on Hand if you want to export product stock quantity that is on hand or select Forecast Quantity if you want to export product stock quantity that is forecasted. Stock Auto Export can be used to automatically export the stock to Shopify at certain time interval.

In addition, if you have not configured the default currency in Shopify, the currency for your online store will be taken from the currency configured in Odoo. Check the box ‘Auto Active Currency’.

2.1 Configure Workflow Settings

Workflow Settings are important when you want to handle different kinds of orders in different ways. Suppose you have a customer who has chosen Wire Transfer as payment method for their order. In such a case you might prefer to manually validate invoice and register payment. Whereas if a customer has chosen PayPal as payment method, you may want to automatically validate their invoice and register the payment. For such different conditions, you can assign separate workflow settings.

In order to configure workflow settings, go to Shopify / Configuration / Sale Auto Workflow and click Create. Once you click on create, you will see a screen similar to the one below.

2.2 Add Payment Gateway

Select the Instance for which you want to setup the payment gateway. The Payment Code should match Gateway ID of your Shopify Instance. To obtain Gateway ID, go to Shopify Backend / Settings / Payments and scroll down to Payment Gateways.

For Payment Method, you can set payment method name as per your relevance.

When the instance is created, all the payment gateway present in Shopify will be fetched automatically in your Odoo. However, configure the Payment Gateway manually if you want to add additional payment method for customers.

2.3 Configure Financial Status

Once you have successfully configured workflow settings and added payment gateway, you will be able to configure financial status. By configuring financial status, you can choose which orders you would like to import, the ones of which financial status is paid or unpaid.

For configuring financial status, go to Shopify / Configuration / Financial Status and click Create. Select Instance, Auto Workflow, Payment Gateway and Financial Status that are relevant to you.

Once this is configured, it will be available under Shopify / Configuration / Financial Status.

On successfully completing all the above mentioned steps, you will have setup Shopify Odoo Connector on your Odoo. After this you will be able to perform various export and import operations.

Please note that if you miss-configure any of the above mentioned steps, you will face issues in performing operations on Shopify Odoo Connector.

2.4 Check Connection & Confirm Shopify Instance

Once you have successfully configured Shopify Instance, you can check the connection and set the status of your Instance to Confirmed.

Go to Shopify / Instances and select your instance and click on Check Connection. If you have properly configured your Shopify instance it will show you a message saying that service is working properly. If there are any issues in configuring Shopify Instance, it will show that in the error message.

After checking the connection, click Confirm to activate your Shopify Instance in Odoo. You can change the status to Not Confirmed if you want to deactivate the connection of an instance with Odoo.

Under Workflow Option, you can select how you wish to handle the order status of imported orders.

You will need to select a Sales Journal & a Payment Journal that are relevant to you. In order to configure Journals in Odoo, go to Accounting / Configuration / Accounting / Journals.

Make sure you select the Shipping Policy and Invoicing Policy that is relevant to you.

2.5 Configure Locations for Shopify

Setup the dedicated location for Shopify orders. This location will have Shopify Location ID given by Shopify itself when the synchronisation takes place with Odoo. Also, it will provide the default Primary location information. However, you don’t need to manually set the location type as it taken care of from Shopify’s end.

2.6 Create and Manage Collections

For the multiple products on your store, Shopify provides the collection feature to group the products and perform various operations for that collection. These products’ collection can be exported to Shopify too. However, there are types of collections you can create i.e. Custom Collections & Smart Collections.

    Custom Collection:

    Manually filter the products and create a group which will be called as your collection. You can add as many products as you want. Navigate to Shopify / Collection / Custom Collections to use this feature.

    Smart Collections:

    Filter the products based on rules and create a group of it based on the Price, Tag, Inventory Stock, etc. You can also set the relation and condition for various parameters you chose to create the smart collections. Navigate to Shopify / Collection / Smart Collections to use this feature.

3. Odoo to Shopify – Export Operations

3.1 Export, Publish/Unpublish Products & Update Products, Stock, Price & Images.

It is possible to export existing products from Odoo to Shopify as well as create new products in Odoo and then export them. However a product cannot be directly created in Shopify from Odoo backend.

To create a new product in Odoo, go to Sales / Products and click Create. Once the product is created, again go to Sales / Products and display the products in List View.

Select the newly created product or any other product that you want to export to Shopify and then click on Action / Prepare Product for Export in Shopify. You will be asked to select Shopify Instance for which you want to export this product.

Also, you can perform various other operations related to Shopify Products as shown in below screen.

To update price for specific products, select the products for which you want to update price, click on Action button and Update Price. The product price will be synced with Odoo and Shopify.

Moreover, when you click on Shopify Info tab, you will be able to see the different product variants with the Shopify Templates in their respective Instance.

Also, you can see the images related product in Gallery Images tab by navigating to Shopify Product / Drawer Black.

Note that by following the above steps, you have prepared Odoo products to be exported in Shopify and not actually exported them yet.

Go to Shopify / Products and here you will be able to see a list of products you selected for exporting to Shopify. If you want you can add or modify additional product details that is relevant to Shopify from here.

There are two methods of exporting / updating products in Shopify.

Method 1

Go to Shopify / Products and select the products you want to export or update in Shopify. After selecting products click on Action / Export Products and check the box Set Price, Set Stock, Publish in Website and Set Images.

Next screen will ask which information you would like to update along with exported product. You can Set Price, Set Stock, Set Image & Publish in Website from here. Click on Export Products and your products will be successfully exported in Shopify.

Method 2

In Odoo, click Shopify and then click on Perform Operation for the specific instance you want to export. If you want to export in multiple instances, you can add instances in the next screen.

Select ERP => Shopify in the next screen and check Export Products / Update Products / Publish Products / Update Collection and click Execute.

You can also choose to Update Stock, Price & Images from here.

3.2 Update Order Status

Orders placed on your Shopify store can be managed in Odoo with this connector. Orders will have various statuses like Processing, On Hold, Completed, Cancelled, Refunded etc. When you process an Order in Odoo and change its status, you can update order status in Shopify.

Updating Order Status to Completed

Once a Delivery Order is validated in Odoo, it implies that Order Status should be changed to ‘Completed’ in Shopify. For updating order status, go to Shopify and click Perform Operation for the instance in which you want to update order status. If you want to update order status in multiple instances at the same time, you can select multiple instances in the next screen.

Select ERP => Shopify in the next screen and check Update Order Status and click Execute.

Note: For updating order status, it is important that your Picking Type is correctly configured. For this, select any delivery order, click on Additional Info, under that select Picking Type and see if Default Source Location & Default Destination Location have been configured correctly. If any of the fields are not filled or incorrectly configured, make necessary changes and save it.

3.3 Cancel Order in Shopify from Odoo

When you cancel a delivery order in Odoo, it shows you an option to Cancel In Shopify on the delivery order page. Click the button and it asks you if you want to create an auto refund. You can choose if you want to Auto Create Refund or not and then click Cancel Order. This will cancel the order in Shopify.

Click on Order / Cancel / Delivery / Cancel in Shopify.

You can see the details of orders To be Cancelled at Shopify and Cancelled at Shopify under Shopify / Transfer Details.

3.4 Refund Order in Shopify from Odoo

While cancelling an order in Shopify from Odoo, if you checked Auto Create Refund, based on refund details system will create a refund. Go to Shopify / Invoice Details / Refunds. Select a refund and you can see a button Refund in Shopify. On clicking that button, the system will attempt to void/fulfill the refund depending upon payment status. If refund is successful, it will be updated in Shopify.

4. Shopify to Odoo – Import Operations

4.1 Import/Sync Products

It is possible to sync products from Shopify to Odoo with a single click. They will be imported/synced based on your preferences in Instance Configuration.

In Odoo, click Shopify and then click on Perform Operation for the specific instance you want to import. If you want to import from multiple instances, you can add instances in next screen.

Select Shopify => ERP in the next screen and check Sync/Import Products as per your relevance and click Execute.

Note: If a product (SKU) does not exist in Odoo, it will not be imported from Shopify. Only the products that exist in Odoo will be synced with Shopify.

In addition, you can add Product URL in sales order line while importing orders from Shopify to Odoo. When you export product from Odoo to Shopify, at that time it will send a short description of product to Shopify which will be visible in product page. The language of short description will be taken from the language selected for respective Shopify Instance

4.2 Import Orders & Customers

You can easily import orders received in Shopify to Odoo and also import customers and their details. Based on your Instance Configuration & Workflow Settings, you will be able to import orders that you want.

In Odoo, click Shopify and then click on Perform Operation for the specific instance you want to import. If you want to import from multiple instances, you can add instances in next screen.

Select Shopify => ERP in the next screen and check Import Orders, Import Customer, Import Location, Import Stock & Import Collection as per your relevance and click Execute.

At a time of importing orders, by default, From Date will be set automatically which will be 3 days back than the current date. And, To Date will be the current date. When order is synchronised successfully, current date will be set as Last Order Import Date. Now, when the cron job start, the orders from last import date to present (current) date will be fetched and present (current) date will be set as last import date for next cron job.

After successfully importing orders, you can process it easily in Odoo. This will generate Invoice once it is processed completely.

5. Other Operations

5.1 Track Mismatch Logs

Mismatch Log shows an entire log of operations that were unsuccessful so that you can identify its reason. You can check Mismatch Log in Shopify / Log Details / Mismatch Details. You will find entries in the Mismatch Log in the following cases,

  • While exporting the Products From Odoo to Shopify, the Product already exist with same SKU in Shopify.
  • While synchronize the Products between Shopify and Odoo, Products (SKU) not found in Odoo.
  • While Update Price, Inventory or Product to Shopify, the product is deleted in Shopify.
  • While Publish or Unpublish the Product, the product is deleted at Shopify.
  • While Importing Order from Shopify, if Tax not found in Odoo.
  • While Importing Order from Shopify, Sales Auto Workflow Configuration not found
  • While Importing Order from Shopify, the Customer Not Available In Order.

5.2 Set Automatic Jobs

For every Shopify Instance, you can setup automatic jobs or cron jobs. There are 3 tasks that can be automated i.e. Import Orders from Shopify to Odoo, Update Order Status from Odoo to Shopify and Update Stock Information from Odoo to Shopify.

Go to Shopify / Configuration / Settings and you will find the option to automate tasks on that screen.

Under Order Information, check Auto Order Import & Auto Order Update to automatically import orders as well as automatically update order status. You can fill in the details as per your relevance.

Under Stock Information, check Stock Auto Update to automatically update stock levels from Odoo to Shopify. You can fill in the details as per your relevance.

5.3 Generate Analysis Reports

It is possible to get an Instance Specific Sales Analysis Report with Odoo Shopify connector. For generating reports, go to Shopify / Reporting / Sales Analysis.

On the next screen you will see a complete detailed report of Sales Analysis for a particular Instance. You can set measures as per your requirement, download the report and also view the report in graphical mode.

Odoo Shopify Connector from Emipro Technologies is the robust product since its inception as it is specially designed for the online businesses running on Shopify. With its timely updates and version diversity, this application is the perfect blender to boost internal business process and its overall performance.