This comprehensive guide will walk you through the complete setup and configuration process for integrating your Shopify store with Unleashed through the eCommerce Hub. Whether you're connecting your first Shopify store or adding additional shops to your existing setup, this guide covers everything you need to know to establish a seamless connection between your eCommerce platform and inventory management system.
Tutorial Video
How to set up your Shopify Integration
Overview tab
The Overview tab provides you with the opportunity to install a Shopify store or configure a store that's currently integrated.
Install a Shopify Shop
Once subscribed to the Shopify eCommerce Hub module, install a Shopify Shop. Each shop you install is displayed on the eCommerce Hub's Shopify Overview tab. By default, up to five Shopify Shops can be installed on your integration, but if you want to integrate more than five stores, submit a request to the Unleashed Support team.
To install a Shopify Shop:
From the main menu, go to eCommerce Hub > Shopify > Overview tab.
Click on Install.
You will be redirected to the store listing in the Shopify app.
Click Install and provide your Shopify login details.
Click Install to provide data access and finish the installation.
You will be redirected back to Unleashed.
Refresh your page to configure the Shopify Shop's integration.
📌 Note: After a Shopify Shop is installed the shop's name cannot be edited. To update a shop's name you must uninstall and re-install the shop.
Configure your Shopify shop's integration
Each integrated Shopify shop is set up and configured independently. To manage each store's configurations, product mappings, warehouse mappings, and stock configurations:
From the main menu, go to eCommerce Hub > Shopify
In the Overview tab, under Your Shops, select Configure in the store's tile.
The configurations applied at the point of installation can be updated and amended at any time and will take effect as soon as the new configuration is saved.
Configuration tab
The Configuration tab in each integrated Shopify Shop's tile allows you to manage the shop's status, connection, and configuration settings.
Store status
At the top of each shop's configuration tab, you will see a Stock Status toggle that allows you to set the store as open or closed:
ON: The shop's status is set to open, and Sales Orders, products, and customers will sync between Shopify and Unleashed.
OFF: The shop's status is closed, and Sales Orders, products, and customers will not sync.
Configurations
In the Configuration tab, determine how orders, products and customers will sync between your account and the Shopify shop. Once the settings are up to date, click on the Save Configuration button at the bottom of the page to apply them to the integration.
Configuration option | Description |
Order Import Options | Select one of the following options:
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Currency Preferences for Orders Import | Select one of the following options:
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Shopify Order Status | Select the Payment or Fulfilment status Shopify orders will import from:
The Payment Status hierarchy is structured so that a status of Authorised will include all subsequent statuses (Pending, Partially Paid, Paid), and so on down the line.
The Partially Fulfilled status will encompass the Fulfilled status. If orders import from the Fulfilled status, the shipment and tracking details will also be imported. |
Unleashed Order Status | Select the status orders will be imported as in Unleashed:
If Sales Orders attempt to import as Completed, but there is not enough stock available to fulfil the order, it will import as Backordered instead. |
Order Import Date Range | When orders import from Shopify, the integration uses the order date in Shopify to determine if the order should be imported automatically. Configure a date range to control which orders are imported by selecting one of the following options:
Orders with Order Dates outside of this selected date range will not be automatically imported. To import older orders, go to the Manage Your Data tab's Order Import. |
Unleashed Manual Order Edits | Enable this option to allow open Sales Orders imported from Shopify to be edited. Edits will not sync back to Shopify. Please ensure that any changes align with the order in Shopify before completing the edited Sales Order. |
Shopify Restocks and Refunds | Enable this option to create Free Credits for the Shopify orders that have been refunded or restocked. When enabled, select the following:
*Multi-currency is currently not supported in this option. *When stock is returned, the refund cost will be distributed across the returned products in the Free Credit using the weighted average cost. |
Set a prefix of this shop | Assign a free text prefix that will be added to all Sales Orders imported from Shopify. By default, the shop name is assigned as the prefix. |
Add Sales Group to orders | Select a Sales Group to be applied to all new orders imported from the Shopify shop, regardless of the customer's default Sales Order Group. |
Set Customer Type | Select a Customer Type to apply to customers synced from the Shopify shop.
The configuration's Customer Type will not replace the Customer Type for existing customers who already have a Customer Type. |
Automatically assign Batch or Serial Numbers | Opt to have the integration automatically assign the oldest batch and/or serial numbers in your inventory to orders imported from Shopify. Use the drop-down menu to select the appropriate option:
When enabled, Orders including batch-tracked or serialized products can be completed on import if stock is already available to dispatch. This configuration setting is only available if the Batch Tracking or Serialized Products settings are enabled in the company settings. |
Accounting System Invoice | Enable this option if you want to send Invoices for Sales Orders imported from Shopify to your integrated accounting provider. We recommend integrating your accounting system directly with Shopify to avoid any tax or order total inconsistencies. For more information, see the Shopify Help Center. |
Product Synchronization Advanced Settings | Enable Product Synchronization to sync configurable product details, excluding stock availability, from one platform to the other, depending upon which is set as the master:
When a "master" is selected, click on Configure next to Advanced Settings and use the toggles (on by default) on each option to manage which product details will be synced through the integration:
When Unleashed is Master: If Default Image (Product Image) is enabled, Shopify product images will be removed and replaced with the product's default image. If Unleashed has no product image, the integration will remove any the Shopify SKU's images. |
Auto Publish to Online Store | Enable this option if you want new products added in Unleashed to be visible in your Shopify store immediately. Only available to enable if Product Synchronization is enabled and "Unleashed is Master" is selected. |
Create Missing Products In Unleashed | When enabled, the integration will create a new product in Unleashed if the SKU on a Shopify Order being imported does not match an existing Product Code. If this option is disabled, if a SKU on a Shopify Order does not match a Product Code in Unleashed, the Shopify Order will fail to import. |
Product Sell Price Tier for this shop | When Product Synchronization is enabled, use the drop-down menu to select which Sell Price Tier will sync with the Shopify Shop's prices:
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Customer Synchronization | Enable this option if you want any updates to customers in Shopify to automatically import and update Unleashed's customer records. New customers will be created in Unleashed upon order import. This prevents a customer record from being locked to the Shopify store's base currency upon creation. |
Shipping Charge Account | When integrated with an accounting provider, use the drop-down menu available to select a default Sales Account that will apply to Shipping Charge Lines included on orders imported from Shopify. |
Map delivery information between systems | Enable each of the following options to sync delivery details for Orders imported from Shopify:
If the "Keep shipments and fulfillments in sync" setting is disabled, the Delivery Information will only import once during the Order's import. No further updates will occur; these features work best together. |
Keep shipments and fulfillments in sync | Enable this feature to keep Fulfillments in Shopify in sync with Unleashed's Sales Shipments. For each Shipment dispatched in Unleashed, a fulfillment will be created in Shopify. This will also mark the Shopify order as fulfilled if the Sales Order in Unleashed is completed.
When Keep shipments and fulfillments in sync is enabled, you can also enable "Email Notification". Enabling this feature will ensure that Shipping Confirmation and Shipping Update email notifications in Shopify are triggered when the Sales Order is updated in Unleashed.
Expected behaviours:
This feature works best with the Paid Import Status configuration. |
When Order Management is disabled
If Order Management is disabled in your account's company settings, only one Shipment will be created for Sales Orders imported from Shopify.
When "Keep shipments and fulfillments in sync" is enabled in the Shopify shop's configuration, the following behaviours will occur:
When the whole Shopify Order is fulfilled at once, a Shipment is created and synced for the Sales Order in Unleashed.
When a Shipment is created and dispatched in Unleashed, the integration will attempt to fulfil the Shopify Order:
One fulfillment in Shopify.
If fulfilment(s) exist in Shopify, the sync will fail.
Uninstall App
If the current shop is no longer needed or is being replaced, click on the red "Uninstall App" link in the Configuration tab. This will remove the store's current integration from your eCommerce Hub. Any data that has previously synced or imported from Shopify will remain in your account, but no further updates or syncs will be made with the Shopify shop.
📌 Note: Uninstalling Shopify's app from your Unleashed account will not remove the eCommerce Hub's Shopify module from your subscription. Your Account Owner must submit a request from your Billing page.
Refresh Connection
If you are experiencing connectivity or permission issues with your integrated Shopify shop, click on the red "Refresh Connection" link in the Configuration tab to refresh your integration's connection without losing any of the shop's current configuration settings. You will be redirected to a new browser page, requiring Shopify login details, and follow the steps outlined in the new browser page.
Inbound Warehouse Mappings tab
This Inbound Warehouse Mappings tab introduces Shopify’s ‘location feature’ to the integration. Allowing for Shopify shops to utilize multiple locations and map orders to specified Unleashed warehouses.
When a Shopify Order imports to Unleashed, the Warehouse assigned to the Sales Order will be determined by the Inbound Warehouse Mapping. If a single Shopify Order is due to be fulfilled from multiple warehouses, a Shipment must be created per Warehouse in Unleashed directly.
To take full advantage of the Inbound Warehouse mappings setting, enable the following settings in Settings > Company > Configuration/Settings:
📌 Note: Inbound Warehouse mappings are not supported by Shopify Refunds and Restocks.
To configure your Shopify shop's Inbound Warehouse mappings, first ensure the shop's locations have been synced through the integration:
From the main menu, go to eCommerce Hub > Shopify
In the Overview tab, under Your Shops, select Configure in the store's tile.
Go to the Manage your Data tab.
In "Import Locations from Shopify to Unleashed", click on Import.
To map Orders from a Shopify shop's location to an Unleashed warehouse:
From the main menu, go to eCommerce Hub > Shopify
In the Overview tab, under Your Shops, select Configure in the store's tile.
Go to the Inbound Warehouse Mappings tab.
Select the shop's location from the Shopify Location drop-down menu.
Select the warehouse Orders from the shop's location will be assigned to when imported in the Unleashed Warehouse drop-down menu.
Click Add.
Existing Inbound Warehouse mappings can be updated at any time by clicking on the Shopify Location or Unleashed Warehouse field in the Inbound Warehouse Mappings tab's grid. The changes will then apply to any new orders imported from the Shopify location.
To remove an Inbound Warehouse mapping:
From the main menu, go to eCommerce Hub > Shopify
In the Overview tab, under Your Shops, select Configure in the store's tile.
Go to the Inbound Warehouse Mappings tab.
Click on the bin icon in the mapping's row.
Stock Configuration tab
The Stock Configuration tab allows you to control how your inventory's stock availability is synced with your Shopify shop's locations.
At the top of the Stock Configuration tab, use the options available to configure what product level of stock availability is synced and how often. Once the settings are up to date, click on the Save button to apply them to the integration.
Stock Configuration settings | Description |
Export Stock On Hand to Shopify | When enabled, changes to a product's "Available" quantity, in the mapped Stock Availability Warehouse will update the product's count in the Shopify location. Available = Stock On Hand minus Allocated Stock, per warehouse. This setting only applies to products ticked in the Manage Your Products tab. |
Include quantities for auto-assembled products | When enabled, the "Available" quantity exported will include the "Can Assemble" quantity for products that have a Bill of Materials with "Can Auto Assemble" enabled. Export Stock on Hand to Shopify must be enabled to enable this setting. |
The Frequency of Exporting Stock on Hand to Shopify | Use the dropdown menu to select a time interval for exporting the available stock on hand for all Shopify stores:
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Stock Availability Warehouse Mappings
The Stock Availability Warehouse Mappings section in the Stock Configurations tab allows you to map stock availability from your inventory's warehouses to specific Shopify shop locations.
For any new shops installed or if you want to utilize the multi-location stock availability mapping function, simply import your locations via the Manage Your Data tab.
📌 Note: With the introduction of this functionality in February 2024, existing Stock Availability Warehouse Configurations are still active. If the Stock Availability Warehouse Mapping table is blank, your pre-existing configurations are still applicable.
To configure your Shopify shop's Stock Availability Warehouse mappings, first ensure the shop's locations have been synced through the integration:
From the main menu, go to eCommerce Hub > Shopify
In the Overview tab, under Your Shops, select Configure in the store's tile.
Go to the Manage your Data tab.
In "Import Locations from Shopify to Unleashed", click on Import.
To map stock availability from an Unleashed warehouse to a Shopify shop's location:
From the main menu, go to eCommerce Hub > Shopify
In the Overview tab, under Your Shops, select Configure in the store's tile.
Go to the Stock Configuration tab > Stock Availability Warehouse Mappings.
Select one shop location where stock availability will be imported in the Shopify Location drop-down menu.
Select all the warehouses where stock availability will be exported from, for the shop's location, in the Unleashed Warehouse drop-down menu.
Click Add.
Existing Stock Availability Warehouse Mappings can be updated at any time by clicking on the Shopify Location or Unleashed Warehouse field in the Stock Availability Warehouse Mappings grid. The changes will then apply to any stock updates exported.
To remove a Stock Availability Warehouse Mappings:
From the main menu, go to eCommerce Hub > Shopify
In the Overview tab, under Your Shops, select Configure in the store's tile.
Go to the Stock Configuration tab > Stock Availability Warehouse Mappings.
Click on the bin icon in the mapping's row.
Manage your Data tab
Use the Manage Your Data tab to import or export customers, products, stock availability, locations or missing orders with Shopify.
It is recommended to use these options only when you start the integration process because all the records are imported/exported. You must use the options on the Configuration tab for subsequent import/export to speed up the process.
Manage Your Data options | Description |
Export Stock on Hand | Exports the available stock on hand quantity of all mapped products to Shopify. |
Import Customers from Shopify to Unleashed | Imports all customers from Shopify:
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Import Products from Shopify to Unleashed | Imports all products from Shopify:
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Export Products from Unleashed to Shopify | Exports all products from Unleashed to Shopify as single variant products. |
Import Locations from Shopify to Unleashed | Imports Shopify locations to configure Inbound Warehouse Mappings and Stock Availability Warehouse Mappings. |
Import Missing Orders | Find and import any Shopify orders that have failed to import. |
Import Missing Orders
When a Shopify Order has failed to import to an error will be logged in the Shopify integration's Connection Log for up to 7 days. After any noted errors have been resolved, manually re-attempt importing the order using the integration's Import Missing Orders option.
🤓 Tip: For help resolving common errors in the Shopify integration, see Shopify Connection Log & Common Errors.
To find and import missing orders over a given date range:
From the main menu, go to eCommerce Hub > Shopify > Configure Shopify shop > Manage your Data.
In the Import Mission Orders section, use the date range field to populate missing orders by their order date.
Click on Find, and all missing orders will be listed by their Shopify Order Number.
Click on Import.
To import missing orders by their Shopify Order Number:
From the main menu, go to eCommerce Hub > Shopify > Configure Shopify shop > Manage your Data.
In the Import Mission Orders section, enter the missing order's Shopify Order Number in the free text field. Separate multiple orders by commas or a new line.
Click on Import.
📌 Note: A maximum of 50 missing Shopify orders can attempt to be imported at any one time. If more than 50 missing orders need to be imported, wait 10 minutes between each group of 50 that is imported.
Manage your Products tab
Use the Manage your Products tab to control which products sync with each of your Shopify shops. All products from your Unleashed account will be listed in the Manage your Products grid and will display a checkbox per Shopify shop. When a shop's checkbox is ticked for a product, the integration will continue to sync stock availability and updates based on your shop's configuration. The Product Synchronization setting that's selected for each shop will apply to the products ticked. Regular reviews of product mappings using the Manage your Products grid, combined with frequent checks of the Connection Log, sustain alignment in inventory data and improve error detection.
Use the filter fields in the Manage your Products tab to refine your view and locate specific products:
Product Name: Enter the product's code (SKU) or description and any product with matching details will be listed.
Product Group: Select a Product Group from the drop down menu to filter Products by the group assigned in Unleashed.
Product Type: If you have assembled or component products, you can select the required filter for product synchronization.
Hover over the Action Cog in each store's column header to select the following options:
Select All: Selects all products in the Manage your Products list.
Select Current Page: Selects all products displayed on the current page.
Unselect All: Unselects all products in the shop.
Unselect Current Page: Unselects all products displayed on the current page.
Click Save Configuration to apply any changes made to the Manage your Products page. Updates will only apply one page at a time.
🤓 Tip: To manually trigger the sync of a product and its stock availability with a Shopify shop, untick and re-tick the product's checkbox for the appropriate shop and select Save Configuration.
Remap by Product Code
The Remap by Product Code function helps you resolve product syncing errors that can result in stock availability failing to export and Sales Orders failing to import.
After remapping, you can re-attempt importing any failed orders and use the Connection Log to review if this has been successful. Go to Manage your Data > Export Stock on Hand to sync the current stock on hand to Shopify.
🤓 Tip: Before using this functionality, we strongly advise reviewing your Shopify shop to check for any 'null' or duplicated SKUs across all products and variants. Unleashed can only sync products to a unique SKU.
To remap a product:
From the main menu, go to eCommerce Hub > Shopify
In the Overview tab, under Your Shops, select Configure in the store's tile.
Go to the Manage Your Products tab > Remap Product by Code.
Enter the product's code in the Product Code field.
Click on Remap Product.
In the "Remap Product" pop-up window select Yes.
In the Manage your Products list, search for the product and confirm its checkbox is ticked.
Click on Save Configuration.
Connection Log
Use the Connection Log to review the activity in your Shopify integration over the last 7 days. This is especially useful when reviewing errors if products have failed to sync to Shopify or if orders have failed to import to Unleashed. The Connection Log serves as a central hub to monitor synchronization activities between Unleashed and Shopify. It provides vital insights into issues such as stock count discrepancies or failed imports with detailed log entries that indicate actions, such as successful stock synchronization.
The following filters can be used on the Log Level:
ERROR: Displays any failed imports or product errors, and the Log message would suggest what action to take to fix it. If you are unsure of how to solve these, see Shopify Connection Log & Common Errors.
INFO: Displays any completed actions, such as product import and update, and orders imported successfully.
ALL: Displays both 'ERROR' and 'INFO' logs.
Shop Name: You can filter the Connection Log by store, which is useful when you have multiple stores to manage.
Additionally, clicking on the Refresh button within the Connection Log will update the display to reflect the latest integration activities, providing real-time visibility into ongoing processes.
Best Practices
Regularly monitor the Connection Log to track synchronization activity.
Ensure all products in Shopify are accurately mapped to their Unleashed counterparts.
Quickly address any discrepancies in stock counts by using the outlined rectification steps. By following these best practices, you can maintain consistent and trouble-free integration between Shopify and Unleashed.
Frequently asked questions
Can I restrict users from exporting data to Shopify?
Can I restrict users from exporting data to Shopify?
To stop users from being able to export data from your account to Shopify, disable the "Export All" permission in the user's role. Go to Settings > Security > Role Permissions, select the role, and navigate through Settings > Export All, to disable exporting access.