DOCS
Overview
For Quick, Effective, and Accurate Ecommerce Operations!
Shopify is a cloud-based eCommerce platform helping small to medium size merchants globally. It helps eCommerce business owners to connect with the globe and sell their products online. Ecommerce sellers that use Odoo to manage their Shopify backend can now automate their workflow with Ksolves Odoo Shopify connector. It lets you integrate your Shopify store to Odoo to perform various import and export operations.
Import Orders, Products, Customers, and more from Shopify to Odoo, or vice versa. Use our Odoo Shopify Connector to automate Shopify Odoo Integration operations to save time and effort.
Note: It is necessary to install the ‘Odoo Base Connector’ in order to utilize the functionalities of the Shopify Connector.
Implementation
Download the Odoo Shopify Connector app from the Odoo Store or Ksolves Store. After successful installation, add it to the Odoo Add-ons path or any preferred location for ease of use. Refresh the Odoo instance and go to the Apps section of the dashboard. Select ‘Update Apps List’ from the menu. Odoo Shopify Connector will appear in Apps after successful loading.
Click on the ‘Install’ button from the drop-down menu. Success! Now you are all set to utilize the Odoo Shopify Connector.
Important: After the Odoo Shopify connector is installed, the “Shopify connector” menu is required to be made visible, by giving the Odoo user, full access to Shopify.
- Go to settings → Users & company (in the top menu) → (click on) Users.
- Choose your user (e.g. admin) and open the respective record and click on Edit
- From Shopify, access field choose the full access option and click Save
- Refresh the browser
- Now the Shopify connector menu will be visible.
1. Setup Odoo Shopify Connector
Remember: Anyone who is using either Shopify or Odoo for the first time, can use this connector to automate the import/export operations.
It is important to Generate the API Key, password & Secret Key in order to connect your Shopify store with Odoo ERP.
1.1 Extract API Key & Secret Key
1.1.1 Create a Shopify Store
You can either log in to your already existing Shopify store or create a new one. If you are creating a new store, fill in all the details and log in to your new store.
Click on the APPs button and click on the Develop Apps>Create an App.
Give the name of the App here we have given odoo-ksolves-store-001 and click on the Create App button.
Open the App and click on the Configuration button. Fill in all the details about your store and save the settings.
Note: You can configure these settings later as per your requirements.
Click on the API credentials and click on the ‘Install the App’ button. Once the App is installed, there you will find the API Key & Secret Key, and Shared Secret Key. Copy them on a notepad so that you can use them later.
1.1 Extract API Key & Secret Key
1.1.1 Create a Shopify Store
You can either log in to your already existing Shopify store or create a new one. If you are creating a new store, fill in all the details and log in to your new store.
Click on the APPs button and click on the Develop Apps>Create an App.
Give the name of the App here we have given odoo-ksolves-store-001 and click on the Create App button.
Open the App and click on the Configuration button. Fill in all the details about your store and save the settings.
Note: You can configure these settings later as per your requirements.
Click on the API credentials and click on the ‘Install the App’ button. Once the App is installed, there you will find the API Key & Secret Key, and Shared Secret Key. Copy them on a notepad so that you can use them later.
1.2 Set up Shopify Instance in Odoo
In Odoo, separate instances are required for each Shopify store. Open Shopify Connector>Instance>Create
A new window will open that will ask you to fill in the required details in the Authentication section, including Customer Key, Customer Password, and Shared Key.
Give the instance name, fill in the necessary details, and click on save.
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Connect Instance
Click on the ‘connect instance’ button, and you will get a pop-up window showing the connection is successful.
Once the connection is successful you will see a yellow banner at the corner of your screen showing ‘Connected’.
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Activate Instance
It is important to activate the instance in order to make the integration between odoo and Shopify successful.
Note: To activate an instance, some mandatory fields are important to mention.
→ Go to Product Information>give Stock Field Type
→ Go to Order Information>Fill Warehouse, Sales Team, & Sales Person fields
After filling in all the required details, click on Save and ‘Activate Instance’ button.
Once the connection is successful you will see a green banner at the corner of your screen showing ‘Activated’.
2. Odoo Shopify Instance Configurations
Shopify configurations are mandatory to define your store in Odoo. This section covers the four configurations (information).
2.1 Currency Information
This tab displays the main currency and pricelists (regular and compared) that will be used for the Shopify Store on Odoo.
A user can select the currency type as per their region. Refer to the ‘Field and their uses’ section for detailed information.
2.2 Product Information
This page/tab displays the parameters (to be set) using which you want to sync your products between Shopify and Odoo.
You can sync product images and prices by enabling the given checkboxes.
Select the Stock Field Type to determine that imported stock will either be an on-hand quantity or a forecasted quantity.
2.3 Order Information
This page/tab displays all the information related to the import of orders.
- Default Order Prefix: Enable/Disable to give your customized Order Prefix for every Sale Order.
- Order Prefix: In case, you wish to disable the Default Order Prefix, this field lets you provide a prefix of your choice to be appended before every Sale Order. This will improve the visibility and identity of every Sale Order
- Order Status: Choose the Order of which status you wish to import from Shopify to Odoo. It can be Open, Paid, Completed, Pending, or all orders.
- Import Order Through We have given an option in Odoo Shopify Connector to import orders on the basis of Order status.
- Warehouse: Choose a warehouse, to which your stocks belong.
- Sales Team: Let's you choose a sales team for your sale orders.
- Sales Person: Represents the name of the concerning salesperson.
All the other details can be found in the ‘Fields and their uses:-’ section.
If you will scroll down you will find two more configurations in the Order Information tab.
- Sale Workflow Configurations
You may use this feature to set the sale order status cycle for all orders imported from the instance. To add a line, click the 'Add a line' button and fill in the relevant information.
- Email Configurations
You can send the sale order report to the email addresses of your choice. Click on ‘Add a line’ to add an email address.
2.4 Tax Information
You may apply tax to Shopify Sales Orders in two ways using this option.
- Invoice TAX Account: It displays the tax account which is utilized for the invoice tax default account.
- Credit Note TAX Account: It displays the tax account which will be used for the Credit Note/Refund tax default account.
3. Webhook Configurations
Webhooks are essentially a hook on Shopify, that produces an Odoo record as soon as the Shopify record is created/updated. It basically is the concept of real-time syncing of data from Shopify to Odoo
For Instance–if a merchant creates a new product or updates the existing one in Shopify, all the changes will be immediately synced with the Odoo.
It shows all of the webhooks that have been set up. The 8 webhook operations supported by our connector are: Order Create/Update, Product Create/Update, Customer Create/Update, and Collections Create/Update.
3.1 How to set up a Webhook
- There are 8 possible types of operations in Webhooks, that are in-built and provided to a user.
- When you select a certain webhook operation, it automatically captures the URL.
- The Shopify Store ID gets assigned to it automatically, and the instance is attached to it by default whenever the user clicks on the “Sync” button present on it.
- When a user clicks on the ‘Sync’ button for a particular Webhook, it will be activated. To deactivate the Webhook, click on the ‘Archive’ state that represents the Webhook is not active.
Here, Order Create is in an Active state or Sync State. It means whenever a new order is created at the Shopify end, it will sync all the data related to that Order at the Odoo end as well.
Depending on your preferences, you can activate and deactivate a Webhook.
Note: It is worth noting that when an instance is disabled, the webhooks associated with it are immediately set to 'disabled.' When an instance is revived, the associated webhooks are not automatically triggered and must be activated manually.
We have also given a ‘Refresh’ button so that you can instantly sync Shopify activities with Odoo.
4. Odoo Shopify Operations
After successful configurations, it’s time to perform the vital Shopify Odoo Integration. Now you can easily perform various import and export operations from Odoo without using the Shopify backend.
Let’s see further how import and export functions are performed between Odoo and Shopify.
4.1 Import Operations
Import operations are performed in two ways: i) Importing records in bulk ii) Importing records using the Specific Id.
i) Using ‘Import All’
Go to the Shopify Connector in Odoo. Choose your desired Instance for performing import operations. Click on the ‘Specific Operation’ button.
Here, we are choosing the ‘K_dev’ Instance. On clicking the specific operation button, a window will appear as given below:
- Instance: Choose the instance id you wish to perform import operations with.
- Operation Flow: Select ‘Import Product’ from various given operations.
- Import Operation: Select ‘Import Product’ from various given operations.
- Import With: Select ‘Import All’.
After selecting the required entries, click on the ‘Execute’ button. A display box will appear showing that the import operations have been performed successfully.
Now to verify the import operation in progress, click on Processes>Queue Jobs. Here you will find the records with New, In-Progress Successful, and Failed status.
Now to verify the import operation in progress, click on Processes>Queue Jobs. Here you will find the records with New, In-Progress Successful, and Failed status.
[This shows your new imported products]
You can compare your imported products from Shopify as well. Refer to the image below:
The Import Product Operation is successful!
ii) Import Using ‘Specific ID’
You can import an already created product in Shopify or you can create a new product and then import it using its Specific ID.
Let’s take an example by creating a new product in Shopify.
A.1 Create Product in Shopify
Creating a New Product in Shopify: Go to Shopify backend>Go to Products>Click on the ‘Add Product’ button.
A window will appear where you can fill all the relatable fields about your new product. Here, we have taken an example of a ‘Red T-shirt’ as a new product.
Give product title, and description, and change the product status to ‘Active’.
Now, click on ‘Add File’ in the Media section to give some interactive images to your product.
After selecting the image, scroll down to Pricing, Inventory section, and Quantity section.
Select the Price, SKU, Bar Code, and quantity. You can fill in as many details as you like about your product.
Scroll down the page and mention the weight of your product.
After giving all the details, click on the ‘Save’ bottom available at the bottom right corner.
As your new product is created in Shopify. Go to Shopify>Products>Select the newly created product>And copy its unique Id as shown below:
The unique Id here is:6730789126201
Go to Odoo Shopify Connector>Go to Instance>Choose Specific Operation
- Import With: Specific Id Filter
- Record Id: Paste the copied Id of your new product, and click on the ‘Execute’ button.
A display box will appear showing that the import operations have been performed successfully.
To quickly check your product to be imported, Go to Processes>Queue Jobs. Here you will find your product to be imported.
A.2 Update Product in Shopify
After importing a product from Shopify to Odoo, if any changes are made in the product from the Shopify end, it will get synced to the Odoo end as well. How? Let's see.
Note: In section 3, we discussed the Webhook activation and deactivation. If the Product Update webhook is activated, the changes made in the Product will get updated automatically.
Go to Shopify>Open a Product>Edit the product’s description (or anything as per your choice). Click on the ‘Save’ button.
For Example: Here we have updated the description of our Red T-shirt product from ‘Summer T-shirt’ to ‘Summer T-shirt for sale!!’
Once the product details are updated, go to Odoo>Sales>Products>Products. Search your recently updated product in the search bar.
For example Red T-shirt
Find your product and open it.
You will see that the description of the product has been updated automatically.
It happens as our ‘Product Update’ Webhook is activated.
Hence, this way your product will get updated on both ends.
Import Product Stock
Importing stock is necessary as it shows how much quantity you have in the inventory for sale.
From the above section A.2, we can see that our product Red T-shirt is imported and updated with all the description parts. However, the ‘On Hand units’ or stock is not updated.
Remember, the quantity we have given to the Red t-shirt product is 500. Let’s import the product stock now.
Note: In order to import the stock, the product must be imported first.
Go to Instance>Specific Operation>Import Product Stock>Use the Specific ID of the product and click on the ‘Execute’ button.
A window will appear showing the successful import stock operation.
Go to Processes>Queue Jobs. The Inventory Adjustment shows that the stock has been synced between Shopify and Odoo.
Now, go to Inventory from App Menu>Operations>Inventory Adjustments
Here, you will find that your inventory_adjustmentis In Process.
Click and open the recently created inventory_adjustment. A window containing all the details will be displayed.
Now, we have kept this process manual. Click on the ‘Validate Inventory’ to update the product stock.
Go to Products>Products and search for your product. For example Red T-shirt
Open your product and you will find that the On Hand units are updated from 0 to 500.
This is how the product stock is imported from Shopify to Odoo.
Things to Remember:
- Stocks are only imported if the products associated with them are already imported.
- Only storable products will have the On Hand units, unstorable products do not have On Hand units (quantity).
Import Order
You can import the old orders or can create a new one and perform the import function.
Go to Shopify backend>Orders>Click on the ‘Create Order’ button.
Search for the product, for example, Phone Booth, and click on Add.
Once you click on Add, you will see that your product has been added. Now if you scroll down, at the bottom, you will find the ‘Collect Payment’ option.
If you wish you can save your order as it is. However, if you want to import a fulfilled order, select ‘Mark as paid’ as shown below:
A dialogue box will appear that will ask you to ‘Cancel’ or ‘Create Order’. Choose the create order option.
Now as you can see your order status is paid and unfulfilled. Click on the ‘fulfill item’ button.
Now the order is in the unfulfilled state only. Again click on the ‘Fulfil Item’ button.
Now, finally, your order will be Paid, Fulfilled, and Archived.
Select the unique Id of the order. Here the Order ID is 4014933409849.
Go to Shopify Connector>Instance>Specific Operation>Import Order
Import with: Specific id filter
Record ID: 4014933409849
Click on the Execute button.
A window displaying successful execution will appear.
Go to Processes>Queue Jobs. The Order to be Imported is in the New state.
You can wait for the cron to import the order, or you can do it manually.
Click on the order, and a window will appear containing all the required details of the order.
Click on the ‘Process Record’ button to complete the import operation manually.
As soon as you click on the process record button, the order will be processed successfully, and as shown the enqueued record will be in the Done state now.
You can check the imported orders from sales as well.
Go to Dashboard>Orders. Here you will find that your order is created under a Guest customer as we did not give any customer details while creating an order. Therefore, it will automatically be imported under the Guest Customer.
This is how we import an order successfully using our Odoo Shopify Connector.
Note: As the Phone booth order has been imported to Odoo, the stock value at the Shopify end will change. Since the stock update is a manual process, you need to update the stock value at the Odoo end manually. Follow the Stock import function as we mentioned in section 4.1 (b). This way your stock associated with a particular product will get updated at the Odoo end.
Import Customer
You can import an already existing customer or create a new one and then export.
Go to Shopify backend>customers>Add Customer
Fill in the Customer Overview details as shown below:
Scroll down and fill in the Address details associated with the customer.
Give Notes, Tags, Metafields, and click on the Save button at the top right corner.
Now copy the unique Id of the customer. Here the unique id is 5388232949817.
Go to Odoo Shopify Connector>Instance>Specific Operation
Use the specific id to import the customer.
On clicking on the Execute button you will get a window as given below:
Go to Processes>Queue Jobs. Your customer to be imported will be listed here:
To verify, go to Sales>Orders>Customers
Search for your customer and there you will see that your newly created customer has been imported successfully from Shopify to Odoo.
This is how we can import a customer successfully.
Similarly, collections, discounts, and other records can be imported easily from Shopify to Odoo. You can consider the DEMO of our product for further import operations.
Export Product
You can import an existing product or create a new one. Let’s export a product by creating a new one in the Odoo.
Create a Product in Odoo
Create a Product in Odoo
Go to Sales>Products>Products>Click on Create button and fill in the required details.
Go to the Inventory tab and add details as required and click on the Save button.
As we can see the On Hand quantity is 0. Let’s update the stock value. Click on the On Hand smart button. A window will appear as given below:
Click on Create button and add the quantity as per your choice and click on save. Here we have added 20.
Now go back to your product again and click on the ‘Push to Shopify’. As you will click on this button, a wizard will appear as given below:
Select the instance id and tick or untick the ‘Push Additional Data’ as per the choice.
Once you fill in the details, you can see a layer model of your instance id is created.
On clicking on the instance id layer model, the product additional data window will open. You can select the Tags, product type, set image in Shopify, set price, vendor details, product status, and description.
Once done, click on Execute>Execute
Now your product to be exported has been enqueued in the Queue Job. Go to Processes>Queue Jobs. here you will find the record.
To verify, visit the Shopify backend, go to Products, and search for the product name.
For example, we have exported a ‘pen holder’, and here we can see that our product is successfully exported.
[Add a screenshot of the data such as Shopify ID, created and synced date (in the layer) being updated after the successful export]
Export Product Stock
Go to Sales>Products>Products and search for a product whose stock you need to export.
Open your product and update its stock value.
For example, here we have updated the stock value from 20 to 30.
Now, come back to the product and click on the ‘Push Stock to Shopify’.
This way your updated stock value will be exported at the Shopify end as well.
To verify, go to the Shopify end and check the product stock.
You can export stock of every storable product in the same way as explained in this section.
Export Customer
You can import an already existing customer or create a new one and then export.
Go to Sales>Orders>Customers
Click on the create button.
Fill in the required fields related to a new customer. Click on the Add button presented at the bottom.
A create contact window will appear. Fill in the necessary fields. Click on the Save & Close button. Now click on the Save button.
Click on the ‘Push to Shopify’ button.
A wizard will open. Mention the Instance Id and other details.
Then click on the Execute button.
Note:- A single customer when exported, no record is enqueued in the queue. Rather when customers(>1) are exported together, in that case, all the customers to be exported are enqueued in the Queue Jobs.
Now to check the exported customer status, go to Processes>Success Logs.
There you can find your newly exported customer with the date and time details as well.
If you click on the customer, you will get a banner showing the ‘SUCCESS’ of the export customer.
To verify, go to Shopify backend>Customer>Search for your customer.
This is how you can easily export a customer from the Odoo end.
Export Order
Go to Sales> click on Create button.
A window will appear that will ask you to fill in the required details.
Fill in the customer name, and address, and add the product in the ‘Order Line’ tab.
After filling in the details on the first page, go to the ‘Shopify Info’ tab. Select the Instance and Shopify Status, then click on the ‘Save’ button.
Click on the Action button and then click on the ‘Export Order to Shopify’. As you can see at the top right corner, the order is in ‘Unsynchronized with Shopify’.
As soon as you export it, the (X) mark will change to the right tick, reflecting that the order has been successfully exported to Shopify.
To verify, go to the Shopify backend, click on Orders, and there you will find your recently exported order in the list.
This is how the Order export function is performed.
Export Records in Bulk
Records can be exported in bulk using the Instance from Odoo to Shopify.
Note: Before exporting records in bulk, every record must be synced once between Shopify and Odoo.
Let’s see how to perform an export function in bulk.
Go to Instance>Specific Operation
Operation Flow: Odoo to Shopify
Export Operation: Select the record which you want to export.
Click on the Execute button.
To check the exported records, go to Processes>Queue jobs
Thus, exporting records in bulk is extremely easy with our Odoo Shopify Connector
If you go to Sales, select all the Orders, click on the Action button and choose the Export Order In Shopify, this way also we can export orders in bulk.
4.3 Auto Configure Schedulers
We call them either configure schedulers or cron jobs in Odoo.
Go to Instance>Configuration.
These are all the configured schedulers:
And the active one can be visible from the Active Schedulers from the instance.
These are all the Active schedulers:
So, these are all the cron jobs that are created for Shopify. Cron jobs are scheduled actions that run after a specific time and will perform the designated actions.
For example, if we open one configure scheduler, we will get all the details associated with it.
Here, in the above image, the scheduler represents that after every 1 day, Shopify customers will be automatically imported to Odoo.
This is helpful to reduce the time for manually performing import operations.
4.4.1 Collections
Go to Shopify>Products>Collections. You can choose a collection you wish to import or you can create your new one by clicking on the ‘Create Collection’ button.
Once you create a collection, go to Shopify Instance>Specific Operation>Import Collections and click on the Execute button.
To verify, go to Processes>Queue Jobs. here you can find your imported collection from Shopify to Odoo..
Go to Dashboard>Collections>Open your collection>and click on the Edit button.
Add products in the Product Ids section and Save.
Click on the Action>Sync Custom Collections to Shopify
Verify from the Shopify End. Go to Shopify store>Products>Collections>Open your collection. There you will see your exported products associated with a particular collection.
4.4.2 Discounts
Create a discount in Shopify. Go to Shopify store>Discounts>Create Discount
Once you create your discount(s) in Shopify go back to the Odoo Shopify Instance.
Import all Discounts:
All the discounts have been listed under the Queue Jobs
Go to Dashboard>Discounts
Either you can create a new discount or export the existing one.
Once you create a discount you can export it to Shopify as shown below:
4.4.3 Locations
Importing location suggests to which location your Shopify store and its Orders and Products are associated.
For instance:
Import All Locations in Odoo for a particular Instance.
Go to Processes>Queue Jobs, and open the Location
This is the location of your Shopify store which is synced with Odoo. Now, all the products, orders, customers, and more will be synced with this location of your Shopify store.
4.4.4 Draft Orders
Draft orders are orders that are created by a Merchant on the behalf of a customer. Draft Order is converted into order when a Merchant gets payment for it and generates an invoice.
If you have draft orders in Shopify you can easily import the data into Odoo.
Go to Shopify>Orders>Draft Orders>Create a draft order
Copy the unique Id of the draft order and go to Odoo Shopify Connector.
Instance>Specific Operations>Import Draft Order with Record Id
Verify from the Processes>Queue Jobs
Go to Dashboard>Orders>Click on your draft order
Here you will notice that the draft order is created under a Guest Customer because we did not add any customer while creating the draft order in Shopify.
You can add a customer while creating a draft order in Shopify.
If you need to export a draft order you need to note a few things.
Click on the Shopify Info tab and check the ‘Is Draft Order’ box.
Click on the Action tab and choose the Export order in Shopify.
5. Dashboard
The dashboard has two sections, one is a graphical representation of all the records that are synced using the Shopify Connector for each day. The other includes the total number of Shopify instances, Products, Attributes, Collections, Customers, Discounts, and more.
It is a quick way to highlight the data in the form of a Bar Chart and Line Chart.
Here you can see the New State, Progress State, Completed State, and Failed States of your records.
The bar chart can be converted to the Line Chart. These graphical representations are helpful if you need to give a presentation about your syncing performed using the instance on daily basis.
If you click over any record, say Product, you will find the entire product list, which includes the Shopify ID, Odoo Product Template, Instance, Date Created, and Date Updated to that of a particular product.
Moreover, we have given a Filter here to sort your product based on the ‘Today Created/Updated’ option.
To quickly check all the details associated with a particular product, click on it. A window containing all the product details will appear.
This is a time-saving option for tracking the details of any record instantly through the dashboard and saving multiple clicks.
6. Meta Mapping
Whenever we are importing a record from Shopify to Odoo, there are certain data associated with a record, which does not get synced. To connect one set of metadata fields to their corresponding elements in systems, the Meta Mapping feature is used.
Here, a metadata field from Shopify will be mapped with fields of Odoo.
Note: Meta mapping only works in the case of the Import function.
Let’s begin with how we can map the data from Shopify to Odoo.
Go to Shopify backend and search for Meta field settings.
The Metafields are associated with Products, Variants, Collections, Customers, and Others.
You can choose any of the meta fields from the given list.
We have chosen the Product Metafields. Click on Add Definition button.
Now, add product meta fields definition as much as you require.
For example, if you want to add a meta field for Size, then add all the required details.
Note: It is mandatory to select the content type. After filling in all the data, click on the Save button.
Here we have given three meta field definitions: Size, Description, and Name.
Now, go to Odoo Instance. There you will see the option ‘Require Meta Mapping?’.
As you turn it ON, you will see a Meta Mappings tab appeared to the extreme right created.
Edit the Meta field, give Shopify Model, Meta Key, and Active the toggle button. Click on the Save button.
Here, what happens is that the name Meta field of the product will be mapped with the Sale Description in Odoo.
Go to the Shopify backend and find a product whose meta fields you need to map with Odoo.
You can either choose the already created product or create a new one.
You can edit the product Metafields if not mentioned and then click on the Save button.
Copy the unique Id of the product for performing import operations.
Now, go back to Odoo Instance>Specific Operation>Import the product using its record Id. Click Execute. The product meta fields will be imported.
To verify, go to Processes>Queue Jobs. Here you will see the product record to be imported, with the associated Instance.
To check the meta fields, go to Sales>Products>Products
Search for your product and open it.
In the Sales tab, you will see that the name of the product has been mapped with the Sales Description field in Odoo.
This means the ‘Handbag’ name that we mentioned in Shopify is mapped with the Odoo Sales Meta field.
You can Map any specific data from Shopify to Odoo in a similar way!
7. Sale Workflow
The order cycle on Shopify and Odoo is different. To update the Order Status in Odoo, we use the Sale Workflow function, which is an automatic operation once it is configured manually.
Go to Odoo Shopify Connector>Configuration>Sale Workflow
You will see a window like this:
You can create your Sale Workflow or choose the one that is already existed. We have created the KS: Automatic Validation. If we click on it, it will appear like this:
Based on your requirements, you can activate or deactivate the workflow option. We have activated all the 5 workflow options given here.
- Validate Order: When a sales order is imported from Shopify, it will be auto-confirmed.
- Create Invoice: After the Delivery Order is executed, it will create an invoice automatically.
- Register Payment: Once the Invoice has been fully processed, the Payment will be instantly registered in Odoo.
- Force Invoice Date: When the Invoice is generated, it will compel the invoice date to be the same as the Sales Order date.
- Confirm Shipment: It will confirm the shipment status of the Shopify order in Odoo once imported.
Now, we will go to our Shopify Instance and navigate to the Order Information tab.
It is necessary to add the sale workflow for your order status. You can create a sale workflow as mentioned below:
Now, create a new order in Shopify, refer to section (4.1 c)
Once you create the order copy it's a unique id.
Note: it is completely up to you if you want to fulfill the order or not.
Go to Shopify Instance>Specific Operation>import order with record Id and click on the Execute button.
To check the import order status, go to Processes>Queue Jobs
Refer to Dashboard>Orders
Here find your order and open it.
Once you open your order, you will see that it is in the Quotation state.
As the workflow is an automated process, after the set interval of time, your order will be changed to Sale Order.
If you want to manually run the scheduler.
Go to Settings>Technical>Scheduled Actions
Click on the Schedules Actions. Here, we are choosing the Ksolves Connector: Auto Invoice Workflow Job
Once it will open, you will find a ‘Run Manually’ button. Click on it and wait for a few nanoseconds (else the scheduler would have executed on the date-time set on the next execution)
Go to the Dashbaords>Orders>Your Order. Now you will see that your order status has been changed from Quotation to Sale Order.
This is how the Sale Auto workflow functions are used to validate the Order status in Odoo.
8. Auto Product Sync
Many times two products with the same name might be present at the Odoo and Shopify ends but they aren’t associated with one another (as neither of them will be imported or exported). In such a case, import products from Shopify would duplicate the product on Odoo's end.
To remove the duplicacy of two similar products, Auto product Sync Configuration is used.
Go to Shopify Connector>Configurations>Auto Product Sync Configuration
Click on the Create button, a window will appear as given below:
Select the Product Auto Sync option, without this we cannot syn the two similar products.
Select the ‘Instance Id’ and ‘Sync With’ options (which provides flexibility to map products by name/SKU/barcode), and click on the Save button.
You can create more than 1 Auto Sync configuration but for different instances. One instance cannot have more than one such configuration.
Once you will save the configuration, you will find the layer model containing all the Auto Sync configurations that you have created.
Now create a new product in Shopify and Odoo with a similar name. Refer to section (4.1 a,c)
Newly created product in Shopify: Refer to section (4.1 a)
Newly created product in Odoo: Refer to (4.2 a)
If you will click on the Shopify Product at the top right corner, a window will appear as given below:
It shows that the product has not yet been synced.
Here’s a manual process to execute the scheduled Action:
Go to Settings>Technical> Scheduled Actions
Select the Scheduled Action and open it.
You will see that your scheduled action is deactivated.
Either activate the Scheduled Action and wait till the next execution Date for the cron to execute or click on the ‘Run Manually’ button.
Now go to your product and click on the Shopify Product as mentioned before. Here you will find that a layer model is created that shows that the product is now syncing.
To verify, you can go to the dashboard and click on Products.
Here you will find that your product is synced under the given instance.
Go to Processes>Queue Jobs
The list will show that the duplicacy of data is prevented and a single product with a similar name is synced between Odoo and Shopify.
9. Report
Regular monitoring of your sales is essential for any business. Make use of the specialized Sale Report Analysis in Odoo to learn how your business is doing.
9.1 Sale Reporting
Go to Shopify Connector>Reporting>Sale
Here you will find the graphical representation of your sale. You can convert it into Bar Chart, Line Chart, and Pie Chart. Or you can get a list view of your reports.
Bar Chart
Line Chart
Pie Chart
Pivot View
9.2 Instance Wise Report
Go to Shopify Connector>Reporting>Instance Sales Repor, and a wizard will open.
Chose the instance for which you need to create the sales report.
Click on the ‘Create Report’ button, and you will get a sales report in PDF format.
9.3 Email Report Configuration
If you want to email the sale report, you can by visiting the Configuration>Email Configuration
Create your email configuration and fill in the required details as shown below:
For manual triggering of the Mail cron: Go to Settings>Technical>Scheduled Actions. Select the email scheduled action related to your Shopify.
Once you find your scheduled email action, open it, there you will see the time it is set to send the email automatically.
If you wish to email the sale report manually, click on the Run Manually button and send the report to the concerned person.
This way you can keep your business going by keeping a record of sales.
10. Stock Refund
Many times it happens that a customer returns order and a refund has to be generated for the same. In such scenarios, eCommerce store owners need to update the stock in the inventory after the product is refunded.
With the Odoo Shopify connector, a user can update the stock in Shopify from Odoo’s ends easily.
Note: Before ‘Stock Refund’, it is necessary to sync the Product and Product Stock between Odoo and Shopify. For Product Stock and Order Import refer to sections 4.1 b and 4.1 c respectively.
Go to Shopify end and find a product you wish to place an order for.
For example, we have taken a Pen holder with 29 quantities in stock.
Create an order (section 4.1 c) and fulfill the order at the Shopify end.
After fulfilling the order, check the product stock again. Now you will see here that our product stock has changed from 29 to 28.
Import Order
Go to Shopify Instance and import the newly created order.
Now go to Dashbaord>Orders>Open the newly created order and click on the order line. You will get a window containing the order details as given below:
If you click on the [holder]Pen holder you will see a page like this.
Here we can see the product stock has not been updated.
The pen holder quantity is still 29 at the Odoo end.
Update Stock
To update the product stock, import the product stock from Shopify to Odoo. Refer to section (4.1 b).
You can verify your stock import from Processes>Queue jobs
Validate Inventory
Now, go to Inventory>Operations>Inventory Adjustments, and click on your product inventory.
A window will appear as given below. As you can see the product inventory is in the progress state, to validate, click on the ‘Validate Inventory’ button.
Once you click on the ‘Validate Inventory’ button, the state will be changed to ‘Validated’.
Go back to the Sales>Products>Products>(search your product), and you will see that the product stock has been updated and changed from 29 to 28.
Go to Dashboard>Orders>(click on your order).
The Order is in the Quotation state. Click on the ‘Confirm’ button and complete the Sale Order.
Validate Delivery
To confirm the delivery, click on the ‘1 Delivery’ tab.
Now confirm the delivery by clicking on the ‘Validate’ button.
When you click on the Validate button a dialog box will appear as shown below: Click on the apply button.
The order delivery state will change from Ready to Done state.
Go back to Dashboard>Order>(click on your order)
Generate Invoice
Now to generate the invoice, click on the ‘Click Invoice’ button.
A dialog box will appear asking you to choose any of the three given options. Once you select the desired option, click on the ‘Create and View Invoice’ button.
Now click on the ‘Confirm’ button and complete the invoice.
Creating Payment
Go back to your order again and click on the ‘Register Payment’ button.
Select the bank details and click on the ‘Create Payment’ button.
Once the invoice is created you will see that your order status has been changed to PAID mode. (This is the complete procedure order creation–confirmation– delivery confirmation–invoice creation–confirmation and registering payment).
4.4.4 Draft Orders
Many times it happens that the customer returns the order and needs a refund.
To return the order: Select the Add Credit Note button. You will get a window as given below where you have to add the reason for returning the order.
Once done click on the ‘Reverse’button.
Click on the ‘Confirm’ button as shown below:
You will find that two invoices will be created for the same order, one generated while confirming order & delivery and the second while returning the order. Click o the invoices and a window will appear like this:
Open the invoice and click on the ‘Refund in Shopify’ button. ( This button would instantly initiate the refund process in Shopify)
To match if your product stock has been updated at the Shopify end or not, go back to the Shopify backend.
Here you will see that your Order status has been changed from Paid to Refunded.
Go to Products and search for your product.
Here the quantity of our product ‘Pen holder’ has been updated from 28 to 29 again.
This is how easily anyone can refund stock in Shopify from Odoo.
Note: To refund stock, it is important to import the product stock after importing the product from Shopify to Odoo(i.e to keep the stock of product updated at Odoo end as well).
11. Cancel Order
Now you can cancel a Sale Order from Odoo without even accessing your Shopify store.
Note: To cancel an Order in Odoo, the credit note must already be generated, and the order must have a reverse invoice.
Go to Dashboard>Orders>Select your order
Click on the Cancel button, you will get a dialogue box as given below, and click on the confirm button.
Now click on the Cancel in Shopify button. (This button would instantly cancel the Sale Order in the Shopify store)
Here you will see that your Sale Order has been cancelled successfully and the same will be updated over the Shopify store.
Important Note: Synchronization between Odoo and Shopify becomes easy with the Ksolves connector. You can refer to our 120 days of FREE support on our Odoo Shopify Connector and take your eCommerce business to the next level.