With the Shopify v2 integration, you can:
- Make your Heartland Retail inventory across all locations available to sell online (or you can filter so that only certain locations populate inventory online)
- Pull down all of your Shopify item catalog information into Heartland Retail so you can get up and running quickly
- Push items from Heartland Retail up to Shopify (recommended)
- Process and fulfill web orders from Shopify in your Heartland Retail account
- See your eCommerce and store sales all within Heartland Retail
Please reach out HRetailsupport@heartland.us for pricing options and get started today!
Connecting your accounts
If you have existing product quantities on Shopify before connecting your account, make sure that you've imported that information into Heartland Retail. As Heartland Retail will be the master record holder of inventory quantities and will sync that information up to Shopify once connected.
- In your Heartland Retail account, navigate to Settings > Integrations > Shopify V2.
2. Next, click the "Add a Shopify website" button.
3. Enter your Shopify Store Name and click "This Link" to open your Shopify website and connect.
You will be redirected to your Shopify account and you will be asked to login to it if you have not already done so. Upon logging in, you will see this page:
4. Next, click the "Install App" button. Once the connection is complete it will redirect you back to your Heartland Retail Account and your connection with look similar to this.
Configuring the integration
To configure the integration in Heartland Retail, navigate to Settings > Integration > Shopify.
Click the "Manage" button. This will take you to the main configuration page, where you will see 6 tabs: Items Information, Inventory, Order Fulfillment Events, Debug, and Errors.
This tab allows you to configure whether or not you will sync item catalog information between Shopify and Heartland Retail.
Manage information for Shopify manually
By default, the "Manage information for Shopify connection manually" option is checked. When this option is checked, item catalog information will not sync automatically between the two systems. Instead, you need to create items in both systems. When using the manual sync, you need to ensure that the Item # in Heartland Retail and the SKU # in Shopify are the same for the items -- this is how the system links the items between the two systems for the purposes of inventory availability on your Shopify store.
Pushing items from Heartland Retail to Shopify (RECOMMENDED)
We recommend that you push items from Heartland Retail to Shopify. For more information about how to do that, check out this article.
Pulling items from Shopify into Heartland Retail
If you are new to Heartland Retail and have an existing Shopify account, you also have the option to "Pull item information down from Shopify":
When this option is selected, and when the "Trigger Full Sync" button is clicked, we will automatically pull down all item catalog information from Shopify. Any custom fields that are needed in Heartland Retail to support data that you are tracking in Shopify will be automatically created as part of the full sync.
Over time, as you create new items in Shopify, those items will sync automatically to Heartland Retail.
This tab allows you to configure which of your Heartland Retail locations contribute to your Shopify inventory availability.
If you don't want all of your locations' inventory to contribute to your Shopify inventory availability, you can add individual locations using the "Add Location" button. Or, if you want all locations to contribute, you can just flip the toggle to ON:
Once you have selected locations or flipped the switch on, you can click the "Start Sync" button, which will trigger a full inventory sync between Heartland Retail and Shopify.
On an ongoing basis, any inventory changes in Heartland Retail will automatically sync so that your Shopify inventory stays up to date in real time.
Use Heartland Retail for Order Fulfillment
In order to use Heartland Retail for fulfillment, you'll need to select a location to run orders through. Although it is not required, we highly recommend that you create a new location in Heartland Retail called "Website" so that you can track your website and store sales separately.
- If you will only be fulfilling Shopify orders from a single location in your account, you can choose to auto-distribute orders to that location.
- If you have multiple store locations that you will fulfill orders from, you should not use the auto-distribute feature. Instead, you'll receive an alert on your dashboard that you have an order that is ready to be distributed.
- When a new Shopify order is created, it will sync into Heartland Retail as an open, undistributed sales order.
To learn more about how order distribution works, check out this article.
- Once the order has been distributed, you can then fulfill the order and send the item(s) to the customer. Check out this article to learn more about how order fulfillment works in Heartland Retail.
Fulfillment Outside of Heartland Retail
If you decide to use another service for order fulfillment you will be restricted to one location to distribute and fulfill orders from. Shopify sales orders will need to be marked as shipped with attached item shipments before a closed invoice can sync down to Heartland Retail.
What we don't support
- Currently, the Shopify integration does not support the add on product Gift Wrapping. Gift Wrapping as an add on product at the time of the purchase on the website should be turned off in Shopify. You can still add Gift Wrapping as an individual item with a SKU (Heartland Retail Item #) in Shopify and on Heartland Retail though. It would need to be added onto tickets just like any other item on your store.
- Additionally, the integration does not allow for products with Customizations, Embroidery or Monogramming which are customized by website customer during the checkout process.
- Only Shopify orders with the following status will sync to Heartland Retail: 'Awaiting Fulfillment', 'Cancelled', 'Declined', 'Shipped'. We do not sync orders, as an example, that are in the status 'Refunded' or 'Awaiting Pickup'. If you change the status, in Shopify, on an order to one of the 4 status that will sync, they should push thru with the next sync.
- We do not support partial refunds on sales orders in Shopify. Orders that have been partially refunded in Shopify will not sync down to Heartland Retail and will need to be closed and recreated in Heartland Retail.
Payment processing in Shopify
Although you'll use Heartland Retail's order fulfillment system to complete the customer's order, Heartland Retail will not handle customer payments. Shopify will handle all customer payments and these payments will be reflected in Heartland Retail as "Shopify External payments" during the order fulfillment process.
Important: Make sure that you have your Shopify payment gateway set up to "Authorize and Capture" at the time the order is placed. If you do not capture payment in Shopify when the order is placed, you will encounter problems if you attempt to process multiple shipments against a single order in Heartland Retail.