Sign up to Shopify

When you link your Shopify store with Wiise, there are a few key pages that you'll be using. You can access these pages from the Stores page. This is found in the Sales Channels menu in the role centre or dashboard. 

But first up, let's get your Shopify store linked to Wiise.

Getting Started

Before you can get into and around the Shopify functionality, you'll need to link your Shopify store to Wiise. You can also link multiple Shopify stores with Wiise. 

  1. To link your Shopify store, start from the role centre and select Sales Channels > Stores.
  2. Then select Getting Started > Create a Shopify Store

This page opens the Shopify setup wizard to link your Shopify store with Wiise. 

 

Items & Inventory

In this menu, you'll be able to view and change your Wiise items and variants, manage what items are sent to your Shopify store, resynchronise items in your store, and reconcile your inventory between Wiise and your Shopify store. 

Note: Any item(s) you sync from Wiise to Shopify must have an Item Category Code assigned on the item card. Without the item category code, the item can't be synced with Shopify. 

Items/Variants 

The Items/Variants page lets you view and manage your items and item variants in Wiise on a single page. 

How to manage store items

The Manage Store Items page is where you add, remove, and synchronise items from Wiise to Shopify. You can also reconcile inventory for items on this page. To open this page, select Items & Inventory then select Manage Store Items

How to link your existing Shopify and Wiise items

If you have existing items (products) in Shopify and they're not in Wiise, you'll first need to manually export them from Shopify, then import them into Wiise. You can do this easily by searching Import Items and Variants to Wiise

Once the items are in Wiise, you'll need to map the common items in both systems. Mapping items retrieves the existing External ID of a Shopify item and links it to the matched item in Wiise. 

To map items between Wiise and Shopify, go to the Store Items page. Select Mapping then select Create Mapping.

You'll then need to select the field to use to match the items between the two systems (Wiise and Shopify). You can either:

  • Map items by matching the Barcode field in Shopify with the item's GTIN in Wiise.

Note: The barcode in Shopify must be unique. The barcode field in Shopify is Barcode (ISBN, UPC, GTIN, etc.). And in Wiise, the barcode field for items can be found on the Item card (field name: GTIN). For variants, it'll be the Variant Code

  • Or map items by matching the SKU field in Shopify with the Item No. in Wiise.

Note: The SKU in Shopify must be unique. Choosing this method will map Shopify items/variants to Wiise items (1 to 1) only. Variants in Wiise won't be mapped if you choose this option. 

The system will map the items Wiise to the corresponding items in Shopify by matching the specified field. By doing this, you avoid duplicating items in Shopify the next time you synchronise from Wiise as it would use the existing External ID to update the item as opposed to creating a new item in Shopify. 

When the barcodes or SKUs on Shopify and Wiise match, the system creates a link between the items and automatically adds them to the Store Items page. You'll still need to synchronise your items once the mapping is completed.

How to add items from Wiise to Shopify

Item synchronisation goes one way, from Wiise to Shopify. To add items from Wiise to Shopify, you'll first need to add items to the Store Items page, then synchronise the items from Wiise to Shopify. 

  1. Start on the Stores page. Select your Shopify store and go to Items & Inventory then select Manage Store Items
  2. Select Process, then select Add Items.
  3. From the list, select the items you want to add to your Shopify store. You can select multiple items by holding down the Shift key as you select other items. When you're done selecting items, select OK
    • Note: By default, the non-inventory items are filtered out when adding items. To add a non-inventory item, select the Type field drop down, and choose Clear Filter. You should now see the non-inventory items available to select.
  4. Your selected items will be added to the Store Items page with a blank External ID. Any new items added will need to be synchronised to the Shopify store. You can tell whether this step is necessary if the Synchronisation field shows 'Item Required'. 

Note: The maximum image size allowed in Wiise to be able to synchronise with Shopify is 1MB. You can view the image size for each item on the Store Items page by adding the Image Size field. To do this, head to Settings > Personalise > More > +Field > and drag the Image Size field from the panel on the left to the Items table. 

How to synchronise items from Wiise to Shopify

To send the store items from Wiise to Shopify, you'll need to synchronise from Wiise to Shopify by following these steps.

  1. Select the items that need to be synchronised and select Process then Synchronise Items.
  2. You have the option to synchronise just the selected items, or all items at once. Select the option you wish and hit OK to begin synchronisation. 
  3. When the sync is complete, the External ID field will contain the Shopify identifier for the product. Now, selecting External ID in Wiise will open the product page in Shopify.
  4. The Synchronisation field will now change to 'Complete', and you'll see the items on your Shopify products page.

Note: The Wiise item card fields sync to the following Shopify product fields:

Wiise item field Shopify product field
Item No. SKU (Stock Keeping Unit) 
Description Title
Unit Price Excl. GST Price
Unit Price Incl. GST (only when enabled in Store Settings) Price
GTIN Barcode
Item Category Product Type
Item Attributes Tags
Vendor Name used on Sales Channels (in Vendor card)   Vendor
Picture* Media (first image) 
HTML Description* Description
Type = Inventory Track quantity 
GST Posting Setup (where GST % is not 0) Charge tax on this product = ticked
Prevent Negative Inventory (located in Inventory Setup) = false Continue selling when out of stock = ticked
Item Variant (if item variants exist)  This product has multiple variants = ticked
Variant Code Variant SKU
Variant Attributes Variant Options
Variant item identifier  Variant Barcode
Variant Special Price (unit price) Variant Price
 

The following Shopify fields are not mapped with Wiise:

Compare at Price

Cost per item

Weight

Country/region of origin

HS (Harmonized System) code

Variants HS Code

Variants country/region of origin

*Images and HTML descriptions will only sync if enabled in the Store Settings page. 

How to remove items from Shopify

Removing items from the Store Items page in Wiise will stop them from syncing with Shopify. This will mean any changes to items you had previously linked between Wiise and Shopify (e.g. inventory) will no longer sync across systems.

To remove items listed in the Shopify store, you'll first need to remove them from the Store Items page in Wiise, then remove them from Shopify. 

  1. In Wiise, from the Stores page, select your Shopify store and go to Items & Inventory then go to Manage Store Items
  2. From the list, select the items you want to remove from the Shopify store. You can select multiple items by holding down the Shift key as you select other items. When you're done selecting items, select Process then select Remove Items
  3. Log in to your Shopify account and delete these items in Shopify.

Note: The final step is important because not removing the items from your Shopify store and processing orders with items that have been removed from the Store Items page, will bring up an an error message when the order is imported to Wiise. This is because the item exists in your Shopify store but not in the Wiise Store Items page.  

How to resync items 

To synchronise all your store items in Wiise to your Shopify store at once, head to the Stores page. 

  1. First, make sure the right Shopify store is highlighted. 
  2. On the Stores page, select Items & Inventory then select Resync Items.

Note: The Resync Items field on the Stores page tells you if the items need to be synchronised with Shopify. If a store item has been added, changed or removed, the Resync Items field will show 'This store requires synchronisation'. This message is your prompt to synchronise items from Wiise to Shopify. 

How to reconcile your inventory

You can reconcile your inventory from Wiise to Shopify, or from Shopify to Wiise. This means you can adjust your store item inventory in Wiise and reconcile item availability with Shopify, or you can change the inventory levels in Shopify and reconcile the item availability in Wiise. 

  1. From the Stores page, select your Shopify store and then select Items & Inventory then select Reconcile Inventory.
  2. Wiise will ask you how you'd like to reconcile your inventory. Select your preferred option from the choices shown below, and hit OK
    • Option 1: From Wiise to the external system. (This will use Wiise as the source of truth for inventory levels.)
    • Option 2: From the external system to Wiise. (This will use Shopify as the source of truth for inventory levels.)

Note: If the Resync Items field in the Stores page shows 'This store requires synchronisation', then you must synchronise all store items with Shopify before reconciling the inventory.

 

Sales Transactions

Manage how you import sales orders and transactions from your Shopify store on this page. You can either manually import orders and transactions or schedule an automatic import using job queues. You can also post cash from POS transactions (in-store transactions) at the end of the day. 

How to manually import from your Shopify store

Before manually importing orders from your Shopify store, make sure you've selected the correct Shopify store on the Stores page. Then select Sales Transactions Manually Import from Store.

On the pop-up, select the date you'd like to import transactions from. You can either enter the date and time manually or use the date selector. Hit OK

Wiise will connect to Shopify and import all orders from the date and time selected. When the import is complete, you'll see a confirmation message with the following: 

  • Number of paidunpaid, and authorized Shopify orders imported into Wiise as open Sales Orders. 
  • Number of refund applications created in Wiise for refunded and unfulfilled Shopify orders.
  • Number of posted orders created in Wiise for paid and fulfilled Shopify orders. This is common with POS transactions. 
  • Number of posted credit notes created in Wiise for refunded and unfulfilled Shopify orders.
  • Number of fulfilled orders imported but not posted. This occurs when the Automatically post fulfilled orders option is not enabled in the Store Settings page. In this case, any fulfilled Shopify orders that are imported will appear as open Sales Orders in Wiise. 

Open the Sales Orders page to view these imported orders. If an order was posted in Wiise while importing, you can view it in the Posted Sales Invoices page. 

How to schedule an import from Shopify

Before scheduling an automatic import of orders from your Shopify store, make sure you've selected the correct Shopify store on the Stores page. Then select Sales Transactions Schedule Import from Store.

The job queue entry card will open where you can set up the recurrence and frequency of the automatic import.  

Note: To enable automatic imports, set the Synchronisation Mode to 'Scheduled' in store settings. 

To make changes to the Synchronisation Mode, first, make sure the correct Shopify store is selected on the Stores page, then select Settings > Edit Store Settings

How to complete a Shopify order in Wiise

When you import Shopify orders into Wiise, they'll initially appear as sales orders. 

On the Sales Orders page, select the order number to open the imported sales order. 

When you're ready to post the sales order, Wiise will automatically update the fulfilment status for these orders to 'fulfilled' in Shopify. Shopify will then automatically email the customer that their order is on its way. 

Before posting the order in Wiise, make sure the following information is correct on the sales order, which contains the following fields from Shopify:

General tab

  • Customer Name: If you've enabled Automatically Create Customer from Order in your store settings, Wiise will automatically create a new customer (if they don't already exist) and add them to the open sales order. If this option is not enabled, then the default online customer number is used for the sales order. 
  • External Document No.: This is the order number in Shopify. You can specify a custom prefix to the order number using the Order Prefix field in the Store Settings page. 
  • Sales Order: Contains lines with details of items and any shipping charges that apply to the Shopify order. 

Sales Channels tab

  • Store Id: The Shopify store URL where the order was imported from. 
  • Sales Channels Source: The sales channel used to submit the Shopify order i.e. WEB, or POS. 
  • Sales Channels: The ecommerce platform used to submit the order i.e. Shopify. 
  • Sales Channels Order No.: The original Shopify order number (including any prefixes). This is non-editable. 
  • Fulfilment Status: The original order fulfilment status from Shopify when imported i.e. fulfilled, unfulfilled.
  • Financial Status: The original order payment status from Shopify of imported orders i.e. paid, unpaid.
  • Outstanding Amount: The outstanding amount from unpaid orders that are imported. 

Shipping and Billing tab

Under the Shipping and Billing tab, you can enter the Package Tracking No. which will be sent to Shopify when the sales order is posted.  

Find the tracking number field under the subheading Shipping Method. If you cannot view these fields, select Show more on the Shipping and Billing tab. 

To edit shipping details, including the package tracking number, after you've posted the sales order, search for Posted Sales Shipments.

  1. From the list, select the posted sales order.
  2. Select Process Update Document
  3. Update relevant fields and select OK
  4. Select Process Resend to Store to send the updated shipping details to Shopify. 

How to post cash from drawers

Any in-store cash transactions recorded on the Shopify POS need to be manually posted in Wiise. This is usually done at EOD each day. 

Make sure you've selected the right Shopify store on the Stores page, then select Sales Transactions > Post Cash from Drawers.

A page will show all your Shopify store locations, imported cash sales transactions, and the amount in the store drawers.

  • Imported Cash Sales Transactions: Shows all cash transactions retrieved from Shopify POS for the store chosen. Selecting the amount will drill down to the individual transactions that make up that amount. 
  • Cash Amount in Drawers:  Enter the total cash amount in the drawers for the store chosen. This amount should at least match the Imported Cash Sales Transactions amount. 

Note: For deposits into the drawer, enter a positive amount. For withdrawals from the drawer, enter a negative amount.

Now select Post Cash from Drawers to post the cash amount into your cash receipt journal. This will clear the Cash Amount in Drawers and record the date and time in the Date Transactions Last Imported field.

Settings menu pages

Settings

When you first set up Shopify using the wizard, you can update your store settings, including locations and shipping rates. You can update these settings any time. 

First, make sure the right Shopify store is selected on the Stores page, then select Settings

The dropdown menu will let you update the following settings. 

How to edit store settings

The Edit Store Settings page contains most of the fields required to synchronise your Shopify store with Wiise. 

To edit your Shopify store settings, select Settings > Edit Store Settings.

Here are the field definitions:

General

  • Description: The name that your store will appear as on the Stores page. The default is Shopify Store, but you can update this. 
  • Id: A non-editable field showing the Store URL.
  • Provider: Shows the sales channel provider, i.e. Shopify.
  • Synchronisation Mode: Shows the synchronisation mode between the Shopify and Wiise. If this is set to Scheduled, the orders will automatically import according to the job queue settings. If it's set to Manual, you'll need to import orders manually. 
  • Sync. Image and Description: If you enable this option, each time you sync items, the first image and item description in your Shopify store will be overwritten by the image and HTML description in Wiise. This option is disabled by default.
  • Sync Price Includes GST: When this option is enabled, the unit price of an item synchronised with Shopify will include the GST. Disable this option to exclude GST from the unit price of items synchronised with Shopify. 
  • Automatically post paid and fulfilled orders: When this option is enabled, 'paid' and 'fulfilled' orders from Shopify will be automatically posted when imported into Wiise. Disable this option to import fulfilled orders as open sales orders in Wiise. 
  • Order prefix: (Optional) Applies a specified prefix to sales orders imported from Shopify. This field comes in handy when using multiple Shopify stores and helps differentiate between orders from different stores. The order prefix can be up to 7 characters long.

Inventory Synchronisation

  • Item Journal Batch: Shows the journal batch used to post item sales transactions from Shopify.
  • Phys. Inventory Journal Batch: Shows the journal batch used to post stocktake and reconciliation transactions from Shopify.

Customer Synchronisation

  • Taxable Customer Template: Shows the template that will apply when creating taxable customers. This is common when creating a domestic customer when an order is submitted online or through Shopify POS. 
  • Non Taxable Customer Template: Shows the template that will apply when creating taxable customers. This is common when creating a foreign/international customer when an order is submitted online.
  • Ship-to-Address Nos.: Shows the template that will apply when creating taxable customers.
  • Automatically Create Customer from Order: Enable this option to automatically create a new customer in Wiise (if that customer does not already exist) from imported Shopify orders. When this option is disabled, you'll need to specify a default online customer number which will be used for all imported Shopify orders.
  • Default Online Customer No.: The default customer number used on Sales Orders in Wiise for all imported online Shopify orders if the Automatically Create Customer from Order option is disabled.

Sales Synchronisation

  • Sales Order Nos.: Shows the number series used to create orders imported from Shopify.
  • Refund Order Nos.: Shows the number series used to create refund orders imported from Shopify.
  • Default Return Reason Code: Shows the reason code used for refund orders imported Shopify.
  • Cash Receipt Journal Batch: Shows the journal batch used to post payment transactions from Shopify. The selected journal batch must have a value in the Balance Account Number field. 
  • Custom Shipping Rate: Shows the custom shipping rates for Shopify POS Transactions.
  • Import Unpaid/Authorized Orders: Specifies whether a Shopify order with a payment status of 'unpaid' or 'authorized' is imported to Wiise. This will still create an open sales order, with the outstanding amount shown under the Sales Channel tab. 

How to resync store settings

When you change your Shopify store locations and shipping rates within the Shopify Admin portal, you'll need select Settings > Resync Store Settings so that Wiise can resync with Shopify and show the updated store locations and shipping rates. 

How to view locations

To view your Shopify store locations, select Settings > View Locations. There are a few key fields on this page:

  1. Make sure each Shopify store location is linked with the correct Wiise Location Code. This ensures all transactions made from the chosen Shopify store location are linked to the correct Wiise location.
  2. The Walk-in Customer No. field shows the customer that all your guest transactions from Shopify will be posted to. This is common for POS transactions where customer details may not be recorded. You might want to create a separate Walk-in Customer No. in Wiise for each Shopify store. 
    • Note: Shopify orders created via the Shopify Admin portal without a customer linked to the order will use the Walk-in Customer No. set up for that particular store location when the order is imported back to Wiise.  

How to view shipping rates

Shipping rates are created, calculated, renamed, and managed in the Shopify store. To create new shipping rates in Shopify:

  1. Head to the Shopify Admin portal, and select Settings > Shipping and delivery Manage Rates.
  2. Select Add rate then select Set up your own rates.
  3. For Shipping speed, select Custom flat rate
  4. Enter the name of the custom flat rate, price, and any other conditions for this shipping rate.
  5. When finished, select Done

When setting up Shopify using the setup wizard, Wiise will retrieve the shipping rates created in Shopify. You can view these later in Wiise by selecting Settings View Shipping Rates. This will open the Store Shipping Rates page. 

You'll need to link each Ship-to rate (retrieved from Shopify) with a Non-Stock Item No. in Wiise. You can choose to assign a separate item for each rate, or use the same non-stock item for multiple rates. 

The Price is also retrieved from the Shopify shipping setup. 

Each time an order is created through Shopify, the shipping rate applied will be based on the shipping rates in Shopify. Then when an order is imported to Wiise, the Shopify shipping rate description and price will be added to the order lines, linked with the Non-Stock Item No. 

How to update shipping rates

If you change the shipping rates in Shopify, you'll need to resynchronise with Wiise to copy across the latest changes. 

To resync the shipping rates in Wiise, select Settings > View Shipping Rates Resync Store Settings

Alternatively, from the Stores page, select your store, then select Settings > Resync Store Settings.

 

Maintenance page

How to re-authorise Wiise

If your Shopify API key, password, or version has changed, you'll need to re-authorise Wiise to update the link between Shopify. 

To re-authorise Wiise, first make sure the correct Shopify store is selected on the Stores page, then select Maintenance > Re-Authorise Wiise.

A pop-up will appear— enter your Shopify API key, API password, and API version. You can find these by logging into your Shopify Admin portal, and selecting Apps > Manage private apps.

How to create sales channels demo transactions

If you want to create demo transactions in Shopify, you must be in a Sandbox environment of Wiise.

To create demo transactions, select Maintenance > Create Sales Channels Demo Transactions

Wiise will create demo transactions based on the selected fields within Shopify. 

How to delete the transactions log

If you want to delete the transactions from your Shopify store and Wiise, select Maintenance > Delete Transactions Log

You can either delete the transactions log and outstanding orders or delete the transactions log only. 

Note: You can duplicate transactions between Wiise and Shopify after deletion.

How to delete a Store

If you want to delete the entire store from Wiise, select  Maintenance > Delete Store.

This will remove the Shopify store from the Stores page, disable the synchronisation with Wiise, and delete the external reference of historical transactions 

Note: Deleting the store can create duplicate transactions in Wiise if you recreate the store.

What ledger entries and documents are created when using Shopify?

When you use Shopify, the transaction will show in Wiise either on the Customer Ledger or in Documents in one of a couple of ways, explained here.

POS transactions against items

Wiise will create these documents:

  • One Posted Sales Invoice or one Posted Sales Credit Memo (refund)
  • One Posted Sales Shipment
  • One Customer Ledger Entry to record the payment
  • One General Ledger Entry to record the cash in the drawer (Sales Channels Cash Drawer Acc. field in the Customer Posting Group assigned to the Walk-in Customer No. of the corresponding store location); or one Bank Ledger Entry to record the credit card transaction (depending on the setup of your Cash Receipt Journal Batch in the Store Settings page)

The External Document No. field is used to record the original transaction ID in Shopify.

If the customer details are known when creating the transaction in Shopify (with an e-mail address or phone no.), the documents will be recorded against this customer. If the customer details aren't known, the documents will be recorded against the Walk-in Customer No. of the corresponding store location.

Online transactions against items

Wiise will create these documents:

  • One Sales Invoice or one Sales Credit Memo (refund)
  • One Customer Ledger Entry to record the payment
  • One Bank Ledger Entry to record the credit card transaction (depending on the setup of your Cash Receipt Journal Batch in the Store Settings page)

The External Document No. field is used to record the original transaction ID in Shopify.

If the customer details are known when creating the transaction in Shopify (with an e-mail address or phone no.), the documents will be recorded against this customer. If the customer details aren't known, the documents will be recorded against the Walk-in Customer No. of the default location assigned to the store.

POS transactions and online transactions (no items linked)

The same ledger entries and documents will be created. The item used is the Item No. for cash transactions of the corresponding store location (or the default location assigned to the store for online transactions).

POS transactions paid by cash

When the paid POS order is imported into Wiise, the system will automatically post the order and the cash receipt journal for the payment. The cash receipt posting will either:

  • Credit the Customer (if customer details are recorded on the order) and debit the clearing account chosen in the Customer Posting Group set up in the Sales Channels Cash Drawer Acc. field.
  • Credit the Walk-in Customer (if customer details aren't recorded on the order) and debit the clearing account chosen in the Customer Posting Group set up in the Sales Channels Cash Drawer Acc. field.

Note: We recommend having different Sales Channels Cash Drawer Acc. for each location.

POS & online transactions paid by credit card

When the paid POS/online order is imported into Wiise, the system will either:

  • Automatically post the order as a Posted Sales Invoice (if it's marked as fulfilled) and post the cash receipt journal for the payment. 
  • Create a Sales Order (if it's marked as unfulfilled) and post the cash receipt journal for the payment.

The cash receipt posting will either:

  • Credit the Customer (if customer details are recorded on the order) and debit the bank account set up in your Cash Receipt Journal Batch in the Store Settings page.
  • Credit the Walk-in Customer (if customer details aren't recorded on the order) and debit the bank account which is set up in your Cash Receipt Journal Batch in the Store Settings page.

Drawer cash withdrawal/deposit transactions

You can create Drawer cash withdrawal/deposit transactions by choosing a Cash Amount in Drawers for each location in the Post Cash From Drawers page in Wiise. Wiise will create these ledger entries:

  • One General Ledger Entry to record the withdrawal/deposit in the drawer (Sales Channels Cash Drawer Acc. field in the Customer Posting Group assigned to the Walk-in Customer No. of the corresponding store location)
  • One Bank Ledger Entry to offset the drawer transaction (depending on the setup of your Cash Receipt Journal Batch in the Store Settings page)

Stocktake transactions (from Wiise to Shopify)

A physical count is created in Shopify, which overwrites the current stock level for each item.

Stocktake transactions (from Shopify to Wiise)

A physical inventory journal is created in Wiise for each item. You'll be able to review the journal before posting it to track the wastage at your store locations.

How to manage your stock using Shopify

How to manage your stock using Shopify

Every time you sell items using Shopify, it will reduce the stock levels in Wiise too. So your stock levels should match in Shopify and in Wiise. If you find that your stock levels don't match, you can fix any differences from the Stores page. You can either do this for all store locations at once or reconcile inventory by store location.

To reconcile inventory for all locations at once:

  1. Start from the role centre and select Sales Channels and then Stores.
  2. Select your Shopify store from the list.
  3. Select Items & Inventory, and select Reconcile Inventory and then select the source of truth. 
    • If the stock levels do match, then no adjustments will show up when you select the Reconcile Inventory button.
    • If the stock levels don't match, Wiise will ask if you want to open the Physical Inventory Journal. This page shows the previous inventory count, the new inventory count, and the difference between the two. To finalise the changes, select Post/Print > Post

To reconcile inventory by location:

  1. From the role centre, select Sales Channels and then Stores.
  2. Select your Shopify store from the list, then select Settings > View Locations.
  3. Select the store location from the list, then select Reconcile Inventory and select the source of truth. 
    • If the stock levels do match, then no adjustments will show up when you select the Reconcile Inventory button.
    • If the stock levels don't match, Wiise will ask if you want to open the Physical Inventory Journal. This page shows the previous inventory count, the new inventory count, and the discrepancy between the two. To finalise the changes, select Post/Print > Post

Note: If you need to do manual inventory reconciliation during the day, make sure there are no pending transactions on any item that will be imported into Wiise and all items are synchronised with Shopify. If any item(s) in the Manage Store Items page requires synchronisation, you'll need to synchronise them before you can reconcile inventory.