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Creating and Managing Stores in Goflow

Goflow offers a plethora of store integrations, with more continually being added. Stores vary in their method of connection, supported functionalities, and inventory and order processing specifications. Despite the unique features of each store, there are shared commonalities across all stores. The objective of this article is to provide users with a streamlined understanding of the common features applicable to all stores.

Connecting a Store to Goflow

The process of connecting a store to Goflow varies based on the channel type. There are three categories:

In all three categories, it is typically the seller's responsibility to initiate the relationship with the channel and complete the necessary contractual agreements. Connecting a store to Goflow is possible only after the seller has been approved by the channel.

Creating a New Self-Service Store

To create a new store in Goflow, follow these steps:

  1. From the left sidebar, go to Directory › Stores.
  2. In the upper right-hand corner, click on New Store.
  3. Use the Search box to find the desired channel.
  4. If multiple integrations exist for the selected channel, select the desired region and sector. For example, select the US region and the marketplace sector.
  5. Name the new store.
  6. Enter a fulfillment warehouse.
  7. Enter store addresses.
  8. Select the store default currency.
  9. Save the new store.
  10. Finally, proceed to store authorization.

Naming a New Store

Store names in Goflow are for internal reference only, and do not have to match the seller name with the channel. Each store name must be unique within Goflow; multiple stores cannot share the same name. For clarity and consistency, it is recommended to incorporate both the channel name and the shop name in the name of the store.

For example, if you are creating a Shopify store for the shop Reliable Deals, use the format Shopify Reliable Deals. This approach leaves room for other Shopify stores, as well as for other channel stores with the Reliable Deals brand, to adopt the same naming convention.

Store names are permanent and cannot be changed. Plan ahead when considering the name of a new store.

Entering Store Addresses

Enter the addresses that this store will use. You can enter a different address for each of the three distinct purposes:

Use the Copy from other address button to save yourself from having to retype the same addresses again.

The shipping label return address is used for shipping labels created for orders. The address that's printed on shipping labels created for returns is managed on the returns page, and is not controlled by this store address.

Certain dropship channels mandate that all shipping documents display their address. For these channels, the shipping label return address cannot be changed.

Store address can be updated at any time, allowing you to make changes as necessary.

Selecting the Store Default Currency

Select the currency that will serve as the default for manually entered orders or those imported through an upload file. Having the correct order currency is important for accurate profit and loss reporting.

The currency setting only applies to manual orders. Imported orders always maintain the currency provided by the channel, regardless of the store default currency.

The default currency can be updated at any time, allowing you to make changes as necessary.

Authorizing a Self-Service Store

After creating a store, proceed to authorize it. Authorization is the process of connecting your channel account to the Goflow store. There are two methods of authorization: OAuth and manual entry of credentials. You will use either one of the two methods, depending on the channel type.

For channels using OAuth, follow these steps:

  1. Find the Connection card on the store page.
  2. Ensure that you are logged-in to the correct store account. This is especially important if you have multiple accounts for the same channel.
  3. Click on Authorize to be redirected to a channel page, and to grant the necessary permissions.

For channels using credential entry, follow these steps:

  1. Find the Connection card on the store page, and click the pencil icon to edit.
  2. Click on Where Do I Get These for instructions on how to obtain the required credentials.
  3. Enter the credentials and Save.

After successful authorization, a purple label connected is displayed in the Connection card.

Managing Store Settings

Manage an array of store settings related to orders, shipments, listings, inventory, addresses, and invoices. To update store settings, follow these steps:

  1. From the left sidebar, go to Directory › Stores.
  2. Click on a store to open it.

On the store page, various cards are available. Click on a specific card to manage one of these settings:

Enabling Order Imports

Enabling order imports allows Goflow to automatically import your orders from the channel. Order imports occur at regular intervals, typically every few minutes, during which all new orders are imported to Goflow.

To enable order imports, follow these steps:

  1. Locate the Orders Import setting on the Status card.
  2. Click on the pencil icon to edit.
  3. Update the settings to Enabled.
  4. Select the start date for importing orders, and Save.

Accounts in the onboarding stage, or those currently processing orders through another app, should refrain from enabling order imports until they've cleared it with their onboarding representative and are ready to start processing orders in Goflow. This precaution ensures a smooth transition and prevents the inadvertent import of orders not intended for processing in Goflow.

Managing Store Shipping Accounts

Store shipping accounts determine which carrier account is used for shipping orders. If you have multiple carrier accounts, you can specify to use different accounts for different warehouses. To manage store shipping accounts, follow these steps:

  1. Find the Shipping Accounts card on the store page.
  2. Click the pencil icon to edit, or click on + Add Shipping Account.
  3. Select the carrier from the dropdown menu.
  4. Optionally, Add one or multiple associated warehouses.
  5. Select a carrier account.
  6. To add another account along with its warehouse association, click on + Add Warehouse.
  7. To add another carrier along with its account - warehouse associations, click on + Add Carrier.
  8. Finally, click Save to apply your changes.

Specifying warehouses is optional. By default, a carrier account is associated with all warehouses. Specifying warehouses is necessary only if you intend to use different accounts for different warehouses.

The user will not be able to create a shipping label unless a carrier account is associated with the order warehouse.

Setting an Invoice Prefix

For supported channels, Goflow automatically sends an invoice after an order ships. The invoice number is an all-numeric sequential number assigned by Goflow.

To prevent conflicts and duplicate invoice numbers resulting from past channel invoices, you can add an optional prefix to ensure uniqueness. By default, Goflow sets the prefix to G, but you can customize or remove it to suit your business needs.

Invoice numbers are always the same for both store and accounting invoices. The invoice prefix setting also determines the accounting invoice number.

Activating and Deactivating a Store

When terminating business operations with a channel, you can deactivate the store in Goflow. Marking a store as inactive allows Goflow to cease pulling orders and listings from that channel. To deactivate store, follow these steps:

  1. Find the status setting on the Status card.
  2. Click the pencil icon to edit, and set the status to Inactive.
  3. Optionally, check Show in Filters.
  4. Save the updates.

The Show in Filters setting determines whether you can still filter for this store in sales reports, or on the orders and listings pages. Uncheck this option if you no longer wish to view or engage with this store at all.

When resuming operations with a channel, you can reactivate the old store. Visit the Connection card, if reauthorization is required.

If Goflow encounters an unauthorized error from the channel, it will automatically disconnect the store. When a store gets disconnected, an email notification is sent to the user, and an alert is displayed on the Goflow dashboard. Disconnection allows Goflow to alert you of the problem, and to temporarily pause sending shipment notifications until the issue is resolved.

To resolve the disconnection problem, take one of these three actions:

Stores remaining disconnected for 30 days without any action will automatically be deactivated.