Creating and Managing a Shopify Store

Shopify is a leading all-in-one e-commerce platform that simplifies the process of creating and managing online orders. With a Goflow integration to Shopify, you can manage:

• Merchant Orders
• POS Orders
• Inventory by Location

Connecting a Shopify Store

To connect a Shopify store, follow these steps:

1. From the left sidebar, go to Directory › Stores.
2. In the upper right-hand corner, click New Store.
3. Search for and select Shopify.
4. Enter the Shopify app credentials. Use the help link to find instructions on how to get Shopify app keys.
5. Click Save to complete the store setup.

Review additional guidance on general store options.

Mapping Shopify Locations

Upon connecting a Shopify store, Goflow automatically imports your Shopify locations to the list of Store Warehouse Codes. Map each Shopify location to the corresponding warehouse in Goflow. This mapping ensures accurate shipment notifications to Shopify and importing of POS orders to the correct warehouse.

To update the list of Shopify locations, click the Refresh Store Warehouse Codes button.

To map warehouse locations, follow these steps:

1. From the left sidebar, go to Directory › Stores, and open the Shopify store.
2. On the Shipment Warehouses card click Add Shipment Warehouse.
3. From the Fulfillment Warehouse dropdown select the Goflow warehouse.
4. From the Store Warehouse Code dropdown choose the corresponding Shopify location.
5. To associate multiple Goflow warehouses with a single Shopify location, click the plus icon next to Fulfillment Warehouse.
6. Click the Save button to complete the warehouse mappings.

Managing Shopify Merchant Orders

Manage Shopify merchant orders in Goflow by configuring how orders are imported and processed. You can:

• Control which orders to import
• Automatically apply order details
• Manage fraud analysis
• Manage capturing payments
• Associate orders with accounting customers

Importing Shopify Merchant Orders

To enable importing of Shopify merchant orders, follow these steps:

1. From the left sidebar, go to Directory › Stores, and open the Shopify store.
2. On the top side card, click the pencil icon to edit the Orders Import setting.
3. Set Orders Import to Enabled.
4. Choose a starting date for importing orders.
5. Select the order Financial Statuses to import.
6. Specify the Shopify order tags to import.
7. Click the Save button to apply the order import settings.

Selecting the Order Financial Status

The Shopify financial status indicates the payment state of an order—whether it has been paid, authorized, or remains unpaid. Depending on your Shopify settings, payment may be collected at checkout or at the time of shipping. If you manage a wholesale store and plan to invoice customers separately, it often makes sense to import orders even if they don’t yet have payment information.

Select the financial statuses you want to import:

• Paid – Orders that have been fully paid.
• Authorized – Orders with payment authorization but no captured funds.
• Pending – Orders without any payment authorization.
• Partially Refunded – Orders where items were removed and refunded after payment.
• Partially Paid – Orders where additional items were added after initial payment. The added items are authorized but not yet paid.

Selecting the Order Fulfillment Status

The Shopify fulfillment status indicates whether an order has been fulfilled, partially fulfilled, or remains unfulfilled. Digital items which are fulfilled electronically and may cause an order to appear as fully or partially fulfilled.

By default, Goflow imports both unfulfilled and partially fulfilled orders as fully open orders. Contact Goflow Support to change this setting.

Selecting Order Tags to Import

You can install custom apps or plugins in your Shopify backend that automatically apply tags to orders based on specific workflows or business logic. Use these tags to restrict which orders are imported into Goflow. For example:

• Upsell – Import only orders with a tag indicating the shopper was already offered an upsell opportunity. This helps ensure you're importing only finalized orders.
• Channel Filter – Exclude orders with a TikTok tag for example, since those are already imported through a direct Goflow–TikTok integration.

You can specify multiple tags and choose one of two options: include orders that contain any of the selected tags, or exclude orders that contain any of the selected tags.

Automatically Apply Order Details

Configure your Shopify store settings to have Goflow automatically apply the following details when orders are imported:

• Set the ship-by date
• Apply Order Tags

To update Shopify store settings, follow these steps:

1. From the left sidebar, go to Directory › Stores and open your Shopify store.
2. Click the pencil icon next to the Settings card.
3. Make your changes, and click the Save button.

Setting a Ship By Date

Shopify does not include a ship-by date on orders, but you can define one in Goflow. Use the Ship Order Within setting to specify the number of days after the order date by which the order must be shipped. For example, if the order date is 04/01/2024:

• Same-Day Shipping – Enter 0 to set the ship-by date to the same day: 04/01/2024.
• Next-Day Shipping – Enter 1 to set the ship-by date to the following day: 04/02/2024.

Including a ship-by date on all orders helps streamline the picking workflow by clearly indicating when each order should be processed.

Importing Order Tags

You can install custom apps or plugins in your Shopify backend that automatically apply tags to orders based on specific workflows or business logic. Goflow can mirror these tags by applying the same tags as the orders have on Shopify. Use the Import Order Tags setting to specify which tags Goflow should copy from Shopify.

To apply tags during import, they must already exist in your Goflow account.

Importing Order Notes and Comments

Goflow automatically imports order notes and any comments added to the Additional Details section of the order in Shopify. Both import to the Notes section of the Goflow order. The key difference between the two is how they are displayed and whether they are included on the packing slip:

• Customer Notes – Notes are messages left by customers during checkout. These are imported into Goflow as public notes and will print on the order packing slip. Customer notes often include delivery instructions or other preferences.
• System Comments – Comments are additional order details added by the Shopify admin or through the use of custom plugins. Goflow imports them as private notes, meaning they are for internal use only and will not print on the packing slip. Comments are displayed as key-value pairs and are limited to 1,000 characters.

Managing Shopify Fraud Analysis

Fraud Analysis is a built-in Shopify feature designed to help merchants assess the risk level of incoming orders and detect potentially fraudulent activity.

Contact Goflow Support to enable fraud analysis.

Capturing Funds

If your Shopify settings are configured to collect payment upon fulfillment, and you've set to import authorized orders, Goflow can instruct Shopify to capture payment when the shipment notification is sent.

To enable capturing funds, follow these steps:

1. From the left sidebar, go to Directory › Stores and open your Shopify store.
2. Click the pencil icon next to the Settings card.
3. Check Capture Funds, and click the Save button.

Payment capturing must also be enabled in your Shopify settings. To manage this, follow these steps:

1. Log in to your Shopify admin portal.
2. Go to Settings › Payments › Payment capture method
3. Click Manage to adjust the setting.

For split orders with multiple shipments, Goflow captures payment only for the items that have been fulfilled. The remaining balance remains authorized until the remaining items are shipped.

If the authorization has expired or there is an issue charging the customer’s card, Goflow will stop the order from being shipped. This safeguard ensures that goods are not shipped without securing payment.

Associating Orders with Customers

If you have accounting software connected to Goflow, you can control how Shopify orders are associated with accounting customers. Choose one of the following options:

• Channel Customer – All Shopify orders are associated with a single accounting customer. The customer on the order does not affect accounting.
• Direct Customers – Each Shopify order is associated with the customer who placed it. This option is useful for Shopify stores operating as wholesale.
• Mixed – Some orders are from retail customers, while others are from wholesale customers. Use Shopify tags to distinguish between the two.

To configure how orders are associated with customers, follow these steps:

1. From the left sidebar, go to Directory › Stores, and open your Shopify store.
2. On the Accounting card, click Add Accounting Settings.
3. Under Accounting Customer, choose the appropriate option:
   • Direct Customers – Select Customer on Order.
   • Channel Customer – Select Shopify, and enter the accounting customer to use for all Shopify orders.
   • Mixed – Select Shopify unless tagged. Enter the accounting customer to use retail Shopify orders, and specify the Shopify tag that identifies wholesale orders to be associated with their individual customers.
4. Update other accounting invoice settings.
5. Click Save to apply your settings.

Handling Shopify Order Errors

Shopify orders with missing or incomplete data will import into Goflow with an Error status. Below are common issues and how to resolve them:

• Missing SKU – Each order line must include a valid Shopify SKU. Occasionally, products are added in Shopify without a proper SKU, preventing the order from being mapped to a product in Goflow. To Resolve: Update the order in Shopify by adding a SKU, then reimport the order into Goflow.
• Missing Address – Shopify’s Basic plan or lower tiers do not include full customer details, such as shipping address information, which are required for processing in Goflow. To Resolve: Upgrade your Shopify plan to a tier that provides full access to customer data. After upgrading, reimport any affected orders into Goflow.

Importing Shopify POS Orders

A Point of Sale (POS) order is an order created through a point-of-sale terminal, typically used in physical retail locations. Unlike merchant orders, POS orders are handled directly in-store, often with immediate payment and fulfillment. However, some POS orders may be processed with the promise of later shipment, depending on the item availability or fulfillment process.

To import Shopify POS orders into Goflow, enable POS Orders Import on the Status card in your Shopify store in Goflow. Select the Fulfillment Status that POS orders must have to be imported into Goflow. You can select any or all of the following options under In Order Status:

• Fulfilled - Orders that are fully fulfilled at the point of sale and do not require further fulfillment.
• Unfulfilled - Orders entered through a point-of-sale terminal, but which still need to be fulfilled from a warehouse.
• Partially Fulfilled - Orders where some items were fulfilled at the store location, but the remainder still needs to be shipped.

Unfulfilled and partially fulfilled POS orders are imported into Goflow as regular merchant orders. For partially fulfilled orders, all items, including those already fulfilled, are imported as part of an open merchant order.

Managing Shopify Fulfilled POS Orders

Fulfilled Shopify POS orders require no further processing in Goflow. These orders are primarily imported to balance POS inventory and for reporting and analytics purposes. To find fulfilled POS orders in Goflow, filter the main orders page by selecting Fulfilled By and then choose Store. The following points highlight the differences between Fulfilled Shopify POS orders and Shopify merchant orders:

• Warehouse - POS orders are imported into the Goflow warehouse mapped to the corresponding Shopify POS location. If the POS location is not mapped, the order will be assigned to a warehouse based on the standard Fulfillment Warehouses settings for merchant orders.
• Address - Fulfilled POS orders do not require a shipping address. If no address is provided, the order will display Address details not provided in the address field.
• Status - POS orders are imported as Shipped. However, if the listing is not yet mapped, the order will remain Review until mapping is completed.