Tutorials

Documentation of tracezilla

Shopify integration

tracezilla has a built-in Shopify integration. Shopify is an e-commerce platform for webshops. With the Shopify integration you can manage your inventory in tracezilla. This way, your inventory will automatically be adjusted by daily collective orders, when products are sold on your Shopify webshop.

 

Connect to Shopify

The connection is established between the two systems via an API key.

The API key is generated in Shopify in the Shopify admin. You will find a tutorial to the initial setup in Shopify here or by clicking the text Read more… in the application.

Then do the following:

  1. Insert your Shop Url.
  2. Paste the API key from Shopify. In Shopify it is called “Admin API access token” and can be seen by clicking Reveal token once. Remember to write it down in a safe place where you can find it again.
  3. Click Save. Then click Connect.

 

 

The following steps are in tracezilla.

Step 1: Add a webshop partner

  1. Click Partners in the top menu.
  2. Click Add partner in the upper right corner.
  3. Enter a name in the field Partner Name, e.g. Webshops. You can have more than one webshop as a partner location.
  4. Select Default currency. This should match the default currency of your webshop.
  5. Select Preferred language. This must be enabled in your company settings before you can select the language. Read how to activate a language here.
  6. You can type in the VAT ID, contact informations and web address (optional).
  7. In the tab Prices, conditions… set Default payment terms to custom. You can type in a text below e.g. Shopify.
  8. Click Save and Add location.
  9. Name the location after the webshop in the field Location name. As a minimum to add the location, you must fill in Location name and Country.
  10. Click Save.

 

Step 2: Add a webshop warehouse location to your own partner profile

You must add a separate webshop warehouse location to your own partner. This is the location from which the lots are selected for webshop orders. Lots must then regularly be transferred to this location, as desribed further down this tutorial.

  1. Click Partners in the top menu.
  2. Find your company partner. You can use the filters on the left to search for your company name.
  3. Click the partner to go to your partner profile.
  4. Click Add location in the lower right corner.
  5. Fill in Location Name e.g. webshop warehouse and Country as a minimum.
  6. Click Save to create the webshop location.

 

Step 3: Create SKU tag

To connect SKUs to your webshop, all relevant SKUs must be added a tag.

  1. Click the company name in the upper right corner, and select Company Settings in the drop-down menu.
  2. Click Tags in the menu Structures and Classifications.
  3. Click Add new in the upper right corner.
  4. Enter a tag Name, e.g. Shopify.
  5. Select a Color Code (optional).
  6. Tick the box by Stock Keeping Units.
  7. Click Save.

 

Step 4: Connect Shopify to tracezilla

  1. Click your company name in the upper right corner, and select Company settings in the drop-down menu.
  2. Click Built-In Integrations in the subsection Extensions & Integrations.
  3. Click Connect and configure for Shopify.
  4. Enter the name of the webshop in the field Memo.
  5. Enter the webshop URL of the Shopify webshop.
  6. Select Yes by Always create order lines without traceability.
  7. For both Create daily accumulating orders from webshop and Update inventory levels in webshop you can start out selecting No untill you have moved lots to your webshop location. Then, when all is set, you can select Yes. This will set off creating the daily summarized orders in tracezilla, and your inventory will be updated by the hour.
  8. Click Connect at the bottom. This enables filling in the rest of the information.
  9. Select the Shop inventory location. This is only an option after you have typed in the webshop URL.

  10. You can automatically have an invoice created for your summarized orders, which are transferred to e-conomic. Then select Yes in the drop-down menu for Create invoices when finishing daily summarized orders.

    NB: It can be advantageous to set up a rule to prevent these invoices from being transferred to your accounting system. This way, the invoices can be used as documentation for your excise duties report without being included in your financial accounts. Contact tracezilla’s support by email support@tracezilla.com

  11. Select your new webshop partner (created in Step 1) in the field Webshop Customer Partner/Location.
  12. Select your own company profile in the field Pick From Warehouse Partner/Location. Select your webshop warehouse location (added in Step 2).
  13. Select the SKU tag added in Step 3 in the field Upload SKUs with the following tag to the Catalog.
  14. You can enter Vendor tags added to SKUs to appear under Vendors in Shopify
  15. You can enter Product type tags added to SKUs to appear under Product types in Shopify.
  16. Select Yes in the field Enable this integration.
  17. Click the button Connect.
  18. You can add another webshop by clicking Add another shop. When all is set, click Save configuration.

 

Step 5: Add tag to SKUs

To upload your product catalog to your Shopify webshop, the SKU tag created in Step 3 must be added to the relevant SKUs.

  1. Click Warehouse in the top menu, and select Stock Keeping Units in the the drop-down menu.
  2. Use the filters on the left to find the relevant SKUs.
  3. Tick the box by the SKUs you wish uploaded to your Shopify product catalog.
  4. Click Bulk actions, and select Add tag in the drop-down menu.
  5. Select the specific tag.
  6. Click Yes, confirm!

 

Step 6: Send catalog to Shopify

If you have no products in your Shopify webshop yet, you can easily upload a product catalog.

  1. Click Warehouse in the top menu, and select Stock Keeping Units in the drop-down menu.
  2. Click Send catalog to Shopify in the upper right corner. It is not necessary to mark any SKUs. The system will automatically upload all SKUs with the tag added in Step 5.

    Please notice, when uploading a large number of SKUs, the process can take a couple of minutes.

If you already have products in your Shopify webshop, it is possible that some SKUs must be altered as described in step 7. If not, go to Step 8.

 

Step 7: Edit Skus for the webshop

Please notice! If you already have products in your Shopify webshop, which have different SKU codes than in tracezilla, or if a product is sold in pcs in the webshop, but is set up in kolli in traczilla, you must do the following:

  1. Click Warehouse in the top menu, and select Stock Keeping Units in the drop-down menu.
  2. Click the arrow on the right of the SKU, and select Configure.
  3. Go to the tab Partner Relations.
  4. Type in the name of the webshop partner.
  5. Tick off the box by C for customer.
  6. Enter the webshop’s SKU code for the product in the field SKU code name (pcs).
  7. Perform the above-mentioned step for every SKU you sell in the webshop. You can add tags to the SKU as you go along. The tags can make it easier to sort out the SKUs related to the webshop. Read more about tags here.

 

Step 8: Add stock to the webshop warehouse

When the integration is enabled, a daily summarized order will be generated automatically, and lots will automatically be adjusted on the webshop warehouse location. You must move goods to this location regularly. This is done by warehouse orders.

  1. Click Warehouse in the top menu, and select Move Goods in the drop-down menu.
  2. Click Create Warehouse Order in the upper right corner.
  3. Select your company name and your webshop location in the field Deliver to partner.
  4. Select your company name and your warehouse location e.g. your primary warehouse in the field** **Pickup from partner.
  5. It is important that you tick off the box where it says** **Take out lots for inventory without traceability.
  6. When you have created the order, you can go to the banner Moved Lots and click Add Lot Line.
  7. Start typing the SKU name and select the SKU from the list.
  8. Choose in the drop-down how you wish to select the lots.
  9. Type in the quantity you want to move.
  10. Click Save. You can add another lot line to the order or you can choose to Close window.
  11. When you have finished the order, you can move the goods by clicking Receive Order.

 

More about the integration

  • The integration synchronizes once every hour.

  • If you want to view your warehouse stock, go to Warehouse in the top menu and click Lots in the drop-down menu. Use the filter to the left called Partner Location to search for the webshop warehouse. Click Apply to get an overview of your goods in the webshop warehouse.

  • When customers purchase goods from your webshop, tracezilla will create summarized orders with status as a draft. A new order will be created every day. When the status is changed from draft to order, a new sales order will be created and then you can select lots for the order. The order in tracezilla will correspond to the orders in the webshop regarding SKUs, quantity and price. If a SKU is sold on the webshop and there is not any lots in the warehouse, a red comment will appear. Then you need to move some lots to the webshop warehouse.

  • You can view the summarized sales orders by clicking Sales in the top menu and click Orders in the drop-down menu.

  • 3 days after a summarized order is created, the order will automatically be finished in the tracezilla application. If Yes is entered by Create invoices when finishing daily summarized orders, an invoice will be created, thereby including the order in the quantity declaration report. Remember, if you click Confirm order the sales order will not automatically be finished. If an order is confirmed you must finish it manually by clicking Finish (no invoice) or by creating an invoice.
  • Notice! It is important that a SKU name in tracezilla is an exact match to the name in Shopify for the integration to work. If this is not possible, se Step 7.

 

Outline