Sync orders from Shopify to SAP Business ByDesign (add or update)

The sales manager of an eCommerce manufacturer must ensure that the orders from Shopify are synced as sales orders to SAP Business ByDesign. The approved orders are later used for fulfillment and invoicing.

Understand the flow

In the Shopify order to SAP Business ByDesign sales order (add or update) flow, the Get orders from Shopify export get the new orders on a scheduled basis created after the last flow run. 

The Lookup for SAP Business ByDesign sales order lookup finds the corresponding order in SAP Business ByDesign with order ID. 

• If an order is found in SAP Business ByDesign, the flow updates the existing order with edited details. The discounts, refunds, and other price components are re-calculated based on the edited Shopify order. 
  • If your Shopify order is already synced to SAP Business ByDesign and the order is edited in Shopify, the Lookup for sales order details from SAP Business ByDesign looks for the existing sales order details and line items to sync the edited order details to SAP Business ByDesign if the Sync Shopify edited orders to SAP Business ByDesign box (Settings > Order section > Order tab) is checked. The flow compares for the increase or decrease in line item quantity and adjusts the order amount. 
    • If matching line items are found with line ID, the line item quantity is updated in SAP Business ByDesign
    • If matching is not found, a new line is added to the SAP Business ByDesign sales order. 
• If an order is not found in SAP Business ByDesign, the flow creates a sales order with default status configured in your SAP Business ByDesign account. The success count is specified on the integration.io Dashboard.
• If the flow fails to create an order, an error message is displayed on the integration.io Dashboard.

The Lookup for SAP Business ByDesign customer looks for the customer record. If a customer is present on the Shopify order, the flow looks for the customer with email, and the same is considered. If the customer doesn’t exist, the flow checks for the default customer in Default SAP Business ByDesign customer if missing on Shopify order setting. The flow displays an error message if the default customer is unavailable. The Lookup for Shopify transactions looks for the Shopify transactions. The import posts the sales order to SAP Business ByDesign.

The Lookup to check sales order amount looks for the sales order and compares the order amounts in Shopify and SAP Business ByDesign. The Sync variance to SAP Business ByDesign sales order import syncs the variance to the SAP Business ByDesign sales order and the Create an external payment for Shopify order transactions import creates an external payment for the Shopify order transactions. The flow looks for the order variance and syncs the same to the sales order. This is a scheduled-delta flow.

Note: The recommended batch size for the Shopify order to SAP Business ByDesign sales order (add) flow is 1.

Configure the flow settings

1. Log in to your integrator.io account
2. Click on the Shopify - SAP Business ByDesign integration app tile.
3. Go to Settings > General.
4. In the Sync sales tax to SAP Business ByDesign as* setting, choose how to sync tax totals between SAP Business ByDesign and Shopify. You can either :
   1. Add total tax against a single line item on the order: Choose this option to sync the total against a single service line item on the SAP Business ByDesign sales order. If you select this option, select an item in the SAP Business ByDesign service item to track Shopify order taxes as a line item setting. OR
   2. SAP Business ByDesign calculates taxes using its own tax engine: Choose this option to instruct SAP Business ByDesign to calculate the taxes using its native tax engine based on the tax code and tax rate provided for an item.
5. In the Map payment methods setting, map the Shopify payment method to SAP Business ByDesign bank ID. You can provide only a one-to-one mapping.
6. Click Save.
7. Go to Settings > Order.
8. In the Default SAP Business ByDesign customer if missing on Shopify order setting, enter the internal ID of the default customer record to be assigned to the SAP Business ByDesign sales order record, if a corresponding customer is not available in SAP Business ByDesign. 
9. Check the Sync all orders against the default SAP Business ByDesign customer box if you want to assign a default SAP Business ByDesign customer to all orders. The customer provided in the Default SAP Business ByDesign customer if missing on Shopify order setting is assigned to all orders for this Shopify store.
10. In the Sync web orders to SAP Business ByDesign by Shopify order status setting, choose one or many Shopify order statuses from the list to sync the selected web orders to SAP Business ByDesign. 
11. In the Select SAP Business ByDesign sales unit setting, select the internal ID of the sales unit to be assigned to the SAP Business ByDesign sales order. The sales unit that you select determines the order payment. 
12. In the above setting, if you chose the value as Add total tax against a single line item on the order, in the Select SAP Business ByDesign item to track Shopify order taxes as a line item setting, choose an SAP Business ByDesign item to track your Shopify order total sales tax. The selected item is added as a line item on the SAP Business ByDesign sales order.
13. Check the Sync Shopify edited orders to SAP Business ByDesign box to sync the Shopify edited orders to SAP Business ByDesign. 
14. Click Save.

Run the flow

Prerequisite: The items must be in sync in the Shopify and SAP Business ByDesign accounts. 

1. Go Flows > Order.
2. Next to the Shopify order to SAP Business ByDesign sales order (add or update) flow, use the toggle button to enable the flow.
3. If you run the flow for the first time, a delta flow pop-up window is displayed. This helps you to sync the historical orders.
   1. Automatic: Choose this option to process and sync data from the last flow run time OR
   2. Custom: Choose this option to select a custom start date and time from when you wish to process and sync data.
      
      
4. Click Run.

You can see the flow status in the integrator.io Dashboard.

Understand the SAP Business ByDesign and Shopify order records

In the below Shopify order, you can find the order details before and after editing. 

Shopify order (before and after order edit)

SAP Business ByDesign order

In the below screenshot, you can find the order line item details such as product, product description, the edited quantity, reason for rejection, eTail order line ID, and eTail order line tax. 

SAP Business ByDesign order item details