Initial Configuration: To Configure the Store Connection

In this activity, you will learn how to perform the initial configuration of the synchronization between MYOB Advanced and the Shopify store.

Story

Suppose that the SweetLife Fruits & Jams company wants to sell jam in its online store deployed on the Shopify platform. SweetLife has already connected MYOB Advanced and its Shopify store. As SweetLife's implementation consultant, you need to perform the minimum configuration required for synchronization of data between MYOB Advanced and the Shopify store.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • On the Enable/Disable Features (CS100000) form, the Retail Commerce and Shopify Connector features have been enabled.
  • On the Customer Classes (AR201000) form, the ECCUSTOMER customer class has been defined.
  • On the Numbering Sequences (CS201010) form, the ECCUSTOMER numbering sequence has been defined,
  • On the Customers (AR303000) form, the ECOMGUEST customer record has been created.
  • On the Non-Stock Items (IN202000) form, the REFUNDAMT non-stock item has been defined.
  • On the Item Sales Categories (IN204060) form, the Other sales category has been created.
  • On the Order Types (SO201000) form, the EO - eCommerce Order has been defined based on the SO order template.
  • On the Ship via Codes (CS207500) form, the SWEETSHIP ship via code has been created.
  • On the Cash Accounts (CA202000) form, the 10250ST cash account has been configured for the RETAIL branch and the USD currency.
  • On the Payment Methods (CA204000) form, the ONLINE payment method has been set up to be used with the 10250ST cash account.

Process Overview

On the Shopify Stores (BC201010) form, you perform the minimum configuration of the settings required for the synchronization of data between MYOB Advanced and the Shopify store.

System Preparation

Before you start this activity, do the following:

  1. Make sure that you have completed the following activities:
  2. Sign in to the MYOB Advanced instance with the U100 dataset preloaded by using the following credentials:
    • Username: gibbs
    • Password: 123

Step 1: Activating the Needed Entities

Do the following to specify the entity settings:

  1. On the Shopify Stores (BC201010) form, open the SweetStore - SP store.
  2. On the Entity Settings tab, select the Active check box in the table for the following entities:
    • Customer
    • Stock Item
    • Sales Order
    • Payment
    • Shipment

    Leave the default settings of the activated entities as they are.

Step 2: Specifying the Customer Settings

To specify the settings that will be used by default for importing customers from the Shopify store to MYOB Advanced, do the following:

  1. While you are still viewing the Shopify Stores (BC201010) form, open the Customer Settings tab.
  2. In the Customer section, select the following values:
    • Customer Class: ECCUSTOMER

      This is the default customer class based on which customer records will be created in MYOB Advanced for customers imported from the online store.

    • Customer Auto-Numbering: ECCUSTOMER

      This numbering sequence has been configured in MYOB Advanced to automatically generate identifiers for customer records imported from the Shopify store.

Step 3: Specifying the Order Settings

To specify the order-related settings, do the following:

  1. While you are still viewing the Shopify Stores (BC201010) form, got to the Order Settings tab.
  2. In the General section, set Branch to RETAIL.

    The RETAIL branch will be inserted by default in sales orders imported from the SweetStore - SP store.

  3. In the Order section, select the following options:
    • Order Type for Import: EO - eCommerce Order

      This order type has been configured specifically for sales orders imported from Shopify stores.

    • Refund Amount Item: REFUNDAMT - eCommerce Refund Amount Item

      This non-stock item is used as a dummy product to reflect refunded amounts in sales orders and return orders for refunds initiated in the Shopify store. Although the Refund Amount Item box is required and you need to specify its value during the initial setup, it will only be used during the configuration and processing of refunds, which is described in Importing Non-Card Refunds and Importing Card Refunds.

    • Tag Ext. Order with ERP Order Nbr.: Selected.

      With this check box selected, for each order imported from the Shopify store to MYOB Advanced, two tags will be added in the Shopify store—ERP and a tag with the order number assigned to the order in MYOB Advanced.

  4. In the Taxes section, leave the Tax Synchronization check box cleared.

    For simplicity, you do not need to configure the synchronization of taxes at this point.

  5. On the form toolbar, click Save to save your changes.

Step 4: Specifying the Shipping Settings

To map the shipping methods defined in Shopify with the ship via options defined in MYOB Advanced, do the following:

  1. While you are still viewing the Shopify Stores (BC201010) form, go to the Shipping Settings tab.

    Notice that the system has automatically added a row for each shipping option defined in the Shopify store.

  2. In the table of this tab, in the rows of the Domestic store shipping zone, specify the settings described in the following table.
    Active Store Shipping Zone Store Shipping Method Ship Via Shipping Zone Shipping Terms
    Selected Domestic Standard SWEETSHIP Leave empty Leave empty
    Selected Domestic Economy SWEETSHIP Leave empty Leave empty

Step 5: Reviewing the Payment Method Mapping

If you want to import payments based on a particular payment method activated in the Shopify store to MYOB Advanced, you need to map the payment method to a corresponding payment method configured in MYOB Advanced. To configure the payment method mapping, do the following:

  1. While you are still viewing the Shopify Stores (BC201010) form, go to the Payment Settings tab.
  2. In the table of this tab, add a row, and in the added row, map the payment method set up in the Shopify store with the payment method activated in MYOB Advanced as follows.
    Active Store Payment Method Store Currency ERP Payment Method Cash Account Release Payments
    Selected MANUAL USD ONLINE 10250ST Cleared

    With these settings, the payments for orders created with the manual payment method in the Shopify store will be imported to MYOB Advanced for further processing. In imported sales orders and payments made with this payment method, the mapped payment method, ONLINE, will be displayed. For simplicity, you do not need to map any other payment methods at this time.

  3. On the form toolbar, click Save to save your changes.

Now that the initial configuration is complete, you can move on to synchronize your data for the first time. For information on data synchronization, see Data Synchronization: General Information and Data Synchronization: To Perform the First Synchronization.