Initial Configuration: To Prepare the MYOB Advanced Instance

In this activity, you will go through the settings that need to be specified in the MYOB Advanced instance before you set up the connection to the Shopify store.

Story

SweetLife Fruits & Jams is planning on opening an online store built on the Shopify platform. The warehouse from which the goods will be shipped is based in New York. The company maintains the prices of its products in United States dollars and delivers products across New York by using the company's own vehicles. As an implementation consultant helping SweetLife to implement the integration between Shopify and MYOB Advanced, you want to make sure that the features required for the e-commerce functionality are enabled and the necessary entities are created and configured in the MYOB Advanced instance.

Process Overview

The MYOB Advanced instance with the U100 dataset already contains most of the settings and data that you will need to specify when you start configuring the store connection. In this activity, you will review the following settings or entities on the following forms of the MYOB Advanced instance:

  • Enable/Disable Features (CS100000) form: The features that have been enabled to support e-commerce functionality
  • Customer Classes (AR201000) form: The customer class for the customers imported from the Shopify store
  • Numbering Sequences (CS201010) form: The numbering sequences to be used for generating the identifiers for new customers and customer locations imported from the Shopify store
  • Customers (AR303000) form: The customer account to be used for guest orders (orders placed by unregistered users) in the online store
  • Order Types (SO201000) form: The order type to be used for orders imported from the Shopify store, and the order type to be used for handling returns of online purchases
  • Ship via Codes (CS207500): The carrier to be used for handling shipping
  • Cash Accounts (CA202000): The cash account to be used for e-commerce orders
  • Payment Methods (CA204000): The payment method to which payment methods from the Shopify store will be mapped

System Preparation

Sign in to the MYOB Advanced instance with the U100 dataset preloaded by using the following credentials:

  • Username: gibbs
  • Password: 123

Step 1: Enabling the Needed Features

To make sure the needed features for e-commerce functionality have been enabled, do the following:

  1. Open the Enable/Disable Features (CS100000) form.
  2. Make sure that the following features are enabled:
    • Inventory
    • Business Account Locations
    • Retail Commerce
    • Shopify Connector

    If any of these features is not enabled, click Modify on the form toolbar, select the check box that activates the feature, and click Enable on the form toolbar.

    Note: Depending on the setup of your Shopify store and the inventory and order management processes in your company, you might need to enable additional features. For more information, see Initial Configuration: Implementation Checklist.

Step 2: Reviewing the Customer Class for Customers Imported from Shopify

During the process of establishing and configuring the connection between MYOB Advanced and the Shopify store, you will need to specify the customer class that will be assigned to customer records imported from the Shopify store and that will provide the default settings for the imported customers. You can use an existing customer class or create a new one with a different set of default settings to be used specifically for online customers. In the instance with the U100 data preloaded, a dedicated customer class for online customers has already been created.

To review the customer class that will be used for customers imported from the Shopify store, do the following:

  1. Open the Customer Classes (AR201000) form.
  2. In the Class ID box, select ECCUSTOMER.

    In a subsequent activity, you will specify this customer class in the store settings so that the system will use the settings of this customer class to populate customer records for new customers that will be imported from the Shopify store to MYOB Advanced.

Step 3: Reviewing the Numbering Sequences for Customers and Customer Locations

To review the numbering sequences that MYOB Advanced will use to assign identifiers to customers and customer locations (addresses) imported from the Shopify store, do the following:

  1. Open the Numbering Sequences (CS201010) form.
  2. In the Numbering ID box, select ECCUSTOMER.

    Review the settings of the numbering sequence that will be used to automatically generate the identifiers of the customers imported from the Shopify store to MYOB Advanced. With these settings, these customers will be assigned identifiers that start with the letter C followed by a numerical portion.

  3. In the Numbering ID box, select ECLOCATION.

    Review the settings of the numbering sequence that will be used to automatically generate the identifiers of the customer locations imported from the Shopify store to MYOB Advanced. With these settings, these customer locations will be assigned identifiers that start with the letter L followed by a numerical portion.

In a subsequent activity, you will specify these numbering sequences in the store settings so that the system will use them to create identifiers for customers and customer locations imported from the Shopify store to MYOB Advanced.

Step 4: Reviewing the Order Settings

To review the order type created for the orders coming from the Shopify store, do the following:

  1. Open the Order Types (SO201000) form.
  2. In the Order Type box, select EO - eCommerce Order.

    In the Order Template box notice that this order type is based on the SO order template. In a subsequent activity, you will configure the system to assign this order type to all orders imported from the Shopify store.

Step 5: Reviewing the Shipping Settings

To review the MYOB Advanced shipping settings that you will need to specify during the configuration of the store connection, do the following:

  1. On the Ship via Codes (CS207500) form.
  2. In the Ship Via box, select SWEETSHIP.

    Because SweetLife is going to deliver the products by using only its own fleet of vehicles, you will specify this shipping option when you configure the store connection.

Step 6: Reviewing the Cash Account and Payment Method Settings

To review the payment method in MYOB Advanced that will be mapped to the Shopify payment methods configured in the online store, do the following:

  1. Open the Payment Methods (CA204000) form.
  2. In the ERP Payment Method box, select ONLINE.

    For simplicity, this payment method will be mapped to all payment methods configured in the Shopify store. On the Allowed Cash Accounts tab, notice that the table contains only one cash account, 10250ST - Company Merchant Account.

  3. In the Cash Account column, click the link with the cash account name.
  4. On the Cash Accounts (CA202000) form, which opens in a pop-up window, review the cash account settings.

    In the Summary area, notice that the 10250ST cash account has been configured for the USD currency and the RETAIL branch.

  5. Close the dialog box.