Sale of Matrix Items: To Export Product Availability Data

In this activity, you will specify the default availability settings for the Shopify store, as well as the availability settings for a particular template item and the matrix items generated based on this template item. You will then export the product availability data to the Shopify store and review the results of the export.

Story

Suppose that the SweetLife Fruits & Jams company wants to sell several variants of juices in its online store. The company needs to track the quantity of juice available for shipping from a particular location of its retail warehouse.

Acting as an implementation consultant helping SweetLife to set up the integration of MYOB Advanced with the Shopify store, you need to export to the Shopify store the availability settings of the JUICE template item and the matrix items based on this template item. You also need to export the quantities of matrix items available for shipping from the JS3 warehouse location of the RETAIL warehouse.

To explore how various availability settings specified for the store, template item, and matrix items in MYOB Advanced affect the availability settings of the exported template item and matrix items in Shopify, you will gain familiarity with various availability settings for items.

Configuration Overview

For the purposes of this activity, the following tasks have been performed in the U100 dataset:

  • On the Enable/Disable Features (CS100000) form, the Multiple Warehouses and Multiple Warehouse Locations features have been enabled.
  • On the Warehouses (IN204000) form, the RETAIL warehouse and the JS3 warehouse location have been configured.
  • On the Template Items (IN203000) form, the JUICE template item has been defined.
  • On the Stock Items (IN202500) form, the matrix items based on the JUICE template item have been defined.

Process Overview

In this activity, you will do the following:

  1. On the Shopify Stores (BC201010) form, activate the needed entity.
  2. On the Shopify Stores form, review the default availability settings.
  3. On the Template Items (IN203000) form, update the availability settings of the JUICE template item.
  4. On the Stock Items (IN202500) form, update the availability settings of the matrix items that have been generated based on the JUICE template item.
  5. On the Storage Details by Item Warehouse Location (IN408055) form, review the quantities of the matrix items available in the JS3 location of the RETAIL warehouse.
  6. On the Prepare Data (BC501000) form, prepare the template item data for synchronization; on the Process Data (BC501500) form, process the prepared data.
  7. On the Prepare Data form, prepare the product availability data for synchronization; on the Process Data form, process the prepared data.
  8. In the admin area of the Shopify store, review the items' settings and exported quantities.

System Preparation

Before you complete the instructions in this activity, do the following:

  1. Make sure that the following prerequisites have been met:
  2. Launch the MYOB Advanced website with the U100 dataset preloaded, and sign in with the following credentials:
    • Username: gibbs
    • Password: 123

Step 1: Activating the Needed Entity

You can skip this step if you have completed the following activity: Product Availability: To Export Product Availability Data.

To activate the Product Availability entity, do the following:

  1. Open the Shopify Stores (BC201010) form.
  2. On the Entity Settings tab, select the Active check box in the row of the Product Availability entity.
  3. On the form toolbar, click Save.

Step 2: Updating the Default Availability Settings

To specify the availability settings that the system will apply by default to items exported from MYOB Advanced to the Shopify store, do the following:

  1. Open the Shopify Stores (BC201010) form.
  2. In the Store Name box of the Summary area, select SweetStore - SP.
  3. On the Inventory Settings tab, specify the following settings:
    • Default Availability: Set as Available (Don't Track Qty.)
    • Availability Mode: Available for Shipping
    • Warehouse Mode: Specific Warehouses
  4. In the Warehouse Mapping for Inventory Export table, add a row with the following settings:
    • Warehouse: RETAIL
    • Location ID: JS3
    • Shopify Location: 2330 Hoffman Avenue

    With these settings, by default, items exported to the Shopify store will be available for purchase through the storefront, and their quantities will not be tracked. For each item, only its quantity available for shipping in the JS3 location of the RETAIL warehouse is synchronized with the Shopify store.

  5. On the form toolbar, click Save to save the settings.

Step 3: Updating the Availability Settings of the JUICE Template Item

To specify the availability settings that the system will apply to the JUICE template item when it is exported from MYOB Advanced to the Shopify store, do the following:

  1. Open the Template Items (IN203000) form.
  2. In the Template ID box of the Summary area, select JUICE.
  3. On the eCommerce tab, specify the following settings:
    • Availability: Set as Available (Track Qty.)
    • When Qty. Unavailable: Set as Unavailable
  4. On the form toolbar, click Save.

Step 4: Updating the Availability Settings of the Matrix Items

To specify the availability settings that the system will apply to the juice variants (that is, the matrix items generated based on the JUICE template item) exported from MYOB Advanced to the Shopify store, do the following:

  1. Open the Stock Items (IN202500) form.
  2. In the Inventory ID box, select PCH-32OZ-GBT.
  3. On the eCommerce tab, specify the following settings:
    • Availability: Set as Available (Track Qty.)
    • When Qty. Unavailable: Do Nothing
  4. On the form toolbar, click Save.
  5. Repeat the previous instructions for each of the matrix items listed in the following table, and specify the indicated Availability and When Qty. Unavailable settings.
    Stock Item Availability When Qty. Unavailable
    ORG-16OZ-GBT Set as Available (Track Qty.) Set as Unavailable
    PNL-16OZ-GBT Set as Unavailable N/A

The Store Default option is specified in the Availability box for all other matrix items based on the JUICE template item; you will not change this option for these items.

Step 5: Reviewing the Available Quantities of the Matrix Items

To review the available quantities of the matrix items in the RETAIL warehouse, do the following:

  1. Open the Storage Details by Item Warehouse Location (IN408055) form.
  2. In the Selection area, in the Warehouse box, select RETAIL.

    The system displays the quantities of all items stored in the RETAIL warehouse.

  3. Click the header of the Location ID column, and in the dialog box that opens, select Equals, type JS3 in the text box, and click OK.

    The system now displays only the items that are stored in the JS3 warehouse location. Notice the item quantities in the Qty. Available for Shipping in Location column.

Step 6: Synchronizing the Template Item Data

Before the quantity of a matrix item and its availability settings can be exported, the template item (and the matrix items based on this template item) must be synchronized with the Shopify store.

To prepare and process the template item data, do the following:

  1. Open the Prepare Data (BC501000) form.
  2. In the Summary area, specify the following settings:
    • Store: SweetStore - SP
    • Prepare Mode: Full
    • Start Date: Cleared
    • End Date: Cleared
  3. In the table, select the Selected check box in the rows of the Template Item entity.
  4. On the form toolbar, click Prepare.
  5. In the Processing dialog box, which opens, click Close to close the dialog box.
  6. In the row of the Template Item entity, click the link in the Ready to Process column.
  7. On the Process Data (BC501500) form, which opens with the SweetStore - SP store and the Template Item entity selected, select the check box in the row of the Juice template item.
  8. On the form toolbar, click Process.
  9. In the Processing dialog box, which opens, click Close to close the dialog box.

Step 7: Synchronizing the Product Availability Data

To prepare and process the product availability data, do the following:

  1. Open the Prepare Data (BC501000) form.
  2. In the Summary area, specify the following settings:
    • Store: SweetStore - SP
    • Prepare Mode: Full
    • Start Date: Cleared
    • End Date: Cleared
  3. In the Entity box of the Summary area, select Product Availability.
  4. On the form toolbar, click Prepare.
  5. In the Processing dialog box, which opens, click Close to close the dialog box.
  6. In the row of the Product Availability entity, click the link in the Ready to Process column.
  7. On the Process Data (BC501500) form, which opens with the SweetStore - SP store and the Product Availability entity selected, click Process All on the form toolbar.
  8. In the Processing dialog box, which opens, click Close to close the dialog box.

Step 8: Reviewing the Synchronized Data

To review the synchronized availability data in the Shopify store, do the following:

  1. Sign in to the admin area of the Shopify store as the store administrator.
  2. In the left menu, click Products.
  3. On the Products page, click the row of Juice.
  4. On the product management page for the Juice template item, review the exported settings.

    In the Variants table, notice that the Quantity column shows quantities for only the PCH-32OZ-GBT and ORG-16OZ-GBT items.

  5. In the row of PCH-32OZ-GBT, click Edit.
  6. On the product management page of Peach / Glass bottle / 32 fl oz, notice that the Track quantity and Continue selling when out of stock check boxes (in the Inventory section) are selected, and in the Available box of the Quantity subsection, the available quantity of the item is displayed.
  7. In the Variants section, click Edit for Pineapple / Glass bottle / 16 fl oz.
  8. On the product management page of Pineapple / Glass bottle / 16 fl oz, notice that the Track quantity check box is cleared.
  9. In the Variants section, click Orange / Glass bottle / 16 fl oz.
  10. On the product management page of Orange / Glass bottle / 16 fl oz, notice that the Track quantity check box is selected, the Continue selling when out of stock check box is cleared, and in the Available box of the Quantity subsection, the available quantity of the item is displayed.

    For all other items, the Track quantity check box is cleared because the Availability setting for each of them was set to Store Default on the eCommerce tab of the Stock Items (IN202500) form and the default availability setting specified for the SweetStore - SP store on the Shopify Stores (BC201010) form was Set as Available (Don't Track Qty.).