Order Synchronization: To Configure and Import Shopify Payments

The following activity will walk you through the process of configuring the system so that you can import payments based on the Shopify Payments payment method from the Shopify store to MYOB Advanced.

Story

Suppose that the SweetLife Fruits & Jams company wants to accept card payments in the Shopify store. The company sells its products in the United States, where Shopify Payments is supported.

Acting as an implementation consultant helping SweetLife to set up the integration of MYOB Advanced with the Shopify store, you need to configure Shopify Payments as a card payment provider in the Shopify store, configure the card payment processing in MYOB Advanced, and then configure the import of card payments from the Shopify store to MYOB Advanced.

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 Integrated Card Processing feature has been enabled.
• On the Cash Accounts (CA202000) form, the 10250ST cash account has been created.

Process Overview

In this activity, you will do the following:

1. On the Accounts Receivable Preferences (AR101000) form, activate integrated card processing.
2. On the Processing Centers (CA205000) form, define a processing center.
3. On the Processing Centers form, connect the processing center to the Shopify store.
4. On the Payment Methods (CA204000) form, define a payment method that will represent payments based on the Shopify Payments store payment method.
5. In the admin area of the Shopify store, activate the Shopify Stores payment option.
6. On the Shopify Stores (BC201010) form, map the Shopify Payments store payment method with the payment method defined in MYOB Advanced.
7. On the storefront of the Shopify store, create a test sales order paid by card.
8. In the admin area of the Shopify store, review the created test sales order.
9. On the Prepare Data (BC501000) form, prepare the sales order for synchronization; on the Process Data (BC501500) form, process the sales order data prepared for synchronization.
10. On the Sales Orders (SO301000) form, review the imported sales order.

System Preparation

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

1. Make sure that the following prerequisites have been met:
   • The Shopify store has been created and configured, as described in Initial Configuration: To Set Up a Shopify Store.
   • The connection to the Shopify store has been established and the initial configuration has been performed, as described in Initial Configuration: To Configure the Store Connection.
2. Launch the MYOB Advanced website with the U100 dataset preloaded, and sign in with the following credentials:
   • Username: gibbs
   • Password: 123
3. Sign in to the admin area of the Shopify store as the store administrator in the same browser.

Step 1: Activating Integrated Card Processing

To activate integrated card processing, do the following:

1. Open the Accounts Receivable Preferences (AR101000) form.
2. In the Data Processing Settings section, select the Enable Integrated CC Processing check box.
3. On the form toolbar, click Save.

Step 2: Creating the Processing Center

To create the processing center that will be connected to the Shopify Payments payment gateway, do the following:

1. Open the Processing Centers (CA205000) form.
2. On the form toolbar, click Add New Record, and in the Summary area, specify the following settings:
   • Proc. Center ID: SHOPIFYPAY

     This processing center represents the connection to the Shopify store for the credit card processing transactions from the online store.

   • Name: Shopify Payments
   • Cash Account: 10250ST - Company Merchant Account

     This cash account determines the currency in which the system will make the authorization and capture credit card transactions.

   • Active: Selected
   • Payment Plug-In (Type): Shopify Payments API plug-in

     The selected payment plug-in is a card processing plug-in supplied with MYOB Advanced that interacts with the Shopify store.

3. While you are still viewing the Processing Centers (CA205000) form with Shopify Payments API plug-in selected, on the Plug-In Parameters tab, in the table row of the STORENAME parameter, select SweetStore - SP.
4. On the form toolbar, click Save.
5. On the form toolbar, click Test Credentials to test the connection settings.

   If the test connection is successful, the system will display the following confirmation message: The credentials were accepted by the processing center.

Step 3: Configuring a Payment Method That Represents Shopify Payments

To create the SHOPIFYPAY payment method for all payments by credit card, do the following:

1. Open the Payment Methods (CA204000) form.
2. On the form toolbar, click Add New Record.
3. In the Summary area, specify the following settings:
   • Payment Method ID: SHOPIFYPAY
   • Active: Selected
   • Means of Payment: Credit Card

     When you set Means of Payment to Credit Card, on the Settings for Use in AR tab, the Integrated Processing check box becomes selected, and the Processing Centers tab appears.

   • Description: Shopify Payments
   • Use in AP: Cleared
   • Use in AR: Selected
   • Require Remittance Information for Cash Account: Cleared
4. On the Allowed Cash Accounts tab, do the following:
   1. On the table toolbar, click Add Row.
   2. In the new row, select the 10250ST cash account in the Cash Account column.
   3. Make sure the Use in AR check box is selected.
5. On the Processing Centers tab, add a row, and specify the following settings in the row:
   • Proc. Center ID: SHOPIFYPAY
   • Active: Selected
   • Default: Selected
6. On the form toolbar, click Save to save your changes.

Step 4: Activating Shopify Payments in the Shopify Store

To activate the Shopify Payments payment provider in the Shopify store, do the following:

1. In the lower left of the admin area, click Settings.
2. In the left menu of the page that opens, click Payments.
3. On the Payments page, which opens, in the Shopify Payments section, click Activate Shopify Payments.
4. In the Set up Shopify Payments dialog box, which opens, leave the default settings and click Complete setup. The system opens the Shopify Payments page with additional business details that should be filled in before you can start receiving payouts. You currently do not need to provide any details.
5. Click Back at the top of the page to return to the Payments page.
6. On the Payments page, click Manage in the upper right of the Shopify Payments section.
7. On the Shopify Payments page, which opens, review the payment method settings, and in the Test mode section, select the Enable test mode check box.
8. In the lower right, click Save to save your changes.
9. At the top of the page, click Back.
10. On the Payments page, which opens, in the Payment capture section, click Manage.
11. In the Payment capture method dialog box, which opens, select the Manually capture payment for orders option button, and click Save.

Step 5: Creating the Mapping for the Shopify Payments Store Payment Method

To map the Shopify Payments store payment method to the payment method defined for it in MYOB Advanced, do the following:

1. Open the Shopify Stores (BC201010) form.
2. In the Store Name box of the Summary area, select SweetStore - SP.
3. In the table on the Payment Settings tab, in the row of the SHOPIFY_PAYMENTS store payment method, specify the following settings:
   • Active: Selected
   • Store Currency: USD (inserted by default)
   • ERP Payment Method: SHOPIFYPAY
   • Cash Account: 10250ST
   • Proc. Center ID: SHOPIFYPAY
4. On the form toolbar, click Save to save your changes.

Step 6: Creating an Order Through the Storefront

To purchase a jar of jam, so that you can later import the order and review the credit card payment, in the Shopify store, do the following:

1. In the left menu of the admin area, under Sales Channels, click the Preview button right of Online Store.
2. On the storefront, start typing plum in the search bar, and in the list of search results, click Plum jam 96 oz.
3. On the page for the Plum jam 96 oz product, change the quantity to 3 and click Add to cart. In the pop-up, click Check out.
4. On the order creation page (Information step), specify the needed settings as follows:
   1. In the Contact information section, in the Email or mobile phone number box, specify melody@example.com.
   2. In the Shipping address section, fill in the shipping address boxes as follows:
      • Country/region: United States
      • First name: Melody
      • Last name: Keys
      • Address: 3402 Angus Road
      • City: New York
      • State: New York
      • ZIP code: 10003
   3. At the bottom of the page, click Continue to shipping.
5. On the order creation page (Shipping step), in the Shipping method section, leave the Economy option button selected, and click Continue to payment.
6. On the order creation page (Payment step), in the Payment section, specify the following card settings under Credit card:
   • Card number: 4242 4242 4242 4242
   • Name on card: Melody Keys
   • Expiration date: 12/23
   • Security code: 123
7. In the Billing address section, leave the Same as shipping address option button selected.
8. At the bottom of the page, click Pay now to place and pay your order. The order confirmation page opens.

Step 7: Reviewing the Sales Order in the Admin Area

To review the sales order that you placed in the previous step, in the admin area of the Shopify store, do the following:

1. In the left menu, click Orders.
2. On the Orders page, which opens, click the row of the order for Melody Keys.
3. On the order details page, which opens, review the order details.

   At the top of the page, notice the order number which is represented by the prefix # followed by four digits.

   Tip: You can change the format of the order number on the General settings page in the Shopify admin area.

   Notice that the payment status is Authorized and the Capture payment button is displayed.

   Tip: You can view the details of the card transaction by expanding the corresponding link in the Timeline section at the bottom of the page.
4. In the URL of the order page, after /orders/, note the order identifier. This is the identifier that will be shown in MYOB Advanced, in the External ID column on the Process Data (BC501500) form and on the Sync History (BC301000) form.

Step 8: Importing the Sales Order

To prepare the sales order data for synchronization and then process it, in MYOB Advanced, do the following:

1. Open the Prepare Data (BC501000) form.
2. In the Summary area of the form, specify the following settings:
   • Store: SweetStore - SP
   • Prepare Mode: Incremental
3. In the table, select the Selected check box in the row of the Sales Order entity, and on the form toolbar, click Prepare.
4. In the Processing dialog box, which opens, click Close to close the dialog box.
5. In the row of the Sales Order entity, click the link in the Ready to Process column.
6. On the Process Data (BC501500) form, which opens with the SweetStore - SP store and the Sales Order entity selected, select the unlabeled check box in the only row, and click Process on the form toolbar.
7. In the Processing dialog box, which opens, click Close to close the dialog box.

Step 9: Reviewing the Imported Sales Order

To review the settings of the imported sales order, do the following:

1. Open the Sync History (BC301000) form.
2. In the Summary area, specify the following settings:
   • Store: SweetStore - SP
   • Entity: Sales Order
3. On the Processed tab, in the row of the sales order that you have just imported, click the link in the ERP ID column.
4. On the Sales Orders (SO301000) form, which opens for the imported order, review the settings of the order (see the following screenshot).
   
   

   In the Summary area, notice the following:

   • The imported order has the EO type (shown in the Order Type), which is configured on the Shopify Stores (BC201010) form to be assigned to all sales orders imported from the SweetStore - SP store.
   • In the Customer Order Nbr. box, the order number assigned to the order in the Shopify store is displayed.
   • In the External Reference box, the order identifier assigned to the order in the Shopify store and the name of the store are displayed.
   • The Date of the sales order is the same as the date on which the order was created in the Shopify store.
   • In the Description box, the store name, the order number and the payment status of the order are displayed.
   • The Customer and Location boxes display the information about the customer and customer location that were created in MYOB Advanced during the import of the sales order; both were created during the order placement in the Shopify store. The customer and location IDs were generated based on the customer numbering sequence and location numbering sequence specified on the Shopify Stores (BC201010) form
5. On the Payments tab, review the details of the created payment document of the Prepayment type.

   The document includes the external credit card transaction associated with the purchase. The number of the transaction (which in Shopify is shown in the Timeline section) is displayed in the Payment Ref. column. The transaction's status, which is Pre-Authorized, is displayed in the Proc. Status column. In the Payment Ref. box, the order identifier is displayed.

6. On the table toolbar, click Capture.

   Once the capture operation is successfully completed, the status of the transaction in the Proc. Status column is changed to Captured. The document's status has changed from Pending Processing to Open, which means that the prepayment document has been released.

   In the Shopify store, the status of the order changes from Authorized to Paid, and the capture operation is automatically reflected in the card transaction details, which you can view in the Timeline of the order page.

   You have finished capturing a payment for the sales order. In a production setting, you would create and confirm the related shipment, prepare the related invoice, and release the payment, which is beyond the scope of this activity.