Product Availability: General Information

MYOB Acumatica Retail Connectors provides you with the ability to track the availability of stock items that you sell via the Shopify store and maintain in MYOB Acumatica. You have the flexibility to configure which quantities of a stock item should be included in calculations of the quantity available for sale in the online store.

Learning Objectives

In this chapter, you will learn how to do the following:

  • Define how the available quantities of items exported to the Shopify store should be calculated
  • Set up quantity tracking for stock items exported to the Shopify store
  • Synchronize the available quantities of exported stock items for which quantity tracking is turned on

Applicable Scenarios

You track available quantities of stock items exported to the Shopify store if you want to make these items available for purchase by shoppers through the storefront only if there is a sufficient quantity in stock.

Configuration of Product Availability Synchronization

Before you start exporting available quantities of stock items between MYOB Acumatica and a Shopify, you need to perform the following general steps:

  1. Activate the Product Availability entity. To do this, on the Shopify Stores (BC201010) form, you select the store, and on the Entity Settings tab, you select the Active check box for the Product Availability entity.
  2. Specify the quantity calculation settings for the store on the Inventory Settings tab of the Shopify Stores form. For details, see Product Availability: Calculation of Available Quantities.
  3. Determine the stock items for which available quantities should be exported. For more information, see the Tracking Available Quantities of Exported Stock Items section below.

Tracking Available Quantities of Exported Stock Items

You can track available quantities of stock items exported to a Shopify store and make them available for purchase via the storefront only when they are in stock. You can also determine how the system should handle items that go out of stock.

To make an exported stock item available for purchase via the storefront and enable quantity tracking for it, on the eCommerce tab of the Stock Items (IN202500) form, you select Set as Available (Track Qty.) in the Availability box.

When the item is synchronized, in Shopify, on the product management page for the item, the Online Store sales channel is listed below the product status and the Track quantity check box in the Inventory section is selected.

If you select the Set as Available (Track Qty.) option in the Availability box, you need to also specify the action that the system should perform with stock items whose quantities become zero, as follows:

  • To make the item unavailable for purchase via the storefront, select Set as Unavailable in the When Qty. Unavailable box. In Shopify, on the product management page for each of these items, the Track quantity check box (in the Inventory section) will become cleared and the Online Store sales channel below the product status will disappear.
  • To make the item unavailable for purchase via the storefront but available for pre-order, select Set as Pre-Order/Continue Selling in the When Qty. Unavailable box. The system will select the Continue selling when out of stock check box for the item in the Shopify store.
  • To keep the current purchasability settings of the item, select Do Nothing.

Synchronization of Availability Settings

The availability (purchasability) settings of a stock item in the Shopify store are updated as part of the synchronization of the Stock Item entity. During the synchronization, the system updates the availability settings of each item exported to Shopify based on the option selected in the Availability box on the eCommerce tab of the Stock Items (IN202500) form.

For stock items whose quantities are tracked and have been synchronized with the Shopify store, during the synchronization of the Stock Item entity, the system also checks if the item is in stock (See the Synchronization of Available Quantities section below). If the item has no available quantity (that is, its calculated quantity is less than or equal to zero), the system also updates the item's purchasability settings according to the When Qty. Unavailable setting specified on the eCommerce tab of the Stock Items form.

Synchronization of Available Quantities

Available quantities of stock items are exported to the Shopify store when the Product Availability entity is synchronized.

The synchronization of the Product Availability entity affects only the stock items that have Availability set to Set as Available (Track Qty.) on the eCommerce tab of the Stock Items (IN202500) form.

During the synchronization, the system updates the item's quantity in Shopify based on the Warehouse Mode and Availability Mode settings specified on the Inventory Settings tab of the Shopify Stores (BC201010) form. For details, see Product Availability: Calculation of Available Quantities.

If the item has no available quantity (that us its calculated quantity is less than or equal to zero), the system also updates the item's purchasability settings according to the When Qty. Unavailable setting specified on the eCommerce tab of the Stock Items form.

Units of Measure of Available Item Quantities

An item's available quantity is exported to the Shopify store in the item's sales unit of measure, which is defined on the General tab of the Stock Items (IN202500) form. If an item's base UOM is different from its sales UOM, during the synchronization of the Product Availability entity, the item's available quantity is converted to the sales UOM before being exported to the Shopify store,

Important: To avoid discrepancies in sales orders imported into MYOB Acumatica, we recommend that before changing an item's sales UOM you make sure that there are no unsynchronized sales orders that contain the item. Also, you should synchronize the item's available quantity immediately after changing its sales UOM so that new orders for the item are created in the Shopify store with the updated UOM.