Shopify Integration FAQs


Q: Shopify has just introduced a multi-currency feature, giving sellers the capability to sell in multiple currencies. When are you targeting implementation of the same feature in DEAR?

A: DEAR can already handle multi-currency setups. Thus, if you're already selling or if you're planning to sell in multiple currencies, DEAR is perfect for your needs.


Q: Our current setup is set to Update Stock Levels in Shopify. However, I've noticed a couple of adjustments being put through to Shopify from DEAR that shouldn't have happened. The adjustments net off to nil, but the last adjustment put the stock into negative by 2 units, so we basically oversold by two units. Why did this happen?  

A: DEAR sends the Available Quantity to Shopify, not the Quantity on Hand, so this behaviour is normal. At times, there might be a delay in the updates, so you might see an incorrect quantity somewhere, but the balance will even out as soon as the updates are reflected back in Shopify.


Q: We have a sales order that still shows status as 'Picking' even though the location has enough inventory. In addition, since this is a store pickup order, it should have been marked as Complete. Why is this so?

A: It might be possible that, at the time the order was processed, the quantity was not enough to fulfil the order. To know for sure, on the Product page, click the Movements tab, then select Show availability changes. You should see the sales order there. To mark the order as Complete, you will have to manually authorise the fulfilment.


Q: We are trying to import our Shopify sales from January 1 onwards into DEAR, but we can't see the sales anywhere. What's happening?

A: This may be due to any of the following reasons:

  1. If you select orders to be captured when paid, DEAR will only capture paid orders. You can set the capture of orders to happen when orders are created or fulfilled. 
  2. Your Shopify orders are automatically archived upon payment. DEAR cannot process archived orders. If you're trying to load archived orders, un-archive them first, then try loading them again.
  3. You haven't completed setting up your Shopify store's integration with DEAR. For Shopify sales to be processed, Shopify tax rates and locations should be mapped to DEAR tax rules and locations. You also need to select the payment account from the DEAR Chart of Accounts that will be used for your Shopify payment processor.


Q: I'm attempting to bulk list my products on my Shopify store from DEAR. However, I can't seem to connect to Shopify. Is the Shopify API down?
A: There might be a problem with your connection to your Shopify store. Go to the Bulk Listing tab on the DEAR Shopify Integration page and check if there is an Update Shopify Connection at the top of the page. If there is such a button, click on it and wait for DEAR and Shopify to be reconnected. Once the connection is working, that button should disappear.


Q: We are looking for DEAR Inventory with Shopify. We would like to offer customers a loyalty program. How does the integration or loyalty work if DEAR Inventory does not offer customer loyalty?
A: You can employ the customer loyalty function in Shopify even if DEAR doesn't have anything similar to this (and is not really meant to). DEAR loads orders from Shopify and keeps them in the way they were created in Shopify. DEAR doesn't change prices, so if you give customer loyalty discount, it will be preserved in some form in DEAR to provide the same financial outcome as your eCommerce platform.


Q: Which POS systems do you integrate with? I currently have a complicated setup of several desktop applications. Would really like to consult with someone one-on-one to see what can be accomplished here.
A: DEAR can be integrated with Shopify POS, Vend, Stripe and Square, among others. We also offer our own DEAR POS. We offer implementation, training, and template customisation services at cost to our clients.


Q: I am considering using DEAR for inventory control. Can you please give me links to information about how DEAR interfaces with eCommerce and Point-of-Sale systems?
A: For a complete list of eCommerce, Point-of-Sales, and other systems that DEAR can integrate with, check out the Integrations page on the DEAR Inventory website.
To get an idea of how DEAR integrates with various platforms, check out the following videos:

You may also want to read the following articles:


Q: When importing a bulk list of Products with Product Families, we noticed that the importer does not have Family Name or Option Label fields. It does have the ProductFamilySKU, and we use that field to be consistent with the Shopify product handle, e.g. Botanic Blouse = botanic-blouse. After importing the products into DEAR Inventory, the Product Family Name is automatically set to the Product Family SKU, and there is no way to bulk update this ready for publishing to Shopify.
A: It is true that DEAR currently doesn't support bulk/updating product families. The current solution with auto-creation of product families was introduced to allow loading product families together with products. However, it was never intended for bulk product family setup. To provide functionality, you'll need a special function to manage product families in bulk.


Q: I get an error message saying 'Failed to create or update the product in Shopify: You may have reached the API calls limit. Please try again in a minute.' What does this mean?
A: It looks like there is a problem with some of your products in Shopify – they have default variations with SKUs that are different from the ones in DEAR. In this case, DEAR finds relevant products by name but doesn't find variations by SKU (they are different in Shopify and DEAR). Instead, DEAR tries to create a default variation with a new SKU. The process is failing because Shopify only allows a single default variation for a product, unlike a product family with multiple variations.


Q: I didn't find it easy to import products from my Shopify store. The output CSV file was not readable by DEAR, and some of the fields were not imported. Therefore, I could not test the app properly, despite my need for a dedicated inventory application that will give me a clearer understanding of the available products in my warehouse and showroom.
A: Have you tried loading the products directly from your Shopify store? You can do this by navigating to the Integration > Shopify > Catalogue tab and clicking on Load Products. We generally take the product info from Shopify and ask you to upload product quantities and costs via the Stock on Hand template that you can find in Inventory > View All >Import. In addition, ensure that you did not turn on Stock Quantity updates on the Shopify setup page before you uploaded current stock quantities into DEAR Inventory.


Q: I am wondering if you could let me know as to why the inventory levels are incorrect in Shopify. We have already ticked the ‘update stock levels in Shopify’ option.
A: Go to the Integration > Shopify page, switch to Catalogue, and set the Update Stock Levels in Shopify option to Yes.


Q: We are currently running Vend, Shopify and Xero, and having big issues with making our systems easy and seamless. We have only been up and running since September and not terribly impressed with the 'integration' between all of the systems, wondering if DEAR can manage the inventory and then Vend and Shopify can just send the sales information to DEAR. Can I speak with you about the options that would allow your system to be the link between each of these or to replace anything we need to replace?
A: We can assist you in integrating DEAR with Vend, Shopify and Xero. Generally, we set up DEAR as the master of inventory management in this configuration, with Shopify and/or Vend connecting directly to DEAR. This means that your sales will be processed and fulfilled in DEAR and subsequently transferred to Xero in the form of customer invoices and journal entries for COGS, among other financial information.


Q: I cannot find any support notes for the integration of gift cards in Shopify with DEAR Inventory or how these may be set up on the integration page for Shopify. Can you please advise details of the setup and the management of the process, if available?
A: You can create a separate bank account in Xero like Undeposited or Uncategorised Funds or just Gift Cards. Then map the Gift card payment option with Undeposited Funds on the Shopify Integration page in DEAR. When the transactions are pushed to Xero, you can write off the balance to the most appropriate account. Note that you need to change the Xero integration settings from Pull from Xero to Push to Xero for this to work. Otherwise, you will end up with double payments in DEAR: one pulled from Shopify and the second one from Xero.


Q: Is it possible for DEAR to generate SKUs for all my products synced from Shopify? If I change a product SKU or price in DEAR, will it be updated in Shopify? And vice versa? If I change a price in Shopify, will it be updated in DEAR?
A: Unfortunately, the SKUs will need to be in Shopify for the products you plan to import to DEAR – products without SKUs will not be accepted in DEAR since SKUs are mandatory in DEAR. The product info can be updated in either system; whether this update is reflected in the other system is controlled by the Load Products and Publish Product options, which you can find under Integration > Shopify > Catalogue. Thus, the product info will not auto-synchronise but can be triggered, if required, for individual products or bulk listings.


Q: I want to know why our integration with Shopify is no longer there. We've set all of our preferences and they somehow all got deleted.
A: Generally, the store can only be disconnected by clicking the Disconnect from the Shopify store button at the bottom of the setup screen. You can check and see if reconnecting your store will resolve the issue.


Q: We just started using DEAR and are sincerely hoping that DEAR could help solve our business issues. At this moment, we are observing how DEAR can fit into our current workflow. We are met with a few problems and hope that you can assist. One problem involves sales pushed over from our Shopify store not reflecting that the order has actually been paid (via PayPal). We are hoping that a credit memo or an expense transaction can be generated automatically for sales paid via PayPal since you can retrieve that information from Shopify.
A: This is possible in DEAR. Since you already have the payment created, just open the sales order and navigate to the Invoice tab and authorise it. You can also change your Shopify settings to have invoices authorised automatically and skip this manual step.


Q: I have just installed DEAR trial version, and after entering settings and connecting to Xero and Shopify, I tried to upload orders from Shopify, but I got two errors which I am unsure where I need to fix. I would appreciate if someone could give me a hint.
A: You need to open the Setup tab and select the default tax rules in the Tax settings section on the Shopify integration page. For more information, see Tax Rules.


Q: When I ship a product in ShipStation, it pushes the tracking info back to DEAR but doesn't authorise the shipment, which means the order isn't marked as fulfilled in Shopify. How can I get it to do this?
A: For orders to be marked as fulfilled in Shopify, set the Create a fulfilment in Shopify even if a tracking number is not available option to Yes. You can find this setting under the Setup page on the DEAR Shopify Integration page. 


Q: When I ship a product in ShipStation, tracking information is passed back from DEAR to Shopify but the tracking company isn't being properly mapped, so it's defaulting to another one. This means that the shipping emails contain bad tracking links - how can I properly map these values?
A: DEAR passes the shipping provider info to ShipStation - you need to map it to the correct provider in ShipStation. Check ShipStation Help on how to do this.


Q: Again in ShipStation, I'm noticing that people who use our free shipping don't have any shipping line items in their orders - how do I get that to show up? That info doesn't normally get passed.
A: DEAR doesn't pass shipping costs to ShipStation. We don't create zero cost lines in DEAR because Xero will reject whole invoices with zero costs.


Q: I have orders listed as backordered (because I hadn't loaded the SOH file yet) – I've reverted to Draft status and repacked them in DEAR, so they are listed as Shipping, but they aren't showing up in ShipStation. How do I handle this?
A: On the ShipStation setup page, you can see orders that are not ready for ShipStation. There is also a Reason column there. If the order is created from sales channels, the following is considered:

  • Order has a valid shipment address with a state, zip and country.
  • Pick, Pack and Ship all have data (last tab not necessarily authorised).


Q: Is there a way to set up an automatic email to go out to the customer when we confirm the shipment on DEAR, and turn the lorry green? Rather than having to manually send the email through DEAR, can it be done automatically?
A: Unfortunately, this is not currently available in DEAR. It might be possible if you use Shopify with DEAR and pull orders from Shopify to DEAR.


Q: A customer return triggered the Restock process in DEAR. We also cancelled the order in Shopify with the restock=yes flag, which appears to trigger a DEAR Stock Adjustment. This resulted in duplicate stock restock transactions. If I restock in DEAR, should I NOT use restock in Shopify?
A: DEAR will automatically capture the restock operation from Shopify and will create a credit note properly, but only if you haven't done it beforehand manually. Since there was already a credit note created for the related sale in DEAR, a stock adjustment was created to reflect restock. So essentially what you have to do is just wait and DEAR will create the correct credit note for you.

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