Sync inventory and pull sales information from Etsy
- Familiarity with the Processing a Sale process (necessary)
- Etsy Integration Setup
- Orders and Sales
- Operation Logs
Etsy Integration Setup
First you must connect DEAR to your Etsy store.
It is possible to link several Etsy stores to a single DEAR account. Each linked store has independent catalog, logs and settings.
To connect Etsy to DEAR:
- Navigate to Integration -> Etsy
- Click the + to connect a new store.
- Enter your Etsy shop name and click Connect to Etsy.
- You will be redirected to the Etsy screen. Enter your details and continue.
- You will be asked to confirm sharing data between Etsy and DEAR. Click Agree to continue.
- You will be directed back to DEAR to complete the setup.
- Repeat these steps to connect as many Etsy stores as you require
In the Setup tab, several integration settings can be customised.
This option specifies when an Etsy Order will be captured: when it is created, when it is shipped or when it is paid in Etsy. This setting is also taken into account when downloads of historical orders from Etsy are triggered.
DEAR - Etsy Integration allows two options for order consolidation.
No Consolidation indicates that sales will be captured from Etsy as separate orders. Daily Consolidation will consolidate all orders from that day into a single order. When Daily Consolidation is chosen, an additional setting becomes available: Consolidation Time. This is your local time when all pending orders aggregated during the day will be processed.
See Pending Order Processing section for more details below.
For the pending order processing to be successful, an existing customer must be selected.
When Consolidation Type is Daily Consolidation, this customer is used to create a new sale task which will combine all daily sales. A customer can be created just for this purpose.
When No Consolidation is selected, DEAR uses the customer company name as the customer name, unless the company name was not specified. In this case customer contact name is used instead.
Select the language of your Etsy store here.
To map the Etsy listings (products) prices to DEAR price tiers, please use the drop down menu.
Link Etsy Sales to DEAR Location
Etsy does not allow use of multiple warehouses. Each Etsy store can have a dedicated Location within DEAR that can be selected from the drop down menu. Selecting a particular warehouse will limit the availability of stock in Etsy to that location. The default option, All Locations, will display consolidated stock quantities across all of your locations.
Pick, Pack and Ship Processing Mode
When pending orders are processed by DEAR new sale tasks are created. This setting tells DEAR if it should try to Auto Pick, Auto Pack and Auto Ship these tasks. If there is not enough stock on hand to pick the full quantity of products in an order, then pick will remain in Draft state and Pack and Ship won’t be completed.
DEAR does not pick up shipment information from Etsy if auto-ship is selected and will not create fulfilment in Etsy in this scenario (if Auto Ship is enabled).
You can control Invoice Status for Sale tasks created as a result of pending order processing. By default, Invoice will not be authorised and will be in Draft state, adjustable and waiting for authorisation. However if this setting is changed to AUTHORISED the invoice will be automatically authorised and pending sync will be created for it to sync with accounting application of your choice.
Optional revenue account
Revenue account to be used for all sales downloaded from Etsy. This will override settings at the Product/Customer level and any other Account mapping.
Sales Representative Name
This option allows the shop name to be used as Sales Representative. It is useful if you have several shops so as not to cause confusion. If this option is disabled, marketplace abbreviation will be used instead.
Option to choose automatic mapping by SKU or manual mapping by the user. The existing product will be searched for automatically by SKU, and if a product is found with a matching SKU, then the mapping is done automatically. In the case of a completely manual mapping, the user will have to choose the appropriate DEAR product SKU the Sale Channel product relates to. Please note that automatic mapping does not exclude the possibility of changing the mapping manually later.
Create new product if not found by SKU
This option is only available when Match product by SKU is enabled. With this option enabled, if there is a product (SKU) in the Sale channel that does not yet exist in DEAR, then this product can be automatically built in DEAR based on the data received about the product from a Sale channel. The possibility of a manual build is still always available through the DEAR UI.
Use Etsy as Master Source for DEAR Products
If this option is enabled, if a product has been changed or updated in Etsy, the linked product in DEAR will be changed to match upon catalog download. Product changes in DEAR can include changed price, name, weight, length, pictures, and other data (except SKU) based on the product data downloaded from Etsy. Be aware! Turning on this feature can damage your product data in DEAR.
Update Stock Levels in Etsy
You may choose to disable automatic stock level update in Etsy performed by DEAR at the time available product quantity changes in DEAR. This may be useful if you are managing stock level in Etsy manually and do not want DEAR to change it. Please ensure you have the correct stock quantities entered in DEAR before you turn on this option as these values will override the stock quantities in Etsy.
Allow DEAR to activate/deactivate Etsy listings
You may allow DEAR to automatically renew inactive (out of stock) listings in Etsy while listing products in Etsy. This may be useful if you are managing Listings availability in Etsy manually and do not want DEAR to change it.
Tax Rule Mapping
When a pending order is processed by DEAR, a sale task is created. Each order and invoice line is assigned a tax rule. The tax rules specified in these settings will be used to create these lines.
DEAR does not apply the tax rule to recalculate tax and is simply using the actual tax amount from the Etsy order. This means that if certain products are not Taxable or with varying tax in Etsy, all data and totals in DEAR will look identical to Etsy, but with DEAR tax rule name selected in this setting.
The Tax Free tax rule mapping specified in this setting is used to create these lines for non-taxable products. This tax mapping could be useful for accounting.
In case of tax recalculation Tax amount will be overwritten with value calculated by DEAR Taxation rule.
IMPORTANT: Orders will be skipped on download if Taxation mapping not finished!
NOTE: For US Etsy stores the provided Sales Tax is used instead of Tax Rule mapping.
Payment Account Mapping
DEAR can capture payments made against orders in Etsy and is able to automatically add payments to a created sale invoice. To do this, Payment Account Mapping must be completed on this integration settings screen. You must choose an account which is able to receive payments from the chart of accounts.
This setting is not mandatory - if payment mapping is not completed, orders are still captured and downloaded from Etsy, but payments must be manually added to invoices in DEAR. Some customers prefer to keep invoices open and then reconcile them with payouts from Etsy.
Disconnect from Etsy store
When you disconnect from Etsy store, DEAR removes all associations between DEAR objects and Etsy, including Log and Product Catalog.
The DEAR Etsy Catalog page allows user to Download products from Etsy, break the link between a DEAR product and its Etsy listing and update quantities in Etsy according to DEAR available stock.
The catalog page contains a feature to download products from Etsy to DEAR. Click Load Products to download products from Etsy to DEAR.
All products in Etsy are mapped as a simple product in DEAR. Etsy does have product variations, but it does not make quantity mandatory, which is required in DEAR. If a customer has bought a particular product variation in Etsy, the option information will be be provided in the Order and Invoice sections of Sale Order in the comment field.
Etsy has no SKU field for product whereas in DEAR it is mandatory. To resolve this, DEAR uses Etsy’s unique listing ID as a SKU.
When a product is created or updated in DEAR during the download process, a link is established between product and variant unique Etsy listing ID and DEAR unique product ID. This link is used when products are matched against sale order lines in Etsy and when subsequent product downloads occur.
Etsy has a hierarchical categories structure, while DEAR has one level of categories. Only the first(root) category in Etsy is linked to the DEAR category.
When downloading products, DEAR first tries to match existing products to avoid creating duplicates. In DEAR, it is mandatory to have a unique product name whilst this is not the case in Etsy. To resolve this issue, the integration setting Processing products with identical names (see above) can be set in the setup tab.
During product download, DEAR automatically creates product categories for all product types in Etsy.] - could be out of date info
Data mapping for products between DEAR and Etsy is as follows:
|Category||First (root) category from hierarchy|
|Weight||Weight (Converted to KG on download)|
|Tags||Tags associated with Etsy listing|
|Price Tier. Default is Price Tier 1||Price|
|Images (only downloaded when no image is attached to product in DEAR). Existing images won't be deleted.||Images|
|Sale tax rule||Default Tax class for all lines, except “non-taxable” lines|
There are three possible statuses for products in the Catalog: Not Listed, Listed and Canceled. The Canceled status appears for products that were removed from Etsy. By default, they are not visible in the catalog unless the Show only active checkbox is disabled.
There is also an option that allows you to switch the appearance of the catalog to Show variations separately. If checked off, all products without variations are displayed, and each product variation is shown as a separate product line. In this function is not enabled, products without variations are displayed as usual and product families are displayed as a single product line.
In addition to downloading products from Etsy and performing automatic product mapping, you can choose to manage your Etsy catalog from DEAR. There is a column for manually linking and unlinking DEAR and Etsy products. This is useful when the correct product has not been found.
There are three linking options:
- Leave blank (do not tie to a product in DEAR)
- Link to an existing product
- Create a new product in DEAR (available if the product with the required SKU does not exist).
Catalog Modifications in Etsy
Consider a catalog which contains 3 products: A, B, C. Product C has been modified in the sale channel. Next time a Catalog Download is triggered, the products: A, B, D will be visible with the following statuses:
Products A and B (the unchanged products) will remain in the catalog with a Listed status. Product D will now appear in the catalog with a Listed status, but product C’s status will change to Canceled.
Product mapping must be completed in order for sales to be successfully downloaded from your sales channels to DEAR. When sales are loaded from a sale channel and a sale contains a product that is not mapped to any product in DEAR, then this sale will be not be downloaded.
The user will be notified if a sale is skipped through internal messages such as: notifications, recordings in operation log, or text message on the screen (depending on the situation).
There are three tabs in the publishing section of the Etsy integration:
- Not Listed
- Selected to be listed
The Not Listed tab displays a list of products in DEAR which are not linked to any listing in the connected Etsy store. All simple products for which Quantity > 0, as well as all product families with at least one variation where Quantity > 0, are available for selection.
The Selected to be Listed tab displays DEAR products that have been selected in the first tab but have not yet been published to Etsy.
The Failed tab displays products that were to be published to Etsy but were unsuccessful.
Publication of the product takes place in three stages and can only be completed if all three stages have been satisfied with no errors. If at some stage an error occurs, the publishing process will be interrupted, the error will appear in the third tab (Failed), indicating the product and the error message.
It is also possible that a product with a Failed status is still created in Etsy but in an incomplete state without sending a notification to DEAR - DEAR is guided solely by Etsy response.
To publish products to Etsy:
- On the Not Listed tab, select the product/s you wish to publish. You can search products by SKU / name / attributes / category / brand, there is also a button to Select All products visible on this page. Products can be manually selected by clicking on the desired row (it will change status when selected).
- Once selected, products to be listed will appear in the second tab. In this stage you can make the necessary changes to the price.
- Price is taken from Price Tier selected on the setup page for this product but can be overridden. Price can applied in bulk to several products by clicking Bulk Apply To -> Price
- Select a Publishing Profile for each selected item. Publishing Profiles can be applied to groups of items by selecting Bulk Apply To -> Publishing Profile. See below for more information about Publishing Profiles.
Publishing Profiles are required to publish a product or product family to Etsy.
To create a Publishing Profile in Etsy:
- Go to the Publishing Profiles tab in the the Etsy integration and select Create New
- Enter a Profile Name and select a category. Choose options from the dropdown menus for the publishing profile and Save the profile
Orders and Sales
Processing Pending Orders
Whenever a sale is captured from Etsy it is first placed into Pending Orders. Etsy does not have the ability to send notifications to DEAR, so DEAR checks every hour if there are any new orders and imports them immediately as individual sale orders (if No Consolidation is selected in the Integration Settings) or once a day as a consolidated sale order (if Daily Consolidation is selected).
If No Consolidation is selected, each Etsy sale is converted into an identical sale in DEAR, keeping the same customer and shipping information. If Daily Consolidation is selected, the single daily sale task will use the customer selected in the integration settings, and customer, billing and shipping information imported from Etsy will be ignored.
When processing orders, the logic is identical to that of the DEAR UI. DropShipping, Kitting and other important scenarios are implemented in the same was as through the DEAR UI.
Pending Orders can be processed manually by clicking Process. They can then be viewed in the Log tab.
Etsy doesn’t provide ability to download customers separately from orders.
Downloading Orders and Payments
New and updated orders are automatically downloaded every hour by default. Cancelled orders are NOT automatically downloaded.
NOTE: Generally, you do not need to trigger manual order download, however if an order was not captured by DEAR or to load historical sales you can use manual Load Order option.
Any imported order is saved to Pending Orders section. It is a temporary storage of all sales and payments in DEAR. If an order already has an entry in the Log (i.e. was imported previously) it will be skipped. This guarantees that no duplicate sales will be created by DEAR.
While saving orders, DEAR captures customer information, billing and shipping addresses. Customer information can not be downloaded separately from the sale information. All line items are captured together with quantities, prices and totals. Total order discounts are applied as are additional charges to the whole order, without distribution by lines to reduce the chance of discrepancy.
Shipping and handling are also saved as additional charges in the Sale invoice under Shipping.
For each line in a Sale Order, DEAR tries to locate the corresponding product by SKU (Etsy’s unique listingID). If no product is found, DEAR attempts to download the product info from Etsy using the same logic as in the Download Products function. If the product info is not found, DEAR marks this line as Service (Non-product). Next, the Sale line is saved to pending orders with all data from Etsy: Tax, Quantity and Total.
The final step in the order download is to trigger update of stock levels in other Etsy stores and other connected eCommerce channels.
Order Tax Processing
Due to some limitations caused by Etsy's API, DEAR have to use the tax calculation strategy explained here.
DEAR requires tax calculations to be returned for individual sale order lines, however, Etsy only returns the total tax cost. To make this value compliant with DEAR the following steps are taken:
The order line is first filtered for non-taxable products
The tax amount per dollar is calculated (val1);
With this, the tax amount per line is calculated (price * val1 * quantity)
NOTE: Shipping taxation is complicated and DEAR does not currently have the ability to calculate it correctly. To minimize errors this value is always set to 0, and if the shipping is taxed, its tax cost will be spread to the order lines.
Updating Fulfilment in Etsy
When Shipment is authorised in DEAR and the carrier specified, DEAR will try to create order shipment information in Etsy (if not already created). This will only work in No Consolidation processing mode.
Each captured Etsy order once saved to Pending Orders creates a Log entry to track the link between the Sale in DEAR and in Etsy. This eliminates the possibility of creating duplicated orders when capturing the same order several times during manual order load.
Each Log entry has a link to the sale task in DEAR. Depending on the settings selected by the user in the Setup tab, this sales task could be draft or authorised, one or more of the Pick, Pack and Ship tabs could be authorised, and payment could have been applied to the invoice.
Log entries allow you to see which Sale task reflects a particular Etsy sale. You also have the option to delete a Log entry manually. This will allow to reprocess an order if required. Deleting a log entry will not void or delete its associated sale task.
Reloading Orders from Etsy
If for any reason you need to reload an order from Etsy, this can be managed from DEAR.
To reload an order from Etsy:
- Void the sale task. A record of this will be kept in DEAR for reconciliation purposes but the transactional data will be deleted.
- Return to the Etsy integration Log tab and delete the Log entry. This will allow the order to be recaptured from Etsy.
- Navigate to the Pending Orders tab and click Load Orders, making sure the date is set to before when the order to reload was made.
When an Etsy order is cancelled, no information about it will be accessible in Etsy or synced to DEAR. You will need to manually void sale orders in DEAR once they have been cancelled in Etsy.
Every time sales are downloaded in DEAR, the action is reported in the operation log. It also contains information about downloading results, including the count of processed, skipped or cancelled orders.