Handshake Integration

Handshake offers a B2B gateway for placing orders, mobile order writing and web order functionality which compliment the strong inventory management features of DEAR Inventory. The main purpose of the integration is to extend business back end management functions of DEAR by adding the client facing offering of Handshake.


Prerequisites


Table of Contents

  1. Integration Summary
  2. Handshake Integration Setup
  3. Catalog
  4. Orders and Sales
  5. Operation Logs


Integration Summary

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The table below summarises data flow between Handshake and DEAR Inventory at different stages of the integration process. DEAR supports the following integration processes:

  • Integration setup
  • Load catalogue (products/items)
  • Publish catalogue (products/items)
  • Load customers
  • Import orders and payments
  • Process orders and payments
  • Stock level update
  • Shipment information update


Process
Handshake
Direction
DEAR
SetupWarehousesMapping only, new locations must be created in both systems manuallyLocations
Order CategoryMapping only, new order categories and customer groups must be created in Handshake, Tax Rules created manually or loaded from accounting system
Customer GroupsTax Rules
Order StatusMapping order status to DEAR chart of accounts. Handshake doesn’t provide relevant payment information. We assume that payment is received when order is in selected status.Chart of Accounts
Load catalogueItem CategoriesFrom Handshake to DEARProduct Categories
Items and VariantsProducts and Product families
Publish catalogueItem CategoriesFrom DEAR to HandshakeProduct Categories
Items and VariantsProducts and Product families
Import orders and paymentsCustomersFrom Handshake to DEARCustomers
OrdersPending Orders
Item CategoriesProduct Categories
Items and VariantsProducts and Product families
Process orders and payments
No communication between systems at this pointSales
Stock Level UpdateItems and VariantsFrom DEAR to HandshakeStock Level
Shipment Information UpdateOrdersFrom DEAR to HandshakeShipment


Handshake Integration Setup

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First you must connect DEAR to your Handshake store.


It is possible to link several Handshake stores to a single DEAR account. Each linked store has independent catalog, logs and settings.


To connect Handshake to DEAR:  

  1. Navigate to Integration -> Handshake.


  2. Click the + to connect a new store. 
  3. Enter your HandShake shop name and API key (find the API key by logging into your HandShake account) and click Connect to Handshake
  4. Repeat these steps to connect as many HandShake stores as you require.



Integration settings

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In the Setup tab, several integration settings can be customised. 



Order Capture 

This option specifies when a Handshake order will be captured: when it is confirmed, when it is processing or when it is complete in Handshake. This setting is also taken into account when downloads of historical orders from Handshake are triggered.


Consolidate Orders

DEAR - Handshake Integration allows two options for order consolidation.

  • No Consolidation

  • Daily Consolidation

No Consolidation indicates that sales will be captured from Handshake as they occur. 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.


Customer

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 in DEAR just for this purpose.


Sale Price Tier 

Choose which price tier to use as the default price when DEAR uploads products to HandShake or updates their information. See Managing Price Tiers for more information. 


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 HandShake if auto-ship is selected and will not create fulfilment in HandShake in this scenario (if Auto Ship is enabled).


Invoice Status

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 HandShake. This will override settings at the Product/Customer level and any other Account mapping. 


Sales Representative Name

This option allows the field name to be used as Sales Representative, for example the shop name. 


HandShake Sale Tax Status

This option sets the default Tax Status for HandShake sales as Tax Inclusive or Tax Exclusive. 


Create Payments for Sales

This option enables DEAR to create payments for sales. HandShake does not send payment information to DEAR – it is assumed a payment has been made once an order receives the status specified in the Status for Payment Creation setting.  


Status for Payment Creation

When a sale order has this status, DEAR will be able to create a payment for it if the Create Payments for Sales option is enabled. Order status can be Confirmed, Processing or Complete. 


Payments Account

Select an Account from chart of accounts which has an ability to receive payments to be used in DEAR payments. If this account is not selected, payments will not be created.


Update Stock Levels in HandShake

You may choose to disable automatic stock level update in HandShake performed by DEAR at the time available product quantity changes in DEAR. This may be useful if you are managing stock level in HandShake 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 HandShake


Sync Brands and update Categories of DEAR products 

If this option is enabled DEAR will push Brands to Handshake and update Category names in DEAR if they are changed in Handshake. 


Export Shipping Information to HandShake 

If this option is selected, DEAR will export shipping information to HandShake. Further details can be found in the Fulfilment section. 


Enable Order Routing

When a customer places an order, DEAR can automatically route the order to the seller's inventory location nearest to the provided shipping address for fulfilment. See Order Routing for more information.




Tax Rules Mapping Mode 

When a pending sale is processed by DEAR, a sale task is created with the order and invoice lines filled in.  DEAR can use different tax rules defined in the tax rule mapping settings to create these lines. Whether downloaded sales are Tax Inclusive or Tax Exclusive is defined in the HandShake Sale Tax Status setting. 


DEAR chooses one tax rule for a pending sale (according to tax rule mappings) and uses it to calculate taxes from from totals received from HandShake.


There are thee modes of Tax Rules mapping:

  • Use one Default Tax Rule for all sales;
  • Select Tax Rule for each Order Category;
  • Select Tax Rule for each Customer Group.


A Default Tax Rule should always be defined – in some cases the order will not belong to any Order Category or the Order Customer will not belong to any Group. Once one of the mapping modes has been selected you will have the option of defining Tax Rules for Customer Groups/Order Categories. 


Customer Groups and Order Categories are automatically downloaded when HandShake is connected to DEAR and later can be manually downloaded on Setup page.



Tax Rule Mapping

When 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 uses these tax rules to calculate taxes from totals received from HandShake.


IMPORTANT:  Orders will be skipped on download if Taxation mapping not finished! 


Location 

HandShake allows the use of multiple warehouses. Map DEAR Locations to HandShake locations in these settings. 


Disconnect from HandShake store

When you disconnect from HandShake store, DEAR removes all associations between DEAR objects and HandShake, including Log and Product Catalog.


Catalog

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The DEAR HandShake Catalog page allows user to Download products from HandShake, break the link between a DEAR product and its HandShake listing and update quantities in HandShake according to DEAR available stock.


Downloading Products

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Products can be loaded from HandShake to DEAR in the Catalog tab by clicking Load Products. This operation may take some time. 



There are 2 type of items in HandShake: simple items and items with variations which correspond to DEAR's simple products and product families. Each variable product in HandShake can have unlimited number of dimensions (options), but DEAR product families only have 3. Due to this constraint, DEAR uses only the first 3 required dimensions from the HandShake variation when loading products from Handshake. 


When downloading items from HandShake, DEAR first checks if the item in HandShake is a simple item or an item with variants. If the item has variations in HandShake, DEAR creates a Product family and then all variants of that item are created as products in DEAR belonging to that family. If a family and products are already created/linked with HandShake then DEAR updates existing family/products instead of creating new ones.


When a product is created/updated in DEAR during the download process, a link is established between item and variant unique HandShake ID and DEAR unique product ID. This link is used when products are matched against sale order lines in HandShake and when subsequent product download occurs to update the same products.


HandShake categories are mapped to DEAR categories.


When downloading products, DEAR tries to match existing products first to avoid creating duplicates. Matching is performed by item or variant SKU.


Data mapping for simple products between DEAR and HandShake is as follows:

DEAR Simple Product
HandShake Item
SKU

SKU 

NameName
CategoryCategory.Name
DescriptionLongDesc
BarcodeBarcode
Price Tier. Default is Price Tier 1Unit Price
Images. (Only downloaded when no images attached to product in DEAR). Existing images won’t be deleted.Images
QuantityQuantity



Data mapping between DEAR Product Families and HandShake items with variants.

DEAR Product Family
HandShake Item with Variants
SKU

SKU 

NameName
CategoryCategory.Name
DescriptionLongDesc
Price Tier. Default is Price Tier 1Unit Price
Images. (Only downloaded when no images attached to product in DEAR). Existing images won’t be deleted.Images



Data mapping between DEAR Variation Product and HandShake variants.

DEAR Variation Product
HandShake Variant
SKU

SKU 

NameName
Category(Parent Item).Category.Name
Description(Parent Item).LongDesc
Price Tier. Default is Price Tier 1Unit Price
Images. (Only downloaded when no images attached to product in DEAR). Existing images won’t be deleted.Images


Manage Catalog

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There are two possible statuses for products in the Catalog: Not Listed and Listed


NOTE: Updating products from the catalog will update the stock level in HandShake regardless of the related Quantity update setting status.


To list a product on HandShake: 

  1. Click on the product in the Catalog tab. 
  2. In the pop-up Window, click List on HandShake.
  3. Save your changes.



To unlist a product on Handshake: 

  1. Click on the product in the Catalog tab. 
  2. Click Unlink.
  3. Save your changes.



To remove a product from HandShake: 

  1. Click on the product in the Catalog tab. 
  2. Click Remove from HandShake.
  3. Save your changes.


Bulk Listing

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As well as listing products individually, products can be listed in bulk to save time.


To list products on HandShake in bulk: 

  1. Go to the Bulk Listing tab.
  2. Select products to upload in bulk. You can select products by Category, Family, Product Tag, Price Tier, Listing Status and through manual search.
  3. Click Start to upload all selected products.



Orders and Sales

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Processing Pending Orders

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DEAR will check HandShake once an hour or once a day for orders fitting the Order Capture setting specified in Setup. 


Whenever a sales are captured from HandShake they are first placed into Pending Orders, and stock is allocated immediately. DEAR imports new orders once an hour 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 HandShake sale is converted into an identical sale in DEAR, keeping the same customer, billilng 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 HandShake 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.


Downloading Customers

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The Load Customers button can be found next to Load Products on the Catalog tab. 



This function downloads all customers from HandShake to DEAR. If the customer already exists in DEAR, this function updates any details that have been changed in HandShake. As DEAR automatically creates customers when processing sale orders (if No Consolidation option is selected), this function is generally only used for testing purposes. 


This function creates a customer in DEAR with Contact, Billing and Shipping addresses captured from HandShake.



Downloading Orders and Payments

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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 the 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. 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, gift wrapping and handling are also saved as additional charges.


If a Payment Account has been specified in the Integration Settings, DEAR will always assign associated payments to the captured HandShake orders.


When a Handshake order is cancelled, DEAR automatically finds and voids the corresponding sale task if already created as a Sale Order or just removes the associated pending order if not yet processed.


The final step in the order download is to trigger update of stock levels in other HandShake stores and other connected eCommerce channels.


Refunds

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Handshake integration supports Refunds. 


Updating Fulfilment in HandShake

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When Shipment is authorised in DEAR and the carrier specified, DEAR will try to update order status in HandShake to Complete. This will only work in No Consolidation processing mode.


Logs

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Each captured HandShake order once saved to Pending Orders creates a Log entry to track the link between the Sale in DEAR and in HandShake. 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 HandShake 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 HandShake

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If for any reason you need to reload an order from HandShake, this can be managed from DEAR.


To reload an order from HandShake:

  1. Void the sale task in DEAR. A record of this will be kept in DEAR for reconciliation purposes but the transactional data will be deleted. 
  2. Return to the HandShake integration Log tab and delete the Log entry. This will allow the order to be recaptured from HandShake.
  3. 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. 


Operation Logs

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Each time when user or DEAR downloading sales appropriate record added to operation log. It also contains information about results of downloading, including the count of processed, skipped or cancelled orders.



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