HandShake integration summary

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


Process

Handshake

Direction

DEAR

Setup

Warehouses

Mapping only, new locations must be created in both systems manually

Locations

Order Category

Mapping only, new order categories and customer groups must be created in Handshake, Tax Rules created manually or loaded from accounting system


Customer Groups

Tax Rules

Order status

Mapping order status to DEAR chart of accounts. Handshake doesn’t provide relevant payment information. We assume that payment is received when order in selected status.

Chart of accounts

Load catalogue

Item categories

From Handshake to DEAR

Product Categories

Items and Variants

Products and Product families

Publish catalogue

Item categories

From DEAR to Handshake

Product Categories

Items and Variants

Products and Product families

Import orders and payments

Customers

From Handshake to DEAR

Customers

Orders

Pending Orders

Item categories

Product Categories

Items and Variants

Products and Product families

Process orders and payments


No communication between systems at this point

Sales

Stock Level Update

Items and Variants

From DEAR to Handshake

Stock Level

Shipment information update

Orders

From DEAR to Handshake

Shipment


Reason for integrating Handshake and DEAR

Handshake offers Mobile Order Writing, B2B Gateway and web order functionality which will compliment strong inventory management features of DEAR Inventory. The main purpose of the integration is to extend business back end management functions of DEAR with client facing offering of Handshake.


Multiple HandShake accounts

It is possible to link several HandShake accounts to a single DEAR account. Each linked account has independent catalogue, logs and settings.


DEAR settings for HandShake integration


When to capture sale

You have an option to select when HandShake Order is captured and processed in DEAR:

  • Confirmed – order captured if it has Confirmed, Processing or Complete status;
  • Processing – order captured if it has Processing or Complete status;
  • Complete - order captured if it has Complete status

This setting is also taken into account when you trigger download of historical orders from HandShake.


Sales consolidation

DEAR-HandShake integration can work in two modes as defined by Consolidation Type setting

  • No Consolidation
  • Daily Consolidation

This setting defines how DEAR processes captured pending sales. Daily consolidation creates a single order for all Handshake orders for the day which results in a single invoice being created and synced to your accounting application. When Consolidation Type is Daily Consolidation, additional option becomes available: Consolidation time. This is your local time when all pending sales aggregated during the day will be processes.


See Pending Sales Processing section for more details below.


Customer

You need to select existing customer on HandShake settings page in order for the pending sales processing to work.


When Consolidation Type is Daily Consolidation, this customer is used to create new sale task which will combine all daily sales.


When No Consolidation option is selected actual customer details are used to create the sale orders in DEAR.


Store Timezone

DEAR expects HandShake shop timezone to correspond to DEAR account time zone. Order dates are processed in DEAR account time zone.


HandShake Orders taxes

HandShake Orders are always imported to DEAR with tax inclusive prices. When pending sales are processed, taxes are calculated from handshake prices according to tax rule mapping in Setup page.


HandShake price tier mapping

HandShake integration exchanges only main product price. To map this price to DEAR price tier, please use “Price Tier” combo box.


Link HandShake warehouses to DEAR Locations

All HandShake warehouses should be linked to relevant DEAR locations. List of warehouses is loaded when connection to HandShake is established or can be manually loaded from the Setup page.


Pick, Pack and Ship processing mode

When pending sales 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 full quantity of products in sale task, then pick will remain in Draft state and Pack and Ship will not be completed.

DEAR does not pick up shipment information from HandShake when performing auto-ship and will not create Fulfilment in HandShake in this scenario (if Auto Ship is enabled).


Invoice Status

You can control Invoice Status for Sale task created as a result of pending order processing. By default Invoice will be authorised and will be in Draft state, adjustable and waiting for authorisation. But if this setting is changed to AUTHORISED the invoice will be automatically authorised and pending sync will be created for it to sync with Xero/Quickbooks


Update stock level in HandShake

You may choose to disable automatic stock level update from DEAR to HandShake when available product quantity changes. This may be useful if you are managing stock levels in HandShake manually and do not want DEAR to change it.


Tax Rules mapping

When pending sale is processed by DEAR, a sale task is created with order and invoice lines filled in. DEAR can use different tax rules defined in tax rule mapping settings to create these lines. DEAR chooses one tax rule for a pending sale (according to tax rule mappings) and uses it to calculate taxes from tax inclusive prices and 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.

Default Tax Rule should be defined for every mode for cases where the order does not belong to any Order Category or Order Customer does not belong to any Group.


After you select one of the mapping modes you should define TaxRule for each Order Category of Customer Group.

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


Default Additional Charges Tax Rule

When pending sale is processed by DEAR sale task is created with invoice additional charges reflecting discounts (if applicable) filled in. Tax rule specified in this setting is used to create these lines. DEAR uses this tax rule to calculate taxes from tax inclusive prices and totals received from HandShake.


Payments and Payment Account

DEAR is able to automatically add payments to created sales. If you want DEAR to create these payments you need to:

  • enable payment creation;
  • choose minimum order status (Confirmed, Processing or Complete);
  • 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.


Disconnecting from HandShake Store

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


Downloading Products

On DEAR HandShake Catalogue page there is a button to initiate download of products from HandShake to DEAR. There are 2 type of items in HandShake: simple items and items with variations. Each variable product can have unlimited number of dimensions (attributes) in HandShake, but DEAR can use only 3 of them. According to this constraint, we use only first 3 required dimensions from HandShake variation. This concept is a perfect match for DEAR Product Families and DEAR Products. When downloading items from HandShake, DEAR checks if item in HandShake has variants, or it is just a simple item. If 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 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 download process, there is a link 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 matching existing product first to avoid creating duplicates. Matching is performed by item or variant SKU.

During product load DEAR automatically creates product categories that correspond to item categories. Property mapping between DEAR products and HandShake simple items:


DEAR Simple Product
HandShake Item
SKU
SKU
Name
Name
Category
Category.Name
Description
LongDesc
Barcode
Barcode
Price tier mapped as “Price Tier” in setup page.
(Default is Price Tier 1)
UnitPrice
Images (Only downloaded when no images
attached to product in). Existing images won’t be deleted.
Images
Quantity
Quantity


Property mapping between DEAR Families and HandShake items with variants.


DEAR Family
HandShake Item
SKU
SKU
Name
Name
Category
Category.Name
Description
LongDesc
Price tier mapped as “Price Tier” in setup page.
(Default is Price Tier 1)
UnitPrice
Images from a first Variation (Only downloaded
when no images attached to product in). Existing images won’t be deleted.
Images


Property mapping between DEAR variation product and HandShake variants.


DEAR variation product
HandShake variant
SKU
SKU
Name
Name
Category
(Parent Item).Category.Name
Description
(Parent Item).LongDesc
Barcode
Barcode
Price tier mapped as “Price Tier” in setup page.
(Default is Price Tier 1)
UnitPrice


Downloading Customers

You can find download customers button next to download products button in the Catalog tab.
This function downloads all customers from HandShake to DEAR, Updating DEAR customers if they are already created.


Normally you don’t need to use this function except for test purposes because DEAR automatically creates customers when processing sale orders (with No Consolidation option)


This function creates a customer in DEAR with Contact, Billing and Shipping addresses captured from HandShake.
In HandShake customer can have Billing and shipping addresses, DEAR uses all this information.


Downloading Orders& Payments

Orders and order changes are periodically downloaded from HandShake. Normally you don’t need to trigger manual order download, however if an order was not captured by DEAR or to load historical sales you can use manual order download option in Pending Orders tab.


Any downloaded order is saved to Pending Orders. It is a temporary storage of all sales and payments in DEAR.


Only orders matching selected capture option are accepted: with status Confirmed, Processing, Complete.


If an order has an entry in Logs (was downloaded before) it will be skipped. This guarantees no duplicate sales will be created by DEAR.


While saving order, DEAR captures customer information, billing and shipping addresses. All line items are captured together with quantities, prices and totals. Totals order discounts are applied as additional charge to the whole order, without distribution by lines to reduce the chance of discrepancy.
Shipping, gift wrapping and handling are also saved as additional charge for invoice. HandShake has special Tax Rules for these additional charges. So, you could link them with DEAR Tax Rules on Setup tab.


For each line in HandShake order DEAR tries to locate corresponding product by SKU. If no product found DEAR tries to download sold product info from HandShake with the same logic as in Download Products function. If the product is not found DEAR marks this line as Service (Non-product). After that Sale line is saved to pending orders with all data from HandShake: Price, Quantity and Total.


Last step in order download is to trigger update of stock levels in other HandShake stores and other connected eCommerce channels for all products saved to pending sales.


Processing of Pending Sales

Consolidation option setting controls how pending orders are processed: once a day or once an hour.


For Daily Consolidation all pending sales are aggregated to single sale task once a day. This single sale task will be created for a customer selected on configuration page. In this scenario customer, billing and shipping information stored in pending sales is ignored.


For No Consolidation option each sale from HandShake is converted to identical sale in DEAR, keeping customer, shipping and billing information.


Processing can be customised by settings described above.


When doing processing, logic is identical to the one provided through DEAR UI. It implements Drop Shipping and other important scenarios.


DEAR HandShake Catalogue

Besides product downloading you can choose to manage your HandShake catalogue from DEAR. With DEAR HandShake Catalogue you can list/update DEAR product on HandShake. The same data is being updated/pushed to HandShake as described in Product Downloading above. Please be aware that updating product from catalogue will update stock level in HandShake regardless of the related Quantity update setting status.


When listing product on HandShake you may choose which price tier to use for price in HandShake. You can also remove product from HandShake from DEAR HandShake Catalogue.


Bulk Listing

In addition to individual product management with catalogue you have an option to bulk list/update products in HandShake.
Bulk listing uses the same logic as the catalogue listing.


Logs

Each captured HandShake order once saved to Pending Sales also creates Log entry to track the link between Sale in DEAR and in HandShake. It also prevents creation of duplicate orders when capturing the same order several times during manual order load.


With Log entry you are able to see which Sale task reflects particular HandShake sale.


You also have an option to delete Log entry manually. This will allow you to process the same sale again if required. Deleting log entry will not void or delete associated sale task, you will need to Void the relevant task manually be accessing it in Sale>View All Sales.


Updating Fulfilment in HandShake

When Shipment is authorized in DEAR, with carrier specified, DEAR tries to update order status in HandShake to Complete. This will work only in “No Consolidation” processing mode.


Updating Stock level in HandShake

If enabled in settings whenever available quantity changes in DEAR for a product listed on HandShake with Catalogue status “Linked”, DEAR tries to update current HandShake stock level for the product automatically. It keeps stock levels in sync with current DEAR levels to avoid overselling. This means that once you received stock for listed products with Purchase, DEAR automatically updates stock levels in HandShake and you don’t need to worry about it.
You can also trigger update of stock levels for all listed products manually on DEAR HandShake Catalogue page.