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Integrating Shopify

 

Shopify is an eCommerce platform that allows businesses to sell products on various channels. In no time at all, you’ll be able to showcase your branded merch, coffee beans, pour over kits, tumblers, cakes, and more - on your own eCommerce store, on the online marketplace, and on social media!

This integration is best suited as a RETAIL solution for places selling packaged goods & Retail style products. Eg: Packaged Coffee, T-Shirts, Bottles of Drink via a Shopify Store. Please review the guide below in relation to sync times of orders to understand how this solution can work for you. 

Read on to discover how to set up this integration and process online orders straight from Kounta POS.

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What’s in this guide?

Before you begin
Enable the Shopify Integration
Add your products to Shopify & map your products across to Kounta
Sync Shopify and Kounta
Processing Shopify Orders on Kounta
Frequently Asked Questions

 


Before you begin

The integration is designed as a way for you to receive orders that people place on your Shopify store into Kounta. Specifically, for products sold in your venue that are also sold on the online store. 

Product stock levels & information will now sync with Kounta as your source of truth. All the stock information is designed to be controlled within Kounta. The integration is designed to allow online order revenue to come into Kounta if used correctly. 

The integration does support stock count data syncing from Kounta to Shopify if the feature is enabled. This feature is optional. 

You will need:

 


Enable the Shopify Integration

1. From the Add-ons Page in Kounta Back Office, find the Shopify add-on

2. Enable this Add-on by selecting the orange Enable Shopify button

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3. Select Connect to Shopify

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4. You will be redirected to this page. Simply enter your Shopify domain - remember to remove the “/admin” from the URL. Then, select Connect to Shopify

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5. You will be taken to the Shopify website - scroll down and select Install unlisted app

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You will then see this message:

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6. You will be redirected back to Kounta. You’ll see that your Shopify store has been integrated. (see image below)

Tick the box that says When an order is created in Shopify, create an Order in Kounta for site <your company name - your company site>

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7. Once you tick that box, it will open up more settings (see image below) which you need to go through. These settings are described below the image:

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  • When an order is created in Shopify, create an Order in Kounta for site <your company name - your company site>: This is the first setting that needs to be ticked to allow you to manage Shopify orders from Kounta as well as to access the next settings.
  • Retrieve Orders from Shopify: First, you will choose which order payment statuses will come through to Kounta. To start, we recommend you tick Authorized and Paid. After this, you have the options to choose a specific register where these Shopify orders will appear.
  • Default Products and Advanced Options : Once you select this option, it will expand into more options (see image below) for you to assign order number prefix and to select a product that will represent shipping costs.

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  • Map Tax Codes : Select the tax for your sold products in Kounta that maps to the corresponding tax in Shopify. If you would like to choose GST but aren’t able to find it, please perform a sync first then come back here, the GST option should then be available.
  • Create new Products in Kounta <your company name - your company site>  : this allows Shopify to create new products that it cannot map via SKU to your existing products on Kounta. If your SKUs in Shopify all map to SKUs in Kounta correctly (as we will discuss further in the guide), there wouldn’t be a need for Shopify to create new products.

8. When you’re done, select Save

Note - For you to access the above settings again, return to Shopify add-on page and select the cog wheel icon.

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Add your products to Shopify & map your products across to Kounta

It is important to note, you will need to create products in your Shopify back-end with the exact same price and details as they appear in Kounta in order for them to sync successfully to your POS. The integration cannot pull your Kounta product list with its current design.

If you are planning to use the Shopify integration, please ensure that all products in your Shopify integration, are also recreated in Kounta's back office with the same price and SKU details. If the SKU does not match, the product name can be used as a fail-safe to sync. But you can name them in both software separately if you wish. 

If a product is available that is on the Shopify store is not sold in Kounta, then we will see errors with those orders & they will not appear on the Kounta POS. 

To add products to Shopify directly, please login to the Shopify product page. Follow these steps:

1. Log in to your Shopify account

2. Select Add Product

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Please go ahead and add a product that appears in Kounta into your Shopify back-end if you need to do so. Again insuring that the product name, SKU & Sell Price match Shopify & Kounta. 

3. Adding the SKU number in Shopify. 

The SKU field (see image below) is where you will enter the SKU number which maps a Shopify product to its counterpart on Kounta. You will need to make sure the SKU number is the same for both Kounta and Shopify. The image directly below is the SKU field in Shopify. 

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4. Don’t forget to select save if you’ve made any changes.  

5. Next, from the Kounta Back Office, simply go to the Products page and select the product. Then, scroll down to the SKU field and make sure the SKU number matches with that in Shopify.

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6. Select Save and you’re done!

The above will need to be done for each product you wish to sync between Shopify & Kounta. Please not the below

- Option Set products cannot be selected via the online store

 


Sync Shopify and Kounta

Please note: You will need to set up your products in Kounta & Shopify as per the above instructions. SKU information should sync instantly. Other data such as orders from Shopify to Kounta and stock counts sync every 30 minutes. 

You can perform a manual sync anytime you wish. Please touch the "synchronization settings" cog-wheel for more options on this. 

1 Access your Shopify page by selecting Shopify from the Add-ons Page.

2. Select Sync, then select Sync Now to do an immediate sync

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Processing Shopify Orders on Kounta

Please ensure that the following fields for customer information are filled in Shopify for an order to appear successfully in Kounta. 

- Customer name

- Email address (a must for orders to sync to Kounta)

The integration is designed to allow you to fulfill orders for pick up, the notes field can be used up to 100 characters for small notes. Otherwise please note, that the full details of the order will need to be viewed in the Shopify integration for the time being. The integration allows for revenue to be counted in your POS & also gives you greater visibility to know that a Shopify order has been placed. 

1. Select the Orders tab to view the order.

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2. Once you’ve opened the Shopify order, you can select either Send or Ready. (These options are explained further below the image)

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  • Send - Select send to place the order on hold - such as when you need to process other transactions while the Shopify order is getting prepared. This will trigger any existing production workflows - eg: sending a production docket to the kitchen if relevant. After selecting Send, you can find the order under the Pending tab in the Orders page on POS.

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Note - If your products have been mapped correctly (as we’ve discussed previously) selecting Ready will update your stock count accordingly.

Payments for Shopify orders - If a person has paid for their order online via the Shopify integration, it will appear in your Payment Type as 'Shopify' and this will be a separate line in your reconciliation report that will reflect this. 

 

Success! You’ve just processed your Shopify order.

 


Syncing Stock with Shopify

You are able to use the integration to allow your Kounta Stock for products to reflect back to your Shopify store. Kounta will always remain your source of truth. The following needs to be done for this to occur

- The SKU of the products need to be the same between the products for a link to form

- When updating Stock, you will need to go Back Office> Site > Stock Count and update your product stock count. Anything such as Purchasing, Selling & Producing will change this Stock Count number, this is your source of truth

- The sync happens every 30 minutes as part of the sync cycle. 

To Sync Stock. Once the above configurations have been done, you will need to tick an additional box as per the screenshot below.

 

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Please tick this box, and select the Shopify store you are using in the drop-down list. Once you do this, please note that all your Stock values in Shopify will be overridden by the product's stock values in Kounta. That is it! 

Note: Updating Shopify stock values will not update in Kounta. The integration is designed to use Kounta as your source of truth for any products linked between Kounta and Shopify. If you update your Stock values in Shopify, the Kounta stock will override this for synced products whenever the integration syncs next (usually every 30 minutes if auto-sync is on). Please go into Kounta to update your stock values. 

 


Frequently Asked Questions

How much does Shopify cost?

Whether you’re just starting out or looking to grow your business, Shopify has different plans available that are suited to your needs. See the Shopify website for more details about their available plans.

 

How do I accept payments on my Shopify store?

You have a wide range of payment options for your Shopify store. Visit Shopify’s help centre to view Shopify’s guides on choosing and setting up your payment options.

Once transactions come through to your Kounta POS from Shopify, they would show as PAID since payments are made on Shopify.

 

Are Shopify payments included in my reconciliation?

Shopify payments are automatically reconciled on Kounta POS - meaning you don’t need to enter the amount. Upon reconciliation, amounts are already logged for you. 

Our experts recommend that reconciliation be done daily or at the end of every shift. This way, you can minimise the likelihood of untraced revenue variances. Our walkthrough on finalising your end of day takings will show you the steps!

 

How do I report on Sales by Payment Type?

On the Payments dashboard of Kounta Insights, you’ll be able to view the breakdown of all your payment types processed within a chosen period. This dashboard shows you the performance and historical trends of the payment types you have.

A more basic and tabular report, the Sales Summary by Payment Mean Report can also be found in Back Office.

 


Now that Shopify is set up, what else might I do?


Looking for more ways to increase discoverability and reach more customers in the digital space? Learn more about Kounta add-ons that you can use for digital marketing and online ordering.

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