Connect Shopify with Craftybase

Learn how Craftybase imports your Shopify data.

This article will guide you through how to connect to Shopify, and what types of data we can import into your Craftybase account.

Shopify is a complete commerce platform that lets you start, grow, and manage a business.

Our Shopify ➝ Craftybase integration allows you to import your products and orders from this channel, so that you can be sure that your inventory levels are always automatically factoring in sales from this source.

We'll cover:

How to connect your Shopify store

To connect your Craftybase account, follow the directions in our help article here: Connect your Shopify Integration

Once you have connected your Shopify account, we will schedule an automatic update for 5am each day. You can also update your data at any time before the next update via a manual update.

We request only the minimum of access that we require in order to offer our service and can only access data that you have granted us access to. We request only " read only" access to your Shopify account, meaning that we have no ability to change your data from our side. Our access to your data can be revoked by you at any time.

We use the Shopify API to read and import data securely from Shopify's servers using oAuth.

It is recommended that you always create your products on Shopify where possible and then import them to create as products in Craftybase. This means that your external references will be correct from the start and you will not need to do any merging between your manually created products and imported ones.

We support importing sales originating from both Shopify POS and Shopify E-commerce.

How we import your Shopify Products

Regardless of the date range selected, Craftybase will import all products found on Shopify and create these as products regardless of when they were created.

When importing orders, Craftybase considers the fulfillment status and fulfillment details provided by Shopify:

  • If the fulfillment status is "partial" or "fulfilled" and fulfillment details include a created at date, the order is considered "shipped" in Craftybase.
  • Orders with a "shipped" status indicate that they have been fulfilled and shipped to the customer. These orders will be reflected in your Craftybase order history.

If you do not wish to track some of these products going forward, you can archive them, and they will be removed from most views and reports. 

If you are not ready for your product to be live on Shopify just yet, you can consider creating it as an Unpublished Product so that you can create the linked association in Craftybase.

How we import your Shopify Variants

Your  Shopify Variants are directly imported as Variations and Variation Attributes in Craftybase.

Example: I have a product called "Cotton Shorts" on Shopify and have two Variant Options configured: Size (Small, Large) and Colour (Yellow, Green, Red). When imported into Craftybase, "Size" and "Colour" will be created as Variation Labels. The values for each (e.g. Yellow, Green, Red, Small, Large) will be created as Variation Values to their corresponding Label.

If your account has been configured to auto-create variations, all variations will be automatically created when imported based on your available variants. If auto-create variations is switched off, only variant combinations that have been sold will be created. In this situation, you can create the missing variations manually if and when required.

If you rename or change the variant on Shopify, it's important to note that this will be created as a new variant and will be provided with a new ID. This will, in most cases, create a new variant and variation in Craftybase which may need to be merged together.

Shopify Orders

Orders with statuses such as "Paid," "Completed," "Partial," or "Fulfilled" are imported. Once imported, orders are updated in Craftybase to reflect their fulfillment status. For instance, orders will be marked as "Shipped" in Craftybase when the Fulfillment Status is either "Partial" or "Fulfilled," and the Fulfillment Details include a "Created At" date.

Order Status Imported to Craftybase? Notes
Paid Yes
Completed Yes
Partial Yes Orders will be marked as "Shipped" in Craftybase when the Fulfillment Status is either "Partial" or "Fulfilled," and the Fulfillment Details include a "Created At" date.
Fulfilled Yes Orders will be marked as "Shipped" in Craftybase when the Fulfillment Status is either "Partial" or "Fulfilled," and the Fulfillment Details include a "Created At" date.

How we handle Shopify order discounts

If a discount is applied to the Shopify order, it will be imported as part of the Discount total and be factored into the Order Total.

How we handle Shopify refunds and adjustments

If you issue a refund for a Shopify order when this order is next updated, an adjustment will be applied to the order containing the amount refunded. This will appear in your Order totals area under "Adjustment."

If you have had stock returned to you as part of this refund, we will cancel the order line item returned to you and increase your stock quantity to include the returned item. To ensure that Craftybase restocks the product in the system, you will need to mark the "restock" option in Shopify when refunding an order:

The restocking is available to a product whether you track inventory in Shopify or not. Not selecting this checkbox will mean that Craftybase is unable to recognize that a product is returned.

If you have partially refunded a Shopify order and the customer has also returned and then exchanged a product in the sale, then you will also need to adjust your inventory in order to account for this. You can either add inventory adjustments to account for the changes in the stock or, alternatively, if you would like the order to correctly represent the new items, you can remove the entire order and manually add it again with the new items.

How we handle Shopify Fees

We do not import your monthly Shopify subscription fee or any transaction fees generated via the Shopify payment gateway.

Faire Imports via Shopify

There has been a recent change regarding Faire orders imported via Shopify. Due to a deliberate modification, Faire orders will no longer be imported via Shopify. This adjustment was made to prevent duplicates if both integrations are connected.

If you have been affected by this change, we recommend connecting your Faire integration directly and then backdating a month to fetch any missing data. This will ensure that your Faire orders are properly accounted for in Craftybase.

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