Streamline Your E-commerce Operations with Shopify to Zoho Inventory Integration

Streamline Your E-commerce Operations with Shopify to Zoho Inventory Integration

Table of Contents:

1. Introduction
2. Integrating Shopify with Zoho Inventory
3. Setting up the Integration
   • Step 1: Integrating Zoho Inventory with Shopify
   • Step 2: Configuring the Details
   • Step 3: Syncing Products and Orders
   • Step 4: Managing Stock
4. Creating Invoices and Payments
   • Step 1: Custom Function Workflow
   • Step 2: Creating a Chart of Accounts in Zoho Books
   • Step 3: Generating an Invoice
   • Step 4: Custom Function for Invoice and Payment Record
   • Step 5: Creating a Workflow Rule
5. Managing Packages and Shipments
   • Step 1: Creating a Chart of Accounts in Zoho Books
   • Step 2: Creating a Zoho Flow for Package and Shipment Creation
   • Step 3: Setting up the Workflow Rule
   • Step 4: Creating a Package
   • Step 5: Creating a Shipment
6. Conclusion

Integrating Shopify with Zoho Inventory: A Comprehensive Guide

In today's tip, we will learn how to integrate Shopify with Zoho Inventory, taking this integration to the next level by creating invoices, payments, packages, and shipments within the integration. This comprehensive guide will walk you through step by step, ensuring a seamless integration process.

Step 1: Integrating Zoho Inventory with Shopify

To start the integration process, you need to log into Zoho Inventory and navigate to the Settings tab. Under the Integration section, click on "Shopify" under the Shopping Cart options. Set up the integration by following the prompts, including logging into your Shopify account and connecting it to Zoho Inventory.

Step 2: Configuring the Details

After integrating Zoho Inventory with Shopify, review the details to ensure the proper syncing of products and orders. Under the "Show Details" option, check if products are syncing from Shopify to Zoho Inventory and if orders are coming in as confirmed and fulfilled. Make any necessary adjustments, such as enabling the sync of stock from inventory to Shopify if required.

Step 3: Syncing Products and Orders

With the integration set up, products will automatically sync from Shopify to Zoho Inventory. However, it's essential to ensure that orders are also synced correctly. By default, orders come in as draft sales orders, missing invoice and payment records. To rectify this, we will create a custom function workflow to generate invoices and payment records associated with each order.

Step 4: Managing Stock

Before proceeding with creating invoices and payments, it's crucial to set up a chart of accounts in Zoho Books to track Shopify orders' payments. Create a new account called "Shopify Orders" under the income category. Consult your accountant if you need specific account names. Once the account is set up, note down the account ID as we will need it in the next steps.

Step 5: Generating an Invoice

In Zoho Inventory, navigate to the Automation section and create a custom function to generate invoices from sales orders. This custom function will convert the sales orders into invoices, update the invoice with the sales order date, mark the invoice as sent, and create a payment record linked to the invoice. Make sure to use the chart of accounts that we created earlier and verify the connection between Zoho Inventory and Zoho Books.

Step 6: Custom Function for Invoice and Payment Record

To create the custom function for generating invoices and payment records, refer to the provided code in the description. Copy and paste the code into the appropriate section, ensuring you update the payment account ID with the ID from the chart of accounts in Zoho Books. Save the function after making any necessary modifications.

Step 7: Creating a Workflow Rule

To automate the invoice and payment creation process, create a workflow rule under the Automation section in Zoho Inventory. Name the workflow rule as desired and set it to trigger on the creation of a sales order. If necessary, use filters to ensure that the workflow only applies to Shopify orders by checking the ref number field. Add the custom function we created earlier as an action for this workflow rule. Save the workflow rule.

Step 8: Creating a Zoho Flow for Package and Shipment Creation

Now, we will set up a Zoho Flow to create packages and shipments within Zoho Inventory when a Shopify order is fulfilled. Access Zoho Flow and create a new flow named "Shopify Order Fulfilled" triggered by Shopify events. Connect Zoho Flow with your Shopify account, ensuring you have the necessary API key and access token.

Step 9: Setting up the Workflow Rule

Within Zoho Flow, create a trigger for when a fulfillment is created in Shopify. This trigger will capture the order details that we will use to fetch the corresponding sales order in Zoho Inventory. Connect the trigger to the subsequent actions in the flow.

Step 10: Creating a Package and Shipment

Using the fetched order details, create a package in Zoho Inventory linked to the sales order. Specify the package ID, package date, delivery method, and reference number. This package will contain all the items from the sales order.

Step 11: Creating a Shipment

Continuing from the package creation, create a shipment order in Zoho Inventory. Link the shipment to the package ID, set the shipment date as the current date, and retrieve the delivery method and tracking number from the fulfillment details in Shopify. This ensures accurate tracking of shipments within Zoho Inventory.

After completing these steps, you have successfully integrated Shopify with Zoho Inventory, enabling seamless management of invoices, payments, packages, and shipments. This integration streamlines your accounting and inventory processes, providing a unified solution for your e-commerce business.

In conclusion, integrating Shopify with Zoho Inventory offers numerous benefits, including automated creation of invoices, payments, packages, and shipments. By following the step-by-step guide outlined in this article, you can ensure a smooth integration process and efficient management of your e-commerce operations.

Highlights:

• Integration of Shopify with Zoho Inventory streamlines the creation of invoices, payments, packages, and shipments.
• Custom function workflows enable the automatic generation of invoices and payment records associated with sales orders.
• Zoho Flow allows for the creation of packages and shipments within Zoho Inventory when a Shopify order is fulfilled.
• Proper chart of accounts setup in Zoho Books ensures accurate tracking of payments for Shopify orders.
• The integration provides a unified solution for managing accounting, stock, and physical inventory across multiple sales channels.

FAQ

Q: Can I sync my stock from Zoho Inventory to Shopify? A: Yes, the integration allows you to sync your stock from Zoho Inventory to Shopify. However, you can choose to disable this feature if it does not align with your specific requirements.

Q: Can I split an order into multiple packages using this integration? A: The integration, as described in this guide, creates one package per order. If you need to split an order into multiple packages, custom functionality within Zoho Flow will be required.

Q: Can I customize the account names in the chart of accounts? A: Yes, you can consult your accountant to determine the specific account names for your chart of accounts in Zoho Books.

Q: What happens if an order is fulfilled through USPS or another carrier? A: The delivery method and tracking number will be fetched from Shopify based on the fulfillment details. This ensures accurate tracking of shipments within Zoho Inventory, regardless of the carrier used.

Q: How does this integration benefit my e-commerce business? A: The integration simplifies the management of invoices, payments, packages, and shipments, providing a unified solution for your e-commerce operations. It helps streamline accounting processes, inventory management, and tracking of physical inventory.