When you have Sales Orders created on Shopify, the Sales Orders are generally synced to your QuickBooks Commerce Sales Orders section automatically, without any additional steps required.
In this Guide:
- How are Stock Levels synced from Shopify?
- Why aren't stock levels being synced to Shopify?
- What causes Pending Orders?
- How do I rectify Pending Orders?
You can see all of your Sales Order from Shopify by going to Shopify's Sales Order listing. You can also differentiate where the Sales Orders have synced from on the QuickBooks Commerce Sales Order page by looking at the Shopify badge beside the Company name within the order. Alternatively, you can create a filter on your Sales Order Page to filter out Sales Orders from Shopify.
From the example above, you can tell the Sales Order has synced from Shopify as it has the Shopify badge beside the Company name.
How are Stock Levels synced from Shopify?
Once Sales Orders are created on Shopify and synced over to QuickBooks Commerce, stock levels for all of the linked variants on the Sales Order will be committed but will not yet be deducted from your QuickBooks Commerce Inventory for the amount of units listed for each variant. At the same time, once the order has successfully synced to QuickBooks Commerce (without any errors), and the number of units for a given variant are committed, your Shopify stock levels will then be updated as well, with a reduction in stock levels for the number of units on the order for each variant.
For example, you have a variant SKU: TG1129 with 10 units of stock available within QuickBooks Commerce. Here is how the stock sync level would work for a Shopify Order:
- An order is created on Shopify for SKU: TG1129 for 2 units of stock.
- Order is then synced over to QuickBooks Commerce as Finalized
- 2 Units of SKU: TG1129 will be deducted from the 'Available' stock figure while 2 units will be increased for the 'Committed' figure. 'On-hand figure' will remain unchanged with 10 units as the order has not yet been shipped out/fulfilled. At this point, once stock levels are committed for the order, your Shopify stock levels will be updated as well with a reduction of 2 units.
- Once the order has been shipped/fulfilled, the 2 units from the 'Committed' and 'On-hand' figure will be reduced, and your total available units will be 8 units now (given there are no other finalized orders and/or committed stock for SKU: TG1129).
Why aren't stock levels being synced to Shopify?
There are times you may notice that stock levels between QuickBooks Commerce and Shopify are not syncing as expected. QuickBooks Commerce will purposefully pause the syncing of stock levels to Shopify as a protective measure to ensure that we don't sync an inaccurate stock level, resulting in a potential oversell of your products.
One of the main reasons as to why stock levels are not syncing to Shopify is because of unprocessed pending orders and/or orders with errors (that have not yet synced to QuickBooks Commerce successfully).
As intended, orders that have been processed in Shopify should result in the reduction of QuickBooks Commerce stock levels. However, if the orders have not yet been synced to your QuickBooks Commerce account due to unforeseen error(s), the current QuickBooks Commerce stock level(s) cannot be correct (as the variants' stock levels are not accounted for if the order has not synced over successfully).
What causes Pending Orders?
Pending Orders are usually caused by Variants you have in Shopify that aren't found in your QuickBooks Commerce Inventory and/or are not linked to your QuickBooks Commerce Inventory. This basically means Shopify Variants are not found in QuickBooks Commerce and we cannot sync Orders with 'foreign' products/variants.
Another reason Pending orders are caused is if Linked Variants between QuickBooks Commerce and Shopify become unlinked, either intentionally or unintentionally.
Common reasons for variants being unlinked:
- Variants are intentionally unlinked to accommodate for Gift Card & Flash Sale Campaigns.
- When a CSV is used to update products/variants within Shopify - this results in a change of variant_id (online id) unintentionally, which will unlink the variants between Shopify and QuickBooks Commerce.
- There may be times when products are deleted in Shopify or QuickBooks Commerce during promotions which will unlink the variants between Shopify andQuickBooks Commerce.
You can check for Pending Orders by going to your Sales Channel Order listing and select Pending Only from the Show drop-down menu.
As seen in the example above, Order #9753 has not synced over to QuickBooks Commerce successfully as some or all of the variants within the order do not exist, and/or are not linked to variants in QuickBooks Commerce. Any variants within the order, that are linked to QuickBooks Commerce's inventory, will not sync the current stock levels back to the Sales Channel as the order has not yet been synced successfully to account for the variants' stock levels.
How do I rectify Pending Orders?
To rectify the issue of stock levels not syncing to Shopify as a result of pending orders, please proceed to the Shopify Order Listing, displaying only Pending Import orders as shown in the screenshot above. Click on any order, which will result in a pop-up that usually indicates which variant(s) are missing in QuickBooks Commerce and/or are unlinked. You can then proceed to either importing the variant into QuickBooks Commerce (if it does not exist) OR create a link between the variants (if it exists in QuickBooks Commerce) and click on Import Order to successfully import the order.
Once the pending orders are rectified, you will then see the correct stock levels being synced to Shopify. If you encounter any issues with the pending orders, please reach out to the support team, and we'll be glad to assist!