Solved

Syncing historical orders

  • 29 January 2022
  • 5 replies
  • 253 views

Userlevel 3
Badge

Is it possible to import historical orders via the Shopify connector?
In my testing, archived orders are filtered (excluded) from the import by default.

Customer would like to import historical orders for reporting and customer service reasons.

Thx / Chad

 

icon

Best answer by Yuri Karpenko 1 February 2022, 22:50

View original

5 replies

Userlevel 6
Badge +6

@clancour , yes, your screenshot is from the Sync History screen. Select some orders and click SYNC button on top of your screen. If you have a lot of those orders, unfortunately, you will be able to sync one page of them at a time only. But, you can scale down your browser tab (usually, Cyril + ‘-‘), which will allow to see (and select) a lot more orders at a time. Let me know if this doesn’t work.

Userlevel 3
Badge

There’s 10’s of thousands of historical orders. We only want to go back to Jan 1st.

Also, if an order is submitted and fulfilled before the sync picks it up it will never sync.

There should be an option to not filter (exclude) archived orders.

What is the business logic behind that?

 

Userlevel 6
Badge +6

@clancour , thanks for providing more details!

First of all, if you want to limit the orders import by date, you can use Shopify Stores > ORDER SETTINGS. And there, set the Earliest Order Date to 01/01/2022:

 

The orders in SYNC HISTORY will stay, so you will need to clear sync history (it’s done on the Entities screen, when you select Sales Orders entity). Then, if you prepare Sales Orders again, orders before 1/1/2022 will not be brought in.

 

Second, there is a very compelling reason to filter out fulfilled orders (in my opinion, although Acumatica may have a different reasoning). Since Acumatica ERP is the system of records, you would want to account for all inventory adjustments, cost accrual, AR, etc. in Acumatica. The way to do it, is to create a sales order, then push it through Shipment, and then create an invoice, that will be reconciled to the payment document (created when the order was imported). If you allow yourself to fulfill order directly in Shopify, Acumatica doesn’t have correct inventory counts, AR, payments, etc. Finally, even if we decide to import Fulfilled orders from Shopify, they will be imported as Open or On Hold. And they will require you to create a shipment and an invoice. There is no way to import an order in Completed status. Primarily, because sales orders module is a sub-ledger, which will update AR, inventory, and ultimately GL only through a set of procedures that can be executed on an open sales order. In other words, having a sales order in Acumatica, that didn’t hit Inventory (COGS, availability) and AR (payment, invoice, customer balance, company revenue, etc.) is useless.

 

The only use case I see for enabling Archived / Fulfilled orders to be available for a direct sync with Acumatica, is when you use Acumatica to collect data about your sales and do the reconciliation of records manually (in this case, probably, without creating shipments, or if shipments are involved, without relying on shipping capabilities of Acumatica). If that’s the case, I would ask, why not to use Acumatica as it was designed? 😉

Userlevel 3
Badge

Some more thoughts on this….

  1. It’s fine that it filters those orders - This needs to be an option to configure. Is this changeable via a customization?
  2. Customer averages 5000+ orders a day. What if the commerce connector was unable to sync orders from Shopify for 1 day…. Then what?
  3. Another thing that is confusing/frustrating is the sync logs do not say why it was filtered…

Thx/Chad

Userlevel 5
Badge +4

@clancour , thanks for providing more details!

First of all, if you want to limit the orders import by date, you can use Shopify Stores > ORDER SETTINGS. And there, set the Earliest Order Date to 01/01/2022:

 

The orders in SYNC HISTORY will stay, so you will need to clear sync history (it’s done on the Entities screen, when you select Sales Orders entity). Then, if you prepare Sales Orders again, orders before 1/1/2022 will not be brought in.

 

Second, there is a very compelling reason to filter out fulfilled orders (in my opinion, although Acumatica may have a different reasoning). Since Acumatica ERP is the system of records, you would want to account for all inventory adjustments, cost accrual, AR, etc. in Acumatica. The way to do it, is to create a sales order, then push it through Shipment, and then create an invoice, that will be reconciled to the payment document (created when the order was imported). If you allow yourself to fulfill order directly in Shopify, Acumatica doesn’t have correct inventory counts, AR, payments, etc. Finally, even if we decide to import Fulfilled orders from Shopify, they will be imported as Open or On Hold. And they will require you to create a shipment and an invoice. There is no way to import an order in Completed status. Primarily, because sales orders module is a sub-ledger, which will update AR, inventory, and ultimately GL only through a set of procedures that can be executed on an open sales order. In other words, having a sales order in Acumatica, that didn’t hit Inventory (COGS, availability) and AR (payment, invoice, customer balance, company revenue, etc.) is useless.

 

The only use case I see for enabling Archived / Fulfilled orders to be available for a direct sync with Acumatica, is when you use Acumatica to collect data about your sales and do the reconciliation of records manually (in this case, probably, without creating shipments, or if shipments are involved, without relying on shipping capabilities of Acumatica). If that’s the case, I would ask, why not to use Acumatica as it was designed? 😉

We have multiple ways to fulfill an order and we’re having it override the shipvia with the fulfillment status so the shipments and invoices are created on a schedule if the shipvia is fulfilled.  

Unfulfilled is blank so the Shipvia is set by the customer location which is defaulted to pending fulfillment by the customer class.  Partial is Partial and will wait for a partial refunded or the order to be completed.  

Reply


About Acumatica ERP system
Acumatica Cloud ERP provides the best business management solution for transforming your company to thrive in the new digital economy. Built on a future-proof platform with open architecture for rapid integrations, scalability, and ease of use, Acumatica delivers unparalleled value to small and midmarket organizations. Connected Business. Delivered.
© 2008 — 2024  Acumatica, Inc. All rights reserved