Shopify: Setting up workflows

Master data (excl. prices and stocks)

Transfers the master data, for example designation, description, and weight. If Xentral should create new products in Shopify, this data type must be active.

Variants (excl. prices and stocks)

Transfers the variants of matrix products.

Custom fields

Transfers custom fields or properties to Shopify metafields. You define how in the area Free field assignment.

Images

Transfers the product images.

Tags

Transfers the product tags as product tags. Based on these tags, you create automated collections in Shopify.

Translations

Transfers product texts in additional languages. For this, you need the app Translate & Adapt in Shopify.

Transfer meta title and description?

Activate the switch to write meta title and meta description to the SEO fields of Shopify.

Transfer net weight?

Activate the switch to transfer the net weight instead of the weight.

Update strategy

Define whether Xentral creates products in Shopify, updates them, or both. You can choose from: I only want to create new articles; I only want to update existing items; I would like to update existing articles and create new articles automatically (default). To create products, at least the master data must be transferred.

Automatically delete products in the shop?

Activate the switch if products that you delete in Xentral should also be deleted in Shopify. If you delete a matrix product, Xentral also deletes all associated variants in Shopify.

Image update strategy

Define how Xentral handles images. You can choose from: I only want to create images (default); I would like to create and delete images.

Sales Channels

Select the sales channels in which your products are sold in Shopify. At least one sales channel must be created in Shopify.

How should the free fields from Xentral be transferred to the online store?

You can choose from: Transfer free fields from Xentral (default; automatically writes custom fields to metafields of the same name); Manual assignment table (you assign custom fields to individual metafields); Automatically write properties from Xentral to available custom fields; Manually assign properties from Xentral to the custom fields available in the shop.

Free field assignment

Appears for a manual assignment. Click on + Add group and assign a custom field or property from Xentral to a metafield in Shopify in each row.

Collection for reduced tax rate

Select the collection via which you assign the reduced tax rate to products in Shopify.

Collection for exempt tax rate

Select the collection via which you assign the exempt tax rate to products in Shopify.

Tax rate (standard)

Enter the percentage value without the percent sign, in Germany 19 (default).

Tax rate (reduced)

Enter the percentage value without the percent sign, in Germany 7 (default).

Transfer net prices

Activate the switch if you maintain net prices instead of gross prices in Shopify.

Country of the company headquarters

Select the country in which your company is registered.

Automatically delete category in sales channel?

Activate the switch if categories that you delete in Xentral should also be deleted in Shopify. In the process, Xentral also deletes subcategories.

Category <> Product taxonomy assignment

Click on + Add group and assign a category from the product tree to a Shopify standard category in each row.

Transfer product group to product type?

Activate the switch to transfer the Xentral product group as the product type to Shopify.

Assign lowest category level only

Activate the switch if, in addition to the lowest category, the higher-level categories are also activated in your products. Xentral then transfers the lowest category instead of the root category.

Warehouse assignment

Click on + Add group and assign a Xentral warehouse to a Shopify location in each row. You can assign multiple Xentral warehouses to one Shopify location, but a Xentral warehouse to only one Shopify location. If a location is missing in the selection, enter its ID manually, for example gid://shopify/Location/85862711591.

Consider reservations

Activate the switch to deduct reserved quantities from the stock. With multiple Shopify locations, Xentral deducts the reservations from every assigned location.

Consider open orders

Activate the switch to deduct quantities from open sales orders from the stock. Depending on the project setting, open sales orders also lead to reservations. Activate only one of the two switches Consider reservations and Consider open orders.

Consider stock correction value

Activate the switch to change the stock by the stock correction value from the online shop options of the product.

Use pseudo stock number instead of real stock numbers

Activate the switch to report the pseudo warehouse number from the online shop options of the product instead of the calculated stock. With multiple Shopify locations, Xentral writes the pseudo warehouse number to every assigned location.

Customer group

Select the customer group whose sales price Xentral transfers. If you leave the field empty, Xentral transfers the standard price. If a product has no price for the selected customer group, Xentral transfers no price for it; Xentral does not use the standard price as a fallback.

Import extended prices into Shopify B2B catalogs

Activate the switch to transfer all sales prices of the selected customer groups, including tiered prices, to Shopify B2B catalogs.

Selection of Xentral customer groups

Select the customer groups that Xentral considers for the B2B catalogs. In Shopify, there must be a catalog with exactly the same name for each customer group.

Payment status for order import

Select one or more payment statuses at which Xentral retrieves orders. You can choose from: open; guaranteed; paid (default); partially paid.

Editor

If needed, enter a name that Xentral enters in the sales order as the editor.

Sales channel selection

If needed, select the sales channels from which Xentral retrieves orders. If you select none, Xentral retrieves orders from all sales channels.

Default project

Select the project that Xentral assigns to imported orders by default.

Sales channel <> Project assignment

Assign a sales channel to a Xentral project in each row. If a sales channel is missing in the selection, enter its ID manually, for example gid://shopify/Publication/381869797928.

Tag <> Project assignment

Assign an order tag from Shopify to a Xentral project in each row. The assignment via the tag takes precedence over the assignment via the sales channel.

Default payment method

Select the payment method that Xentral uses if Shopify does not pass a payment method.

Use default payment method even if no assignment is available?

Activate the switch so that Xentral also uses the default payment method if the payment method from Shopify is not assigned to a Xentral payment method.

Payment method assignment

In each row, enter the name of a payment method from Shopify and assign a Xentral payment method to it.

Payment methods without auto-shipment

Select payment methods for which Xentral deactivates auto-shipment. You manually send these orders to shipping.

Which delivery terms should apply to the order import for this sales channel?

If needed, select a delivery condition that Xentral enters in imported orders. The delivery condition must be created in Xentral.

Default shipping method

Select the shipping method that Xentral uses if Shopify does not pass a shipping method.

Use default shipping method even if no assignment is available

Activate the switch so that Xentral also uses the default shipping method if the shipping method from Shopify is not assigned to a Xentral shipping method.

Shipping methods assignment

In each row, enter the name of a shipping rate from Shopify and assign a Xentral shipping method to it.

Fast lane shipping methods

Select shipping methods, for example express shipping, for which Xentral activates the fast lane.

Create receipts in auto dispatch

Select which documents auto-shipment creates. You can choose from: Create invoice only; Create delivery note only; Create invoice and delivery note. Invoice only is suitable for pick-up, for example.

Shipping methods without auto-shipment

Select shipping methods for which Xentral deactivates auto-shipment.

Item number for shipping costs

Select the postage item to which Xentral books the shipping costs. If the shipping costs should always come from Shopify, the postage item must not have a sales price.

Item number for discount

Select the discount item to which Xentral books vouchers and discounts on the entire shopping cart. Xentral saves discounts on individual products at the respective line item.

Transfer exempt tax rate if tax information is missing

Activate the switch if line items without tax information from Shopify should be imported with the exempt tax rate. If the switch is deactivated (default), missing tax information causes an error during import.

Country of the Xentral warehouse

Select the country in which your shipping warehouse is located (default: Germany).

Automatically mark VAT ID no. as checked

Activate the switch if you already check the VAT ID in Shopify. Xentral then marks it as checked in all imported orders. In this case, make sure in Shopify that only orders with a positively checked VAT ID arrive.

Make taxation dependent on storage location

A switch that controls whether Xentral calculates the value-added tax according to the country of your warehouse location. In general, the value-added tax is due in the country of the buyer (§ 3c UStG). If your annual EU-wide revenue from distance sales is below 10,000 EUR, you may apply the tax rate of the country of your warehouse location instead. Activate the switch only in this case.

Set total amount

Activate the switch so that Xentral adopts the total amount from Shopify instead of calculating it from the line items. This way, you avoid rounding differences.

Maximum difference to the calculated total amount

Define how far the calculated total amount may deviate (default: 0.05). If the difference is greater, Xentral does not adopt the amount, writes the log entry "Online shop difference detected" to the sales order, and stops auto-shipment.

Process comment from order?

Define what happens to the comment from the Shopify order. You can choose from: do not observe; write in free text; write in internal description. If the field remains empty, Xentral ignores the comment.

Stop auto-shipping with comment?

Activate the switch if orders with a comment should not automatically go to auto-shipment.

Customer creation

Define how Xentral adopts customers with a customer account in Shopify. You can choose from: assign customer from order to existing customer (default); Write each customer to default customer; create each new customer.

Customer creation guest order

Define the same for customers without a customer account. The selection corresponds to the customer creation.

Customer assignment

Select the attributes by which Xentral finds an existing customer: Customer number, Mail address, and Name & address (default: mail address and name & address). Xentral checks in this order and takes the first match.

If no customer is found, then

Define what happens without a match. You can choose from: Do not import order; Create new customer (default); Write each customer to default customer.

Assign existing customers only within the project?

Activate the switch if Xentral should only assign customers within the project of the integration. As a rule, it remains deactivated.

Select default customer

Select the customer to which Xentral writes orders if you selected the default customer option.

Are there POS customers?

Select Yes if orders come from Shopify POS. Xentral then always writes these orders to a general POS customer.

Select default customer (POS)

Select the customer to which Xentral writes POS orders.

How should the order language from the sales channel be assigned in Xentral?

You can choose from: Automatically adopt language from sales channel; Manual assignment table. All languages must be created in the language list in Xentral.

Language assignment

Appears for a manual assignment. In each row, assign a language from Shopify to a language in Xentral.

Adopt article description from Xentral

Activate the switch if the order line items should contain the designation from Xentral instead of from Shopify, for example because you use SEO designations in Shopify.

Adopt article description

Define which description appears in the order line items. You can choose from: No article description (default); Article description from Xentral; Item description from the sales channel.

Update strategy for order status & tracking export

Define when Xentral reports the status per line item. You can choose from: Update order status of all items as soon as the order is completed; Update order status per item as soon as tracking information is available (default).

Reporting tracking information

Activate the switch so that Xentral transfers tracking numbers to Shopify (active by default).

Cancel orders automatically in the sales channel?

Activate the switch so that Xentral also cancels orders in Shopify that you cancel in Xentral (active by default).

Report returns

Activate the switch so that Xentral transfers returns to Shopify (active by default).

Carrier assignment

Click on + Add group and assign a carrier from Xentral to the matching carrier in Shopify in each row. Only then do tracking numbers arrive in Shopify with the correct carrier.

Activate e-mail notification

Activate the switch if Shopify should send your customer an email when the order is shipped.