Streamline your sales order workflow for Inventory

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in this video we're going to talk about how sales orders are synced when it comes to the sales orders that are imported from your Shopify store into your Katana account so to start this off we'll do a quick recap of the settings that we have created on our Katana Shopify integration and also start to create sales orders from the Shopify backend so you can see how they look when they pull into Katana so let's get started uh so first things first if we take a closer look at the settings that we've already set up for this integration you can scroll to the integration menu select reconfigure and have a little once over on what the sync settings look like so we're syncing order changes we're seeking order fulfillment status and we already talked about stock syncs so these two are the important ones that I want to talk about in this video so we'll go ahead and exit out of that now that we know what it looks like so first things first let's go ahead and create a sales order in our Shopify store so you can see how that pulls over into your Katana account so heading over to Shopify we'll select create an order now when you create an order in Shopify we're going to do a couple of things a little differently so that way we have something to work with when I'm showing you exactly how the edits work for the syncing that takes place so let's go ahead and add a couple of products first one will be American Blend Coffee we'll pull the 500 grams We'll add that to the sales order let's go ahead and do two of those let's also add a couple of the Brazilian ones see what we have available in stock here 250 we'll add that to the sales order and put a couple in like so so here's what we've done we've added two products a couple of units of each product and we'll keep it nice and simple for that purpose now the next thing I want to show you is when we talked about the custom items that are from our Shopify settings we have it set up so that way if it's added to a sales order using the add custom option inside of Shopify then this will actually be created as a brand new product in katana so here's how things work whenever sales orders are generated in Shopify so when a sales order is created in Shopify a customer goes to your website they add something to the cart and then they pay for it what it does is it creates a sales order in your Shopify backend that is listed as paid for but unfulfilled so there's a financial status and a fulfillment status paid for means that they've spent a credit card on your website and then the transaction has taken place unfulfilled means that the order is in an open status waiting to be sent out to your customer now when those orders are created what happens is is a sales order document is generated in order to generate a sales order document you need a couple of pieces of information you need a customer to associate it with you need the products and the quantity of products that have to be added to it and generally with any sales order you're going to have things like Bill to address as well as delivery address to name a few now inside of katana now that you've already imported all of your products and you've imported your customers anytime you're making those sales documents the first thing Katana will do once it Imports a sales order is it's going to look for a match for your products and a match for your customers if you generate a sales order that let's say combines new products or has new customers that aren't available yet on your Katana account then actually not only does it create the sales order on your Katana account it also Imports the new customer and it Imports the new product so it's really quite handy in actually expanding your portfolio of products some customers that I've spoken with in the past that are Katana users they say well sometimes we add our new products to our Shopify store before we add it to our Katana store normally it's the other way around but you never know how it happens with respect to the way you do your business resellers for example are like this and so when the sales order is generated it'll find the match and then associate with the match but if it doesn't find the match then it makes the new product so as an example this case where we have the setting of add a custom item as a new product in Katana if we add that custom item into the sales order on Shopify then it will be added as a new inventory based product on our Katana account if we have that checkbox turned off inside of the settings it won't so let's go ahead and do this real quick I'll add a um an item and I'll just call it custom coffee custom coffee blend and then I'll give it a price let's say 20 euros one unit I won't worry about item weights or anything like that a lot of those are very specific to Shopify so we won't be using those for our overview with respect to katana okay so once that's done I'll go ahead and add the custom item into this order and that will be added here custom coffee blend pretty straightforward now the next thing I want to do is I want to add a customer so maybe I'll add John something simple so this customer is already pre-existing in our Katana account so if for example we're looking at our contacts list you'll see that this customer was imported it would be John somewhere in here we'll have John down here at the bottom this guy uh John is here 234 ABC and since we have that guy inside of this Katana account then it will find him and use him as a match for the sales order that comes in if he doesn't exist on this list then it'll just add a new name and email address for that contact customer record okay so this looks pretty good now we have a draft order that we're in the process of making I've got contact information um I've got a very simple shipping address but you can also assign a billing address now the information that comes over on a sales order that will be pulled in on a new sales order creation is the sales order number it will also include the creation date so whenever that sales order reaches its paid status that'll pull over as the creation date on its Katana site as well delivery date is not something that will be included um customer name billing address shipping address will come over all of the line items that are matching any new line items will pull over quantity price per unit as well as tax rates and if you're using multiple currencies like we are in this account I have this Katana account set up under US dollars but I have a Shopify account set up in Euros it'll pull in with the converted currency so again if you're using an advanced subscription package that's what it will pull over as okay that looks good everything is nice and settled let's go ahead and collect payment here by choosing Marcus paid now this will just create the sales order with unfulfilled State and paid status since I'm manually creating it you would have to try this and pretend as if you're generating an actual sales order on the front end or the customer pacing end in order to mimieal checkout experience but we'll just do this type in order to mimic what it does in the integration so we'll choose Marcus paid and this sales order will now be created and it should appear on our order list like so so this is order number one zero three one for our customer John so if we look on our sales order list in shop in Katana we should see one zero three one here at the bottom of our list like so so pretty straightforward and uh if we open it up and you will see that we have these two coffee listed like so and then we have this new custom coffee blend added as a new product into Katana that's where you'll see like there's no recipe associated with it there's nothing available in terms of stock so how you choose to handle that maybe it's a make to order use case you can choose to make to order workflow to solve that customer scenario for this use case we'll go ahead and choose the make to order button because that is obviously a custom coffee blend that needs to be made for this customer okay so when it comes to the sync settings and I'm not talking about fulfillment settings but more specifically like information in the sales order there are five items that Katana registers with the sync of a sales order between Katana and Shopify these include adjustments of quantity any items that are added to the sales order cancellation of the order deletion of the order or deletion of an item in the order or the archive of a sales order anytime you have let's say a Shopify return these don't sync over so these are done manually or anytime you're making changes specifically on the katana sales order those don't necessarily update back onto the Shopify side so again this sync only occurs with the source being Shopify making changes but to the corresponding and linked Katana sales order in other cases where you make an adjustment here on the katana side it doesn't sync back to Shopify so we'll go ahead and do a couple of examples and I'll show you how this works inside of this particular order so let's head back over to the Shopify dashboard and here we're going to adjust the quantity so let's say for example we want to edit the order and we want to adjust the quantity from the American blend of 500 grams from two units to three units then how will that reflect in our Katana sign so once we go to three and we choose done then that adjustment will be made here we'll send the invoice to the customer as the update and then the adjustment is taken place so now on the katana side since that order is synced we can go ahead and refresh this page real fast and you can see that the American blend 500 has now increased from two to three if we also want to add an item let's say for example we will edit this again and then we choose to add another product this is probably a bad example let me use the Brazilian what we'll do a 500 gram and we'll add that line item to this order send the invoice to the customer to update the order and then it should add another row in this sales order so I'll refresh the page and that's how you add additional items into your Katana account through changes that take place onto Shopify side um if we delete let's say a line item let's see how this looks let's go ahead and remove the custom coffee blend and we'll update the order then what this will do is it will remove that line inside of your Katana account refresh and the custom coffee blend is now removed so when this removal takes place it will also take out the make to order that's linked to it based on that adjustment so that looks good um and also if we decide ultimately to cancel the order like so then this sales order will be canceled and let's see what happens to one zero three one when a cancellation takes place you can see that It ultimately goes away one zero three one is no longer on this list so order sinks that are taking place on the Shopify side in real time will also adjust those types of scenarios here on the katana side now a couple other things to note is that if for example you have multiple Shopify stores connected to your Katana account all of those will work exactly the same way per store so if every single store has the same sync settings turned on then any order associated with that store on your Katana side will operate in exactly the same way some customers depending on your workout how you work out with things they might have different sync settings for each different store depending on what it is that you want to support in your workflow so do keep those types of things in mind but do understand that every single store setting is specific to that store and the order sync to that store so that should be nice overview of how order syncs when edits take place between your Katana and your Shopify account