This article explains the configuration settings available in a Shopify (API) Channel in Tradebox.
To access the channel configuration settings go to the Channels Module and either double click on the channel from the list or select the channel and choose the Edit button. The Channel is split into 6 tabs:
- DETAILS - Channel Integration and configuration settings
- VAT - Tradebox's VAT settings
- ORDERS - a list of orders downloaded from this channel
- SALES - Graph comparing last 3 Calendar year's sales
- STATUSES - Table mapping marketplace statuses to Tradebox statuses
- SAGE 50/XERO - settings for accounts integration
Note: There is a save button at the bottom of each tab. Clicking this saves and closes down the channel details and takes you back to the channel list. If you are amending multiple tabs at once, you can navigate between the tabs without saving. It's only necessary to click the save button once you've made all your amendments in every screen.
Name is simply the label given to the channel to identify it. This appears in reports within Tradebox and against orders. To change this simply overwrite the existing entry and select the Save button.
Currency displays the currency of the channel. This field cannot be changed once it has been established. A Tradebox channel can only import sales that have a matching currency.
API Connection Details
URL is the url of your Shopify webstore
API Password is the Shopify API password
API Key if the Shopify API Key
See the Shopify API Credentials article for instructions on how to create these credentials on Shopify.
On Shopify, you can set an order tag to classify an order. Entering an order tag (click on Action and choose Shopify - Add Tag to be able to type into the field) will allow you to filter orders by the order tag. For example, you could set up one channel to only download trade orders and another to only download retail orders in this manner if the orders are all tagged appropriately on Shopify.
Place All Downloaded Orders on Hold automatically changes the status of every imported order to On Hold. This means that the order cannot be marked as dispatched or posted to an accounts package until its status has been changed manually in the Order Module.
Create Tradebox Product Records instructs Tradebox to create new products in the Product Modulewhere a SKU in a downloaded order doesn't already exist. The product record created will only contain the minimum information required, such as SKU and description, and will not contain information such as price, location, dimensions etc. This is not applicable if you're using Accounts Software or None as your stock control method.
Don't Update Tradebox Stock Levels: If ticked, Tradebox will not amend stock levels in its own database based on orders received through this channel. This is not applicable if you're using Accounts Software or None as your stock control method.
Ignore Orders Dated Prior to: Allows the user to configure Tradebox to ignore any transactions prior to a given date preventing orders that fall before this date from being downloaded.
Ignore Orders Dated After: Allows the user to download orders up to a certain date and prevent any orders downloading after that date. This would usually be used where certain settings would apply up to a specific date, and different settings after that date, for example, the date you become VAT registered.
Days to Download: How many days' worth of sales you want Tradebox to download for this particular channel. Tradebox will never download any duplicate sales, but it can cover old ground to see if any orders that didn't meet your criteria on first check are now valid for download, and also update order statuses if applicable.
Invoice Date allows the user to choose the date to use on the invoice produced by Tradebox. The options are:
- Order Date - The date the order was placed
- Payment Date - The date the order was paid for
- Despatched Date - The date the order was despatched
Discount Type allows the user to configure the type of discounts applied on downloaded orders which inform how the order is calculated in Tradebox. The user can choose:
- None - No discounts to be applied
- Order Discount - This applies a discount off the entire order
- Item Line - This applies a discount off the item, rather than the order.
Use Order Number Prefix: If you have more than one Shopify site, you may have added a prefix to your order numbers to be able to identify which site they came from. Selecting this option will include the prefix as part of the order number that Tradebox downloads from Shopify. If it is left unselected, Tradebox will download the orders with the standard Shopify order numbers. Please note, if you have already downloaded orders into Tradebox and then change this setting, all orders within the download date range will be downloaded for a second time, as this will invalidate Tradebox's duplication check. Please contact Tradebox support for more information.
Product Prices are Net: this option should be selected if your prices on Shopify are exclusive of VAT.
Update Product Records: This is for use if you are using Tradebox to update stock levels on your Shopify website. To update stock, Tradebox requires the Shopify product ID as well as the product SKU. When this option is selected, Tradebox will automatically collect the IDs from any new products you create on Shopify. Please note that this can increase the length of time your service cycle takes to run if you have a lot of products on Shopify.
Order Tags: If your Shopify orders are tagged, you can use these to filter the orders that Tradebox downloads into a particular channel. Tags can be added by clicking Actions > Shopify - Add Tags within the sales channel in Tradebox. In the order tags section, you have the choice of:
- Only import orders with these tags - any orders that do not have a tag matching those specified will be ignored, or;
- Ignore any orders with these tags - any orders that do have a tag matching those specified will be ignored.
Order Sources: Tradebox can also filter the orders that it downloads by Shopify source, e.g. POS or retail orders. Shopify doesn't provide a list of these sources, so they need to be manually added in the channel by selecting Actions > Shopify - Add Source within the sales channel in Tradebox. These must be an exact match with the relevant Shopify source in order for this to work. Any orders that do not match the listed sources will be ignored by Tradebox.
- Don't Upload Zero Quantities: Tradebox will not upload a stock level of zero to any item on Shopify.
- Upload Negative Quantities as Zero: If a stock level is negative, Tradebox will convert the stock level to zero instead.
- Upload Quantities for Bundles: Bundle products in Tradebox are by default excluded from uploads. Ticking this box will include them.
- For Sage BOM use Quantity to Make Up: If you're using Sage stock control and have BOM (bill of materials) products, Tradebox can calculate the number of BOM end products that can be made up from the component products, and upload that to Shopify.
Please see our Uploading Stock Levels guide for more information.
The VAT section of the channel details shows a set of default tax codes for UK and Rest of World. The illustration above shows the default codes for a business on the standard VAT scheme. The UK Sales dropdown only applies to users who are running without any stock control; if you are using stock control in either Tradebox or an accounts package, Tradebox will automatically use the tax code on the product record and the UK sales options will be greyed out.
Use Product Tax for Carriage: If you are selling goods with a mixture of tax codes, you may wish to select this option. With this setting turned on, if all of the products on an order are non-vatable, then no VAT will be applied to the carriage. If any product on the order is standard rated then the carriage will also be standard rated, even if the majority of the products are non-vatable.
Use Single Tax Code for ALL Entries: If ticked, all sales and carriage through the channel will use the code you choose from the dropdown that appears. This takes precedence over all other VAT settings except the per-customer tax code within the Contacts screen.
EU VAT Calculation Method
For EU sales, there are four options you can choose from.
1. Remove Destination VAT - Zero Rate: When this option is selected, Tradebox takes the total value of the sale from your website and applies a zero rated tax code to it.
2. Calculate Destination VAT on orders less than €150: To be used where you are liable for VAT on EU orders up to a value of €150. This will instruct Tradebox to check the tax rates you have applied against each EU country in Configuration > Countries within Tradebox. The tax rate will be determined based on the standard rate of the country the order is being shipped to, or the product tax for that country.
3. Calculate Destination VAT on All Orders: This is used if you are liable for VAT on all EU orders, regardless of their value. The tax rate will be determined based on the standard rate of the country the order is being shipped to, or the product tax for that country.
4. Zero Rate Gross Value: With this option, Tradebox simply takes the total value from the website and applies a zero rate tax code to it. When this option is selected, a secondary option becomes available which allows you to choose which of your zero rated tax codes you want to use for these sales.
For more details on how Tradebox deals with VAT, see our article here.
The orders section of the channel will display all orders that have been downloaded for that particular channel. It displays the following information:
Type: Displays either SO (Sales Order) or SC (Sales Credit Note).
Date:The order date. By default, this is the date the order was placed.
No. The Tradebox order number, which is automatically assigned on download.
Channel No.The order number from the channel, in this case, the Amazon order number.
Customer: The customer's name.
Value: The total value of the order.
Status: The order status within Tradebox.
Double clicking on any order in the grid opens the order in full. The grid can be sorted by any column and is sorted by order date by default.
The Sales page of the channel details shows a breakdown of the sales value for this channel by month over the past three years, with the option to view as a bar graph or line chart.
The top section of the Statuses tab displays a list of marketplace order statuses and the corresponding Tradebox order statuses they are mapped to. This controls at which status your orders will download to Tradebox. The bottom section of the grid controls which statuses are set to post to your accounts package (if integrated). To edit a marketplace status, double click on it and a pop up box will appear that allows you to choose what Tradebox status to map it to, and whether you want that status to download. To edit a Tradebox status, double click on it and a pop up box will appear that will allow you to choose whether or not you want orders with that status to post to your accounts. You can add or delete marketplace statuses using the 'Statuses - Add New' and 'Delete' functions in the Action menu in the bottom right.
Shopify uses two status categories to manage orders; the payment status and the fulfilment status. Tradebox uses the payment status to determine whether an order should be downloaded.
Map the Shopify status of pending to the Tradebox status of Unpaid if you want Tradebox to download orders that have not been paid on Shopify.
Map the Shopify status of paid to the Tradebox status of Paid if you want Tradebox to download orders that have been paid on Shopify.
As and where Tradebox detects an order has a fulfilment status of Fulfilled, the payment status will still determine whether the order is downloaded or ignored. If downloaded though, it'll automatically be assigned a status of Despatched within Tradebox.
You can find out more about status mapping here.
If you have opted to link Tradebox to an accounts package, you will see either Sage 50 or Xero displayed as an additional tab within the channel. This holds the connection details for your accounts package, and, once connected a new range of tabs will open up. The Sage 50 connection page is shown below:
For full instructions on setting up the accounts link, please see our guides for either: