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
- ACCOUNTS - 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.
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 allows the user to automatically create a product record in Tradebox when it encounters a SKU in an order that doesn't already exist in the Tradebox product list. This option only appears where the global Inventory Option (Configuration > Preferences) has been set to Tradebox. If the Inventory Option is set to Sage this option will be greyed out and any missing products will be automatically created. Where Tradebox creates products automatically it uses the online SKU and description only. It cannot create entries for quantities, pricing, location, dimensions etc, so it is advised to use this feature with caution. It is not recommended where you have a VAT/non-VAT mix among your products as everything will be entered with your default tax code. There are a number of routes to import products into Tradebox that enable this missing information to be entered.
Don't Update Stock Levels prevents stock levels being updated for all sales imported from channel.
Ignore transactions prior to allows the user to establish a watershed date in the channel where the software will ignore any orders with an order date prior to the date entered.
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. The more days to download that are chosen will increase the length of time Tradebox takes to interrogate the channel on each successive loop of the service.
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
By default, this option is set to Order Date. Payment Date and Despatched Date may be unavailable if you choose to download orders at a status prior to them being paid for or 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. If chosen, Tradebox needs to know whether to apply the discount off the total number of units on the line, or, whether to apply the discount of each unit.
- Line = discount the line price after the unit price has been multiplied by the quantity
- Unit = discount the unit price before the unit price has been multiplied by the quantity
Downloads and Uploads
Download Orders indicates whether the channel has been activated to download orders. By default, when a channel is setup, both download and upload options are turned off. To enable a channel to download orders, select the channel in the Channel module grid and choose the Activate button. The channel in the grid view will display a green tick under the Active and Download columns. The upload column will remain turned off, indicated by a red cross in the grid.
Upload Stock Levels displays whether the channel has been configured to allow Tradebox to pass stock levels back to the sales channel platform. This option can only be turned on from within the channel settings, or by right clicking the channel in the list and selecting Turn Upload On. When selected a confirmation box will ask the user to confirm whether stock levels should be uploaded.
Upload Negative Quantities as Zero enables negative stock level quantities to be substituted for a stock quantity of zero and is used where platforms don't allow negative stock.
Don't Upload Zero Quantities prevents any product with a quantity of zero (or less where negative stock has been enabled) from being uploaded. This is often used where a user doesn't wish the platform to remove a listing when a zero stock quantity is uploaded.
Upload Quantities for Bundles. By default bundled product quantities are not included in the Tradebox upload. Ticking this box allows the quantity available to be 'made up' for a bundle product (in Tradebox) to be contained in the upload. This is only applicable if you have selected to maintain stock control in Tradebox.
The VAT Tab allows the user to choose which rate of VAT to apply against Sales, Carriage and Other income streams from the UK, EU and Rest of World (ROW). These rates are fed from the general configuration settings found in Configuration > Tax Rates where the user can apply the percentage rate against each VAT rate.
All EU Sales are B2B allows the user to apply a blanket setting against all sales from within the EU so they are treated as B2B and VAT is not applied to sales.
Use Product Tax for Carriage configures Tradebox to calculate VAT on carriage income based upon the tax status of the products in the order. If all products in the order are VAT exempt then VAT on carriage will be calculated as VAT exempt using the appropriate tax code. If ANY of the products in an order are liable for VAT then carriage income will be calculated with VAT.
For more detailed information, see our in-depth 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 Sales Order or 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 Tab displays gross turnover figures for the last 3 years in both a table and a graph, juxtaposing the last 3 years fixed calendar sales. The graph has Column Chart icon and a Line Chart icon allowing the user to toggle between a column chart and line chart.
The top section of the status 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 'New' and 'Delete' buttons at the top of the screen.
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.
Status mapping is explained in more detail here.
The Accounts Tab shows the connection details for your chosen accounts package and is established per channel allowing different channels to be configured independently. Tradebox One currently only supports Sage 50. Integration for Xero, Sage One and Quickbooks will be released in later versions and configured through this screen.
Company allows the user to choose the Sage Company data they wish to integrate with from a drop down list.
Data Folder displays the path to the chosen Sage Data folder
Tradebox One requires 2 Logon Names for integration with Sage 50; TBUSER and TBSERVICE. These fields are prepopulated with the required login names that need to be set up in Sage. Passwords need to be provided if the TBUSER and TBSERVICE users in Sage have been given a password.
The Sage Accounts Guide provides step by step instructions on configuring the Accounts Integration in Tradebox One.
The 'Configuring Sage for use with Tradebox One' article also provides an in-depth overview of the actions required in setting up Sage.