- Connect Finale and ShipStation
- Import & Export
- How to enable the order status change automation
- Push Stock Levels to ShipStation
- Bill of materials and kits
- Using customers to orders track by store
- Keeping track of product variations for Yahoo and Etsy orders
- Externally fulfilled orders / Amazon FBA
- Options for updating stock levels
- Sync shipment information to ShipStation
- Using invoices to track income
Connect Finale and ShipStation
Finale connects to ShipStation from the "Connections Page" link in the lower left of the main Finale Inventory page. A few setup steps are required first, though.
1. Click on the "Connect to ShipStation" button
2. Enter the API and Secret information from your ShipStation account. You may be admin to your company ShipStation account to be able to obtain the API information.
3. Click on the "Test Connection' link. If you get a green "Success" message. You're all set.
4. Click on the "Save now" link located in the upper right to save your changes.
Import & Export
The integration creates a Finale order for every ShipStation order. If the ShipStation order is awaiting shipment, then the Finale order is created in the Committed state. The Committed state reserves stock for the order and decreases the available to promise count in Finale for each item on the order. If the ShipStation order is in the shipped state, then the Finale order is created in the Completed state and a Finale shipment is also created to decrease the quantity on hand count in Finale for each item on the order. The integration also updates order in Finale as they move from awaiting shipment to shipped in ShipStation.
The integration syncs the following fields from ShipStation for each order:
- Order #
- Recipient name, company, address, email and phone
- Order date
- Ship date
- Warehouse (which is mapped to a Finale sub-location)
- Shipping amount
- Tax amount
- Order total
- SKU, description, price, and quantity for each item
The integration maps the item SKU to a Finale product ID to support listing the same product under different SKU in different stores.
Currently the integration does not export or update any information within orders in ShipStation. Finale will update the shipment status between awaiting shipment and on hold in ShipStation based on stock availability in Finale Inventory (although this can be disabled if not desired). This will let the warehouse team ignore orders that are on backorder.
Finale does not change your order fulfillment workflow. You continue to use ShipStation to print shipping labels and ship your eCommerce sales. Finale updates your inventory based on your eCommerce sales. You can use Finale to track additional orders, for example Groupon or large B2B orders to distributors, that don't flow through ShipStation.
How to enable the order status change automation
When products are backordered, orders containing those products are typically marked as "On Hold" in ShipStation. When those products are received in your warehouse and recorded in Finale, Finale is able to push a status change and quickly change the orders from "On Hold" to "Waiting" in ShipStation with a single mouse click. View this handy tutorial to learn how to turn this order status change configuration on.
Push Stock Levels to ShipStation
Gain some peace-of-mind as you ship and see your product’s inventory levels in ShipStation as you leverage Finale to manager your inventory.
By selecting Finale Inventory as an Inventory Source, Finale will send ShipStation stock levels for all of your products. That means that when you pull up an order, you’ll be able to see its products’ inventory levels in the sidebar and order detail page. No more jumping from dashboard to dashboard, site to site, to make sure you have enough stock to ship.
View this handy tutorial to learn how to turn this feature on
Bill of materials and kits
Finale uses the bill of materials created for a product to update stock levels for constituent products of a kit sold through ShipStation. When syncing a SKU on a line of a ShipStation order, the software first uses Finale's product lookup table to select the Finale product corresponding the SKU. If that product has a bill of materials, then the software places the constituent products from the bill of materials on the Finale order (instead of the parent product). The causes Finale to update the stock levels of constituent products of the kit instead of the parent product, and handles the situation where the same constituents may appear in multiple kits.
The following video demonstrates creating a kit and using it with ShipStation.
Using customers to orders track by store
Finale use the customer field to track orders by store. To do this create a customer for each store that you want to track, create a new Finale customer using the "New customer" link on the home screen. Note: the customer corresponds to the store and not the end consumer. For example, if you are selling on Amazon, you might create a single customer calling it "Amazon sales" and using it for all orders in your ShipStation store for Amazon. Once you've created the customer, use the "Configure ShipStation integration" menu item in the actions menu on the ShipStation integration screen. The screen has a list of all stores in your ShipStation account and for each store has a drop down menu where you assign the customer.
Keeping track of product variations for Yahoo and Etsy orders
Etsy power sellers are keenly aware that Etsy does not have the ability to set variation skus for their listings with product variations. Etsy only allows creating a product listing with a list of multiple variations. For example, you have a listing of a red sweater with SKU 'ABC' with three sizing options (small, medium, large).
Regardless of which variation is sold, Etsy will provide the 'SKU' and size attribute. So when a product is sold, the information provided for the order will be something like "SKU 'red-sweater', small". Since a unique variation sku is not available, most inventory management solutions cannot keep track of the inventory.
With ShipStation, Finale provides an innovative solution to keep track of your variation. Finale will concatenate the SKU and the product attribute to create unique marketplace skus. As a result,
SKU 'red-sweater', small become 'red-sweater-small'
SKU 'red-sweater', medium become 'red-sweater-medium'
SKU 'red-sweater', large become 'red-sweater-large'
To set this configuration, please goto the "edit task configuration from the Action menu from the "Pull Sales to Finale" operation of the ShipStation connection.
Externally fulfilled orders / Amazon FBA
ShipStation can track orders that are shipped by third party fulfillment provides, most notably Amazon FBA. These orders appear in ShipStation user interface, but are not shipped using ShipStation and are not assigned to a ShipStation warehouse by ShipStation.
For externally fulfilled orders Finale can either not update stock levels or update stock levels at a specified sub-location. This option is configured on per store basis. Externally fulfilled orders are not affected by any warehouse configuration options since externally fulfilled orders are not assigned to a ShipStation warehouse.
Suppose you sell on Amazon US, Amazon CA, and your own Magento store, use Amazon FBA for fulfilling some orders from each Amazon marketplace, and use your own warehouse for fulfilling some Amazon orders and all your Magento orders. Within Finale, you would configure 3 sublocations: one each for Amazon US FBA, Amazon CA FBA, and your own warehouse. Within the Finale's ShipStation configuration you would set the externally fulfilled option for each Amazon store to the corresponding Amazon FBA sublocation, and you would set the ShipStation warehouse for orders you fulfilled (whether from Amazon or your own Magento store) to the sublocation for your main warehouse. With this configuration Finale would track all your orders, and give you constant visibility into your stock levels at both FBA and your own warehouse.
You can leverage this feature by conducting the following steps.
1. Create an Amazon location / sublocation
In this example, we created a 'Amazon' location and a 'FBA' sublocation
2. Import FBA stock levels into the 'FBA' sublocation using a bulk stock import.
This operation is found under Import / Export >> Import New Stock Take.
3. Within ShipStation, ensure the FBA orders are being synced down to your ShipStation account. See screenshot.
4. From the Connection >> Shipstation, select "Edit task configuration" from the Action Menu of the "Pull Sales to Finale" operation.
Under "ShipStation store externally fufilled (Amazon FBA orders) options" section, select which sublocation you want FBA orders to be decremented from. In this example, from step 1, the sublocation we want FBA orders to decrement from is "FBA"
Options for updating stock levels
For each ShipStation warehouse, Finale can update stock levels at specific sub-location, update stock levels using shipments created in Finale, or not update stock levels at all. These options can be different for each warehouse, so for example track stock levels at your warehouse corresponding to physical location and not at your warehouse corresponding to drop shipped orders.
Updating stock levels at a specific sub-location is the simplest option. In this case, each ShipStation warehouse corresponds to sub-location in Finale. Multiple warehouse can correspond to the same sub-location. When orders ship in ShipStation, Finale automatically creates a shipment record for the specified sub-location to update stock levels and marks the corresponding order in Finale as completed.
Updating stock levels using shipments created in Finale is more powerful since you can track the specific sub-location and lot or serial number pulled to fulfill each order. Finale creates a committed sales order for each ShipStation order awaiting shipment. When the order is packed, the user creates a shipment for the order in Finale recording the specific information for that order, using either the Finale web interface or Finale's mobile barcode scanner software. When the order ships in ShipStation, Finale marks the shipment for the order in Finale as shipped and also marks the order in Finale as completed.
Sync shipment information to ShipStation
When updating stock levels using shipments created in Finale the best process is to not ship the order in ShipStation until after the order has been packed in order s to accurately track the actual progress of a shipment. Finale makes it easy to filter order in the ShipStation user interface by optionally syncing information about the status of shipments created in Finale to a custom field in ShipStation.
Enable this feature from the configure ShipStation integration in the Sync to ShipStation section. The choices are not sync Finale shipment information or to sync it to Custom Field 1, Custom Field 2, or Custom Field 3.
When to shipments have been created for an order, Finale write "Finale shipment not packed or shipped" to the custom field. Once a shipment has been packed, then Finale writes "Finale shipment packed: X" where X is the internal Finale shipment number for the shipment. Once the shipment has been shipped, then Finale write "Finale shipment shipped: X". If there are multiple shipments, then Finale lists all shipments.
Once shipment information is being synced to ShipStation, then to filter orders in the ShipStation user interface to include orders with packed shipments select the Other button in the list of filter just above the list of orders in ShipStation. That will display a popup listing various fields of the order. Select the custom field (1, 2, or 3) that Finale is syncing to, and then set the filter condition to "Starts with..." and "Finale shipment packed" on the next dialog. Optionally use Saved filters or Save current view features in ShipStation to make it easy to find order with shipments packed in Finale in the future.
Using invoices to track income
As each order ships, Finale can optionally create an invoice to track income from the sale. By default invoices are not created, but they can be enabled from the "Configure ShipStation integration" menu item in the actions menu on the ShipStation integration screen. Once invoices are being created for ShipStation orders, all of Finale's regular reporting tools can immediately be used to track income from ShipStation orders. If you have enabled QuickBooks Desktop or QuickBooks Online integration in Finale, the invoices will also flow through into QuickBooks just like any other transaction in Finale.
Finale controls invoice creation based on the ShipStation warehouse and the ShipStation store assigned to the order. This allows fine grained control of which ShipStation orders trigger an invoice be created. For example, if there is a ShipStation warehouse corresponding to returns processing, then you can prevent invoices from being created for those order. Similarly, if you have an existing process for tracking income from one or more stores, you can easily prevent Finale from creating an invoice for orders from those stores. To control invoice creation, the configuration screen lists all warehouses and all stores in your ShipStation account. For each warehouse and each store there is a dropdown with the options "Do not create invoice" and "Create invoice". An invoice is only created for an order if both the warehouse for the order and the store for the order are set to "Create invoice"
The configuration screen also controls which "discount & fee presets" are used for shipping and tax income on orders in ShipStation. Specifying a preset allows grouping of shipping and tax income within Finale and selection of the correct item within QuickBooks (when using Finale's QuickBooks integration).