From the "Pull Sales to Finale" section, please select "Edit Task Configuration"
Please make sure you have successfully connected your ShipStation account to Finale.
Directions can be found here.
After clicking on the "Edit Task Configuration", you will be presented with several configurations.
A. Task Run Mode
There are three modes of operation.
A. Disabled - This is the default setting. Finale will not attempt to sync down orders from ShipStation in this mode.
B. Manual - When configured to 'Manual', Finale will only sync down orders when invoked by the user. The user will force a manual sync by clicking on "Run Task Now" link from the Action menu of the "Pull Sales to Finale" section.
C. Automatic - When configured to 'Automatic', Finale will sync down new orders and/or orders that change order status from ShipStation every five minutes. Most customers have this setting on 'Automatic' mode.
HINT: To prevent Finale prematurely syncing down the orders, it may best to change all the other configuration first, and then setting the run mode to "Automatic" last.
B. ShipStation warehouse to Finale shipment and invoice options
When importing each order, Finale will determine the warehouse assigned to the order in ShipStation and use the corresponding options specified below. There are three options for each warehouse.
The first option (and second option) controls how stock levels will be updated in Finale for the order. For the 3rd option, you can configure if you want Finale to create an invoice.
HINT: Most customers have the 3rd option set to "Create Invoice".
Option 1: "Update Stock at Specified Sublocation"
If the setting is configured so stock levels will be updated in Finale at a specified sub-location, then when the ShipStation order is marked shipped, a shipment will be created in Finale to decrement stock levels at the sub-location specified in the second option. In addition, the sale origin location for the order in Finale will be set to the location corresponding to the specified sub-location.
Please note that the mapping between ShipStation "Ship From Warehouse" to Finale sublocation is 1:1.
For example, in the screenshot above, Finale will decrement stock from sublocation "M1" for all orders shipped from the ShipStation "Dayton" warehouse.
HINT: This is the common setting for ShipStation customers who ARE NOT using the barcode scanner for picking.
Option 2: "Update stock levels using barcode scanner to pack shipments"
If configured so that stock levels will be updated in Finale using shipments packed in Finale, then when the ShipStation order is marked shipped all packed shipments for the order in Finale will be marked shipped. If there are no packed shipments, then the order will display a warning until the shipment is packed in Finale.
In addition, the sale origin location for the order in Finale can be set using the second option (this is required if available quantities are to be updated for orders that haven't shipped).
For example, in the screenshot, Finale will decrement stock from packed shipments and all incoming order will have stock allocated from the "Main location" (second column).
HINT: This is the setting for ShipStation customers who ARE using the mobile barcode scanner for picking.
Option 3: "Do not update stock"
If configured so that stock levels will not be updated in Finale, then the sale origin location for the order in Finale can still be set using the second option (which can be useful when running reports). This setting allows orders to sync down orders and run reports without impacting stock levels.
Option 4: "Do not import orders"
If this setting is selected, Finale will not import orders from the specified ShipStation warehouse.
C. ShipStation store to Finale customer and invoice options (Optional)
HINT: This is an optional setting, and most ShipStation customers do not use this setting.
It is most primarily used by customers who are also using the QuickBooks integration and want to aggregate all sales invoices from a sales channel into a single customer in the QuickBooks account. Instead of having thousands of individual sales invoices in QuickBooks, this configuration makes their QuickBooks account more manageable by having the sales invoices aggregated by the selling channel (each selling channel is a customer in the QuickBooks account).
See the highlighted Prestashop customer configuration below as an example of how to set-this up.
When importing each order, Finale will examine the store assigned to the order in ShipStation and use the corresponding options specified below.
The first option controls the customer assigned to the order in Finale. All orders from a store are assigned to the same Finale customer. To create a new customer in Finale for a store, use the global navigation bar, click Create in the upper right corner, then select Customer. The end consumer's information (name, address, and contact information) is stored in the order's Ship To field.
The second option controls whether an invoice will be created in Finale for the order. An invoice will only be created for an order when the configuration for both the order's warehouse and order's store is set to "Create invoice".
D. ShipStation store externally fulfilled (Amazon FBA) options (Optional)
HINT: This is an optional setting and is only applicable for customers who syncing down FBA orders via ShipStation and want Finale to decrement FBA orders from a separate virtual Finale "sublocation." Most customers create an "FBA" sublocation and set the externally fulfilled option to be mapped to the virtual Finale "sublocation."
Orders pulled from ShipStation can be externally fulfilled which means they are not shipped in ShipStation but instead are shipped from a fulfillment provider, such as Amazon FBA.
This option controls whether shipments are created in Finale for these orders and if so which sublocation to assign to deduct stock levels. This option is assigned separately per store in case different store correspond to different sublocations.
For FBA orders, since FBA will decrement pre-made or pre-assembled kits as opposed to the components, the second column should always to set to "Do NOT expand bill of materials".
E. ShipStation store SKU options (Optional)
HINT: This is an optional setting and is not used by most customers. This setting is primarily used by Etsy sellers who are sell variations and are syncing down Etsy orders through the ShipStation integration.
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'
Please see the screenshot and see the highlighted "Manual Orders" settings for the proper configuration.
F. Wildcard SKU options (Optional)
Finale can be configured to look at an SKU, a discount code, or using a statement that says "any line item that contains this text" and map it to a product ID, ignore it so it comes in as a generic discount, or map it to an actual preset discount/fee (such as "Coupon Discount").
- Do Not Import: Maps to an undefined adjustment. Finale will not be able to give you this data individually in reports
- Import using specified product lookup: Maps to a specific product
- Import using specified discounts & fees preset: This will map to a defined discount/fee preset. Finale WILL be able to put this data in a report to show your usage of it.
HINT: This is an optional setting and is not used by most customers. However, it is a very handy, time-saving feature if (1) your coupon codes are coming down as individual line items in the order and (2) your coupon all start with the same words (such as "Coupon:"). Please highlight the screenshot for proper set-up.
Orders pulled with unique SKUs can be mapped to a single product. This feature is useful when you have a marketplace that creates unique SKUs for items that you would like to be treated as a single item.
For example, some marketplaces create numerous coupon codes and you could create a wildcard lookup to map all of those coupons to a specific item or you could set it to not import matching items.
*Note, do not use quotation marks in the wildcard unless the product lookup itself contains quotation marks.
F. Expand Bill of Material (Optional)
If you sell kits or bundles on your online channels, then you need to need to make sure this important setting is correct.
Expand Bill of Materials: This is the default setting and used by most ShipStation customers. When a kit is sold, Finale will automatically decrement from the stock of the components listed in the BOM (bill of materials) of the product.
Do NOT Expand Bill of Materials: This setting should be set by customers who build their products in advance of the sale. For example, a company builds ten wagons using the BUILD operation. Using this operation, Finale will create ten finished wagons and decrement the components listed in the bill of materials. With the "Do NOT Expand Bill of Materials" setting, Finale will decrement one wagon when this product is sold.
HINT: If you're selling both types of kits (kits that are built after the sale is made and kits that are made in advance), Finale also has a product level setting which will override the connection setting for this specific.
For example, you have 100 unique products that you quickly assemble when the kit is sold and one product (product 'abc') that is preassembled. For this scenario, you would set the ShipStation setting to "Expand Bill of Materials" and then goto to the product details page of product "abc" and set the setting to "Do NOT Expand Bill of Materials."
G. Fee preset for shipping and tax income (Recommended)
This is mandatory if you intend to have reports to include shipping and tax in their own columns.
HINT: Setting presets are recommended. Setting presets allows you to run sales reports and see the various fees such as taxes and shipping broken out in separate columns. Additionally, setting the presets are required if you are planning to sync various fees to your QuickBooks charge of accounts.
Track income from shipping or tax lines on ShipStations orders by specifying a discount & fee preset. By default income from shipping or tax lines do not use a preset and are grouped with other unspecified discounts & fees in reports.
Using a specified discount & fee preset causes this income be separated and summed separately in reports. Create new discount & fee presets in the selling tab in application settings.
Alternatively, specify "do not import" to not include shipping or tax income in the Finale order.
H. Order Filter Date (Mandatory)
This filter is useful when you are starting with Finale and you have older orders in ShipStation that you don't want to import. It is also useful to set this filter once you've completed an initial physical inventory to avoid importing orders from before the date of the physical inventory that would throw off your counts.
With the order filter set, the order filter date limits the orders that will be imported from ShipStation as follows:
- Orders shipped or canceled will be imported if they shipped or were canceled after this date
- Orders awaiting shipment, awaiting payment, or on hold will always be imported
HINT: Try to import your updated stock counts after you have finished receiving shipments and shipped orders for the day. Then you would set the order filter date to the next day.
If your imported stock values are current as of April 2, then the order filter date would be April 3.
I. Refresh Stores (Optional)
The default is set to "refresh stores frequently", and this setting is used by 99% of our customers. To ensure Finale is pulling the latest orders, this setting forces ShipStation to sync orders from the marketplaces before Finale syncs the orders down from ShipStation.
HINT: Leave the setting to default. The only potential situation you may consider turning this setting off if there API limits between ShipStation and the marketplaces (e.g Volusion). Having the setting off will limit the marketplace API calls originating from ShipStation, but the downside is there can be significant delays - a couple of hours delay is not unheard of - before ShipStation (and ultimately Finale) syncs the order from the marketplace.
J. Import item options to public notes (Optional)
When importing sales from ShipStation, Finale maps the KUs to products in Finale. If ShipStation has additional item options, they can be added to the public notes on orders imported from ShipStation. By default, item options will not be added to public notes on orders imported from ShipStation.
J. Order notes options (Optional)
Finale has the ability to sync down order notes from ShipStation. This setting will determine whether to import, update, or ignore the order notes fields based on the options below.
K. Import tracking numbers (Optional)
Finale has the ability to the tracking information for each order.
L. Import batch numbers (Optional)
If you are leveraging batches in ShipStation, Finale can also sync these down the batch number for each order. This is can be helpful if you are leveraging the Finale barcode scanner application and want to perform order fulfillment by batches using the ShipStation batch number. HINT: Please note Finale will only be able to sync down the batch number and associate them for each order AFTER the shipping label has been printed.
M. Create batches for tags (Optional)
If you are leveraging tags in ShipStation, Finale can also sync these tags down by automatically creating a batch id. This is can be helpful if you are leveraging the Finale barcode scanner application and want to perform order fulfillment by batches using the ShipStation batch number.
If any tag on an unshipped order is configured to be imported as a batch, the software will generate a Batch ID from the tag and order date. For example, if the tag name was "blue" and the order date was "2021-02-14", the Batch ID would be set to "blue-210214".
1) Each order can only be in one batch. If there is a Shipstation order id "123" is tagged with both "Green" and "Lightblue", the order "123" will be associated with the Green batch as it has a higher priority. Changing the prioritization of the tags can be done with the up and down arrows.
2) If your ShipStation order has a batch ID and has tags, then the Batch ID will take precedent and the tags will be ignored. As a result, there will no batch id that will be created by from the tags. If you want to exclusivity leverage the tags to automatically create a batch, the setting in Section L should be set to "Do Not fetch shipment details/batch number".