SHOPIFY FOR ANYTIME

Overall Application Requirements

Shopify integration and Shopify implementation.

Technologies Used

Netsuite and Shopify API
Shopify

Proposed Team

1 Project Manager
1 Shopify Developer
1 Netsuite developer
1 Netsuite Administrator
1 Application Tester

Statement Of Work

Account – Jobin & Jismi will be doing the development and import initially on the sandbox account (If you have one). The changes will be moved to production only after the confirmation in the sandbox domain. For shopify, Jobin & Jismi will set up everything in the test account and after verification and confirmation, the changes will be moved to production.
Netsuite Access – Jobin & Jismi will need 2 access to the SB before the development starts and a production access to move the development to production. We would create customers, orders and other related transactions from the shopify website for test purposes.

Shopify Access – Jobin & Jismi will be provided with the shopify live and test account for the development purpose.

Categories – Jobin & Jismi will create the current categories in Netsuite and Shopify. Clients need to edit Netsuite and Shopify categories manually while making changes to it as the website categories in Netsuite are not scriptable. Shopify supports only 3 multilevel subcollections. which means Shopify header navigation only has 3 levels. If you need more than 3 levels, need to use that available theme or app.

Price level and Quantity Pricing – In the default cases, Shopify does not provide features such as quantity pricing and different price levels. It supports only one price level called base price. If the website has different quantity pricing and different price levels, then need to use an application called Bold custom pricing: wholesale. Create tags for each price level and these tags need to be added with the specific customer to view their own price. It will show it on the website with all functionality. If a massive number of quantity pricing and price levels need to be displayed, then it will affect the speed of the website due to the massive number of API passing from the BOLD custom app to Shopify.

Promotions and Discounts – Discounts won’t be applied to the shopify website.

Customer Import Shopify – Jobin and Jismi will sync all existing customers to Shopify. While moving all these customers to Shopify, existing customers may need to set up a new password to log in to the website. So an email will be sent to all customers to reset their passwords.

Shopify – Multi Currency – GBP and Euro will be added to the Shopify website.

Initial Import to Nestuite– Jobin & Jismi will perform the initial import of the existing customers and items from the external system to Netsuite and it will be synced to Shopify by our script.

Shopify Tax Set up – VAT @ 23% or VAT exempt will be enabled in shopify online store.

Kit items set up in Shopify – Netsuite kit items will be created as standard items in Shopify. The component details will be displayed in the description of the item. The stock availability could be calculated by checking all the components and we will set the availability of the kit/package in shopify.

Shopify Payment method – Shopify will use the standard payment method available in the shopify store.

Products set up in shopify online store and Retails store – Product status determines if a product is available in your store. The product status on newly created products is set as a draft by default. After creating a product there is an option for sales channel availability. there are a number of sales channel available on Shopify such as

1. Online store(Shopify theme)

2. Amazon

3. Facebook

4. Instagram

5. messenger etc

When we uncheck the availability on any of these sales channels then it will not show

again on the website, until we check it.

Initial Netsuite setup – We will perform initial one time setup in Netsuite for pricelevel,shipping method, discount,tax.
- Website orders/online store: There will be a dynamic discount, Predefined tax
- POS orders/retail store:Predefined discounts, Predefined tax

Customer Sync- After the initial sync of customers, whenever a customer created/updated/ deleted in Netsuite, that will be reflected in Shopify. We will be considering the email id as the unique key for the customer sync. The fields that are going to be updated in shopify can finalize after the field mapping. This will be a real time sync. We have to store the product images in the Netsuite file cabinet and that should be mapped with item records. If there are multiple files, you can use custom fields to store the images.

Items Sync– After the initial import of items, whenever an item is created/updated/ deleted in Netsuite, that will be reflected in Shopify. We will be considering the SKU as the unique key for the item sync. The fields that are going to be updated in shopify can finalize after the field mapping. This will be a real time sync.
Regarding the price level sync, we have to check whether this is integrable with the “Bold custom pricing:wholesale” App. This can be identified once the APP has been set up and meanwhile we have contacted the support for the possibility.

Images – All images need to be updated in the Netsuite file cabinet. The preferred image types are png, jpg, gif. It will be helpful if the image name is the same as the Item name or item name with number suffix/prefix for multiple images. This will help us in mapping items and its corresponding item image.

Items inventory Sync– Inventory in Netsuite and Shopify will sync in every 15-30 interval.

Payment methods: We will create a Shopify merchant bank account in Netsuite initially. So for online orders we will use this account in the cash sale.
For the retail orders the payment type can be Cash, card, cheque. So we will set the payment method accordingly. So ANY have to provide the account to be deposited in this case. If the payment method is credit, then we have to set any of the credit card types in cash sales like VISA, mastercard etc. So in case of credit, we will set a dummy payment method type in cash sale as the credit card details are not stored anyway.

Shipping Method – Different shipping items to be created in Netsuite and shopify with different rules. The shipping method can be of flat rates or real time rates. DPD integration needs to be checked.

Email notifications – We will be sending the email from the Netsuite upon the order creation, Fulfilling process, Refund process. The email templates need to be set up in Netsuite for these scenarios. We assume that the email template samples will be provided by ANY.

Order Sync: We are planning for a scheduled action which runs in a 15-30 minutes interval and it will fetch the orders from shopify to create sales orders in Netsuite. Along with the sales order, cash sales will also be created in Netsuite for the online orders. And if we couldn’t find that item/customer in Netsuite, then we will create the same in Netsuite before creating the order.

When an item is sold in the retail store it will be done through Shopify POS. So we assume that an order will be created in Shopify and that can be identified using the sales channel. Then it will be captured in NetSuite as a stand alone cash sale and it automatically fulfilled.

We are planning to identify online and retails orders in shopify through the sales channel. So if an order is created via Shopify POS, then that will create an order in shopify with a sales channel as POS. For the online order, we assume that the sales channel will be online.

Fulfill Sync: If an item fulfillment is created for the shopify order in Netsuite, it will update the status to “fulfill” for that corresponding order in shopify. This will be a real time sync. We will also consider the partial fulfillment in Netsuite.

Refund Sync: User creates a return authorization from a shopify order. And then creates an item receipt and cash refund from that. So when a user creates a cash refund in Netsuite, we will create the same in Netsuite.

Assumptions

We assume that the customer and item will be created/updated/deleted only via Netsuite. So updates that directly perform in the Shopify account for items and customers will not reflect in Netsuite.But at the time of order creation, if we couldn’t find an item/customer then we will create the same in Netsuite before creating the order.
Jobin & Jismi will provide the customer and item field mapping between Netsuite and shopify.
We will be creating the following in Netsuite for Shipping method. NAd this will be applicable for online /retail orders.
- Pickup
- External transport
- DPD (integration possibility needs to check)
- Post

We will be creating the following in Netsuite for Promotion/discount (if POS cash sale is implementing)
- 10% discount for artists
- 20% Staff Discount
Tax code setup in Netsuite for shopify
- VAT @ 23% or VAT exempt

When we move all these customers to Shopify, existing customers may need to set up a new password to log in to the website. So we could send an email to all customers to reset their passwords
We are not considering the category creation in integration, as there is no API for this.
We assume that the fulfillment creation will happen only from the Netsuite side.
The performance of the integrations, have dependency with the number of processors in the account. The scheduled actions will be processed based on the processing queues. So even if the script can be scheduled every 15 mnt, it may delay if there is no available queue to process. So please let us know the processor’s availability in the account. Or we can check the same once the account is available
We assume that the email template samples at different scenarios will be provided by ANY.
For price level we will be checking the online price for the integration. Please let us know if you would like to set up a custom price level for shopify orders.We will consider only one price level for integration.
We are not syncing tracking numbers from Netsuite to Shopify. We assume that the tracking numbers will be updated in Netsuite upon IF creation and thus it will be reached to customers via the email.
Existing orders on the old system will not be imported or synced to the shopify, but will be updated to Netsuite.

Project Execution Process

As the proposal is accepted, the client will share the Netsuite access.
A project manager will be introduced to the client who will be the point of contact for the client throughout the SDLC.
The project manager will schedule a kick-off call to discuss the entire project scope and get clarification on all the queries.
Soon after the kick-off call within a working day time, the project manager will revert with the project plan. We will be following the Agile methodology for development.
We as the company use Jira as the project management tool. In case, the client would like to use any equivalent tool then we are open for that.
Regular meetings will be scheduled with the client and keep the client updated with the project progress.
The client will be provided with the test release as per the project plan and expect to revert with the feedback so that it can be incorporated in the upcoming sprint.

Post Go live support

Jobin and Jismi will provide 1 month post implementation support for Netsuite and shopify from the date of project Go-live.
3 month free support for critical bugs from the date of project completion.
Issues reporting after 3 months of project completion is billable.

Scope Limitation / Terms & Conditions

Maintenance hours are not included.
New Feature Implementation will be required additional hours.
It’s the client’s responsibility to adhere to all the copyrights and trademarks.

Payment Terms

Invoice will be sent weekly for the work done in the previous week.

Timeline: 200-230 Hours

Task	Time Required
Shopify setup	40h
Project Management	10 h
Initial Sync- Sandbox	40 h
Shopify Integration	100 h
Sandbox Testing	20 h
Production Deployment and testing	16 h
Documentation	4 h
Total	230 hours

Shopify – Netsuite Integration