Integrating Shopify with SAP Business One (SAP B1) creates a comprehensive solution that connects your online store with back-end operations, enabling businesses to connect Shopify seamlessly.
This integration platform automates the exchange of data, like Shopify orders, inventory levels, and pricing, between your Shopify store and SAP Business One, reducing manual work and improving customer satisfaction. By addressing key business needs, the integration empowers e-commerce companies to scale efficiently and handle more orders in less time.
Understanding E-Commerce Integration in ERP
When you launch an e-commerce business, initial orders may be manageable to re-key into SAP manually. However, as your online presence and offerings grow, keeping Shopify SAP Business One integration data like inventory levels updated, rekeying orders, and reconciling payments in SAP can quickly become a full-time task.
Integrating e-commerce with your ERP eliminates manual work, enabling your team to focus on value-added activities such as order fulfillment and managing your Shopify store more effectively.
Why Integrate Shopify with SAP Business One?
SAP Business One is a powerful ERP solution tailored for small and medium-sized businesses, integrating and automating core processes like finance, inventory, sales, and operations.
Your e-commerce store is your sales force that never sleeps. It is always on and can have endless reach and capacity. An SAP Business One e-commerce integration is necessary to support this business model. Connecting platforms like Shopify with SAP Business One immediately increases your business performance by removing duplication of redundant work. It streamlines order management, inventory updates, and financial reconciliation.
There are SAP B1 ecommerce integration options other than Shopify—like WooCommerce and Magento—but as Shopify invests further in its B2B functionality, it is quickly becoming the primary choice for businesses that sell online.
The Importance of an Integration Solution for SMEs
Through the SAP Business One ecommerce integration, we can accommodate various models, such as B2B or D2C, enabling seamless data exchange and scalable solutions. This fosters better customer satisfaction and operational agility, making it a cornerstone of modern ERP strategies. Here are some of the ways an SAP Business One ecommerce integration addresses operational challenges.
Manual Order Management → Automated Order Sync
Entering orders manually into SAP Business One is time-consuming, error-prone, and inefficient, especially as order volumes grow. Integrating Shopify with SAP Business One automates order processing, eliminating the need for manual data entry. Orders placed in Shopify are instantly reflected in SAP B1, reducing errors and improving efficiency.
Inventory and Pricing Updates → Real-Time Synchronization
Keeping Shopify’s inventory levels and pricing synchronized with SAP Business One manually creates inconsistencies, leading to customer dissatisfaction. With integration, inventory levels and pricing updates are automatically synced between SAP B1 and Shopify. This ensures customers see accurate stock availability and pricing, preventing overselling and pricing inconsistencies.
Payment Reconciliation → Streamlined Financial Processes
Manually matching Shopify payments with SAP orders adds complexity and requires significant resources. Shopify payments are automatically mapped and reconciled in SAP B1, reducing manual effort and ensuring accurate financial tracking. This improves accounting efficiency and minimizes errors in payment processing.
Costs of Error → Improved Accuracy & Order Fulfillment
Mistakes from manual data entry, such as incorrect orders or returns, can cause reputational damage and financial losses. Automation eliminates human error, ensuring accurate order processing, inventory management, and financial transactions. This leads to fewer returns, reduced order discrepancies, and better customer satisfaction.
Scalability Issues → Enhanced Operational Efficiency
Growing businesses struggle to keep up with manual processes, making it hard to scale efficiently. Shopify SAP B1 integration means businesses can handle increased order volumes, expand to multiple sales channels, and manage operations seamlessly. This scalability supports business growth without the need for additional manual labour.
Analyze the ROI of integrating Shopify with SAP Business One
3 Steps to Integrating Shopify with SAP Business One
Pre-Integration Requirements
Active SAP Business One Installation
To integrate your Shopify store, SAP Business One implementation must be complete and your productive ERP. An integration to Shopify can be part of the initial implementation and the below is done in tandem. A key part of the installation of SAP Business One is to ensure the Business One Integration Framework software component is installed as part of the software installation. It is part of the standard software package and must be licensed for use with Shopify.
Shopify Store Readiness
Your Shopify Store must be live and operational. Shopify is a digital storefront, if we compare its readiness to that of a brick-and-mortar there are some similarities to be considered. Make sure you have the catalog of available items to sell, the prices and the terms of the sale such as shipping, discounts and promotions configured. Your payment gateway that you will be taking payment with must also be ready to ensure your customers have a seamless check-out experience.
aclaros will work closely with your Shopify partner every step of the way during the integration.
Integration Tool
Many third-party tools can accomplish a Shopify SAP B1 integration, however, aclaros relies solely on using the SAP Business One Integration Framework for a few simple reasons:
- It is SAP’s native integration framework meaning that it is included as part of the initial software installation and gives us access to all the SAP objects via the API. If any new field mappings or integrations are required the fields and objects in SAP Business One are already available via the integration framework and there is no need to create the APIs as there is with third-party solutions.
- Two’s company three’s a crowd when it comes to software solutions. The more parties you have involved the more room there is for consequences. Our integration consultants are certified on SAP Business One and therefore understand the business process of the system and the integration framework. This saves an incredible amount of time and a valuable synergy of skills.
Ease of upgrades. Since the B1iF is a native SAP product it seamlessly upgrades with each version of SAP Business One and is not beholden to a third party ensuring its middleware software is compatible with the latest version of Business One.
Gain API Access
The SAP Business One Integration Framework provides secure API access. Shopify’s well-documented APIs use unique store-specific API keys to enable seamless data sharing for the SAP Business One integration.
Step 1: Pick Your Shopify SAP Business One Integration Package
We offer two standard integration packages for Shopify, a basic and advanced package. Based on the decisions of what needs to be integrated and the flow of your sales processes, our team will help to determine which integration package is right for your business.
First, determine what transactions need to be included in the Shopify SAP B1 integration. What information needs to go from SAP to Shopify and what information from Shopify to SAP.
Master Data
- Integrate product information, when new products are created and flagged in SAP create them as products in Shopify
- Integrate Customer information, when a new customer is created in SAP or a new customer registers on Shopify create the BP master Data in SAP
Reporting
- Inventory levels from SAP to Shopify to let your customers know if you have the products they are looking for in stock
- The pricing for the items determined in SAP reflected in Shopify
Transactions
- Orders from Shopify are automatically created in SAP. Identify what sales process your Shopify orders need to follow. Do you follow a Business to Consumer (B2C) or Direct to Consumer model (D2C) or do you follow a Business to Business Model (B2B). Depending on the business model that your Shopify store follows will indicate which documents you want to start your sales process with (Sales Order, A/R Reserve Invoice or an A/R Invoice).
- Incoming Payments in Shopify are automatically created in SAP and reconciled to orders
- Deliveries from SAP that indicate the order has been fulfilled and send shipping notices from Shopify to the customer
Returns from Shopify are created as credit memos in SAP
Basic Package
Shopify Order Import
Create Sales Document
One Time Business Partner
Customer Information
Order Details
Payments
Incoming Payments
Shopify Pay, Paypal, Gift Cards
Order Fulfillment
Fulfillment from SAP
Fulfillment from Shopify (3PL)
Tracking Number
Inventory Sync
Inventory Availability
STARTING AT $250/MONTH
Advanced Package
Everything in Basic Package plus…
Product Sync with Item Master Data
Single Level Product
Parent & Child Hierarchy
Customer Sync with BP Master Data
Create new & sync existing Business Partners
Create new & sync existing contacts
Multi-Location Support
Business Partner Addresses Sync
Location Specific Pricing*
Catalogues & Pricing
Customer Specific Pricing*
Customer Specific Catalogues*
Credits & Returns
AR Credit Memo Creation
*requires Shopify Plus Platform
STARTING AT $325/MONTH
Have a unique integration scenario not covered in the packaged integrations? No problem, the package integration covers 90% of all SAP Shopify integration needs but let us handle your exceptions with a custom scenario.
Our team will host a handful of workshops to walk through the integration scenarios in detail. From there, a decision on key configurations to ensure the scenarios are properly deployed based on business needs can be made. For example, how Shopify should display warehouse inventory. The final configuration document along with your decisions will be provided for sign-off before the solution is deployed.
Step 2: Setting Up Your Shopify Store for Integration
Your Shopify partner will take the lead to ensure your Shopify store is ready to be automated. A few key elements are required in your Shopify for SAP integration to work correctly:
- Create API Credentials and Set Access: Follow Shopify’s guide to create API credentials for the integration (Shopify Custom Apps Guide).
- Install and Configure GraphiQL App: Install the GraphiQL app, this is the tool that allows the development team to test and confirm the APIs as Admins. Ensure proper access settings are configured (GraphiQL Explorer Guide). The API credentials from your Shopify partner connect SAP to Shopify, enabling seamless data transfer between the two systems.
- Master Data Alignment: Ensure that the master data (products, customer data, etc.) in Shopify aligns with the master data in SAP.
- Inventory Tracking: Configure Shopify products to “track inventory” to enable inventory adjustments through the integration.
- B2B Implementation (if applicable): Create catalogs in Shopify for B2B operations so that they can be mapped to SAP.
Step 3: Testing and Validation
Once the configurations have been decided the aclaros team will create a test SAP environment, deploy and configure the integration scenarios. The integrations are then tested with Shopify to the baseline configuration to ensure quality of the solution.
Training for the Business Users & Exception Handling
With the configuration ready for testing, business users are trained on how the integration works, what information is needed for a successful setup, and how to manage or troubleshoot any errors. KPIs and Alerts are provided so that users are aware as soon as possible if there was a failure.
Ready, Set, Go-Live!
All scenarios have been tested, your team is confident on how to identify Shopify transactions in SAP and how to manage any exceptions. The only thing left to do is to ready your production SAP environment and connect Shopify!
Common Challenges and How to Overcome Them
Shopify SAP Business One integration is a major step toward improved efficiency, but like all good things, there may also be challenges. Knowing how to identify, manage and resolve them is key to minimizing the number of challenges and ensuring they remain exceptions rather than becoming the rule.
Data Mapping Errors
Since the point of the integration is to share data between the two systems, ensuring that the data matches in both systems is critical. Any integration failures due to data mapping errors will provide alerts in SAP.
→ Solution: If Shopify data cannot be found in SAP the user can identify and correct and retry the transaction.
API Limitations
Although a majority of objects and fields are available via the API, if custom fields or metadata need to be added, it will require a custom API. This is independent of any middleware solution.
→ Solution: Shopify has rate limits and limits the number of calls can be made via the API, this is to ensure stability of the platform. The rate limit is set based on the Shopify platform you have chosen. Ensure you work with your Shopify partner to select the right platform for your organization.
Inventory Discrepancies
Inventory is shared from SAP to Shopify. During the configuration, a decision is made on whether inventory levels are shown or simply if something is in stock or out of stock.
→ Solution: If there is an inventory discrepancy it is important to revisit if the right data is being presented. If sales orders are allowed to enter SAP even if the inventory is out of stock, the order will only be fulfilled once the inventory has been replenished in SAP. We recommend providing the customer with a lead time expectation in this scenario.
Connectivity Issues
If you are hosted in the cloud, connectivity issues should be at a minimum and relevant to the cloud uptime.
→ Solution: If connectivity drops, the orders will queue from Shopify and synchronize once connectivity has been restored. For on-premise customers, the connectivity and availability of your servers are the responsibility of your IT team.
Image source: Canva
Post-Implementation Shopify SAP Integration Best Practices
Now that your Shopify SAP integration is live and the orders start flowing into SAP seamlessly, the proverbial train has left the station. This integration is in full effect, to keep it running smoothly follow these tips:
- Monitor and clear the error log. If there are any issues with orders coming into SAP, an alert will notify you that there is an issue with an error and the reason for it. Make sure you resolve these issues and re-try the orders. Do not allow a backlog of orders to sit.
- If your Shopify Store requires any Shopify Plug-ins ensure they stay compatible and compliant so they continue to work effortlessly.
- Make sure enough team members understand the integration process. The number of users should reflect the significance of e-commerce in your business and the volume of transactions being processed.
- Keep up to date with improvements in Shopify and SAP to ensure as your business evolves, you have the best and latest functions available to continuously improve your integration experience.
How to Choose the Right Integration Partner for SAP Business One and Shopify
The initial Shopify SAP integration is just the beginning of your integration journey. As your business expands, grows and changes, the ongoing management and improvement of your ERP system is only as successful as your integration partner and middleware solution.
→ Select a certified SAP Business One Partner.
SAP has a clear partner classification process, this classification is based on the partners reputation, relationship with SAP and experience. This ensures that the integration team not only understands the integration process but also SAP Business One, the digital core of your business.
→ Usage of the same middleware for all integrations.
This assures expertise and confidence in the middleware for faster deployment of solutions and ongoing support.
→ Efficient error handling and ongoing support.
Have a clear mechanism for handling integration errors and an escalation plan for errors that cannot be handled by your team.
→ Strong SAP and Shopify partner collaboration.
A good working relationship between your SAP Partner and Shopify Partner is critical. They need to be able to focus on solving any problems collaboratively while continuously improving business efficiency.
aclaros simplifies your business growth with SAP Business One and Shopify.
We provide an affordable, all-in-one solution to streamline your operations and digital transformation.
Get Started with Custom Integration for SAP Business One and Shopify
aclaros has completed dozens of SAP Business One Shopify integrations. Through these integrations, our knowledge of SAP B1, and 20+ years of experience, we have identified the key integration scenarios and process improvements that all e-commerce businesses need. We offer the following:
- Packaged Integration Solution: We take the time to understand your business needs, suggesting the proper integration package for you—and we’ll get you up and running in as little as five weeks!
- End-to-End Integration Services: We work closely with your business team and Shopify Partner to make sure from order receipt to incoming payment and order fulfilment, the integration process is seamless and effortless.
- Certified SAP B1 Consultants: Our entire integration consultant and support team is certified SAP Business One, with a focus on Integration Framework.
Does your business have a unique process that goes beyond packaged integration solutions? No problem! The flexibility of our packaged solutions becomes the foundation of the integration, and the Business One Integration Framework’s access to the SAP API’s allows for the handling of the uniqueness of your business to fit seamlessly—another reason B1iF is the chosen middleware solution.
Ready to streamline your SAP and Shopify integration? Partner with aclaros for seamless connection, efficient operations, and ongoing support so you can focus on growing your business.
Image source: Canva
FAQs
Can SAP integrate with Shopify?
Yes! Shopify integrates seamlessly with SAP Business One eliminating redundant and duplicate work allowing your business to focus on sales and operational fulfillment.
What is SAP Business One integration?
The B1iF is the middleware solution that allows SAP Business One to exchange data with any third-party solution in a secure and reliable manner.
Does SAP Business One have API?
Yes, SAP Business One’s API is accessible through the Business One Integration Framework to allow data to be exchanged, objects like orders, payments and customers to be created, and information like inventory and pricing to be updated in real time.
What integration tools are available for connecting SAP Business One with Shopify?
There are a few integration tools available, many of them third-party. At aclaros, we solely integrate using the Business One Integration Framework. This is because it is the most robust and scalable integration tool to SAP, provided by SAP. No third party can know what SAP needs before SAP does.
How long does it take to integrate SAP Business One with Shopify?
If SAP Business One and Shopify are both live productive systems the integration can be complete in as little as 5-6 weeks with our packaged solution deployment methodology.
How do I handle data discrepancies during SAP B1 and Shopify integration?
Any data discrepancies will be made clear through the error log. Each data mapping issue will be identified and can be handled on a case-by-case basis. If the initial mapping of data was done correctly there should be little issue with discrepancies, and ongoing data mapping issues should be limited if users are properly trained.
