HexaSync Profile Specification – Shopify Website & Microsoft Dynamics FnO ERP Integration

1. References

• https://www.beehexa.com/glossary/basic-software-concepts/
• https://www.beehexa.com/glossary/shopify/
• https://www.beehexa.com/glossary/dynamics-fno-erp/

2. HexaSync Profile Management Features

2.1 Overview

• This HexaSync Profile is used to synchronize data between only a Shopify Website and a Dynamics 365 FnO Company.
• These below features are applied for a HexaSync Profile.

2.2 HexaSync Data Synchronization Task Management

• The Figure 1: Task List shows the tasks that are set up for a HexaSync Profile.
• Each task name presents its function and data flow:
  • For example: The task [Shopify > MS Dynamics FO] Sales Orders is running to sync sales orders from Shopify to MS Dynamics FO.
• The number of HexaSync tasks and their designs are dependent on the complexity of business requirements and scope of work.
• A HexaSync task may depend on the other tasks.

Figure 1: Task List

2.3 Task Scheduler Management

• Task scheduler enables a HexaSync profile to automatically perform running tasks in a particular frequency.
• These tasks can run every minute or daily, depending on the schedule
• These tasks can be enabled or disabled, depending on the Profile requirements

Figure 2: Scheduler

2.4 HexaSync Profile Settings

• The HexaSync Profile Settings presents an overview of the profile information such as:

  • Profile owner
  • Created date
  • Updated date
  • Profile status
  • Members (a list of emails having access to this profile)

• In the Profile Settings, the profile owner or admin can add more members to this profile by email 

Note: The new member email must be associated with a HexaSync Account

Figure 3: Settings

3. HexaSync Profile Tasks for Shopify Dynamics 365 FnO Integration

3.1 Simple Product Data Synchronization

3.1.1 Data Flow

• New products created at Dynamics FnO ERP are created correspondingly by HexaSync at Shopify Website
• This data flow is implemented by default. We can change this default data flow by requesting customization.

3.1.2 Detail Description

• Products available at Shopify Website must be mapped corresponding to products in Dynamics FnO ERP
• Product attributes in Shopify Website when updated will be updated in Dynamics FnO ERP
• If a product needs to be removed, it should be removed from the master data system, which is the Dynamics FnO ERP.

Figure 1: Product Sync Task

Figure 2: Product Sync Tracking

Figure 3: Product Sync Errors Detection

Figure 4: Product Sync Errors Checking

3.2 Stock Data Synchronization

3.2.1 Data Flow

• Dynamics 365 FnO is Master Data
• Stock level that changes in Dynamics 365 FnO will be updated to Shopify Website
• If a stock level of an item is updated in D365 FnO, HexaSync will update its stock change in Shopify accordingly (based on SKU, warehouse, location)

3.2.2 Detail Description

Stock data that changes in Dynamics FnO ERP will be updated to Shopify Website

• The inventory of each product in each warehouse managed synchronously by HexaSync (as described in Table 1.1 above) will be the inventory of that product in each corresponding warehouse on the Shopify Website.
• Allowing to change the stock when necessary, customer will notify Beehexa to change the configuration of the HexaSync-side stock code list.

Figure 1: Stock Sync Task

Figure 2: Stock Sync Tracking

Figure 3: Stock Sync Errors Detection

Figure 4: Stock Sync Errors Checking

3.3 Customer Data Synchronization

3.3.1 Data Flow

• Customer data will be mapped and synchronized from Shopify Website to Dynamics 365 FnO.
• Customer data can be mapped by phone number or email address.

3.3.2 Detail Description

Customer data will be mapped and synchronized from Shopify Website to Dynamics FnO ERP including:

• Email
• Phone 
• First_name
• Last_name
• Address

Figure 1: Customer Sync Task

Figure 2: Customer Sync Tracking

Figure 3: Customer Sync Errors Detection

Figure 4: Customer Sync Errors Checking

3.4 Sales Order Data Synchronization

3.4.1 Data Flow

• New sales orders on Shopify Website will be synced to Dynamics 365 FnO.
• Order status updated in Dynamics 365 FnO can be synced back to Shopify.

3.4.2 Task Description

New sales orders on Shopify Website will be synced to Dynamics FnO ERP.

Requirements when integrating order information from Shopify Website to Dynamics ERP to get information:

• Product promo code.
• Product promotion type: gift, discount (or distinguishing option: gift item)
• Product discount amount.
• Promo codes to reduce total orders.
• Total reduction amount.

Figure 1: Sales Orders Sync Task

Figure 2: Sales Orders Sync Tracking

Figure 3: Sales Orders Sync Errors Detection

Figure 4: Sales Orders Sync Errors Checking

3.5 Coupon Data Synchronization

3.5.1 Data Flow

• New coupon codes created on Shopify will be synced to Dynamics 365 FnO.
• Coupon status updates in Dynamics 365 FnO can be synced back to Shopify.

3.5.2 Detail Description

Coupon data will be mapped and synchronized from Shopify to Dynamics FnO including:

• Coupon_id
• Valid_date

4. Planning 

Phase	Name	Description	Number of Day(s)
1	Integration Requirement Analysis	Collecting all the requests for synchronization data between Shopify Website and a 3rd party application (in this document, Dynamics FnO ERP)	3
2	Implementing and Deploying HexaSync Shopify Website and Dynamics FnO ERP testing (sandbox, staging) environment and Adjustment	Implementing and Deploying all the HexaSync Tasks to cover the integration requirements to review with customers	40
3	Go Live	Turning on the schedulers to run automatically on  production environement	1

5. Customization

• Integration requirements can vary for different customers.
• HexaSync Profile can be adapted to fulfill the difference.