[n8n] - Shopify Orders to D365 Business Central Sales Orders / Sales Invoices

Workflow Name

[n8n] - Shopify Orders to D365 Business Central Sales Orders / Sales Invoices

Key Features and Highlights

This workflow automates data synchronization between Shopify orders and Microsoft Dynamics 365 Business Central. It automatically creates corresponding sales invoices or sales orders based on the order type (e.g., POS orders or online orders), supports multi-warehouse location handling, auto-detects and creates new customers, prevents duplicate order imports, and imports taxes and discounts as individual order lines. This significantly enhances the integration efficiency between e-commerce platforms and ERP systems.

Core Problems Addressed

• Eliminates the tedious and error-prone manual data transcription between Shopify e-commerce platform and D365 Business Central.
• Automatically distinguishes POS orders from online orders to appropriately create invoices or sales orders.
• Synchronizes multi-warehouse fulfillment information to ensure accurate inventory and order matching.
• Prevents duplicate order imports to maintain data consistency within the ERP system.
• Automatically identifies and creates customers, improving customer management.
• Supports accurate mapping of taxes and discounts to ensure completeness of financial data.

Application Scenarios

• E-commerce businesses using Shopify for sales while managing finance and inventory with Dynamics 365 Business Central.
• Organizations requiring automated order synchronization to improve ERP data entry efficiency and reduce manual operations.
• Multi-warehouse and multi-channel order management scenarios to ensure real-time accuracy of orders and inventory data.
• Enterprises aiming to simplify customer data management and order processing through automated workflows.

Main Workflow Steps

1. Scheduled Trigger: The workflow is initiated periodically via the Schedule Trigger node to fetch all Shopify orders from the past 24 hours.
2. Order Filtering: Filters out only paid orders to ensure subsequent processing involves valid transactions.
3. Fulfillment Information Retrieval: For multi-warehouse Shopify accounts, retrieves fulfillment order details and maps order lines to specific warehouse locations.
4. Order Preprocessing: Adds taxes and discounts as separate order lines to prepare data for synchronization.
5. Customer Lookup and Creation: Searches for the order’s customer in Business Central; if none found, automatically creates a new customer record.
6. Duplicate Order Check: Queries Business Central for existing orders with the same external order number to avoid duplicates.
7. Order Type Determination: Determines whether the order originates from POS or online channels to decide on creating a sales invoice or sales order.
8. Order or Invoice Creation: Creates the sales order or sales invoice accordingly and adds order details line by line.
9. Exception Handling: If adding order lines fails, automatically deletes the created order to maintain data integrity.
10. Workflow Completion: Ends the execution after successfully synchronizing all orders.

Involved Systems and Services

• Shopify: E-commerce platform providing order and fulfillment data.
• Microsoft Dynamics 365 Business Central: ERP system managing sales orders, sales invoices, and customer data.
• n8n: Automation workflow platform orchestrating and executing the entire data synchronization process.
• HTTP Request Nodes: Used to interact with Business Central REST APIs for data read/write operations.
• OAuth2 Authentication: Secures access to Business Central APIs.
• Shopify Access Token Authentication: Ensures secure access to Shopify APIs.

Target Users and Value

• E-commerce Operations Teams: Saves time on manual order entry and reduces errors.
• Finance and Inventory Managers: Ensures timely and accurate sales data in the ERP system for streamlined downstream processes.
• IT Automation Engineers: Enables rapid development of a stable Shopify-to-Business Central integration solution.
• Business Executives: Enhances business automation, providing transparency in sales data and optimizing workflows.

By seamlessly connecting the Shopify e-commerce platform with Dynamics 365 Business Central, this workflow enables automated synchronization and management of order data, greatly improving operational efficiency and data accuracy. It serves as an ideal solution for integrating e-commerce and ERP systems.