DEAR Inventory integrates with the Etsy eCommerce platform. The integration between the two systems allows syncing of inventory and pulling sales information from Etsy into DEAR Inventory.
NOTE: When a refund is processed for an unfulfilled sale, this will cause an error with restocking the unfulfilled items. These will appear on the Log as Pending fulfillment. If you are experiencing this error, you will need to enable the Ignore restock for non-fulfilled sales setting. This setting is not enabled automatically in order to preserve system logic continuity for users.
- Familiarity with Processing a Sale (required)
Table of Contents
- Etsy Integration Setup
- Integration Settings
- Orders and Sales
- Operations Log
Etsy Integration Setup
The first step is to connect DEAR to your Etsy store. Several Etsy stores can be linked to a single DEAR account, with each linked store having its own independent catalog, logs and settings. DEAR provides two free external integrations with the standard subscription plan, however, additional external integrations must be purchased from the My Subscription page.
To connect Etsy to DEAR:
- Navigate to Integration → Etsy.
- Click + to connect a new store.
- Enter your Etsy shop name and click Connect to Etsy.
- You will be redirected to the Etsy screen. Enter your details and continue.
- You will be asked to confirm sharing data between Etsy and DEAR. Click Agree to continue.
- You will be directed back to DEAR to complete the setup. Repeat these steps to connect as many Etsy stores as you require.
Under the Setup tab, several integration settings can be customised.
This option specifies when an Etsy Order will be captured: when it is created, when it is shipped or when it is paid in Etsy. This setting is also taken into account when downloads of historical orders from Etsy are triggered.
DEAR - Etsy Integration allows two options for order consolidation:
No Consolidation indicates that sales will be captured from Etsy as separate orders. Daily Consolidation will consolidate all orders from that day into a single order. When Daily Consolidation is chosen, an additional setting becomes available: Consolidation Time. This is your local time when all pending orders aggregated during the day will be processed. See the Pending Order Processing section below for more details.
For the pending order processing to be successful, an existing customer must be selected.
When the Consolidation Type is Daily Consolidation, this customer is used to create a new sales task which will combine all daily sales. A customer can be created just for this purpose.
When No Consolidation is selected, DEAR uses the customer company name as the customer name, unless the company name was not specified. In this case, the customer contact name is used instead.
Select the language of your Etsy store here.
To map the Etsy listings (products) prices to DEAR price tiers, please use the drop-down menu. See Managing Price Tiers for more information.
Link Etsy Sales to DEAR Location
Etsy does not allow the use of multiple warehouses. Each Etsy store can have a dedicated Location within DEAR which can be selected from the drop-down menu. Selecting a particular warehouse will limit the availability of stock in Etsy to that location. The default option 'All Locations' will display consolidated stock quantities across all of your locations.
Pick, Pack and Ship Processing Mode
When pending orders are processed by DEAR, new sales tasks are created. This setting tells DEAR if it should try to Auto Pick, Auto Pack and Auto Ship these tasks. If there is not enough stock on hand to pick the full quantity of products in an order, then Pick will remain in Draft state, and Pack and Ship won’t be completed.
DEAR does not pick up shipment information from Etsy if Auto Ship is selected and will not create fulfilment in Etsy in this scenario (if Auto Ship is enabled).
Ignore Restock for non-fulfilled sales
When a refund is processed for an unfulfilled sale, this will cause an error with restocking the unfulfilled items. These will appear on the Log as Pending fulfillment. If you are experiencing this error, you will need to enable this setting. Restock/stock allocation quantities will be edited to match the fulfilled items of the sale.
You can control the Invoice Status for sales tasks created as a result of pending order processing. By default, the Invoice will not be authorised and will be in Draft state, adjustable and waiting for authorisation. However, if this setting is changed to AUTHORISED, the invoice will be automatically authorised, and pending sync will be created for it to sync with an accounting application of your choice.
Optional Revenue Account
This setting determines the Revenue Account to be used for all sales downloaded from Etsy. This will override settings at the Product/Customer level and any other Account mapping.
Sales Representative Name
This option allows the shop name to be used as a Sales Representative. It is useful if you have several shops so as not to cause confusion. If this option is left blank, marketplace abbreviation will be used instead.
This is the option to choose automatic mapping by SKU or manual mapping by the user when products are downloaded from Etsy (Load Products on the Catalog tab of the Etsy integration). When automatic mapping is selected, the existing product will be searched for automatically by SKU, and if a product is found with a matching SKU, then the mapping is done automatically. When manual mapping is selected, the user will have to manually select which DEAR products to link to via the Catalog tab. Manual mapping can still be performed even if automatic mapping is enabled. See Catalog for more information.
Create a new product if not found by SKU
This option is only available when Match product by SKU is enabled. With this option enabled, if there is a product (SKU) in the Sale channel that does not yet exist in DEAR, then this product can be automatically built in DEAR based on the data received about the product from a Sales channel. The possibility of a manual build is still always available through the DEAR UI.
Use Etsy as Master Source for DEAR Products
If this option is enabled, and if a product has been changed or updated in Etsy, the linked product in DEAR will be changed to match upon catalog download. Product changes in DEAR can include changed price, name, weight, length, pictures and other data (except SKU) based on the product data downloaded from Etsy. Be aware! Turning on this feature can damage your product data in DEAR.
Update Stock Levels in Etsy
You may choose to disable automatic stock level update in Etsy performed by DEAR at the time the available product quantity changes in DEAR. This may be useful if you are managing stock level in Etsy manually and do not want DEAR to change it. Please ensure you have the correct stock quantities entered in DEAR before you turn on this option as these values will override the stock quantities in Etsy.
Allow DEAR to activate/deactivate Etsy listings
You may allow DEAR to automatically renew inactive (out of stock) listings in Etsy while listing products in Etsy. This may be useful if you are managing Listings availability in Etsy manually and do not want DEAR to change it.
Process Auto-Assembly as
This dropdown field has two options:
- For ordered quantity: Does not check stock quantity. An assembly order is created for the quantity specified in the sale order, regardless of stock availability.
- For minimum quantity required for picking:Assemble stock required to meet the quantity of specific sale order.
- If stock availability is negative, auto-assembly will produce a finished goods quantity which is more than the quantity ordered through sale order.
- If there is already stock available in inventory but not enough to fulfill the sale order quantity, auto-assembly will assemble the difference in quantity needed to meet the sale order requirement.
- If stock availability exceeds sale order quantity, auto-assembly is not triggered.
Stock availability is validated against the sale order location and does not take On Order quantity into account.
Tax Rule Mapping
When a pending order is processed by DEAR, a sales task is created. Each order and invoice line is assigned a tax rule. The tax rules specified in these settings will be used to create these lines.
DEAR does not apply the tax rule to recalculate tax and is simply using the actual tax amount from the Etsy order. This means that if certain products are not Taxable or with varying tax in Etsy, all data and totals in DEAR will look identical to Etsy, but with DEAR tax rule name selected in this setting.
The Tax Free tax rule mapping specified in this setting is used to create these lines for non-taxable products. This tax mapping could be useful for accounting.
In case of tax recalculation, the Tax amount will be overwritten with a value calculated by DEAR Taxation rule.
IMPORTANT! Orders will be skipped on download if Taxation mapping is not finished!
NOTE: For US Etsy stores, the provided Sales Tax is used instead of Tax Rule mapping.
Payment Account Mapping
DEAR can capture payments made against orders in Etsy and is able to automatically add payments to a created sales invoice. To do this, Payment Account Mapping must be completed on this integration settings screen. You must choose an account that is able to receive payments from the chart of accounts.
This setting is not mandatory – if payment mapping is not completed, orders are still captured and downloaded from Etsy, but payments must be manually added to invoices in DEAR. Some customers prefer to keep invoices open and then reconcile them with payouts from Etsy.
Disconnect from the Etsy store
When you disconnect from the Etsy store, DEAR removes all associations between DEAR objects and Etsy, including Log and Product Catalog.
The DEAR Etsy Catalog page allows the user to download products from Etsy, break the link between a DEAR product and its Etsy listing and update quantities in Etsy according to DEAR available stock.
Products can be loaded from Etsy to DEAR. On the Catalog tab, click Load Products to download products from Etsy to DEAR.
NOTE: All products in Etsy are mapped as a simple product in DEAR. Etsy does have product variations, but it does not make quantity mandatory, which is required in DEAR. If a customer has bought a particular product variation in Etsy, the option information will be provided in the Order and Invoice sections of the Sale Order in the comment field.
Etsy has no SKU field for a product whereas in DEAR it is mandatory. To resolve this, DEAR uses Etsy’s unique listing ID as an SKU.
When a product is created or updated in DEAR during the download process, a link is established between the product's and variant's unique Etsy listing ID and DEAR unique product ID. This link is used when products are matched against sales order lines in Etsy and when subsequent product downloads occur.
Etsy has a hierarchical categories structure, while DEAR has one level of categories. Only the first (root) category in Etsy is linked to the DEAR category.
When downloading products, DEAR first tries to match existing products to avoid creating duplicates. In DEAR, it is mandatory to have a unique product name whilst this is not the case in Etsy.
During product download, DEAR automatically creates product categories for all product types in Etsy.
Data mapping for products between DEAR and Etsy is as follows:
|Category||First (root) category from the hierarchy|
|Weight||Weight (Converted to KG on download)|
|Tags||Tags associated with the Etsy listing|
|Price Tier (default is Price Tier 1)||Price|
|Images (only downloaded when no image is attached to the product in DEAR). Existing images won't be deleted.||Images|
|Sale tax rule||Default Tax class for all lines, except 'non-taxable' lines|
Manage the Catalog
There are three possible statuses for products in the Catalog: Not Listed, Listed and Cancelled. The Cancelled status appears for products that were removed from Etsy. By default, they are not visible in the catalog unless the Show only active checkbox is disabled.
There is also an option that allows you to switch the appearance of the catalog to Show variations separately. If checked off, all products without variations are displayed, and each product variation is shown as a separate product line. If this function is not enabled, products without variations are displayed as usual and product families are displayed as a single product line.
In addition to downloading products from Etsy and performing automatic product mapping, you can choose to manage your Etsy catalog from DEAR. There is a column for manually linking and unlinking DEAR and Etsy products. This is useful when the correct product has not been found.
There are three linking options:
- Leave blank (do not tie to a product in DEAR)
- Link to an existing product
- Create a new product in DEAR (available if the product with the required SKU does not exist).
Catalog Modifications in Etsy
Consider a catalog that contains 3 products: A, B, C. Product C has been modified in the sale channel. Next time a Catalog Download is triggered, the products A, B, D will be visible with the following statuses:
Products A and B (the unchanged products) will remain in the catalog with a Listed status. Product D will now appear in the catalog with a Listed status, but product C’s status will change to Cancelled.
Product mapping must be completed in order for sales to be successfully downloaded from your sales channels to DEAR. When sales are loaded from a sale channel and a sale contains a product that is not mapped to any product in DEAR, then this sale will be not be downloaded.
The user will be notified if a sale is skipped through internal messages such as notifications, recordings in operations log, or text message on the screen (depending on the situation).
There are three tabs in the publishing section of the Etsy integration:
- Not Listed
- Selected to be listed
The Not Listed tab displays a list of products in DEAR that are not linked to any listing in the connected Etsy store. All simple products for which Quantity > 0, as well as all product families with at least one variation, where Quantity > 0, are available for selection.
The Selected to be Listed tab displays DEAR products that have been selected in the first tab but have not yet been published to Etsy.
The Failed tab displays products that were to be published to Etsy but were unsuccessful.
Publication of the product takes place in three stages and can only be completed if all three stages have been satisfied with no errors. If at some stage an error occurs, the publishing process will be interrupted, the error will appear in the third tab (Failed), indicating the product and the error message.
It is also possible that a product with a Failed status is still created in Etsy but in an incomplete state without sending a notification to DEAR – DEAR is guided solely by the Etsy response.
To publish products to Etsy:
- On the Not Listed tab, select the product(s) you wish to publish. You can search the products by SKU / name/attributes/category/brand; there is also a button to Select All products visible on this page. Products can be manually selected by clicking on the desired row (it will change the status when selected).
- Once selected, products to be listed will appear in the second tab. At this stage, you can make the necessary changes to the price.
- Price is taken from the Price Tier selected on the Setup page for this product but can be overridden. Price can be applied in bulk to several products by clicking Bulk Apply To → Price.
- Price is taken from the Price Tier selected on the Setup page for this product but can be overridden. Price can be applied in bulk to several products by clicking Bulk Apply To → Price.
- Select a Publishing Profile for each selected item. Publishing Profiles can be applied to groups of items by selecting Bulk Apply To → Publishing Profile. See below for more information about Publishing Profiles.
Publishing Profiles are required to publish a product or product family to Etsy.
To create a Publishing Profile in Etsy:
- Go to the Publishing Profiles tab in the Etsy integration and select Create New.
- Enter a Profile Name and select a category. Choose options from the drop-down menus for the publishing profile and Save the profile.
Orders and Sales
Processing Pending Orders
Whenever a sale is captured from Etsy it is first placed into Pending Orders. Etsy does not have the ability to send notifications to DEAR, so DEAR checks every hour if there are any new orders and imports them immediately as individual sales orders (if No Consolidation is selected in the Integration Settings) or once a day as a consolidated sales order (if Daily Consolidation is selected).
If No Consolidation is selected, each Etsy sale is converted into an identical sale in DEAR, keeping the same customer and shipping information. If Daily Consolidation is selected, the single daily sales task will use the customer selected in the integration settings, and customer, billing and shipping information imported from Etsy will be ignored.
When processing orders, the logic is identical to that of the DEAR UI. DropShipping, Kitting and other important scenarios are implemented in the same way as through the DEAR UI.
Pending Orders can be processed manually by clicking Process. They can then be viewed in the Log tab.
Etsy doesn’t provide the ability to download customers separately from orders.
Downloading Orders and Payments
New and updated orders are automatically downloaded every hour by default. Cancelled orders are NOT automatically downloaded.
NOTE: Generally, you do not need to trigger manual order download. However, if an order was not captured by DEAR or you want to load historical sales, you can use the manual Load Order option. DEAR allows loading historical sales data a maximum of one year old.
Any imported order is saved to the Pending Orders section. It is a temporary storage of all sales and payments in DEAR. If an order already has an entry in the Log (i.e. was imported previously) it will be skipped. This guarantees that no duplicate sales will be created by DEAR.
While saving orders, DEAR captures customer information, billing and shipping addresses. Customer information cannot be downloaded separately from the sale information. All line items are captured together with quantities, prices and totals. Total order discounts are applied, as are additional charges to the whole order, without distribution by lines to reduce the chance of a discrepancy.
Shipping and handling are also saved as additional charges in the Sale invoice under Shipping.
For each line in a Sale Order, DEAR tries to locate the corresponding product by SKU (Etsy’s unique listingID). If no product is found, DEAR attempts to download the product info from Etsy using the same logic as in the Download Products function. If the product info is not found, DEAR marks this line as Service (Non-product). Next, the Sale line is saved to pending orders with all data from Etsy: Tax, Quantity and Total.
The final step in the order download is to trigger the update of stock levels in other Etsy stores and other connected eCommerce channels.
Order Tax Processing
Due to some limitations caused by Etsy's API, DEAR has to use the tax calculation strategy explained here.
DEAR requires tax calculations to be returned for individual sale order lines, however, Etsy only returns the total tax cost. To make this value compliant with DEAR, the following steps are taken:
The order line is first filtered for non-taxable products.
The tax amount per dollar is calculated (val1).
With this, the tax amount per line is calculated (price * val1 * quantity).
NOTE: Shipping taxation is complicated and DEAR does not currently have the ability to calculate it correctly. To minimise errors, this value is always set to 0, and if the shipping is taxed, its tax cost will be spread to the order lines.
DEAR captures refunds from Ebay. DEAR will then capture the refund and return/restock and apply them to the associated sale task.
Please note that if the sale is unfulfilled, this will cause an error with restocking the unfulfilled items. These will appear on the Log as Pending fulfilment. If you are experiencing this error, you will need to enable the Ignore restock for non-fulfilled sales setting.
Refunds for sales predating integration with DEAR
Merchants with eCommerce channels occasionally have to process returns or refunds for a sale that predates integration of the eCommerce channel with DEAR.
Sales and refund information is imported automatically from the eCommerce channel to DEAR, but can also be manually imported via the DEAR web portal. Historical refunds and returns are handled differently for each case.
Automatic import: DEAR checks the sale order date against the date of integration with the eCommerce channel. If the sale order date predates the date of integration, credit note and refund are imported without the corresponding historical sale task.
- A sale is created without order lines or invoice lines.
- Credit note tab shows refunded items and if a refund was processed in the eCommerce channel it will be captured on this tab.
- Restock tab is left empty and no stock adjustments are made.
Manual import: Manually loading orders from Shopify functions in the same way whether the sale took place before or after integration with DEAR.
- From the Pending Orders tab, click Load orders and select a date to load sales, including historical sales as Pending Orders. Process the sale associated with the refund.
- The sale order with have order, invoice, pick, pack, and ship lines. It will also have credit note and restock lines.
- User will have to perform a manual stock adjustment to correct any discrepancies from the refund.
Updating Fulfilment in Etsy
When Shipment is authorised in DEAR and the carrier specified, DEAR will try to create order shipment information in Etsy (if not already created). This will only work in the No Consolidation processing mode.
Each captured Etsy order once saved to Pending Orders creates a Log entry to track the link between the Sale in DEAR and in Etsy. This eliminates the possibility of creating duplicated orders when capturing the same order several times during manual order load.
Each Log entry has a link to the sales task in DEAR. Depending on the settings selected by the user in the Setup tab, this sales task could be draft or authorised, one or more of the Pick, Pack and Ship tabs could be authorised, and payment could have been applied to the invoice.
Log entries allow you to see which sales task reflects a particular Etsy sale. You also have the option to delete a Log entry manually. This will allow reprocessing an order if required. Deleting a log entry will not void or delete its associated sales task.
Reloading Orders from Etsy
If for any reason you need to reload an order from Etsy, this can be managed from DEAR.
To reload an order from Etsy:
- Void the sales task. A record of this will be kept in DEAR for reconciliation purposes but the transactional data will be deleted.
- Return to the Etsy integration Log tab and delete the Log entry. This will allow the order to be recaptured from Etsy.
- Navigate to the Pending Orders tab and click Load Orders, making sure the date is set to before the order to reload was made. DEAR allows loading historical sales data a maximum of one year old.
When an Etsy order is cancelled, no information about it will be accessible in Etsy or synced to DEAR. You will need to manually void sales orders in DEAR once they have been cancelled in Etsy.
Every time sales are downloaded in DEAR, the action is reported in the operations log. It also contains information about downloading results, including the count of processed, skipped or cancelled orders.