As a general rule, you maintain most of your product information in your Shopify Admin, from where it is transferred to Pickware via the product import. You can tell whether a product property is transferred from Shopify by the Shopify icon next to the field name.

In the Sales Channel settings, you can exclude certain product properties from the product import. These will then no longer be overwritten in Pickware by the product import. Accordingly, the Shopify icon next to the corresponding field name disappears. You can find more on this here.

Pickware transfers product data only from Shopify to Pickware. Only stock levels go back to Shopify. Pickware picks up a new product as soon as you save it in Shopify. Changes to existing products usually arrive after a few minutes.

If Pickware still shows the old value afterwards, you can trigger the transfer yourself for individual products: In Shopify, click More actions → Open in Pickware on the product or variant. Alternatively, you can set a tag on the product in Shopify, also via bulk editing in Shopify for many products.

You can read how the product import works and how to exclude fields from it in How do I import my products from Shopify to Pickware?.

Pickware takes the manufacturer from the Vendor field of your Shopify product. If Pickware does not yet have a manufacturer with this name, it creates one during the transfer. Therefore, change the manufacturer in Shopify, not in Pickware.

The EAN or GTIN is maintained in Shopify by default, but can also be recorded via the Pickware Admin or with the WMS App. In Pickware, you can store multiple EANs for a product, separated by commas. If the manufacturer changes the EAN, you can store the old and new EAN in parallel.

Pickware matches products via the SKU, not via the EAN.

In the product properties, you can store the EAN or GTIN for a product in the Pickware Admin on the General tab, at the bottom in the Labeling section.

Alternatively, you can store it using the WMS App. To do so, open the WMS App and navigate to Products and bin locations via the app menu at the top left. Here you can select a product by scanning the product label or by typing it in. You can then scan the EAN to store it, or click + Add and type in the EAN manually.

You can find more information about the Products and bin locations view here.

Pickware automatically assigns product numbers if no SKU (Stock Keeping Unit) is stored for a product in Shopify or if a product without an SKU is imported. These automatically generated product numbers can begin with the prefix SW or PW .

This internal product number is necessary so that products can be used fully from a technical standpoint — regardless of whether an SKU is maintained in Shopify.

Main products of variants cannot have their own SKU in Shopify. Pickware therefore also automatically assigns an internal product number for these. To avoid confusion, these main products are hidden in the product overview.

If you store your own SKUs in Shopify, they are transferred to Pickware at the next product import and replace the automatically generated product number.

Some data and functions exist only in Pickware. They have no effect in your Shopify shop.

Under Products → Create product, you create a product only in Pickware. It behaves like an imported product: You can pick it, use it in manually created orders, and order it from suppliers. Pickware links products only via the automatic product import.

The maximum purchase quantity that you store on the product in Pickware has no effect in your Shopify shop. You control the maximum order quantity in the shop in Shopify.

Pickware takes the tax on your documents from the order. You can adjust the tax rate on the product in Pickware directly or via bulk edit, for example for all products with a certain tag.

For international shipping, correct customs and shipping information per product is important. This data is required for customs documents, which enable quick processing abroad. You can also find more information about international shipping here at Shopify.

The fields weight, tariff number, and country of origin are available both in Shopify and in Pickware and are included in the product import by default.

In addition to the general tariff number, you can store additional customs tariff numbers for individual countries per product — for example, a separate number for shipping to the USA.

You maintain these numbers in Shopify. Open the product there and navigate to Shipping → More details. Next to the Harmonized System (HS) code field, open the three-dot menu and select Add HS codes by country/region. There, you enter the appropriate number for each country or region.

The same three-dot menu contains the entries Export with CSV and Import with CSV. With these, you maintain the numbers for multiple products at once. The export includes all products in your shop, not just the product from which you started it.

Among other things, the file contains the columns Handle, Title, SKU, the columns for option name and option value, COO and HS Code, as well as a separate column per country in the format HS Code / country code, for example HS Code / US. Which country columns are included depends on your shop.

The values are at variant level: For products with variants, the file contains one row per variant, which you need to fill in individually.

When editing the file, please note our tips for handling CSV files.

During the product import, the country-specific customs tariff numbers stored in Shopify are transferred to Pickware. You can find them in the product properties under Specifications → Customs information in the HS customs tariff number field: Country and corresponding number are listed there.

Using the Add country-specific customs tariff number button, you can also create entries yourself in Pickware. In the Country-specific customs tariff number dialog, you select the Country and enter the corresponding HS customs tariff number. You can adjust numbers that are already stored via Edit and Delete.

The fallback customs value is an additional, Pickware-specific setting that is particularly relevant for shipping free products. Even if an item has no price in the order, customs needs a value for the import.

The following logic is applied for the customs value on your customs documents:

You can find the Fallback customs value in default currency field under Product properties → Specifications → Customs information

For shipping via Sendcloud, the following additional information can be maintained per product or manufacturer. The additional fields are automatically created by Pickware in the Customs information custom field set and are transmitted to Sendcloud when a Sendcloud shipping label is created. The information appears on the commercial invoice. All three fields are optional.

In the Pickware Admin, in the product properties on the Advanced prices tab, you can store different prices based on price rules, for example depending on customer group, order quantity, shipping country, shipping method, or payment method. The rules apply to manually created (B2B) orders or orders via Pickware POS.

To do this, you first need to select a rule.

In the next step, you can then either set a price that applies regardless of quantity, or you can specify tiered prices. The gross price (left) and net price (right) are linked to each other as long as the lock icon between them is closed (1), so in this case you only need to enter one price and the other is calculated automatically.

Prices in foreign currencies are also calculated automatically as long as the link is active (2). You can create and manage the available currencies under Settings → Shop → Currencies. The conversion to your default currency is based on a factor that you can also set there for each currency.

In addition, this tab shows you the resulting margin for each quantity tier, so you can see at a glance how your tiered price affects your trade margin.

On the product, Pickware shows you both the most recently used purchase price and the resulting trade margin & gross profit, so you keep track of your calculation without having to do the math yourself.

In the product details, you will find four fields for this: the selling price & most recently used purchase price — regardless of which supplier it comes from — as well as the resulting trade margin and gross profit.

You can also find the margin per quantity tier on the Advanced prices tab.

In the product supplier mappings, too, you directly see the resulting margin per supplier — handy for quickly comparing the cheapest provider.

Pickware takes the Cost per item value that you maintain per variant in Shopify as the purchase price (net).

For certain products that do not require physical shipping, you can specify that they are automatically marked as shipped when the order is received. This function is suitable, for example, for digital products and services, but also for external fulfillment products. You can find the setting in the product details under General → Availability.

By default, all your products are stock-managed with Pickware, but you can also disable stock management individually. As a result, the products can be picked at any time, regardless of their stock level. Please note that this function is only available from Pickware Advanced.

To disable stock management for a product, open the product details. On the General tab, in the Stock management card, disable the Manage stock option.

For main products with variants (variant parents), stock management is automatically disabled. The Manage stock option cannot be enabled for these products — stock is managed exclusively at the level of the individual variants.

In the product details of a variant parent, you will find a corresponding note on the Stock tab. Variant parents are therefore also not listed in stocktakes, the purchase list, or demand planning.

In the product overview, a variant parent shows the total of its variants, for example "12 in stock for 3 variants" and "10 available for 3 variants". Only variants for which Manage stock is active are counted. If stock management is disabled for all variants, it therefore says "0 in stock for 0 variants", even if the product has variants.

In the variant overview, you can see the available stock across all associated variants.

The fastest way to change stock management for many products or variants is in the product overview: Select the products or variants and switch stock management via Bulk edit. For variants to appear in the list, the Show variants option must be active, see Should variants be displayed in the product overview?.

Variants for which Track quantity is active in Shopify arrive in Pickware with stock management enabled when they are created or imported. If stock management is nevertheless disabled for variants that have already been imported, switch it via bulk edit. If Manage stock is not excluded from the product import, change Track quantity in Shopify instead, otherwise the next product import will overwrite your change.

If you want to enable or disable stock management for multiple products at once, a change via CSV import is a good option. For this, you need a new profile, which you can create based on an existing profile.

To do so, navigate to Settings → Shop → Import/Export and switch to the Profiles tab. Search there for Default profile Product and select Duplicate.

In the profile settings, on the Allocations tab, two new mappings now need to be added. Tip: You can copy the labels from here and paste them into your Pickware Admin.

Now switch to the Advanced settings tab and assign the identifier id to the entity Pickware ErpPickwareProduct there.

Finally, click Save profile.

Now perform a CSV export of your products with the newly created profile. Please note our tips for handling CSV files. The CSV file then looks like this:

Via the stock_management_disabled column, you can enable or disable stock management per product and then upload the updated CSV file again.

The reorder point tells you when you should reorder a product, so you can optimize your stock and your demand planning. It usually consists of the minimum stock and a safety buffer, based on the order and delivery times of your suppliers. In Pickware ERP, you set a global reorder point per product. This means that the stock of all warehouses is taken into account.

You can also view the reorder point in the stock overview when you select the Per product view.

To store the reorder point for a product, you have two options.

For the import into Pickware, the CSV file must be UTF-8 encoded and use semicolons as the delimiter. You can find further details on this and where to find the corresponding configuration option in your spreadsheet program here.

Via the Flow Builder, you can have a list of all products whose stock has reached or fallen below the reorder point sent to you by email every day. To do so, activate the Reorder Mail flow under Settings → Shop → Flow Builder. You set the time under Settings → Extensions → Pickware ERP. You can read how to define recipients and exclude products in How does the reorder point email work?.

In the product details, you can specify that certain information should be requested during picking via the WMS App, for example serial numbers. Via the search bar of your Pickware Admin, you can also search for information recorded in this way and the corresponding order(s) will then be displayed. The function is available to you with Pickware WMS.

For this, you first need to create corresponding information types under Settings → Extensions → Pickware ERP → Information types. At this point, you can also specify whether the information type should subsequently be displayed on the order documents.

You can then select in the product details, in the Stock management section, which of these should be requested during picking.

The prompt in the WMS App then looks like this:

You can then also view information recorded in this way in the order details in the Pickware Admin. To do so, navigate within the order on the General tab to the Line items section and click the icon in the Shipped column there.

If the product for which the additional information was recorded is part of a product set, you will find the stored information via the corresponding icon in the Name column and then for the respective product in the Shipped column.

For products with variants, all settings, including the prompt for additional information, are automatically transferred from the main product to the variants. This prompt cannot be skipped.

If you do not want to record additional information for individual variants, you should therefore maintain the specifications under Information required upon picking per variant and not at main product level. This way, the prompt only appears for the relevant variants.

Via the permissions of the user role, you can specify that products must be scanned during picking. You can exclude individual products from this — for example, those that do not carry a barcode.

To do so, enable the Exclude from mandatory product scan option in the product details in the Information required upon picking section. If it is active, this product does not have to be scanned individually during picking, even if the mandatory product scan is active for the user.

You can store two types of instructions for your warehouse staff, both for individual products and for orders: a picking instruction and a packing instruction. The picking instruction appears both on the picklist and in the picking flow of the WMS App. The packing instruction instead appears in the packing/shipping flow of the WMS App. Below, we show you where you can store the picking instructions.

You can store picking instructions for products directly in Shopify, either manually or automatically, e.g. via Shopify Flow. These are then transferred to Pickware during the product import. You can find the corresponding field in Shopify in the product properties under Product metafields → Picking instruction (Pickware). Click here for more information about the Pickware metafields in Shopify.

Picking instructions for orders can also be stored directly in Shopify and are transferred directly to Pickware. You can find the corresponding field in the order details in the Metafields section. You can also have the field filled automatically, e.g. via Shopify Flow. Click here for more information about the Pickware metafields in Shopify.

This is what the picking instruction you specified for a product or for the entire order looks like on the picklist.

You can view the picking instruction for a product by tapping the yellow icon next to the stock of the product.

In the packing/shipping flow of the WMS App, the packing instruction is displayed at this point instead.

If you usually ship a product on its own, you can assign a default shipping box to it. To do so, open the product in the Pickware Admin and, on the Shipping box card, select a box in the Default shipping box for single-item parcels field that you previously created as shipping material. If a parcel contains exactly one unit of this product, the box is preselected when packing in the WMS App and when creating the shipping label. You can find out how to create shipping boxes under How can I create shipping boxes and select them when packing?.