In this article, we explain step by step what you need to consider when migrating to Pickware for Shopify and how you can migrate your data from your Shopware 5 shop. If you run into any problems or have questions during the process, you can contact us at any time via our support page.
Contents
General information about the migration
Currently, Pickware does not offer an automatic migration, which means you need to transfer your Pickware data manually.
During a migration, stock, bin locations, and suppliers are first exported from Shopware 5 and then imported into your new shop system.
All other data, such as orders, products, and customers, is migrated via Shopify. You'll find links to the relevant Help Center articles below.
Some data cannot be migrated. You can find more information about this further below.
Creating a Pickware account and connecting your Shopify shop
Creating a new account
To use Pickware for Shopify, you need a Pickware account. You can create one here. To connect your Shopify shop, log in to your Pickware account, click Shopify in the menu, and follow the instructions.
Using an existing account
If you already have a Pickware account from the Shopware 5 world, you can start the migration and the associated trial phase directly in the account management. To do this, proceed as follows:
Log in to your Pickware account and make sure your Shopware 5 shop is selected. Either click Migration in the left-hand menu, or use the Start migration button, which is shown at the top of the start page.
Select Shopify as your shop system.
Choose whether you want to create a new Pickware Admin and enter the corresponding information.
Alternatively, you can use an existing Pickware Admin. In this case, the Pickware App must be installed from the Shopify App Store.
You have now started the migration phase. Your Shopware 6 shop can be selected and managed via the drop-down menu at the top left.
You can now migrate your data from Shopware 5 and prepare your Shopify shop. You'll find more information about the migration below.
In our Help Center under Account and Packages, you'll find various articles about managing your Pickware account and your subscription.
Migrating data to Shopify and configuring your Shopify shop
You migrate the majority of your data (customers, products, ...) directly to Shopify. You'll find more information about this in the Shopify migration guide.
Migrating number ranges
There is no automated way to migrate your number ranges from Shopware 5, which means you need to recreate them in your Pickware Admin. You'll find the number range configuration under Settings → Shop → Number ranges. Here you'll find several pre-configured number range types that you can adapt to your needs. These apply globally, i.e. to all your Sales Channels. If you create your own number ranges, you can also restrict them to individual Sales Channels.
The start number field is particularly important here. You can configure it so that, for example, the invoice number of the first invoice created in the Pickware Admin follows on seamlessly from the invoice number of the last invoice created in Shopware 5.
Migrating data from your Shopware 5 shop
You can migrate bin locations, stock, suppliers, and supplier product assignments from your Pickware data into the Pickware Admin via CSV import. Please note, however, that the stock history cannot be transferred.
In the following sections, we'll show you what to consider for each import.
Note on handling CSV files: For the import, the CSV file must be UTF-8 encoded and use semicolons as separators. You can find more details on this, and where to find the corresponding configuration option in your spreadsheet program, here.
Bin locations
First, create one or more warehouses in the Pickware Admin under Warehouse management → Warehouses and bin locations → Create warehouse. You'll find more information about this here.
Once a warehouse has been saved, the Bin locations tab appears, where you can create bin locations either manually or via CSV import. The CSV file for creating bin locations only contains the Code column, in which the bin location identifier is entered.
Products and stock
Your products and their attributes and details are primarily managed in Shopify. Use Shopify's migration options to transfer the products from your previous shop system. The products can then be transferred from Shopify to the Pickware Admin with just a few clicks using the product import. You'll find more information about this here.
You can transfer stock to Shopify together with the product migration, and then take it over into Pickware using the product import.
If you've already created the products in the Pickware Admin, you can also migrate the stock directly from your Shopware 5 shop to Pickware. First, perform a CSV export in Shopware 5 under Content → Import/Export. Use the viison_pickware_erp_article_stocks_absolute profile for this.
Now adjust the CSV file by renaming or deleting the columns as follows:
articleNumber → Product number
articleName → Product name
warehouse → Warehouse code
binLocation → Bin location
isDefaultBinLocation → Default bin location
physicalStock → Stock
availableStock → delete
purchasePrice →delete
In any case, make sure that the value in the Bin location column corresponds to one of the bin locations you created earlier.
Next, open your Pickware Admin, navigate to Warehouse management → Stock overview, and click Import. Upload your adjusted CSV file here. You'll find more information about maintaining stock in this article.
Note on the unknown bin location
If you didn't use bin locations for your products in Shopware 5, meaning they're listed in the admin with the bin location designation unknown bin location, please note the following.
In the CSV export file from Shopware 5, the unknown bin location is specified as pickware_unknown_location. This designation doesn't exist in Pickware for Shopify, so an import would result in an error. There, the unknown bin location is instead called unknown. Below you'll find an overview of various scenarios for the booking-in behavior in the Pickware Admin:
Bin location designation = unknown
The stock is booked to the unknown bin location.
Bin location designation = [empty]
The stock is booked to the default bin location.
If the product has no default bin location, the stock is instead booked to the unknown bin location.
Bin location designation = pickware_unknown_location
The import cannot be performed and results in an error message.
Bin location designation matches a designation that doesn't exist as a bin location in the shop admin
The import cannot be performed and results in an error message.
Suppliers and product assignment
Creating suppliers
First, perform a CSV export in Shopware 5 under Content → Import/Export. Use the viision_pickware_erp_suppliers profile for this.
Now adjust the CSV file by renaming or deleting the columns as follows:
supplierNumber → Number
salutation →delete
address → split into
Street, house number, postal code, city, address addition, country (please use ISO2 country codes here, e.g. DE for Germany)
contact → split into
First name, last name
phone → Phone number
fax → Fax number
email → Email address
comment → Comment
customerNumber → Customer number
deliveryTime → Default delivery time
templateShopId →delete
currency →delete
In your Pickware Admin under Purchasing → Suppliers, you'll find the list settings on the right. There you can see which additional properties can be maintained for suppliers in the Pickware Admin. If needed, you can also add these via CSV import by inserting a corresponding column in your CSV file.
In the Pickware Admin under Purchasing → Suppliers → Import, you can upload your adjusted CSV file. You'll find more information about creating suppliers in this article.
Assigning products to a supplier
First, perform a CSV export in Shopware 5 under Content → Import/Export. Use the viision_pickware_erp_article_suppliers profile for this.
Now adjust the CSV file by renaming or deleting the columns as follows:
articleNumber → Product number
articleName → Product name
supplierArticleNumber → Supplier product number
supplierNumber → Supplier number
defaultSupplier → Default supplier
Note: Whether an assignment is the default supplier is indicated in Shopware 5 with y (= yes) or n (= no). In Pickware for Shopify, you must instead use ja or nein, i.e. yes or no.purchasePrice → Purchase price (net)
Note: Purchase prices can only be imported as net prices. Therefore, check the Entering purchase prices field in the Shopware 5 Administration settings under Settings → Basic settings → Shopware ERP powered by Pickware, and adjust your purchase prices afterwards if necessary.currency → delete
minimumOrderAmount → Minimum order quantity
packingUnit → Order interval
In your Pickware Admin under Purchasing → Supplier assignment, you'll find the list settings on the right. There you can see which additional properties can be maintained for the supplier assignment in your Pickware Admin. If needed, you can also add these via CSV import by inserting a corresponding column in your CSV file.
In the Pickware Admin under Purchasing → Supplier assignment → Import, you can upload your adjusted CSV file. You'll find more information about supplier assignment in this article.
Please note that you need Pickware Advanced or Professional to assign multiple suppliers per product. When importing the CSV file, the rows are read from top to bottom. If you've assigned two different suppliers to a product, the first entry will be overwritten when the second entry is read without Pickware Advanced or Professional. This is also the case if you've deactivated the extension at the time of import.
Product and order import
Products and orders are managed via Shopify and are imported automatically when the Pickware Admin is set up. If you import orders via the Shopify API or your own migration tool into Shopify, make sure that the processed_at field on each order contains the original order date — i.e. the date on which the order was placed in the source system.
If processed_at is instead filled with the date of the import, Pickware treats these orders as if they were placed at the time of import. This can result in historical orders being included in the calculation of the order fee, even though they were placed before Pickware was used.
Booking licenses for Pickware WMS
Licenses for Pickware WMS can be booked directly via the Pickware account. In our Help Center, you'll find more information about setting up Pickware WMS.
Switching the Pickware App
The Pickware WMS App for iOS combines the functions of the previous shipping and warehouse apps. To use the WMS App, you need an Apple device that supports at least iOS 15. You'll find more information here. You can download the app from the App Store as usual.
You'll find instructions for setting up the WMS App in our Pickware Shop Help Center.
Which data cannot be migrated?
The following data currently cannot be migrated from Shopware 5:
Supplier orders
Stock movements
Returns
Note on the DATEV export
For all orders created in Shopware 5, the DATEV export must also be performed in Shopware 5, as otherwise these orders would not be included in an export via your Pickware Admin for Shopify.
Further information
You'll find all further information about Pickware for Shopify in our corresponding Help Center.