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 problems or have questions during the process, you can contact us at any time.
General information about the migration
Pickware does not currently offer an automatic migration, so you have 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. Below you will find links to the respective helpcenter articles.
Some data cannot be migrated. You can find more information on this below.
Complete all orders received in Shopware 5 entirely in Shopware 5. This includes shipping, invoices, cancellations/refunds and the export for DATEV. Otherwise, problems with processing and traceability may occur.
Also plan for a buffer when setting up the number ranges in the Pickware Admin: Set the start number so that it is safely above the last number assigned in Shopware 5 – and keep in mind that further transactions may still be created in Shopware 5 until all open processes are completed.
Create a Pickware account and connect your Shopify shop
To use Pickware for Shopify, you need a Pickware account. If you don't have an account yet, you can create a new one here. If you want to keep using your old account, that is also possible. You can find detailed instructions in this article.
Next, you need to connect your Shopify shop to Pickware. You can find all the details here.
You can now migrate your data from Shopware 5 and prepare your Shopify shop. You can find more information about the migration below. Here in the helpcenter, you can find various articles about managing your Pickware account and your subscription under Discover → Pickware Account.
Migrate data to Shopify
You migrate the main part of your data (customers, products, ...) directly to Shopify. You can find more information on this in Shopify's migration guide.
Product sets
You manage product sets in Shopify, for example with Shopify Bundles, not in Pickware. More on this in How do I use Shopify Bundles with Pickware for Shopify?.
Unique SKUs
Make sure your SKUs are unique when migrating products. In Shopify, an SKU can occur multiple times, but in Pickware it must be unique. Duplicate SKUs receive the suffix -duplicate-… in Pickware and have their own stock. You can find out how to resolve duplicates in How can I deal with product duplicates in Pickware?.
Attention: Only import your products to Shopify once if your Shopify shop is already connected to Pickware. If you delete products in Shopify and import them again, for example during test imports, the old products remain in Pickware. The newly imported products are then created as duplicates with the suffix -duplicate-…. It is therefore best to do test imports before you connect Pickware.
Pickware does not automatically delete products when you delete them in Shopify. If you have already done test imports, you can find the old products under Products → Overview using the filter Show only products assigned to deleted Shopify products. If several thousand products are affected or individual products cannot be deleted, contact support. More on this in How do I delete products in Pickware?.
Stock sync, product import and order import
After your Shopify shop has been connected to your Pickware Admin, stock, products and orders can be transferred between Shopify and Pickware. Here is a brief overview of the options with links to further information.
Order import – If enabled, newly received orders or changes to existing orders in Shopify are automatically transferred to Pickware. You can find more information here.
Stock sync – Transfers all stock either from Pickware to Shopify or vice versa. You can find all the details here.
Product import – All products from Shopify are transferred to Pickware if they don't exist there yet. As soon as new products are created in Shopify or existing products are edited, these changes are automatically transferred to Pickware within a few minutes. You can find out what to keep in mind here.
To avoid incorrect stock postings, make sure to import all orders from Shopware 5 to Shopify first using the Shopify migration tool, and enable the automatic order import afterwards! Orders that have already been imported are not automatically deleted in Pickware.
This also applies if you delete the orders in Shopify: You cannot delete orders imported from Shopify yourself in Pickware, and open orders will still appear for picking. Therefore, only import orders to Shopify once and avoid test imports of orders while the order import is active. If this has already happened, contact support. More on this in Can I delete orders imported from Shopify in Pickware?
Migrate data to Pickware
Other data, in turn, can be transferred from your Shopware 5 shop to Shopify or to the Pickware Admin via CSV import, for example bin locations, stock, suppliers and supplier product allocations. Please note, however, that the stock history cannot be carried over.
In the following sections, we show what you need to consider for each import.
For the import, the CSV file must be UTF-8 encoded and use semicolons as the delimiter. You can find more details on this, and where to find the corresponding configuration option in your spreadsheet program, here.
Migrate number ranges
There is no automated way to migrate your number ranges from Shopware 5, which means you have to create them anew in your Pickware Admin.
You can find the configuration of the number ranges under Settings → Shop → Number ranges. Here you will find various preconfigured 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 seamlessly on from the invoice number of the last invoice created in Shopware 5.
Plan for a sufficient buffer in case transactions for open orders are still created in Shopware 5 while you complete the migration.
Bin locations
First, create one or more warehouses in the Pickware Admin under Warehousing → Warehouses and bin locations → Create warehouse. You can find more information on 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 contains only the Code column, in which the bin location identifier is entered. |
Transfer stock manually
You can also import stock directly from Shopware 5 into your Pickware Admin via CSV import/export. This can be useful if, for example, you created many test orders before going live with your new shop and want to correct the stock again. In this case, proceed as follows:
First, run a CSV export in Shopware 5 under Content → Import/Export. Use the profile viison_pickware_erp_article_stocks_absolute.
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 respective value in the Bin location column corresponds to one of the bin locations you created previously.
Next, open your Pickware Admin, navigate to Warehousing → Stock overview and click Import. Upload your adjusted CSV file here. You can find more information on managing stock in this article.
Note on the unknown bin location
If you did not use bin locations for products in Shopware 5, meaning they are listed in the Admin with the bin location label unknown bin location, please note the following.
In the CSV export file from Shopware 5, the unknown bin location is given as pickware_unknown_location. This label does not exist in Pickware for Shopify, so an import would result in an error. There, the unknown bin location is called unknown instead. Below you will find an overview of different scenarios for the stock posting behavior in the Pickware Admin:
Bin location label = unknown
The stock is posted to the unknown bin location.
Bin location label = [empty]
The stock is posted to the default bin location.
If the product has no default bin location, the stock is posted to the unknown bin location instead.
Bin location label = pickware_unknown_location
The import cannot be carried out and an error message appears.
Bin location label corresponds to a label that does not exist as a bin location in the shop Admin
The import cannot be carried out and an error message appears.
Suppliers and product allocation
Create suppliers
First, run a CSV export in Shopware 5 under Content → Import/Export. Use the profile viision_pickware_erp_suppliers.
Now adjust the CSV file by renaming or deleting the columns as follows:
supplierNumber → Number
salutation → Title (contact person)
address → split into
Street, Number, Zip 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 will 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 can find more information on creating suppliers in this article.
Assign products to a supplier
First, run a CSV export in Shopware 5 under Content → Import/Export. Use the profile viision_pickware_erp_article_suppliers.
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: In Shopware 5, the information on whether the allocation is the default supplier is given as y (= yes) or n (= no). In Pickware for Shopify, you must use ja or nein or yes or no instead.purchasePrice → PP (net)
Note: Purchase prices can only be imported as net prices. Therefore, check the Entering purchase prices field in the settings of the Shopware 5 Admin under Settings → Basic settings → Shopware ERP powered by Pickware and then adjust your purchase prices if necessary.currency → delete
minimumOrderAmount → Minimum purchase
packingUnit → Purchase steps
In your Pickware Admin under Purchasing → Supplier mapping, you will find the list settings on the right. There you can see which additional properties can be maintained for the supplier mapping 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 mapping → Import you can upload your adjusted CSV file. You can find more information on supplier mapping in this article.
Please note that you need Pickware Advanced or Professional to assign multiple suppliers per product. When the CSV file is imported, the rows are read from top to bottom. If you have assigned two different suppliers to a product, without Pickware Advanced or Professional the first entry is overwritten again when the second entry is read. This is also the case if you had deactivated the extension at the time of the import.
Book licenses for Pickware WMS
Licenses for Pickware WMS can be booked directly via the Pickware account. Here you can find more information on setting up Pickware WMS.
Switch 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 can find more information here. You can download the app from the App Store as usual.
You can find instructions for setting up the WMS App here.
Which data cannot be migrated?
The following data cannot currently 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 carried out in Shopware 5, as otherwise they would not be included in an export via your Pickware Admin for Shopify.
Additional information
You can find all further information about Pickware for Shopify here in the helpcenter.