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 encounter any problems or have questions during the process, you can contact us at any time.
General information about the migration
Currently, Pickware does not offer an automatic migration, so you need to transfer your Pickware data manually.
During a migration, stock, storage bins and suppliers are first exported from Shopware 5 and then imported back into your new shop system.
All other data, such as orders, products and customers, is migrated via Shopify. You can find links to the respective Help Center articles further below.
Some data cannot be migrated; you can find more information about this further below.
Fully complete all orders received in Shopware 5 within Shopware 5. This includes shipping, invoices, cancellations/refunds and the export for DATEV. Otherwise, problems may occur regarding processing and traceability.
Also, when setting up the number ranges in the Pickware Admin, plan for a buffer: set the start number so that it is safely above the last number assigned in Shopware 5 – and take into account that additional documents 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 continue using your old account, this is also possible. You can find a detailed guide in this article.
Afterward, you need to connect your Shopify shop with 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 further below. Here in the Help Center, under Discover → Pickware Account, you'll find various articles about managing your Pickware account and your subscription.
Migrate data to Shopify
You migrate the main part of your data (customers, products, ...) directly to Shopify. You can find more information about this in the Shopify migration guide.
Stock synchronization, product and order import
Once your Shopify shop has been connected to your Pickware Admin, stock, products and orders can be transferred between Shopify and Pickware. Here you'll find a brief overview of the options with links to further information.
Order import – If activated, newly incoming orders or changes to existing orders in Shopify are automatically transferred to Pickware. You can find more information here.
Stock synchronization – 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 already exist there. 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 watch out for here.
To avoid incorrect stock bookings, be sure to first import all orders from Shopware 5 to Shopify using the Shopify migration tool, and only then activate automatic order import!
Migrate data to Pickware
Other data can also be transferred from your Shopware 5 shop to Shopify or the Pickware Admin via CSV import, for example storage bins, stock, suppliers and supplier product assignments. Please note, however, that the stock history cannot be transferred.
In the following sections, we show you 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 need to create them again in your Pickware Admin. You can find the number range configuration under Settings → Shop → Number ranges. Here you'll find several pre-configured number range types that you can adjust to your needs. These apply globally, i.e. to all your Sales Channels. If you create your own number ranges, you can also limit them to individual Sales Channels.
The Start number field is especially important here, as you can configure it so that, for example, the invoice number of the first invoice created in the Pickware Admin seamlessly continues from the invoice number of the last invoice created in Shopware 5.
Be sure to plan for a sufficient buffer in case documents for open orders are still being created in Shopware 5 while you complete the migration.
Storage bins
First, create one or more warehouses in the Pickware Admin under Warehouse Management → Warehouses and Storage Bins → Create warehouse. You can find more information about this here.
As soon as a warehouse has been saved, the Storage bins tab appears, where you can create storage bins either manually or via CSV import. The CSV file for creating storage bins only contains the Code column, in which the storage bin 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 your new shop went live 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 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 → Storage bin
isDefaultBinLocation → Default storage bin
physicalStock → Stock
availableStock → delete
purchasePrice →delete
In any case, make sure that the respective value in the Storage bin column also corresponds to one of the storage bins that you previously created.
Next, open your Pickware Admin, navigate to Warehouse Management → Stock Overview and click on Import. Upload your adjusted CSV file here. You can find more information about maintaining stock in this article.
Note regarding the unknown storage bin
If you did not use storage bins for products in Shopware 5, meaning they are listed in the admin with the storage bin designation "unknown storage bin", please note the following.
In the CSV export file from Shopware 5, the unknown storage bin is specified as pickware_unknown_location. This designation does not exist in Pickware for Shopify, so an error would occur if you tried to import it. There, the unknown storage bin is instead called unknown. Below you'll find an overview of various scenarios regarding stock booking behavior in the Pickware Admin:
Storage bin designation = unknown
The stock is booked to the unknown storage bin.
Storage bin designation = [empty]
The stock is booked to the default storage bin.
If the product does not have a default storage bin, the stock is instead booked to the unknown storage bin.
Storage bin designation = pickware_unknown_location
The import cannot be carried out and an error message occurs.
Storage bin designation corresponds to a designation that does not exist as a storage bin in the shop admin
The import cannot be carried out and an error message occurs.
Suppliers and product assignment
Create suppliers
First, run a CSV export in Shopware 5 under Content → Import/Export. Use the profile viision_pickware_erp_suppliers for this.
Now adjust the CSV file by renaming or deleting the columns as follows:
supplierNumber → Number
salutation → Title (contact person)
address → split into
Street, house 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'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 adding a corresponding column to your CSV file. |
In the Pickware Admin under Purchasing → Suppliers → Import, you can upload your adjusted CSV file. You can find more information about 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 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: In Shopware 5, the information about whether the assignment is the default supplier is indicated with y (= yes) or n (= no). In Pickware for Shopify, you need to use ja or nein, or yes or no instead.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 Admin settings under Settings → Basic Settings → Shopware ERP powered by Pickware and adjust your purchase prices afterward 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 adding a corresponding column to your CSV file. |
In the Pickware Admin under Purchasing → Supplier Assignment → Import , you can upload your adjusted CSV file. You can 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 have assigned two different suppliers to a product, without Pickware Advanced or Professional, the first entry will be overwritten when the second entry is read. This is also the case if you have 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. You can find more information about setting up Pickware WMS here.
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 currently cannot be migrated from Shopware 5:
Supplier orders
Stock movements
Returns
Note regarding 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 retained when exporting via your Pickware Admin for Shopify.
Further information
You can find all further information about Pickware for Shopify here in the Help Center.