Required Vintrace Details

To enable the integration, you will need the following details from your Vintrace account:

1. Vintrace API Key

This is required to authenticate requests between Shopify and Vintrace.

• Generated within your Vintrace account

• Must have permission to create Sales Orders
  

2. Vintrace URL

The base URL for your Vintrace environment.

• Typically provided by Vintrace

• Must be accessible from external systems
  

3. Vintrace Customer Name

The customer record in Vintrace that Shopify orders will be assigned to.

• Must already exist in Vintrace

• Must match exactly (case-sensitive in some cases)
  

4. Sales Price List

The price list used when creating Sales Orders in Vintrace.

• Must exist in Vintrace

• Should align with your Shopify pricing where possible
  

5. Storage Area ID (Optional)

Defines the storage/warehouse location for the order in Vintrace.

• If not provided, Vintrace may use a default

• Useful if you manage multiple storage locations
  

How Order Syncing Works

1. Order Created in Shopify

When an order is placed, Shopify sends a webhook notification.

2. Sales Order Created in Vintrace

The integration uses the Shopify order data to create a matching Sales Order in Vintrace.

3. Order Tagging in Shopify

After processing:

• ✅ If successful → the order is tagged as vintrace-order-created

• ❌ If unsuccessful → the order is tagged as vintrace-order-error

These tags allow you to quickly identify which orders have synced and which require attention.

Integration Scope & Limitations

Due to Vintrace API limitations, the Vintrace integration is a one-way, real-time order push from Shopify (via Winehub) to Vintrace.

One-Way Data Flow

• Data flows from Shopify → Vintrace only

• There is no automatic sync back from Vintrace to Shopify/Winehub
  

No Ongoing Sync or Updates

• Orders are sent once at creation

• Winehub does not update or modify orders after they are sent

• Any changes after this point must be handled manually in Vintrace
  

Manual Handling of Adjustments

The following scenarios require manual updates in Vintrace:

• Order edits after creation

• Order cancellations or reversals

• Returns and stock adjustments

• Fulfilment changes
  

Stock Levels

• Stock levels in Shopify/Winehub are not synced from Vintrace

• Changes in Vintrace inventory are not reflected in Shopify
  

Product Mapping

• A 1:1 product match is required between Shopify and Vintrace

• Winehub passes product data through as-is and does not transform it
  

Error Handling

• Failed syncs are indicated by the vintrace-order-error tag

• There is no automatic retry system

• Orders can be manually retried from the Vintrace settings
  

Product Matching Requirements

Vintrace has strict requirements for product data.

For an order to sync successfully:

• Products in Shopify must exactly match products in Vintrace

This includes:

• Product names

• SKUs

• Retail prices

If there is any mismatch, Vintrace may reject the Sales Order and the sync will fail.

Manual Order Syncing

If an order fails to sync automatically, you can retry it manually:

1. Navigate to Vintrace Settings in the Third Party Integrations section

2. Enter the order name(s) from Shopify

3. Click Sync Orders

You can enter multiple order names using:

• Commas

• Spaces

• New lines

This is useful after correcting product mismatches or configuration issues.

Best Practices

To ensure smooth syncing:

• Keep product data consistent between Shopify and Vintrace

• Use standardized SKUs or identifiers across both systems

• Test new products before making them available for sale

• Monitor order tags regularly to catch sync issues early
  

Important Notes

• Order syncing is real-time, but dependent on webhook delivery and API responses

• Failed syncs do not retry automatically — manual intervention is required

• Vintrace validation rules are strict and cannot be bypassed