A reference document covering the current integration state, proposed configuration changes, how pricing and inventory will work, and the steps to implement.
BEA operates two connected systems: Shopify (the online store and customer experience) and Unleashed (inventory, purchasing, and fulfilment). These two systems are already partially connected. This document explains what is currently flowing between them, what we are proposing to add, and exactly how each data type will be handled going forward.
Shopify orders flow automatically into Unleashed for fulfilment and inventory deduction. This is working correctly and will not change.
Delivery method, shipping company, tracking numbers, and tracking URL all sync between systems. Configured and enabled.
No product data currently flows in either direction. Pricing, SKUs, and stock levels are managed manually in Shopify.
Stock on hand from Unleashed is not currently exported to Shopify. Shopify inventory is updated manually or via orders only.
Enable product sync with Unleashed as master. SKUs, pricing, weight, barcode, and product type will sync from Unleashed to Shopify automatically.
Enable Export Stock On Hand so Shopify inventory levels update automatically whenever stock changes in Unleashed.
The "Product Notes" field in Unleashed will be explicitly excluded from syncing. Shopify product descriptions remain 100% managed in Shopify only.
New products created in Unleashed will NOT auto-publish to the Shopify storefront. Each new product is reviewed and published manually in Shopify.
When Product Synchronization is enabled, Unleashed keeps Product Code and SKU in sync at all times. This cannot be disabled and is the foundation that links products between the two systems.
| Unleashed Field | Shopify Field | Direction | Status | Notes |
|---|---|---|---|---|
| Product Code / SKU | SKU | Unleashed → Shopify | Always On | Cannot be disabled. Links products across systems. |
| Default Sell Price | Product Price | Unleashed → Shopify | On | Ex-GST price from Unleashed. GST is added automatically — see Pricing section below. |
| Stock On Hand | Inventory Level | Unleashed → Shopify | On | Shopify inventory updates when stock changes in Unleashed. |
| Product Description | Product Title | Unleashed → Shopify | Disabled | This toggle is turned OFF. Product titles in Unleashed are not formatted for ecommerce — many are all-caps or use internal naming conventions. Shopify owns and manages all product titles. |
| Product Notes | Body HTML (Description) | Unleashed → Shopify | Disabled | This toggle is turned OFF. Shopify product descriptions are never touched by Unleashed. |
| Product Group | Product Type | Unleashed → Shopify | On | Category/product type kept in sync. |
| Weight | Weight | Unleashed → Shopify | On | Product weight for shipping calculations. |
| Barcode | Barcode | Unleashed → Shopify | On | Barcode/GTIN kept in sync. |
| Default Image | Product Image | Unleashed → Shopify | Off | Product images managed in Shopify only. |
| Orders | Sales Orders | Shopify → Unleashed | On | Already active. No change. Orders flow from Shopify into Unleashed for fulfilment. |
The integration does not match products by name or description. It matches exclusively by SKU — the Product Code in Unleashed must exactly match the SKU on the corresponding Shopify product variant. If they don't match, the product is silently skipped. No error, no warning — it simply won't sync.
Do a spot check across your key products — particularly PUQ Press, Perfect Moose, Hardtank, and Davinci — and confirm that the Product Code in Unleashed is identical to the SKU set on the Shopify variant. Any product with a blank, mismatched, or differently formatted SKU will not receive pricing or inventory updates.
The "Manage your Products" tab in the Unleashed Shopify integration is the best place to review which products are currently mapped between the two systems before you go live.
SKUs should never contain spaces. Use dashes (-) or underscores (_) as separators instead. This is not just a preference — it directly affects system compatibility.
SparkLayer does not recognise spaces in SKUs. If a SKU contains a space (e.g. PUQ ITEM 001), SparkLayer will only read up to the first space — treating it as PUQ. This causes pricing rules, quantity tiers, and B2B access to fail silently for that product.
The correct format for any new or updated SKU: PUQ-ITEM-001 or PUQ_ITEM_001.
| SKU Format | Example | Unleashed Sync | SparkLayer | Verdict |
|---|---|---|---|---|
| Dashes | PUQ-G6-58MM |
Works | Works | Recommended |
| Underscores | PUQ_G6_58MM |
Works | Works | Recommended |
| Spaces | PUQ G6 58MM |
Works | Breaks | Avoid |
| Blank / Missing | (empty) |
Skipped | Breaks | Avoid |
Because Shopify is configured with "Include sales tax in product price" at 10%, Unleashed will automatically add 10% GST when pushing the Default Sell Price to Shopify. No manual markup formula or separate price tier is required.
Shopify is set to tax-inclusive pricing ("Include sales tax in product price and shipping rate — assumes a 10% tax rate"). When Unleashed detects this, it adds the applicable tax to the price it sends. Unleashed stores prices exclusive of GST (as an inventory and accounting system should), and Shopify stores prices inclusive of GST (as a customer-facing store should). The integration handles the conversion automatically at the boundary.
Two fields in Unleashed's Product Synchronization Advanced Settings are turned OFF and will remain off permanently:
Product Description → Product Title: Unleashed product names are formatted for internal/warehouse use — many are all-caps or use naming conventions that are not suitable for a customer-facing store. Shopify titles are written and maintained exclusively in Shopify.
Product Notes → Body (HTML): No matter what is entered into the Notes field of any product in Unleashed, it will never reach Shopify. All product descriptions, features, and specifications on the store are authored in Shopify only.
With both the title and description toggles disabled, Unleashed cannot overwrite any customer-facing copy in Shopify. The integration only pushes operational data: SKU, price, stock, weight, barcode, and product type.
Once "Export Stock On Hand to Shopify" is enabled in the Stock Configuration tab, any change to inventory in Unleashed (from a purchase order receipt, stock adjustment, or returned goods) will automatically push the updated quantity to the matching Shopify product variant.
This removes the need to manually update Shopify stock levels. The source of truth for inventory is Unleashed. Shopify reflects it.
Shopify orders continue to import into Unleashed as they do today. Nothing about order processing or fulfilment is affected.
All descriptions, images, and rich content on the Shopify product pages remain managed entirely within Shopify.
SparkLayer handles B2B/wholesale pricing separately. This integration only affects the retail (DTC) Shopify product prices.
New products created in Unleashed will not auto-publish. Each product is reviewed and published in Shopify manually before going live on the store.
In Unleashed, go to Integrations > eCommerce > Shopify > Configuration tab. Scroll to the "Product Synchronization" section.
Click "Configure" next to Advanced Settings. In the field mapping table, turn OFF two toggles: Product Description → Product Title and Product Notes → Body (HTML). This protects Shopify titles and descriptions before anything is enabled. Leave all other toggles as-is.
Toggle Product Synchronization ON and select "Unleashed is Master". Confirm the Product Sell Price Tier is set to Default Sell Price.
Navigate to the Stock Configuration tab and enable "Export Stock On Hand to Shopify". Map to the appropriate warehouse if prompted.
Click Save Configuration. The integration will begin syncing product data and inventory levels from Unleashed to Shopify.
Pick a product with a known current price in Shopify. Note the price, wait a few minutes, then check that product in Shopify. Confirm the price has updated correctly with GST included (i.e., Unleashed ex-GST price × 1.1). Verify the product description is unchanged.
| Question | Answer |
|---|---|
| Who is the master for product data? | Unleashed. Product updates flow from Unleashed to Shopify. |
| Will Shopify titles ever be overwritten? | No. The "Product Description → Product Title" toggle is disabled. Shopify owns all product titles. |
| Will Shopify descriptions ever be overwritten? | No. The "Product Notes → Body (HTML)" toggle is disabled. Shopify owns all product descriptions. |
| How is the 10% GST handled? | Automatically. Shopify is set to tax-inclusive pricing (10%), so Unleashed adds GST when pushing prices. No manual formula needed. |
| Where are prices managed? | In Unleashed (ex-GST). Shopify displays the GST-inclusive equivalent automatically. |
| Where are inventory levels managed? | In Unleashed. Shopify stock updates automatically when Unleashed inventory changes. |
| What happens to new products created in Unleashed? | They sync across to Shopify but are NOT auto-published. They must be manually reviewed and published in Shopify. |
| Is B2B/SparkLayer pricing affected? | No. SparkLayer manages wholesale pricing separately and is not impacted by this integration. |
| What happens to Shopify orders? | No change. Orders continue to flow from Shopify into Unleashed exactly as they do today. |