Shopee order management

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Introduction

Managing orders from Shopee within Odoo 18 can streamline your sales, inventory, and fulfillment processes. This article outlines the step-by-step process to integrate Shopee with Odoo, covering catalog mapping, order synchronization, deliveries, payments, and sales reporting.

Step-by-Step Instructions

 

1. Product Catalog Mapping

Shopee product catalog mapping in Odoo depends on whether you’re a new or existing Odoo user.

A. New Odoo Users (No Existing Products)

If you are starting fresh in Odoo and your product catalog exists only in Shopee:

  1. Export Shopee Catalog
    1. Use the Mass Function drop-down in Shopee to export your product catalog, ensuring the file includes Shopee SKUs.

 

2.Import into Odoo

    1. Import this catalog into Odoo.
    2. During the import, map the Shopee SKU to the Internal Reference field in Odoo. This field serves as the unique link between Shopee and Odoo products.

B. Existing Odoo Users (With Products Already in Odoo)

If you already have products in Odoo:

  1. Export from Shopee and Odoo
    1. Export the product catalogs from both Shopee and Odoo, including Shopee SKUs and Odoo Internal References.
  2. Map in Spreadsheet
    1. Use a spreadsheet to manually map Shopee SKUs with the corresponding Odoo Internal References.
    2. Create a linking column between both IDs.
  3. Update Odoo Products
    1. Re-import the spreadsheet to Odoo.
    2. Update the Internal Reference field with the Shopee SKU, ensuring synchronization between both platforms.

Important: Product catalog synchronization is manual and must be initiated by the user. Automation is not available in Odoo 18.

 

2. Order Synchronization

Orders from Shopee are automatically fetched and synchronized into Odoo at regular intervals, based on order status changes.

Synchronization Triggers

  • Odoo only fetches orders whose status has changed since the last sync.
  • Status changes must occur on Shopee, not Odoo.

Example: If an order is canceled on Shopee, it will be marked as canceled in Odoo. However, canceling an order in Odoo will not reflect on Shopee.

 

Order Creation in Odoo

  • For each synchronized order, Odoo:
    • Creates a Sales Order.
    • Generates a Customer (Contact), unless it already exists.

Note: Only orders that are SHIPPED, CANCEL, UNPAID, or COMPLETED are fetched.

Force Synchronization

To sync an order whose status hasn’t changed:

  1. Go to Sales App > Configuration > Shopee > Account > Shop.
  2. Modify the Last Order Sync date to a date before the last status change.
  3. Save changes to trigger re-synchronization.

3. Managing Deliveries (FBM – Fulfilled by Merchant)

For FBM orders, Odoo handles the delivery flow from syncing to stock movement.

Delivery Workflow

  1. Order Sync
    1. When an FBM order is synced, a picking (delivery order) is created in the Inventory app.
  2. Arrange Shipment on Shopee
    1. Shipment must be arranged on Shopee manually to generate a Shipping Label and Tracking Number.
  3. Fetch Shipping Label in Odoo
    1. Once the shipment is arranged, Odoo fetches the shipping label and attaches it to the corresponding sales order.
  4. Validate Stock Out
    1. Validate the stock movement in Odoo to confirm inventory has been shipped.
  5. Inventory Sync to Shopee
    1. After validation, updated stock levels are pushed back to Shopee, preventing overselling.

4. Shopee Delivery Statuses

Understanding delivery statuses helps with order tracking and communication.

Status

Description

Ready to ship

The seller can arrange shipment.

Shipment arranged

Shipment arranged with 3PL and tracking number received.

Shipped

Parcel handed to or picked up by 3PL.

Cancelled

Order has been canceled.

Pickup failed

3PL failed to pick up the parcel; seller must reschedule shipment.

Important: This delivery feature is unsupported for Non-Shopee Supported Logistics (NSSL). For NSSL, labels and tracking numbers must be managed manually on the logistics provider’s website.

5. Registering Payments from Shopee

Since Shopee acts as an intermediary, it pays sellers weekly or monthly. To reflect these in Odoo:

Setup a Dedicated Shopee Bank Journal

  1. Create a Shopee Payments
  2. Assign a Shopee intermediary account under Bank and Cash.

Batch Payment Processing

  1. Select all invoices associated with a Shopee payout.
  2. In the journal, use Batch Deposit as the Payment Method.
  3. Go to Actions > Create Batch Payment > Validate.

Tip: This same method applies to vendor bills for Shopee commissions/fees.

Reconciling with Bank Statements

  • Once Shopee pays, record the incoming bank statement.
  • Credit the intermediary account with the amount received.

6. Analyzing Shopee Sales in Odoo

Odoo’s reporting tools allow detailed analysis of Shopee sales performance.

Assign Sales Teams to Shopee Accounts

  1. Go to Sales > Configuration > Accounts.
  2. Assign a Sales Team to each Shopee shop.

Filter Shopee Sales on Dashboard

  • Use the dashboard filter to isolate data by Sales Team.
  • View sales, trends, and revenue by Shopee shop or region.

Conclusion

Integrating Shopee with Odoo 18 provides a unified workflow to manage product catalogs, automate order syncing, handle deliveries, track payments, and generate insights. With proper setup and manual interventions where necessary, businesses can run an efficient eCommerce operation using both platforms.

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