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How Synplex Syncs with Shopify

Synplex keeps your inventory data accurate and up-to-date through automated synchronization with your Shopify store. Understand how this works so you can trust the data in Synplex for your decisions.

Synchronization Overview​

When you install Synplex, the system performs the following sync operations:

1. Initial Data Fetch​

On installation, Synplex automatically fetches and syncs:

  • All your Shopify product data
  • Location and stock information
  • Product variants
  • Pricing data
  • Initial inventory quantities

Time required: 5-15 minutes depending on catalog size

2. Daily Updates​

Your data updates continuously through two methods:

Method A: Real-Time Webhooks

  • When you make changes in Shopify, Synplex receives updates immediately
  • Changes appear in Synplex within seconds to minutes
  • Works for product updates, quantity changes, price changes, status changes

Method B: Scheduled Daily Sync

  • Synplex performs a complete data refresh every 3 days
  • Automatic process, no action needed from you
  • Catches any updates webhooks might have missed
  • Runs during off-peak hours

3. Manual Sync Option​

Use the manual sync feature to refresh data immediately when needed for time-sensitive decisions.

Note: If you don't see changes immediately after updating products in Shopify, this is normal. Changes sync at the scheduled time or when you manually sync.

What Data Gets Synced​

Product Data Synchronized​

Synplex syncs all your product information:

DataWhat's Included
Product Names & SKUsUsed for identification and tracking
VariantsAll product variants and options
On-Hand QuantitiesCurrent inventory levels
PricingCurrent product prices
StatusActive, archived, or draft status
CollectionsProduct categorization
MetadataCustom fields and attributes

Order Data Synchronized​

Synplex pulls order data specifically for sales reporting and forecasting:

Included Orders:

  • Only orders with status PAID or PARTIALLY_REFUNDED are synced
  • This ensures accurate reporting of actual sales

Excluded Orders:

  • Draft orders are not included (represent incomplete transactions)
  • Cancelled orders are excluded

Daily Sync: Sales data is pulled daily to provide accurate sales velocity metrics.

Why this approach: Synplex focuses exclusively on finalized transactions to ensure accurate reporting and forecasting.

Sync Frequency & Timing​

Real-Time Sync (Webhooks)​

Frequency: Instant, as changes occur
Latency: Seconds to minutes
Reliability: 99% of updates caught
Automatic: Yes, no action needed

What triggers webhook sync:

  • Product created or updated
  • Quantity changed
  • Price changed
  • Status changed
  • Product deleted
  • Other Shopify events

Limitations:

  • Rare connection failures
  • Occasional timing issues
  • Networking interruptions can cause misses

Automatic Scheduled Sync (Every 3 Days)​

Frequency: Every 3 days automatically
Timing: Off-peak hours (usually overnight)
Coverage: All products and inventory
Purpose: Catch any webhook misses and verify data accuracy
Automatic: Yes, no action needed

Manual Sync (On Demand)​

When to use: Before critical decisions
Time required: 5-10 minutes
Accuracy: Complete and comprehensive
How to access: Settings or Inventory Table (look for "Sync" button)

Why Multiple Sync Methods?​

The Layered Approach​

Nothing is 100% perfect, so Synplex uses multiple layers:

Layer 1 - Webhooks (Real-Time)

  • Primary method, works most of the time
  • Fast, immediate updates
  • Rare failures possible

Layer 2 - Daily Sync (Automatic)

  • Secondary catch-all method
  • Complete verification every 3 days
  • Catches any webhook misses

Layer 3 - Manual Sync (On Demand)

  • User-triggered for time-sensitive moments
  • Guaranteed update when you need it
  • Takes 5-10 minutes

Result: Your data is always accurate

Understanding Data Freshness​

How Fresh Is Your Data?​

In most cases, your Synplex data is current within minutes of changes in Shopify:

Updated immediately via webhook:

  • You update a product price → Reflects in Synplex within seconds
  • You reduce quantity → Reflects in Synplex within seconds
  • You create new product → Reflects in Synplex within minutes

Updated within 24 hours:

  • Sales data is pulled daily for forecasting accuracy
  • Ensures you have latest sales velocity

Updated within 3 days:

  • Automatic backup sync verifies everything
  • Catches rare webhook misses

When Data Might Be Slightly Old​

Maximum age without manual sync: 3 days (unlikely to happen)
Typical age: Minutes to hours
In practice: Usually within same day

Common Questions​

Will my data be out of sync?​

Very unlikely. Between webhooks and automatic syncing, your data stays current. In rare cases where you need the absolute latest data for a critical decision, use manual sync (5 minutes).

Should I check for sync before every decision?​

No for routine decisions. Webhooks and daily sync handle most updates automatically.

Yes before critical decisions like:

  • Creating large purchase orders
  • Generating important reports
  • Making pricing decisions
  • Analyzing inventory levels for major changes

What if I just made changes in Shopify?​

For routine changes: No need to do anything. Webhooks will catch it within seconds.

For bulk operations: Consider manual sync to verify all changes were caught.

For urgent decisions: Use manual sync immediately for peace of mind.

How do I know if my data is current?​

Check the "Last Synced" timestamp in the top-right corner of Synplex. If it shows recent time (within last few hours), your data is current.

Future Improvements​

Synplex is actively working on enhanced synchronization methods that will provide even more instant updates, further reducing the need for manual fetching.

Next Steps​