ShipStation ODBC: Add a Store & Connect a Data Source

ShipStation ODBC is an advanced tool that connects ShipStation to an existing ODBC database. The steps to properly connect merchant databases to ShipStation, fully test the results, and ensure a successful integration all involve an intricate process.

ShipStation ODBC Requirements

  • The ODBC integration is available for Enterprise accounts and above. If you need to upgrade your account, you can do so on the Subscriptions page within your ShipStation account. Learn more about upgrading your account.

  • You must complete the ShipStation ODBC Form before your can sign up for the ODBC service package. This form will help determine if your account can utilize the ShipStation ODBC integration package. Please allow 24-48 hours for a support specialist to review the form and approve your ODBC request. After the approval, you will receive an email with further information.

  • As with any other major configuration, we highly advise backing up all necessary data before proceeding with the connections of your ODBC database to ShipStation.

Download the ShipStation ODBC Client

To connect ShipStation to an ODBC database, first go to your ShipStation account's store settings to download the ShipStation ODBC program. You must install this program on a Windows computer. Detailed instructions below.

  1. Locate the ShipStation ODBC logo on the list and select it.

    ODBC tile highlighted.

    This option will only be available if ODBC has been enabled for your ShipStation account.

  2. Click Download ShipStation ODBC on the page that appears.

    ODBC Settings with arrow pointing to the download ShipStation ODBC.

Scope of Support

Installing the ODBC Client to the computer and gaining access to the database used for ODBC are outside of ShipStation's scope of support. We recommend you contact your network administrator or information technology team if you need assistance with the installation of the ODBC client or access to the database, as the process can differ based on the unique configurations.

Install the ShipStation ODBC Client

  1. Locate the ShipStation ODBC Setup.exe file you downloaded in the previous section. Then, open the installer by double clicking on the file.

  2. If prompted, answer Yes, that you wish to launch the ODBC installer.

  3. Click the Install button on the Ready to Install screen.

    The ODBC installation wizard is open with the Install button highlighted.
  4. Enter your ShipStation Username and Password. Then, click the Sign In button.

    The ShipStation username and password fields are filled out and the Sign In button is selected.

Create an ODBC Store

After installing the ODBC client and logging in:

  1. Click the New button.

    Click the New button to connect a new ODBC store.
  2. Enter a Store Name:.

    A store name has been entered into the Store Name: field.
  3. Select the ODBC data source from the drop-down.

    The select the ODBC data source drop-down is expanded and a data source is selected in the list.

    Manage Data Sources

    If the data source to which you are attempting to connect is not shown in the list, you can click the Manage Data Sources button to open the Windows ODBC Data Source Administrator dialog from which you can add a custom data source. Consult with your system administrator for information on how to add your data source.

    The manage data sources button is highlighted.
  4. If required, enter the username: and password: used to connect to your data source.

    Not all data sources require a username and password.

    ODBC_UserNamePassword_MRK.png
  5. Click the Test Connection button to ensure that you can successfully connect to the selected ODBC data source.

    ODBC_BTN_TestConnection.png
    ODBC_ConnectionSuccess.png
  6. Click the Next button.

    ODBC_BTN_Next_MRK.png

    You will be taken to the Import Settings screen.

Configure Import Settings

The Import Settings screen gives you the option to select the Column Source: from which your order information will be imported into ShipStation. The following two options are available:

SWC_ODBC_Install_ImportSettings.png

Import from a Single Table

When importing data from a single database table:

  1. Select Table as the Column Source:.

    SWC_ODBC_Install_ImportSettings_SEL_Table.png
  2. Click the Table Source drop-down menu and select the table in your database from which the data will be imported. Then, click Next.

    SWC_ODBC_Install_ImportSettings_SEL_TableSource.png
    ODBC_BTN_Next_MRK.png
  3. Follow the instructions in the Import Field Mappings section of this article to continue your ODBC setup.

Import from a Custom Query

The ODBC Query is an available option when setting up an ODBC store in ShipStation. This feature allows you to specify the desired SQL query ShipStation utilizes to import information from your ODBC database instead of using a single database table.

Advanced Feature

The ODBC custom query is an advanced feature meant to be used by ShipStation users who are familiar with SQL, databases, etc. ShipStation does not validate the queries used and incorrect queries may adversely affect your data.

  1. Select Query as the Column Source:. Then, click Next.

    ODBC_SEL_Query.png
  2. Enter your query into the Your query for custom import: field.

    Parameterized Query

    The query can be entered as a parameterized query using ? to represent the Last Modified Date.

    During the initial order import ? will represent a Last Modified Date of 30 days prior to the date of the initial import.

    On subsequent order imports ? will represent the most recent Last Modified Date of all imported orders.

    ODBC_QueryField_MRK.png
  3. Test your query by clicking the Execute Query button.

    • Entering a date into the Sample Parameter Value: field will replace the Last Modified Date parameter (?) when testing the query.

    ODBC_BTN_ExecuteQuery_MRK.png
  4. Click the Next button once your query is executed successfully.

  5. Follow the instructions in the Import Field Mappings section of this article to continue your ODBC setup.

Import Field Mappings

The Import Field Mappings screen gives you the ability to map the data from your data source to the available fields in ShipStation. Data fields to be mapped are broken down into the following types:

  • Order: Order-specific data such as Order#, Order Date, Last Modified Date, etc.

  • Items: Item data specific to the items on the orders such as SKU, Item Name, Quantity, Price, etc. The Items tab also allows you to specify if your items are on a single row or on multiple rows in your database. More on this a bit later.

  • Shipping Options: Data specific to the shipment such as Ship Method, Weight, Dimensions, etc.

  • Recipient: Data specific to the recipient of the order such as Name, Address, Phone number, etc.

  • Billing: Data specific to the billing of the order such as Payment Date, Amount Paid, Tax, Shipping Charges, etc.

See the Import Field Mapping Data table in ShipStation's ODBC: Data Mapping article for detailed information on the available fields in ShipStation.

  1. Map the fields in your data source to the available fields in ShipStation by selecting the field in your data source from the available drop-down menus.

    We recommend mapping the fields on the Order tab first, then continue mapping the Items, Shipping Options, Recipient, and Billing tabs.

    See the Things to Know section below for additional tips and information related to field mapping.

    Required Fields

    Please note that any field indicated with a red asterisk ( * ) requires mapping. There are many available fields to import, but only a few are actually required. The required fields are:

    • Order > Order #

    • Order > Order Date

    • Order > Last Modified Date

    • Order > Order Status

    • Recipient > Full Name or First Name and Last Name

    • Recipient > Address 1

    • Recipient > City

    • Recipient > ZIP/Postal Code

  2. Click the Next button once you have completed the field mapping. You will be taken to the Postback Options screen to select how you wish for shipment data to be posted back to your data source.

ODBC_ImportFieldMapping_Order.png

Things to Know

Below are a few helpful things to know about mapping your fields to the available fields in ShipStation.

Time-Date Format

Keep in mind that you must pass the Last Modified Date (or Order Date) value to in the same timezone that is shown on the machine your database is on.

The date-time format must have values for year, month, day, hour, minute, and second, though they don't have to be in that specific order.

Examples: YYYY/MM/DD HH:MM:SS, MM/DD/YYYY HH:MM:SS, etc.

Orders will not import if either of these criteria are not properly met.

Auto Match

The Auto Match feature maps each Data Source to their corresponding ShipStation field. The matching is based on the Field Name. Additionally, you can map these fields manually if you prefer, or if Auto Match doesn't map the fields properly.

ODBC_BTN_AutoMatch_MRK.png
Items Mapping

When mapping item fields on the Items tab you must select how line items are organized in your data source. Select from the following options:

  • Separate row per item: Select this option if the line items on an order are listed on separate rows in your data source. Then, map the fields in your data source to the available ShipStation fields.

    ODBC_SeparateLineItems_MRK.png
  • All items on a single row: Select this option if the line items are listed on a single row in your data source. Then, use the Add Item button to add the maximum number of line items available for import. Be sure to map the fields for each added item.

    ODBC_ItemsSameRow_MRK.png
Specific Field Mapping and Unit Selection

Some fields, such as the Order Status field on the Order tab, require the field values in your database to be mapped to the available field values in ShipStation. Other fields, such as the Unit Weight field on the Items tab require that the unit of measure being imported into ShipStation be selected.

See the Fields Requiring Additional Mapping section of ShipStation's ODBC: Field Mapping article for detailed information.

SWC_ODBC_OrderStatusFieldMapping_MRK.png
SWC_ODBC_SelectWeightUnit_MRK.png

Configure Postback Options

On the PostBack Options screen, select how you would like for ShipStation to upload shipment details for your store. You have three available options:

Upload Shipment Details to the Same Data Source

  1. Select the Upload shipments details to the same data source option. Then, click Next.

    ODBC_SEL_UploadSameDataSource.png

Upload Shipment Details to a Different Data Source

  1. Select the Upload shipment details to a different data source option. Then, click Next.

    ODBC_SEL_UploadDiffDataSource.png
  2. Select the ODBC data source from the drop-down.

    ODBC_SEL_Postback_DataSource_MRK.png

    Manage Data Sources

    If the data source to which you are attempting to connect is not shown in the list, you can click the Manage Data Sources button to open the Windows ODBC Data Source Administrator dialog from which you can add a custom data source. Consult with your system administrator for information on how to add your data source.

    The manage data sources button is highlighted.
  3. If required, enter the username: and password: used to connect to your data source.

    Not all data sources require a username and password.

    ODBC_PostBack_UserNamePassword_MRK.png
  4. Click the Test Connection button to ensure that you can successfully connect to the selected ODBC data source.

    ODBC_BTN_TestConnection.png
    ODBC_ConnectionSuccess.png
  5. Click the Next button.

Postback Field Mapping

When creating or editing an ODBC store connection, you'll be able to set the Postback Mappings, which is how ShipStation will send shipment information back to the data source when a shipment or fulfillment is created in ShipStation.

Data fields to be mapped are broken down into the following types:

  • Package: Shipment-specific data related to the order such as the ship date, tracking number, carrier, service used, etc.

  • Recipient: Data specific to the recipient of the order such as Name, Address, Phone number, etc.

See the Postback Mapping Data Table section of ShipStation's ODBC: Data Mapping article for detailed information on the available postback fields.

  1. Map the fields in your data source to the available fields in ShipStation by selecting the field in your data source from the available drop-down menus.

    Be sure to map the fields on both the Package and Recipient tabs.

    See the Things to Know section below for additional tips and details on mapping the postback data fields.

    Require Fields

    There are fewer fields available when posting back shipment information. The only required field is the Order #.

  2. Click the Finish button.

    ODBC_BTN_Finish.png

    Edit Store Import and Postback Settings

    After clicking the Finish button you are taken to the ODBC store's edit screen. From this screen you can activate or deactivate the store and edit the import and postback settings. See the ShipStation ODBC: Edit a Store article for detailed information.

    ODBC_EditScreen.png
  3. Click Done. Then, click the Done button to close ShipStation ODBC.

    ShipStation ODBC is still running and can be accessed from the Windows system tray or the Mac menu bar.

Things to Know

Auto Match

The Auto Match feature maps each Data Source to their corresponding ShipStation field. The matching is based on the Field Name. Additionally, you can map these fields manually if you prefer, or if Auto Match doesn't map the fields properly.

ODBC_BTN_PostbackAutoMatch_MRK.png
Specific Field Mapping and Unit Selection

Some fields, such as the Insurance Provider field on the Package tab, allow for the field values in your database to be mapped to the available field values in ShipStation. Other fields, such as the Set Date Format allow for selecting the date format being imported into ShipStation.

ODBC_Postback_FieldMappings_MRK.png

Custom Postback Query

The ODBC Query is an available option when setting up an ODBC store in ShipStation. This feature allows you to specify your desired SQL query ShipStation utilizes to upload shipment information to your ODBC database instead of using a single database table.

Advanced Feature

The ODBC custom query is an advanced feature meant to be used by ShipStation users who are familiar with SQL, databases, etc. ShipStation does not validate the queries used and incorrect queries may adversely affect your data.

  1. Enter your query into the Your query for custom postback: field.

    Things to Know

    A sample query highlighting a few of the tokens that can be used for posting shipment details to your database is provided for you in the Your query for custom postback: field.

    ODBC_SEL_PostbackQuery.png
  2. Click the Finish button.

    ODBC_BTN_Finish.png

    Edit Store Import and Postback Settings

    After clicking the Finish button you are taken to the ODBC store's edit screen. From this screen you can activate or deactivate the store and edit the import and postback settings. See the ShipStation ODBC: Edit a Store article for detailed information.

    ODBC_EditScreen.png
  3. Click Done. Then, click the Done button to close ShipStation ODBC.

    ShipStation ODBC is still running and can be accessed from the Windows system tray or the Mac menu bar.

Additional Reading

  • ShipStation ODBC: Field Mapping: Learn more about the available fields when configuring import and postback mapping, available postback tokens, and information on additional field mappings.

  • ShipStation ODBC: Edit a Store: Learn more about activating or deactivating an ODBC store with ShipStation and how to edit your import and postback field mappings.