Shop-Ware core return template + sync guide
This page is for repair shops using Shop-Ware. It gives you a working CSV template, a field-level mapping reference, and a shelf-first import workflow that fits CoreBack's vendor-agnostic return process without requiring a DMS integration.
Who this solves for
Why this Shop-Ware page exists
Shop-Ware keeps the invoice trail, but the return shelf still depends on someone remembering which boxes, tickets, and vendor windows matter this week.
In practical terms, the template keeps the invoice export lightweight while CoreBack handles the part the DMS does not: the visible shelf queue, the bag label, the deadline discipline, and the final credit-close step. That is why these pages are intentionally task-specific instead of generic software copy.
ACCEPTED DATE FORMATS
MM/DD/YYYY · YYYY-MM-DD
Import spec
Field requirements at a glance
Ticket # · Date · Part # · Supplier · Cost
Part Name · Return By · PO Number · Credit Memo · Credit Amount
A real sample CSV is available from the button above and mirrors this mapping table.
Template mapping
Field-by-field reference for Shop-Ware
| CSV column | CoreBack field | Required | Example | Hint |
|---|---|---|---|---|
| Ticket # | invoice_number | Required | T-20240315-001 | Shop-Ware ticket number |
| Date | invoice_date | Required | 03/15/2024 | Invoice date MM/DD/YYYY |
| Part # | part_number | Required | WP-7821 | Part number |
| Part Name | description | Optional | Water Pump | Part description |
| Supplier | vendor | Required | O'Reilly Auto Parts | Supplier / vendor name |
| Cost | core_value | Required | 45.00 | Core charge amount |
| Return By | due_date | Optional | 04/14/2024 | Core return deadline |
| PO Number | _ignore | Optional | PO-8821 | Purchase order number (not used by CoreBack) |
| Credit Memo | credit_memo | Optional | Credit memo number when credit is received | |
| Credit Amount | credit_amount | Optional | Actual credit received |
Export workflow
From Shop-Ware export to live shelf
- 01Go to Invoice History in Shop-Ware and export the parts listing for the target date range.
- 02Keep Supplier, Ticket, Part #, Date, and Cost columns in the raw export.
- 03In CoreBack Sync, choose the Shop-Ware template and upload the CSV as-is.
- 04Review flagged rows, confirm the vendor mapping, and send the items to the shelf with label-ready status.
The point is speed with verification. You should be able to drag in a raw export, resolve only the rows CoreBack flags, and get back to the shelf without hand-editing every column. That is why the mapping table is explicit and why the error states below are written like operational fixes, not generic SEO filler.
Worked example
What the first import usually looks like
A two-advisor shop exports Shop-Ware parts history every Friday to clean up the backlog before the weekend.
The export exists, but core bags, supplier branches, and expected credits live in three different places.
The Shop-Ware template loads the batch, groups items by vendor, and gives the shelf team a single Friday closeout queue.
Validation guide
Common import errors and how to fix them fast
Supplier names vary by branch or salesperson naming in Shop-Ware.
Normalize supplier aliases in the validator once so future imports roll up to the correct vendor shelf view.
Many Shop-Ware exports do not include a dedicated deadline field.
Let CoreBack calculate the date from invoice date plus your vendor rule, then override exceptions from the shelf.
The original import skipped invoice or PO context that the accounting team uses when reconciling statements.
Keep Ticket # and PO Number in the import so credit memos can be matched during closeout.
Next step
Use the template, then move straight into activation
The best template pages do not stop at documentation. This one intentionally points you into the next concrete action: create a free CoreBack account, land inside onboarding with the Shop-Ware context in the URL, and import a real batch the same session. If the shop is still evaluating workflow fit, the comparison and ROI links below give the next most useful decision paths without sending the visitor into generic awareness content.
FAQ
Shop-Ware import questions we expect from real shops
Can I use the Shop-Ware export for warranty RMAs too?
Yes. The same import flow works for warranty returns as long as you keep the invoice context and vendor identifier needed for the RMA follow-up.
Does CoreBack overwrite Shop-Ware data?
No. The workflow is read-from-export, then track-in-CoreBack. Your Shop-Ware data stays untouched.
Can I save a custom mapping for my branch-specific export?
Yes. Once you adjust the mapping, CoreBack can reuse it so future imports are one click.