Getting Started with ShipStation

Table of Contents

Introduction

Connex can sync orders from ShipStation to QuickBooks and vice versa. This article guides you through the set-up.

Order Count

If you sync orders from QuickBooks to ShipStation and send tracking details back to QuickBooks, two orders are added to your yearly limit.

If sales tax is remitted, how does Connex map the tax?

Connex will add tax by default, since ShipStation has no indicator that tax was remitted. You can use our rules engine to remove tax. For more info, read this guide.

Connect to ShipStation

You must obtain an API key and API secret from ShipStation. Here are the steps:

  1. Log into ShipStation.
  2. On the top right, click the gear icon
  3. On the Left click account> API Settings  
  4. If you don't see the keys, click regenerate API Keys.
  5. Login to our software.
  6. On the my connections page, choose ShipStation.
  7. Enter your API key and API secret.
  8. Leave the URL as http://www.shipstation.com.
  9. Click submit.

How do I export shipped orders only?

By default, Connex will sync orders as soon as they are created in ShipStation. If you want Connex to insert the tracking number and date onto orders, you need to export shipped orders. Here are the steps: 

  1. Log into your Connex account.
  2. Select your ShipStation connection.
  3. Click manage.
  4. Expand the sync manually to QuickBooks tab.
  5. In the order status field, enter shipped.
  6. Click sync now.
How do I sync manually shipped orders?
 
ShipStation allows you to ship orders outside of ShipStation. One example is Amazon FBA where Amazon ships the sale. Manually shipped orders are marked as shipped, but the shipments area is blank. Here is an example order.
 
To sync these sales, follow these steps:
  1. Login to Connex.
  2. Click manage.
  3. Expand sync manually to QuickBooks.
  4. In the order status field, enter manual_shipment.
  5. Click sync now.

How do I map shipping tax?

ShipStation has no shipping tax field. There is just a total tax. Connex assumes that shipping has no tax. In this example, Connex synced an order without shipping tax and the total is wrong:

If you charge shipping tax on all sales, you can add a rule. This tells Connex that all sales with shipping are taxable. Here are the steps:

  1. Login to Connex.
  2. Click rules on the right.
  3. Add this rule.

Do you support split shipments?

Yes, Connex will merge split shipments into the same order. Here are the steps:

  1. In ShipStation, split an order.
  2. Do not change the order number in ShipStation for the split shipments.
  3. Create both shipments on the same day. When the shipments sync to Connex, we receive both shipments at the same time. We use this logic to merge the two sales.
  4. In Connex, expand orders.
  5. Expand sync orders manually to QuickBooks.
  6. In the order status field, enter shipped.

If you sync the sale prior to shipment, then Connex will sync the split shipments as separate orders and fail to merge them. In this case, you should add a rule to exclude split shipments:

  1. Login to Connex.
  2. Click rules on the left.
  3. Click my rules.
  4. Click add.
  5. Select start from scratch.
  6. As the action, choose do not import order to QuickBooks.
  7. In the rules grid, enter these values: mceclip0.png
  8. Finish the wizard.

How do I map currency codes?

ShipStation sends no currency information to QuickBooks. By default, Connex will use the default currency code associated with QuickBooks.

If you want to override the currency, you must specify which stores use a currency. In this example, a store called Fire-Parts USA uses USD. We recommend adding the country code at the end of store names. Here are the steps:

Obtain Stores

  1. Login to ShipStation.
  2. On the top menu, click orders.
  3. On the left, click awaiting shipment.
  4. Expand the stores list.

Map Stores to Currencies

  1. Login to Connex.
  2. On the left, click rules.
  3. Click add new rule.
  4. As the action, enter map currency code.
  5. In the map from value, enter selling channel as the field, matches as the comparison, and the selling channel name.
  6. As the map to value, enter a currency code.

What order statuses are available? 

Name Description
on_hold Pull sales whose status is on_hold in ShipStation.
awaiting_shipment Pulls orders whose status is awaiting shipment. This usually means orders when they are created in ShipStation. 
shipped Pull orders that have a shipping label in ShipStation. You can see these details on the top right of the order.
awaiting_payment Pull sales whose status is awaiting_payment.
fulfilled Pull sales that exist in the ShipStation fulfillment tab. These are usually Amazon FBA sales or sales fulfilled outside of ShipStation. Tracking numbers and shipping dates are included.
manual_shipment Pull sales whose status is shipped and recently modified. This includes sales that are marked as shipped, but were shipped outside of ShipStation. On the top right of these orders, you will see no tracking details. In the notes field of the order, you will see tracking information.
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