Shopify

How do I set it up?

To set up the integration, follow these steps:

  1. Go to the Shopify app store and install our app.
    1. For QuickBooks Online, go here.
    2. For QuickBooks Desktop, go here.
  2. Follow the on-screen instructions.
  3. You will return to our site to complete our install wizard.

Do you have a video demonstration? 

Yes, click HERE  to view our video demonstration on how to set up your Shopify Connection

How do fields map?

Here is an example:

  1. Shopify sale
  2. QuickBooks sale
Do you have a video demonstration?

Yes, click HERE  to view our video demonstration on how to set up your Shopify Connection

How do fields map?

Here is an example:

  1. Shopify sale
  2. QuickBooks sale
Do you support multiple payments on a single invoice?
If you select invoices payments if paid from the configure page, Connex will create payments for each payment on an order. Shopify supports split payments, so an order can have a $40 cash and a $60 credit card payment to complete a $100 order.
My website has over 10,000 top level products. Is Connex compatible?
To update products, Connex must find a match between QuickBooks and Shopify. Since Shopify allows no developer to pull products by SKU, our tool must pull the entire list and filter. Connex pulls the top 10,000 items. If you have a larger list, please open a support case. We will enable a special setting to download your product list to our database. Connex will download future products, so it is much faster to perform updates. Prior to opening a case, send us a list of product IDs using this app.
How do I perform an initial import of products from Shopify to QuickBooks?

Our tool will import products, if they are tied to incoming orders. To perform an initial import, follow these steps:

  1. In Shopify, click the products tab on the left.
  2. Click export.
  3. Choose all products and the second box for CSV.
  4. Save a copy of the CSV.
  5. Delete all rows except the first.
  6. Add three columns: income, asset, COGS.
  7. Enter an inventory asset account in the asset field. Enter a COGS account in the COGS field. Enter an income account in the income field. QuickBooks will later ask you to map accounts, so you will map these columns.
  8. In QuickBooks, go to the gear box.
  9. Click import data.
  10. Choose products.
  11. Upload the CSV with the single row.

From here, you will be asked to map fields. Here is what we recommend:

Shopify Title QuickBooks Field  Notes
Title Sales Description, Purchase Description  
Variant SKU  Item Name, SKU Variant SKU is the unique ID for the product.
QuickBooks will ask you for an income, asset, and COGS account for each product.
Syncing refunds or canceled orders when not tracking inventory in Shopify

Connex will sync a canceled or refunded order from Shopify into QuickBooks. When the credit memo or refund receipt is created in QuickBooks Connex will automatically add a line item called "ShopifyNoRestock" and create this product in QuickBooks.  This line item is only created when you do not track inventory items in Shopify.

If you want to always add the SKUs from refunds, you can enable the setting in Connex:

  1. On the Connex configure page, expand refund.
  2. Enable Always add SKUs from refund to QuickBooks, even if never restocked
How do I change the Shopify location where Connex sends inventory?

Shopify supports multi location inventory. Our software sends the Shopify product, its new stock level, and the Shopify location where inventory is located. By default, our software uses the default Shopify location for your store. If you have a fulfillment location, you must override the logic. Otherwise, you will receive this error:

An item cannot be active at more than one location if one of them is a fulfillment service location.

If the sync fails, Connex will look up the last stock update for the product and use its location. We recommend adding a rule to map the location.

  1. Login to Connex.
  2. On the left, click rules engine.
  3. Add this rule.

In your log, you are given a location ID to map. You can map to either a location ID or a location name.

How do I map custom fields from Shopify?

Shopify contains an area called note attributes. Please contact your website developer about mapping custom fields. The note attributes area contains a field name and a field value. Here is an example:

"note_attributes": [
{
"name": "custom engraving",
"value": "Happy Birthday"
},
{
"name": "colour",
"value": "green"
}
],

In this example, we will map a custom field custom engraving to the QuickBooks Desktop other field:

  1. Login to Connex.
  2. On the left, click rules engine.
  3. Click add.
  4. Select map field conditionally.
  5. Add this rule: 
    engraving.jpg

For more details on custom field mapping with Connex for QuickBooks, read this guide.

Can you sync draft orders automatically?

Yes, Connex can sync draft orders by their modified date. Login to Connex and click manage. Expand orders and expand the first area. In the order status field, enter one of these statuses:

  1. Invoice Sent
  2. Completed

For stock updates from QuickBooks, what inventory site receives the changes?

Each Shopify site has a default location and it receives the updates. To map another location, follow these steps:

  1. Login to our software.
  2. Click rules engine on the top right.
  3. Add this rule.
Do you support updating orders, after they are edited in Shopify?

There are adverse affects in QuickBooks:

  1. Connex can locate matching sales and delete them. For unknown reasons, the delete can fail. This can cause duplicates to reach QuickBooks.
  2. Connex pulls sales, when they are created. You would have to pull sales when they are modified. You could say pull paid modified sales. You would have to wait for a certain order status.
  3. When Shopify makes updates, they can modify several sales. These sales would be reexported. Connex would delete and reexport them. If the delete fails, you could receive several duplicates.
  4. Connex is not built to handle updating entire sales, if there is an update to a sale.

As a workaround, we suggest waiting for sales to reach fulfilled status:

  1. Login to Connex.
  2. Click manage.
  3. Expand the first area.
  4. Enter fulfilled in the order status field.
  5. Click save.
My Amazon Shopify products have no SKUs and the sync fails.

There are two ways to approach the problem.

  1. You can upload a spreadsheet of Amazon titles and QuickBooks products, which will prevent mapping products for each missing sale. Login to Connex. Click rules on the right. Click action and click upload. Use this sample sheet. Replace the rule name, map from, and map to values. Leave all other areas the same.
  2. You must map these products manually to QuickBooks. Read this guide for more info.
  3. You can exclude Amazon sales syncing through Shopify an sync with Amazon directly. Login to Connex. Click rules on the right. Click add new rule. As the action, select do not import order. As the field, select payment method. Enter amazon_payment as the map from value.
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