Syncing Transactions

To sync Shopify Web Orders into AccountEdge Pro:

Process Web Orders (Sales Command Center > Process Web Sales)
Process Web Orders (Sales Register > Process Web Sales)
Sync (button at the bottom of the Command Center) > Web Store Orders

Processing Orders

When you select the Process Web Orders, the following Shopify transactions are synced to AccountEdge Pro:

Orders will full payment
Orders with partial payments applied

When transactions are synced to AccountEdge Pro:

  1. The Shopify order number will be displayed as the Web Order number in the upper, right-hand area of the AccountEdge Pro invoice. Web Order # xxxx; [customer name] will be added to the Journal Memo field of the Invoice.
  2. Sales tax collected on Shopify orders is posted to the Tax Code Linked Account you set in the Setup > Web Store Setup > Linked Accounts window, and associated with the Tax Code you indicated in Shopify (which is synced to AccountEdge Pro)
  3. Customer information on orders is handled according to the customer card preference you have set
  4. AccountEdge Pro does not support Sales Tax inclusive sale Orders; see Sales Tax Inclusive Prices FAQ for more details. If these orders already exist, the sales tax will be deleted when syncing the Orders to AccountEdge Pro
  5. The sale of items with no inventory in stock are handled according to the Inventory In-stock Quantity FAQ
  6. If a Shopify order with NO payments was canceled prior to being processed in AccountEdge, it will not be synced to AccountEdge Pro
  7. If an order with no payments was cancelled after it was processed in AccountEdge Pro, the AccountEdge invoice will be located and deleted from the company file. The Shopify Log will note the invoice was deleted

When orders will full payments are synced into AccountEdge Pro,

  1. An invoice or order is created (see above)
  2. The order can be converted to an invoice and the sale completed, when sufficient quantity is available to satisfy the order
  3. The invoice will post the amount due to the Accounts Receivable account
  4. A receipt of payment is created to satisfy the Accounts Receivable account, posting the receipt to the Undeposited Funds account
  5. Both the invoice (or order) and the receipt will be numbered in the normal AccountEdge Pro method; they will both reference the Web Order number in the Journal Memo field

Applying Credits

When orders are cancelled in Shopify, a refund credit is applied to the customer's payment method (usually the customer's credit card). Since the customer credit is already handled, a journal entry needs to be recorded in AccountEdge Pro reflecting this refund transaction. When a refund transaction is recorded in Shopify, a Credit Memo needs to be created and recorded in AccountEdge Pro.

Cancelled Orders

When a Shopify Order is cancelled, Shopify will update the original AccountEdge Pro Sales Invoice during the next Web Order Process event, setting a note in the lower right-hand area of the sales invoice with the refund amount. Shopify will have already updated the customer payment method (e.g., credit card), and you'll need to update the AccountEdge Pro Transaction Journal.

To complete this operation, open the invoice. You'll see the Refunded amount in the invoice. On the lower left-hand side of the invoice, click the Create Credit Memo button. AccountEdge Pro will create and display a pink Credit Memo transaction, showing the credit amount that will be posted to the Transaction Journal.

Item:
Verify the desired item
Quantity:
Verify the desired item quantity
Subtotal:
Verify subtotal
Freight:
Verify freight amount
Tax:
Verify tax amount and category
Total Credit:
Verify total credit that will be applied, and has already been given to your customer
Once information is verified, click Record. This will record the necessary journal entry in the Transaction Journal.

Orders with Refunds

Handling refunded Shopify orders is similar. When your customers order a number of items on one order, then later reduce the requested quantity. Shopify will refund the customer's payment method for the refunded quantity, ad you will need to mak the necessary Transaction Journal entry in AccountEdge Pro.

To complete this operation, open the invoice. You'll see the Refunded amount in the invoice. On the lower left-hand side of the invoice, click the Create Credit Memo button. AccountEdge Pro will create and display a pink Credit Memo transaction, showing the credit amount that will be posted to the Transaction Journal.

Item:
Verify the desired item(s)
Quantity:
Change the desired item count to the newly-requested count
Subtotal:
Verify subtotal
Freight:
Remove the shipping charge; shipping will be added to the fulfilled order
Tax:
Verify tax amount and category
Total Credit:
Verify total credit that will be applied, and has already been given to your customer
Once information is verified, click Record. This will record the necessary journal entry in the Transaction Journal.

Notes

  1. The Credit Memo will not be tagged as a Web Order; it will not be displayed when you filter for Web Sales in the Sales Register. In the Sales Register, it will display when filtering for All Sales
  2. There is no reference recorded on the original invoice confirming the Credit Memo has been recorded. The Credit Memo will show a reference back to the original invoice, however

Gift Cards

Gift Card Sales

When your customers purchase a gift card, Shopify will create 2 transactions: a Sales transaction, posting a debit to the Accounts Receivable account, and a credit posting to the Gift Card liability account you created.

The second transaction will debit the customer payment to your Undeposited Funds account, and credit the Accounts Receivable account. The final result, will be a posting to your bank account, and a posting to your customer Gift Card account, which will be used when customers pay for purchases with the Gift Card.

Gift card sale transactions will be viewed in the Sales Register as Web Sales.

Applying Gift Cards to Sales

When your customer applies a Gift Card payment to a purchase, again two transactions will be recorded in AccountEdge Pro:

A Sales transaction posting a debit to the Accounts Receivable account.

And, a second General Journal transaction, debiting the Gift Card account, and crediting the A/R account, resolving the accounts receivable, thus using the gift card to pay for the sale.