Cloud Cart Connector is compatible with Shopify and Shopify POS. Our integration can add multiple payments for the same order, and export orders their date or order ID.
To set up the integration, follow these steps:
- Obtain our app at the Intuit App Store.
- On the my connections page, choose Shopify.
- In the text box that says enter store name, enter the name of your store:
- Click submit.
- On the window, click continue to login to Shopify.
- Follow the on-screen instructions.
- You will return to our site and reach the configure page.
If you select invoices payments if paid from the configure page, Cloud Cart Connector 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. In this example, you will get an invoice only:
Here is a paid order:
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:
- In Shopify, click the products tab on the left.
- Click export.
- Choose all products and the second box for CSV.
- Save a copy of the CSV.
- Delete all rows except the first.
- Add three columns: income, asset, COGS.
- 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.
- In QuickBooks, go to the gear box.
- Click import data.
- Choose products.
- 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.
Can I map customer or order tags as classes in QuickBooks?
Shopify assigns tag to customers and orders. The order tag is located in the Shopify admin, beneath the address. For customers, the tags section is located under customers. Select a customer and add tags on the bottom right. You can create a rule in Connex to map a tag to a class. You could say if the order contains the tag reviewed, map it to review in QB. Here are some examples:
My order uses custom products. Can you map SKUs?
In this example, the customer added custom order items and there are no SKUs. Here is how the order appears in Shopify:
In this case, our integration receives no SKUs. You may use our rules engine to map SKUs:
- Go to the Cloud Cart rules engine.
- Click action and import.
- On this spreadsheet, enter the product title in the map from field. In the map to field, enter the QuickBooks item name.
- On the Cloud Cart site, upload the sheet.
Syncing Refunds or Canceled orders when Not tracking inventory in Shopify
Cloud Cart will sync a canceled or refunded order from Shopify into QuickBooks. When the credit memo or refund receipt is created in QuickBooks Cloud Cart 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:
- On the Connex configure page, expand refund.
- Enable always add SKUs.
If the user purchases a gift card, then our software syncs a non-inventory part called gift_card to QuickBooks. You can change the income account for the product, after the sync, or create gift_card as a non-inventory part prior to syncing.
If a user pays with the gift card, then Cloud Cart Connector will create a payment whose method is gift_card. Using the Cloud Cart Connector rules engine, you can set up a rule to map the method to an asset account:
- Go to the Cloud Cart Connector rules engine.
- Add this rule. Replace gift card account with the account in QuickBooks.
Your Accountant can perform a journal entry to move the funds to a liability account.
If the user pays with gift card and you sync sales receipts, the gift card will sync as gift_card with a negative value.
How do I change the Shopify location where Cloud Cart 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.
To change the location, follow these steps:
How does your software know a Shopify order is paid?
Almost all Shopify orders are paid by credit card. Therefore, our software assumes an order is fully paid. If the order is paid by Net 30, Net 60, or on account, then the order is marked as unpaid. Any order whose financial status is pending or authorization is unpaid. If your orders appear paid when they are unpaid, then you must instruct our software this order is unpaid:
- Login to our software.
- Click rules engine.
- On the top, click action and add new rule.
- This rule will mark any order whose payment status as invoiced unpaid.
- Go to the my connections page.
- Click manage.
- Click order previewer on the left.
- Look up an order.
- In the payments grid, you will see unpaid equals true.
How do I map an the additional details area of a Shopify order to QuickBooks?
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:
"name": "custom engraving",
"value": "Happy Birthday"
In this example, we will map a custom field custom engraving to the QuickBooks Desktop other field:
- Go to the Connex rules engine.
- Click action and add new rule.
- Add this rule:
For more details on custom field mapping with Connex for QuickBooks, read this guide.