With OneSaas, you're able to set up your complete integration between Shopify and Xero within minutes using our simple setup process. Below is a step by step walkthrough, highlighting some useful key points throughout the process:
Begin here by connecting your apps to OneSaas. If you haven't already connected your apps, you can follow our guides to integrate Shopify and Xero. Select Manage to move forward.
The configuration process described below is for a standard integration between Shopify and Xero. If you are also connecting a third app, then you'll have to configure this as you go through the setup process.
Please never hesitate to reach out to our friendly support team for help at any point in time.
1. You will now be presented with four workflows, which are all optional. In this walkthrough, these four workflows will be selected to demonstrate the full capabilities of the setup process.
- Sales from Shopify to be sent into your Xero
- Shopify Payouts to be sent into your Xero
- Products from Shopify to be sent into your Xero
- If you have inventory turned on in your Xero, OneSaas can read this information and update Shopify.
2. Start the configuration process by selecting the first workflow - to sync Shopify orders into Xero, as shown below:
Once you've selected the first option to create orders in your Xero you'll be asked to:
- Select the Shopify order statuses from which the app will retrieve sales from to sync into your Accounting system.
(e.g. Depending on the nature of your business, you may want to also sync sales in the Pending or Partially Paid statuses).
3. Click on Default Products and Advance Options.
These options give you greater control over how sales appear in your accounting system. If you are unsure, then you can leave this section blank for now and come back at a later date to re-configure them.
A) Order Number Prefix - Traditionally, the Shopify system will only provide a 4-digit order number. This will then be used as the invoice number when sent to the Accounting system. However, a simple 4-digit invoice number can potentially overlap with old, pre-existing invoices in your accounting system. As a result, the integration gives you the option to specify a prefix to ensure that Shopify order numbers are unique when they are sent to your Accounting system.
B) Use Shipping Item - You may be charging your customers extra shipping charges on your sales. If this occurs, the integration can allow you to specify a dedicated "Item" to assign these shipping charges. This will allow you to easily track any revenue generated from shipping charges.
You can read more about how this works here.
C) Discount Product - Similar to the Shipping item option above, you can specify a dedicated discount 'Item' so you can track your discounts on sales.
D) Unpaid and Paid orders - The next two options allow you to select how you want your Shopify unpaid and paid orders to be sent to Xero. Please select the appropriate options for your business.
E) Automatic Invoice Number - By selecting this option OneSaas will allow your accounting system to assign an automatic invoice number, e.g. to adhere to sequential invoice number rules, rather than using the invoice number provided by Shopify.
F) Original Customer / Customer's Organization / Generic Online Sale Customer - Most Accounting systems require a customer record to be specified when a sales invoice is created. This particular option allows you to choose the nature of the customer record that is being created. The default option is Original Customer, however, if your Shopify customers specify a company name and you prefer to have that appear within your Accounting system instead, then you can opt for the Customer's Organization option.
You can read more about how this works here.
G) Due Date Offset Type - A due date type will be assigned if transactions do not have a due date. This is calculated using the transaction date, the Due Date Offset and the type specified. If not set, the transaction date is used as the due date.
H) DueDate Offset - A due date will be assigned if transactions do not have a due date. This is calculated using the transaction date and the Due Date Offset. If not set, the transaction date is used as the due date.
I) Tracking Code - Xero uses tracking categories and options to keep your chart of accounts manageable and you are given the option here to assign your Shopify sales to your choice of tracking codes in Xero.
4. Next, you'll be taken to the tax configuration page. Here, for each tax created/defined in your Shopify, you must select its corresponding sales tax in your Accounting system.
You can read more about the tax configuration here.
5. Create New Items in Xero - If you have no items set up within your Accounting system yet, or if you would like OneSaas to read Shopify items and create them within your Accounting system, you can enable the following option.
Please note, if you want different products to have different income/expense accounts, then this will all have to be set up within your Accounting system after the items are created by the app.
On the Items Settings configuration page, you'll have to select the Income and Expense Accounts to be used for Inventoried and Non-Inventoried items.
You can find more information on the integration of items here.
Here is a quick explanation of each of these options:
A) Non-Inventoried Items / Inventoried Items - If you do not intend to track inventory within your Accounting system, then you can specify the app to create items as Non-Inventoried Items within your accounting system. Alternatively, if you do want to track stock levels within your accounting system, you can select the Inventoried Items option.
PLEASE NOTE: If you choose to have products created as Inventoried Items, you will need to go into your Accounting system and manually set up the initial stock levels for each item.
B) Income Account / Expense Account / COGS Account / Inventory Asset Account - These are all basic accounts that your Accounting system require when creating a new item. If you are unsure on which accounts to use, please ask your accountant.
6. Next, Payments configuration settings will allow you to select whether you want payment data from Shopify to be registered against your sales within your Accounting system.
Deposit Payments into Account - All payment methods will be mapped to this account if you do not wish to map your payment accounts individually.
Handle Overpayments - Enable this option only if you wish to send Overpayments to Xero.
If you want to map different payment methods to different clearing accounts, this can be done via the Advanced Options.
You can read more about how this works here.
If you are unsure of which clearing accounts to use, please ask your accountant.
7. Credit note is created in Xero - you can enable OneSaas to sync Credit notes from Shopify to Xero.
Please Note: Select the Refunded and Partially Refunded status on the Order filter if you wish to sync credit notes to your accounting app.
Choose your Refunds Account from the drop-down menu or click on Default Refund Products and Advance Refund Options to specify a Refund Order Number Prefix. The default settings here is R-.
8. Send Fees from Shopify to Xero
If you want your Shopify fees to be synced into your Xero expenses, you can enable this option.
Expense account for Fees - This is the Default Fee account we will use when pushing the Fees to your Xero.
Map Expense Accounts - This section maps the Fee expense accounts. Most of these will come from the Fee types which are charged by your Shopify or if there is any tax associated with the fees.
If you are happy with the workflow you have created, click on Save before proceeding to the next configuration.
9. Send your Shopify Payouts into your Xero
Note: Enable this option only if you need your Shopify Payouts to be created as Bank Transactions in your Xero. If you are unsure of which accounts to use in your mapping, please ask your accountant.
Into Bank Account - This will be the account where your Shopify Payouts will be recorded as a Bank Transaction.
Use Income Accounts - This section maps Income accounts. Most of these will come from the Payment accounts which are created when we pull payments from your Shopify (e.g. Stripe, Visa, Mastercard, PayPal, etc.).
Use Expense Accounts - This section maps the Fee expense accounts. Most of these will come from the Fee types which are charged by your Shopify system or if there is any tax associated with the fees.
If you are happy with the workflow you have created, click on Save before proceeding to the next configuration.
10. Another alternative way to sync data from Shopify is by syncing your Shopify Payouts as deposits in Xero instead of syncing individual invoices.
Please Note: If you wish to enable Payouts to sync to Xero, we recommend that you disable the Orders workflow above which could double up your reported revenue.
You will be asked to fill in the Into Bank Account field. This is where we will record your Shopify Payouts as a Bank Transaction. The account to be used must be an "Other Current Asset" or a "Bank" account.
In the Create a Bank Transaction section, you will be asked to assign a Fees Tax Code for the deposits.
Use Income Accounts Section:
The income accounts to be selected here is where you will be able to map the different Payment Methods to specific clearing accounts. We will send the Payment Methods that do not have an assigned Income Account to the set Default Account.
Use Expense Accounts Section:
The expense accounts to be selected here is where we will map the Fees, Charges, and Taxes part of the Payout.
Do not forget to click the Save button to keep your progress.
11. The next workflow option will allow OneSaas to read all of your Shopify items and create them into your Accounting system. Some users prefer to only have items that are used in actual sales to be created (which is covered above). While other users prefer to take all Shopify items and send them through instead.
Please note, if you want different products to have different income/expense accounts, then this will all have to be set up within your Accounting system after the items are created by the app.
You can find more information on the integration of items here.
Make sure you click on Save once you are happy with your changes.
12. Finally, if you would like stock level updates from Xero syncing back to Shopify you can simply select this option and hit Save.
PLEASE NOTE: This option should only be enabled if you have stock levels set up in Xero prior to the integration. Otherwise, you will risk wiping out your Shopify stock levels. Click here to know more about our Stock Control process.
Once you are finished in configuring your integration set up, you can proceed in setting up your sync settings.
The Integration Starting Date setting specifies a filter against your Shopify order date. This means any orders dated before the specified date will not sync.
Once you have agreed to the OneSaas user terms and conditions, you can then turn on the automated hourly sync!
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