Shopify in Rise Accounting

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Activating Shopify in Rise Accounting

Shopify integration with Rise Accounting will help companies in recording their sales as well as purchases.

The Shopify functionality will only be available in your Infobase once it has been activated by our developer. If you would like to use this functionality, please notify our team.

To link your company’s Shopify with Rise Accounting, our development team will need some information from your side. If you would like to contact us for this purpose, please email [[1]]

Accessing the Shopify Interface in Rise Accounting

To access the Shopify Interface:

  1. Go to Sales.
  2. Select Cloud Commerce.
  3. Select your Company which is using Shopify.

The Sync Now button will bring all the information into Rise Accounting from Shopify.


Accessing Shopify.png


The date will show you the last time that the information was brought into Rise Accounting.

This will show you:

  • Orders
    • These orders have been created in Shopify and sent to Rise Accounting.
    • Inventory Levels.
    • The inventory level has been entered in Shopify and sent to Rise Accounting.
    • Inventory levels can also be sent to Shopify from Rise Accounting.
  • Customers
    • These customers have been created in Shopify and sent to Rise Accounting.
  • Items
    • These products have been created in Shopify and sent to Rise Accounting.
  • Locations
    • These warehouses have been created in Shopify and sent to Rise Accounting.
  • Approval History
    • This will show a history of everything that has been added or changed in Rise Accounting relating to the information received from Shopify.
  • Trash
    • This will show a history of information received from Shopify that has not been recorded in Rise Accounting.
    • This could be due to an error made in Shopify or deletion of information.

Customers in Shopify

Customers can be created in Shopify and sent to Rise Accounting.

Once the information is updated in Shopify, it can also be updated in Rise Accounting.

Transfering New Customers from Shopify to Rise Accounting

To transfer new customers from Shopify to Rise Accounting:

  1. Create the customer in Shopify as usual.
  2. Log into Rise Accounting.
  3. Click Sales and select Cloud Commerce.
  4. Click Sync Now to refresh and bring the new information from Shopify into RA.
  5. Once it is refreshed, click the Customers tab. The new customer will appear.


New Products.png


  1. Under the Action column, click Add New to create the new customer in RA. A pop-up box will appear showing the current information that will be imported.
  2. If you wish to add more information relating to the customer, click the pencil symbol beside each attribute and fill in.
  3. Click Add New to create the customer.


New Address .png


You will be redirected to the Customer interface in RA, giving you the opportunity to add more information about the customer, if necessary.


Customer interface.png


  1. Click Save and Close to complete.

Items in Shopify

Products can be created in Shopify and sent to Rise Accounting.

Once the information is updated in Shopify, it can also be updated in Rise Accounting.

Transfering New Products from Shopify to Rise Accounting

To transfer new products from Shopify to Rise Accounting:

  1. Create the product in Shopify as usual.
  2. Log into Rise Accounting.
  3. Click Sales and select Cloud Commerce.
  4. Click Sync Now to refresh and bring the new information from Shopify into RA.
  5. Once it is refreshed, click the Items tab.
    • If it says New Item under the New or Match column, it is a product that does not exist in Rise Accounting.
    • If it says Already Matched under the New or Match column, it is a product that already exists in Rise Accounting but the information relating to this product has been changed in Shopify.


New Products.png


  1. Click Add New to create the product in RA.
  2. The Inventory interface in RA will open up.


Inventory tab interface.png


Here all the information entered in Shopify for the item will be filled (price, cost, description)

  1. If the product is VAT applicable, go to the Setup tab and enter the VAT type for the product.


Vat Applicable.png


The unit of measurement will be from the default that you have chose for the system in settings.

  1. Change the unit of measurment under the UoM tab if required.
  2. Click Save & Close to complete.

Locations in Shopify

Locations can be created in Shopify and sent to Rise Accounting.

In RA, locations are considered to be warehouses.

Once the information is updated in Shopify, it can also be updated in Rise Accounting.

Transfering New Locations from Shopify to Rise Accounting

To transfer new locations from Shopify to Rise Accounting:

  1. Create the location in Shopify as usual.
  2. Log into Rise Accounting.
  3. Click Sales and select Cloud Commerce.
  4. Click Sync Now to refresh and bring the new information from Shopify into RA.
  5. Once it is refreshed, click the Locations tab.


New location.png


If it says Add New, it is a warehouse that does not exist in Rise Accounting.

  1. Click Add New to create the warehouse.


A pop-up box will appear giving you an option to enter the information relating to this warehouse.


Main warehouse.png


  1. Click Save & Close to complete the creation of the new warehouse. If it says Match, it is a warehouse that already exists in Rise Accounting but the information relating to this warehouse has been changed in Shopify.
  2. Click Match to update the information on RA as well. You will get a notification when it has been updated.


Accepted.png


To view the updated information, click the notification.

Orders in Shopify

Orders can be created in Shopify and sent to Rise Accounting.

Once the information is updated in Shopify, it can also be updated in Rise Accounting.

Transfering New Orders from Shopify to Rise Accounting

To transfer new orders from Shopify to Rise Accounting::

  1. Create the orders in Shopify as usual.
  2. Log into Rise Accounting.
  3. Click Sales and select Cloud Commerce.
  4. Click Sync Now to refresh and bring the new information from Shopify into RA.
  5. Once it is refreshed, click the Orders tab.

There are 3 tabs inside the Orders tabs:


Fully Matched

Here, orders that have been made by an existing customer for an existing product will appear.

Both the product and customer need to be already in Rise Accounting.


Fully matched.png


Not Matched

Here, orders that have been made by an existing customer but not for an existing product will appear.

Here, orders that have been made by a new customer for an existing product will appear.

Here, orders that have been made by a new customer for a new product will appear.


Not mached.png

 


All

All orders will appear here.


All orders appear.png


There are 3 types of orders that can be created:


Fulfilled but not paid

This means that the order has been delivered to the customer but has not been paid.


Orders being delivered.png


When transferring the information from Shopify to RA, these two attributes are also transferred and presented in RA.


Transferring information from shopify .png


Click Add New to capture the order in Rise Accounting.

The Sales Order interface of RA will open and allow you to add information to the order if necessary.


Sales order interface.png


Click Post & Close to complete.

Because the order was fulfilled, this will automatically create a Tax Invoice in RA and mark it as unpaid as per the information received from Shopify.


Sales order interface.png


Once the Tax Invoice has been created, the Sales Order will be closed.

You can track payment using the invoice.


Paid but not fulfilled

This means that the order has been paid but has not been delivered to the customer.


Paid but not fulfiled.png


When transferring the information from Shopify to RA, these two attributes are also transferred and presented in RA.


Click Add New.png


Click Add New to capture the order in Rise Accounting.

The Sales Order interface of RA will open and allow you to add information to the order if necessary.


Add information .png


Click Post & Close to complete.

Because the order was not fulfilled, the Tax Invoice will not be created and the Sales Order status will be Open.


Sales order.png


 Once the Tax Invoice has been created, the Sales Order will be closed.


Paid and Fulfilled

This means that the order has been paid but has not been delivered to the customer.


Order not delivered.png


When transferring the information from Shopify to RA, these two attributes are also transferred and presented in RA.


Click Add New.png


Click Add New to capture the order in Rise Accounting.

The Sales Order interface of RA will open and allow you to add information to the order if necessary.


Adding information to sales order.png


Click Post & Close to complete.

Because the order was fulfilled, this will automatically create a Tax Invoice in RA and mark it as unpaid as per the information received from Shopify.


Tax invocie.png


Once the Tax Invoice has been created, the Sales Order will be closed.


Sales order in shopify.png


Inventory Levels in Shopify

Inventory levels can be changed in Shopify and sent to Rise Accounting.

Once the information is updated in Shopify, it can also be updated in Rise Accounting.


Inventory levels.png


  • Inventory is the product.
  • Location is the warehouse the product is at.
  • Qty is the quantity in RA.
  • Qty (cloud) is the quantity in Shopify.
  • Qty staging is the quantity in orders that have been created in Shopify but not in RA.
  • Difference shows the discrepancy between RA and Shopify relating to the quantity.

Setting up the inventory opening balance of the product

To set up the inventory opening balance of the product in Rise Accounting:

  1. Set the level for each product in Shopify as usual.
  2. Log into Rise Accounting.
  3. Click Sales and select Cloud Commerce.
  4. Click Sync Now to refresh and bring the new information from Shopify into RA.
  5. Once it is refreshed, click the Inventory Level tab.


Refresh the inventory .png


It will give you a quantity in the difference column as RA initially has 0 items on hand when the product is imported.

  1. Select the product you would like to set the opening balance for.
  2. Click More Actions and select Set Opening Balances.


Click on more actions.png


The difference will automatically be 0 and the Qty column will now have an amount recorded on RA.


The difference will automatically be 0 .png


How Orders Affect the Inventory Levels

Once an order has been transferred from Shopify to RA but the inventory level is lower than what the order requires, you will get an error message saying: There is an insufficient balance at the warehouse.

You will only be able to create an order when there is sufficient inventory balance for the product recorded in RA.

When an order has been placed in Shopify but not in RA, the quantity will be under the Qty staging; once the order is created in RA, it will move to the Qty column.

For Example:

Product: Orange

Inventory Level: 13

Orders not created in RA but created in Shopify: 3


Orders not created in RA but created in Shopify.png


If you create one order:


When you create one order.png


The quantity will now change:


When you create one order.png


Increasing the Product’s Inventory Level

A product’s inventory level can be increased with Supplier Invoices in RA.

It can be sent to Shopify in order to update the balance.


Increasing the product .png


To increase the product’s inventory level:

  1. Go to Purchases, and create a supplier invoice as usual.
  2. Go to Sales and select Cloud Commerce and then go to Inventory Level tab.
  3. Click the refresh button and see how the quantity changed due to the supplier invoice.
  4. Tick on the product you would like to update in Shopify and then click Update in Shopify.


Tick on the product you would like to update.png


  1. Log into Shopify and see how the quantity changed.


Log in the shopify to see how quantity .png