If your Shopify orders are not paid in Shopify as they're being placed, but instead being paid at a later point; MyWorks can be helpful in automating this process in several different ways, as we share in this helpful article on unpaid order handling.
This article will focus on one of these approaches: Automatically updating a Shopify order status once a QuickBooks invoice is paid.
Setting up
In MyWorks Sync > Settings > Automatic Sync, enable the “Payment” setting in the lower QuickBooks Online > Shopify area.
MyWorks must be set to sync orders to QuickBooks as Invoices (not Sales Receipts) in MyWorks Sync > Settings > Order.
Once enabled
Once the above setting is enabled, MyWorks will update a Shopify order to add a payment transaction, as the corresponding invoice in QuickBooks has payments recorded to it: either multiple partial payments - or a single full payment.
The Shopify payment method referenced in the order will match the payment method used for the payment in QuickBooks - which can be controlled by mapping a Shopify payment method to a QuickBooks payment method in MyWorks Sync >Settings > Payment Methods.
Helpful Information
This feature will only apply to any new payments added to orders that are synced after this setting has been enabled. If an order has synced to QuickBooks, or payment recorded in QuickBooks - before this setting was enabled - they will not sync into Shopify.
The invoice must have been synced to QuickBooks by MyWorks, not manually created.
The Reference Number of the payment in QuickBooks will be used/update by MyWorks to track the payment in order to prevent duplicates. This may include a number like .1, .2, etc at the end of the reference number in order to accomplish this - and should not be edited/changed.
When the above setting is enabled, MyWorks will add an identifying value in the “Message on Statement” field in invoices that we sync to QuickBooks, like in the below example. This should not be modified or removed, and this field in QuickBooks can not be used for other data by MyWorks (through our settings or custom field mapping).
