# MyWorks Help Center - Complete Documentation > This file contains the complete content of the MyWorks Help Center for AI/LLM consumption. > > - **Source**: https://support.myworks.software > - **Generated**: 2026-09-03 > - **Articles**: 442 > - **Format**: Markdown --- # FAQ --- ## WooCommerce and QuickBooks Online Pre-Sales Questions **URL**: https://support.myworks.software/en/articles/13538345-woocommerce-and-quickbooks-online-pre-sales-questions > Get answers to common questions about setting up and using MyWorks Sync for QuickBooks Online #### Can I select what orders or clients are synced over? A: Absolutely. If you choose to sync manually using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/), you can easily push over the data you choose with just one click. Our sync status indicator allows you to instantly see what data has been synced over. #### What currencies do you support? A: The sync supports all currencies and as many as you choose to use in your store. #### Can I sync multiple stores to one QuickBooks Online account? A: Yes, you can sync as many stores as you’d like to the same QuickBooks Online account. You will just need a license for each store. #### I don’t want to sync my data in real-time. Can I do it manually? A: Absolutely. Our sync has simple settings that allow you to turn real-time sync on or off, as well as turn real-time sync on or off for particular data types. #### What version of WooCommerce does your sync support? A: It supports every version from V2.2 and above. #### Do you have a free trial? A: We sure do. We offer a 14-day free trial for you to try our real-time automatic sync capabilities without making any commitment! You won’t even have to enter a payment method nor make any billing agreements. #### Will an order be synced as soon as it’s placed? A: Yes it will! The sync syncs in real-time – so as soon as anything happens in WooCommerce, it is automatically synced right over to QuickBooks. #### Can I sync data from QuickBooks Online into WooCommerce? A: Absolutely! MyWorks can sync products, inventory levels, pricing, and payments from QuickBooks to WooCommerce! [We can also show invoices from QuickBooks Online inside the WooCommerce customer's account.](https://support.myworks.software/*/articles/13538385) #### Is there a way to know what data has been synced? A: There is! Just check the sync status indicator next to each type of data in our sync, and you’ll be able to see if it’s been synced or not! #### Do you offer support? A: We offer 24/7 live chat, support ticket, and email support. *[Link to: WooCommerce Sync for QuickBooks Online](https://myworks.helpjuice.com/en_US/360003544674-WooCommerce-Sync-for-QuickBooks-Online)* #### Does the WooCommerce Sync for QuickBooks Online support class variation? A: Yes it does. #### Will products created in WooCommerce show up with their SKU and inventory synced to QBO? A: Yes, they sure will, and when you create a product in Woocommerce, it will real-time sync to QuickBooks Online. Then if you edit the product or its inventory in QuickBooks Online – it will real-time sync back to WooComerce and Vice Versa. #### Sometimes I receive payments in cash or in person. How can I handle that? A: You can easily mark an invoice as paid either in WooCommerce or QuickBooks and it will sync over #### I don’t want to sync all of my past data over to QuickBooks, do I have to? A: Not at all! You can choose what past orders you want to sync; Either one by one, set a time period, or order history from when to sync. **Can I let my customers view/pay their QuickBooks Online Invoices from inside their WooCommerce account?** A: You sure can! We include a front-facing account tab called "Invoices" that can be enabled or disabled within our settings. This would allow a WooCommerce customer to visit this tab and see a list of all the invoices in their QuickBooks customer account - and click a button to pay them through QuickBooks (if online payment is enabled in QuickBooks). ​ #### If I have some orders already entered into QuickBooks will they be duplicated? A: Nope, the sync will find them – it never duplicates. --- # Compatibility --- ## How does MyWorks Sync handle extra compatibility with other WooCommerce extensions? (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538378-how-does-myworks-sync-handle-extra-compatibility-with-other-woocommerce-extensions-quickbooks-online > How MyWorks Sync works with other WooCommerce Extensions or Plugins Like many other WooCommerce integrations - [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) natively supports core WooCommerce features. However, as many store owners are aware, additional extensions are sometimes required to make WooCommerce function to fit your business workflow and processes. We realize that WooCommerce stores often use additional plugins, and we have built extra compatibility in MyWorks Sync to support a number of official/popular WooCommerce 3rd party extensions. This extra compatibility can be accessed in the MyWorks Sync > Compatibility menu. An area will appear for compatibility once the supported plugin is active in your WooCommerce store. ## Which third-party plugins have compatibility support? [To see a complete list of our available additional compatibility, visit our Summary page here.](https://support.myworks.software/*/articles/13538377) ## What do I do if I use a third-party plugin you don't support? Contact us to share the details about your custom plugin, and we can discuss the possibility of customizing compatibility for you. An hourly development charge accompanies custom compatibility development in most cases. --- ## WooCommerce Subscriptions (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538278-woocommerce-subscriptions-quickbooks-online > Syncing orders and managing recurring payments for your e-commerce store with WooCommerce Subscriptions and MyWorks Sync. This additional compatibility for our [WooCommerce Sync for QuickBooks Online, Desktop & POS sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) enhances our sync to support the WooCommerce Subscriptions extension - by automatically adding subscription renewal orders to the sync queue. This is necessary, as subscription renewal orders are specially/differently created in WooCommerce - and are not picked up by our sync like normal orders, due to this. ## What do I need? - [WooCommerce Subscriptions]() ## Getting Started Once you have both MyWorks Sync and the WooCommerce Subscriptions plugin activated - simply visit MyWorks Sync > Compatibility to enable our compatibility with WooCommerce Subscriptions. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996116745/5b40c5516c41338810d6493dfba6/upload_12705958997628210021.png?expires=1788544800&signature=2e84a5f047b2fed186a119ff6a7842e6c84d96ef4c6b611c30a2e97748a66ebc&req=dSkuEMh%2Fm4ZbXPMW3nq%2BgRUzXs5cvAYKM4KM2sAKIT5cnOdNJn3GF1419Zob%0AlwqTILZbPkRKoR%2Bf4OD7jfHDuAY%3D%0A) --- ## Compatibility with 3rd party WooCommerce plugins - QuickBooks Online sync **URL**: https://support.myworks.software/en/articles/13538377-compatibility-with-3rd-party-woocommerce-plugins-quickbooks-online-sync > Compatibility with common plugins in WooCommerce we see used alongside MyWorks Sync Like many other WooCommerce extensions - MyWorks Sync only supports core WooCommerce functionality and fields by default. While this is for many reasons - the foremost reason is to ensure we're able to consistently update and improve on MyWorks Sync features based on a stable codebase: the WooCommerce core. We realize that WooCommerce stores often use additional plugins, and we have added special support in MyWorks Sync to support a number of official/popular WooCommerce 3rd party extensions. This can be accessed in the MyWorks Sync > Compatibility menu in MyWorks Sync. An area will appear for compatibility once the supported extension is active in your WooCommerce store. Have a plugin we don't yet support? Check our doc on compatibility for information on customization. ## Included Compatibility Below is a list of all 3rd party WooCommerce plugins that we **already natively support** in all MyWorks Sync plans. This is special compatibility we have built into MyWorks Sync and is included at no cost for users on all our plans. You can access this in your sync at MyWorks Sync > Compatibility if any of the below plugins are active on your site. This list is updated as we add new compatibility, so if you don't see a plugin listed that you use, reach out to us to discuss custom compatibility or find out if it's on the roadmap already! ### WooCommerce Sequential Order Numbers Pro **Supported Plugin:** [WooCommerce Sequential Numbers Pro](https://woocommerce.com/products/sequential-order-numbers-pro/?aff=13810&cid=1573456) **Compatibility:** Supports syncing your WooCommerce order numbers that have custom/sequential numbering correctly to QuickBooks Online. ### WooCommerce Cost of Goods Sold **Supported Plugin: **[WooCommerce Cost of Goods Sold](https://woocommerce.com/products/woocommerce-cost-of-goods/?aff=13810&cid=1573456) **Compatibility:** Supports syncing the cost of goods sold value for products/variations in WooCommerce to the Cost field in the QuickBooks product. ### WooCommerce Avalara AvaTax **Supported Plugin: **[WooCommerce Avalara AvaTax](https://woocommerce.com/products/woocommerce-avatax/?aff=13810&cid=1573456) **Compatibility:** Supports syncing the calculated sales tax amount for a WooCommerce order to the tax subtotal in QuickBooks, or an individual line item that records that revenue to a Sales Tax Payable account. ### WooCommerce TaxJar **Supported Plugin: **[WooCommerce TaxJar](https://woocommerce.com/products/taxjar/) **Compatibility:** Supports syncing the calculated sales tax amount for a WooCommerce order to the tax subtotal in QuickBooks, or an individual line item that records that revenue to a Sales Tax Payable account. ### WooCommerce Subscriptions **Supported Plugin: **[WooCommerce Subscriptions](https://woocommerce.com/products/woocommerce-subscriptions/?aff=13810&cid=1573456) **Compatibility:** Supports automatically syncing renewal subscription orders to QuickBooks. ### WooCommerce Product Bundles **Supported Plugin: **[WooCommerce Product Bundles](https://woocommerce.com/products/product-bundles/?aff=13810&cid=1573456) **Compatibility:** Adds support to map WooCommerce bundled products to QuickBooks grouped products. ### WooCommerce Shipment Tracking **Supported Plugin: **[WooCommerce Shipment Tracking](https://woocommerce.com/products/shipment-tracking/?aff=13810&cid=1573456) **Compatibility:** Supports syncing the shipping provider / ship date / tracking number stored in the WooCommerce order to QuickBooks Online. ### WooCommerce ™ Extra Product Options **Supported Plugin: **[WooCommerce ™ Extra Product Options](https://codecanyon.net/item/woocommerce-extra-product-options/7908619) **Compatibility:** Supports syncing the full list of extra product options in a product in a WooCommerce order into the QuickBooks Online line item **description**. ### WooCommerce Product Addons **Supported Plugin: **[WooCommerce Product Addons](https://woocommerce.com/products/product-add-ons/?aff=13810&cid=1573456) **Compatibility:** Supports syncing the full list of product addons added to a product in a WooCommerce order into the QuickBooks Online line item description. ### WooCommerce Measurement Price Calculator **Supported Plugin: **[WooCommerce Measurement Price Calculator](https://woocommerce.com/products/measurement-price-calculator/?aff=13810&cid=1573456) **Compatibility:** Supports correctly syncing the measurement quantity ordered in WooCommerce to the quantity field in the QuickBooks Online invoice/sales receipt. ### WooCommerce Payment Gateway Discounts & Fees **Supported Plugin: **[WooCommerce Payment Gateway Discounts & Fees](https://woocommerce.com/products/payment-gateway-based-fees/?aff=13810&cid=1573456) **Compatibility:** Supports syncing a discount/fee line item in WooCommerce to a specific product in a new line item in the QuickBooks invoice/sales receipt. ### WooCommerce Additional Fees **Supported Plugin: **[WooCommerce Additional Fees](https://woocommerce.com/products/extra-fees-for-woocommerce/?aff=13810&cid=1573456) **Compatibility:** Supports syncing a fee line item in WooCommerce to a specific product in a new line item in the QuickBooks invoice/sales receipt. ### WooCommerce Deposits **Supported Plugin: **[WooCommerce Deposits](https://woocommerce.com/products/woocommerce-deposits/?aff=13810&cid=1573456) **Compatibility:** Adds support to sync partial payments (deposits) to a WooCommerce order separately to QuickBooks Online as individual invoice payments. ### WooCommerce Bookings **Supported Plugin: **[WooCommerce Bookings](https://woocommerce.com/products/woocommerce-bookings/?aff=13810&cid=1573456) **Compatibility:** Adds support to sync the WooCommerce order over to QuickBooks using the appointment/booking date as the invoice/sales receipt date in QuickBooks. ### Bookings & Appointments for WooCommerce **Supported Plugin:** [Bookings and Appointments for WooCommerce](https://www.pluginhive.com/product/woocommerce-booking-and-appointments/)**Compatibility: **Captures all booking details - such as selected dates, time slots, duration, number of participants, additional services, custom fields, and total cost- directly within the WooCommerce order, so everything is clearly recorded and easy to manage. ### WooCommerce Order Delivery **Supported Plugin: **[WooCommerce Order Delivery](https://woocommerce.com/products/woocommerce-order-delivery/?aff=13810&cid=1573456) **Compatibility:** Adds support to sync the WooCommerce Order Delivery date to the QuickBooks Invoice/Sales Receipt *"Ship Date"* field. ### WooCommerce Dropshippers **Supported Plugin: **[WooCommerce Dropshippers](https://codecanyon.net/item/woocommerce-dropshippers/7615263) **Compatibility:** Adds support to map WooCommerce Dropshippers vendors to QuickBooks vendors, as well as optionally creating a PO in QuickBooks for related vendors when a WooCommerce order is synced. ### WooCommerce Hear About Us **Supported Plugin: **[ WooCommerce Hear About Us](https://wordpress.org/plugins/woocommerce-hear-about-us/) **Compatibility:** Adds support to map the selected value in the Hear About Us checkout option to a specific QuickBooks Online department. ### WooCommerce Checkout Field Editor Pro **Supported Plugin: **[WooCommerce Checkout Field Editor Pro](https://www.themehigh.com/product/woocommerce-checkout-field-editor-pro) **Compatibility:** Adds support to map custom field values to QuickBooks Online invoice/sales receipt fields. ### WooCommerce Admin Custom Order Fields **Supported Plugin: **[WooCommerce Admin Custom Order Fields](https://woocommerce.com/products/admin-custom-order-fields/?aff=13810&cid=1573456) **Compatibility:** Adds support to map custom field values to QuickBooks Online invoice/sales receipt fields. ### WooCommerce Custom Fields **Supported Plugin: ** WooCommerce Custom Fields **Compatibility:** Adds support to map custom field values to QuickBooks Online invoice/sales receipt fields. --- # Troubleshooting --- ## Finding your MyWorks License Key to sync my WooCommerce store **URL**: https://support.myworks.software/en/articles/13538459-finding-your-myworks-license-key-to-sync-my-woocommerce-store > Learn how to successfully locate the license key for your WooCommerce Sync plan with MyWorks. Your [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) license key is a series of letters and numbers that will always start with QBOSync- (for QuickBooks Online), QBDSync- (for QuickBooks Desktop) or QBPSync- (for QuickBooks POS). You will have a unique license key for each MyWorks plan in your account. It will look something like this: ***QBOSync-xxxxxxxxxxxxx*** You will be able to find it within your account with us. Here is how: - Login to your MyWorks account [through this link (click here)](https://dash.myworks.software/login) - Then visit My Plans as shown here: ​ ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2358737449/ea109c8b6ad131d3126adf761981/MyWorks+2026-05-06+at+6_56_14+PM.png?expires=1788544800&signature=ef78bd50318c49349ae0b7d4ae7b2abbf11e6dfebe0346f7c248c12971e6b9c4&req=diMiHs59moVbUPMW3nq%2BgWqzQwiqHMAWvhabhAmZe98bQbIGHKze3okbAGK9%0ASOz7yTPh%2BJ1BaOXDMklV%2Bj0AU6E%3D%0A) - Once you are in your plan, you can copy the key here: ​ ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2358737872/073502c22e400f48757e21e9cf25/MyWorks+2026-05-06+at+6_56_30+PM.png?expires=1788544800&signature=7a8dbc550a75a654fbfef14ba88493c4c1d4f9a19227bc9c592a6e45296cae7e&req=diMiHs59molYW%2FMW3nq%2BgQdAWDjxjWfFbX62WvmN0VtoondVoeMmFosxFJUa%0AURDzEQ5wsAbFLf%2F4rRS6W0RbGlA%3D%0A) - Then, in the wp-admin area of your WooCommerce/Wordpress site - once you activate our plugin, you can visit MyWorks Sync > Connection to add your license key. This license key will stay active as long as our plugin remains active on your site. ​ ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2358738608/db825eb294dfd42f379be2743176/Connection+%E2%80%B9+WooCommerce+%E2%80%94+WordPress+2026-05-06+at+6_56_53+PM.png?expires=1788544800&signature=28cbce00acea8a2271292c6ef701fe2f78d5a0db6e6f817cb3501d100365714d&req=diMiHs59lYdfUfMW3nq%2Bgd%2FHyqnFCkqaAuqpz4M0XQBLdBAsyP2G5T85aaZI%0AfWVBBFgLg%2BNcNYjIeM1jPoor9AA%3D%0A) - You are now ready to start setting up your sync! --- ## Known Intuit Issue: Custom Transaction Numbers setting turning itself back on **URL**: https://support.myworks.software/en/articles/13538064-known-intuit-issue-custom-transaction-numbers-setting-turning-itself-back-on > More information about this known bug in QuickBooks Online, and additional info on how QuickBooks Online is working on resolving this. **Originally published: March 2024** **Updated: July 2024** As QuickBooks Online recently announced their “New Layout” for transactions, we've seen reports from users that the Custom Transaction Numbers setting in QuickBooks Online may sometimes seem to turn itself on. While this may not matter in some cases, for users that use the MyWorks setting to “Use Next QuickBooks Order #” - this can cause issues, as this setting in QuickBooks must be off for MyWorks to be able to use the next available number in QuickBooks. ## Overview In some cases, when using the “New Layout” in QuickBooks invoices, the “Custom Transaction Numbers” setting will turn itself on if an invoice is edited or saved in the QuickBooks Online UI. This does not appear to happen when using the “Old Layout” in QuickBooks Online. ## QuickBooks Bug Status QuickBooks is aware of this bug and has confirmed they are working on a resolution. This has been brought to their attention multiple times in discussions like the below, as well. **We will update this page with any additional updates received from QuickBooks.** - [QuickBooks Community](https://quickbooks.intuit.com/learn-support/en-us/other-questions/custom-transaction-numbers-won-t-stay-off-keeps-reverting-my/00/1228289) - [Intuit Developer Forum](https://help.developer.intuit.com/s/question/0D5TR000005tPT60AM/bug-reportcustom-transaction-numbers-preference-gets-set-to-true-any-time-a-user-edits-an-invoice-causing-problems-for-integrations-the-work-around-to-reset-this-preference-generates-an-exception-see-below-for-details) ## How does this affect MyWorks? If you're using the MyWorks setting to “Use Next QuickBooks Order #” (in MyWorks Sync > Settings > Order); your QuickBooks setting for “Custom Transaction Numbers” **must be turned off. **When it's on, QuickBooks is unable to set the next available order number for orders we sync in; and thus, MyWorks would sync orders into QuickBooks using the WooCommerce order number. ## Steps to resolve - First, visit QuickBooks, and confirm if the Custom Transaction Number setting below is enabled or disabled. If it's disabled, there's no further action needed. - If it's enabled in QuickBooks, you should disable it if you're using the MyWorks setting to “Use Next QuickBooks Order #”. - However, before you disable it in QuickBooks, you can “reset” the order number sequence that's used in QuickBooks, which will ensure that future orders synced into QuickBooks use the sequence you want. This can be done by following the below steps: In QuickBooks, create a dummy invoice or sales receipt, and manually edit the number of this to be the starting number you'd like QuickBooks to use going forward. For example: 555. - Then, after saving, turn the Custom Transaction Numbers setting in QuickBooks off by following the steps below. - Once this is off, visit MyWorks Sync > Settings > Order in the MyWorks Sync app in your store, and ensure the setting to “Use Next QuickBooks Order #” is enabled. ## Turning the Custom Transaction Numbers setting off. While QuickBooks continues to investigate and resolve this, the below options/steps seem to help prevent this behavior from occurring, in the meantime: - This setting is managed in your QuickBooks Online Account & Settings menu, in the Sales submenu. If you visit your settings, you can check this setting and turn it off.**​ - Additionally, editing your Custom Form Styles in QuickBooks can help keep this setting turned off in the future: ​ In QuickBooks Online, visit the gear** in the top right, and click on [**Custom Form Styles**.](https://app.qbo.intuit.com/app/formstyles)** ​ - Edit the the form that's the "default" for the invoice/sales receipt being used, and: ​ Click on the Content tab in the top left, ​ - Click on the top area of the template on the right side of the page, ​ - Ensure the "Use custom transaction numbers" setting is not enabled** on the left. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109074/94786d1b0e7e2dd0dd6605a7441d/upload_3037770526385610827.png?expires=1788544800&signature=9380b4c96117298be64b2ab1191ba69f8cf81374fee90361db4e4dc5976a4cc0&req=dSkuEMh%2BlIFYXfMW3nq%2BgUmMMnvfSoFG7UfLCMQGRR0QgTWdX1FjhmHpGBWI%0A8S0lcVuAbTqINzNKDaT4gYa1%2F2A%3D%0A) --- ## Error:6520 - Missing Inventory Item Quantity, Quantity required for inventory item **URL**: https://support.myworks.software/en/articles/13538346-error-6520-missing-inventory-item-quantity-quantity-required-for-inventory-item > How to resolve the MyWorks Sync Log Error:6520 Keep getting this error when pushing WooCommerce orders to QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error:6520: [Missing Inventory Item Quantity, Quantity required for inventory item] ## Cause You have an inventory product selected in MyWorks Sync > Settings > Defaults for *Default QBO Coupon Code Product* and *Default QBO Shipping Product*. QuickBooks Online won't accept inventory products for these line items, as they aren't synced to QuickBooks Online with a quantity in the invoice line item. ## Resolution You should have a generic non-inventory product set for both of these settings. We recommend a product named "Shipping" and a product called "Coupon" or "Discount." --- ## You can’t create or modify a transaction with a date that comes before you started tracking quantity on hand **URL**: https://support.myworks.software/en/articles/13538348-you-can-t-create-or-modify-a-transaction-with-a-date-that-comes-before-you-started-tracking-quantity-on-hand > Troubleshooting Error:6000/6270 relating to the date of the order preceding the start date of the inventory item Are you encountering the below error in your WooCommerce store when pushing orders into QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? Here's the reason why, and a few workarounds. ## Cause Error:6000: [A business validation error has occurred while processing your request, Business Validation Error: You can’t create or modify a transaction with a date that comes before you started tracking quantity on hand for the following: My Product A] Error:6270: [Transaction date is prior to start date for inventory item, Transactions with inventory (QOH) products cant be dated earlier than the Inventory Start Date for the product] ## Resolution This is a semi-common and often unavoidable occurrence if you push over OLD orders containing** inventory products**. Here's what's happening: A. The product in QuickBooks has a start date of **after** the order you're pushing over to QuickBooks. This could occur if you used our integration to push the product into QuickBooks, where it's created as a brand new inventory product, with a start date of the day you pushed it over - or if you manually created the product in QuickBooks and didn't set the start date far back enough. B. Then, you're pushing over an order from last month (for example), but QuickBooks says, "This product didn't exist in inventory last month, so I can't use it in this order." There's no clean way around this, but we do suggest the following alternatives other than manually entering these orders in QuickBooks: - In MyWorks Sync > Settings > Order, turn on the setting to sync orders with the "push date" - to push these WooCommerce orders to QuickBooks with today's date, avoiding this error. - Manually create the needed inventory products in QuickBooks with a start date of your choice - Jan 1, for example - **before** any orders that you might push over. - Delete the offending products in QuickBooks, and click *Refresh Customers & Products* in Myworks Sync > Dashboard. Then change the Inventory Start Date setting in MyWorks Sync > Settings > Product to a date before any orders you want to push over. Then push your products over again in MyWorks Sync > Push > Products. They will then be created in QuickBooks with your chosen inventory start date. - Unmap all your products (click Clear Mappings in MyWorks Sync > Map > Products), then push your OLD orders over to QuickBooks, so they default to the fallback Default QuickBooks Product you set in MyWorks Sync > Settings. Then, once the **old** orders have been pushed over, re-map your inventory products, and orders from this point forward will sync over with the suitable product mapping. --- ## Error:6430: Invalid account type used, Invalid account type: You need to select a different type of account for this transaction **URL**: https://support.myworks.software/en/articles/13538349-error-6430-invalid-account-type-used-invalid-account-type-you-need-to-select-a-different-type-of-account-for-this-transaction Keep getting this error when pushing products or orders from [WooCommerce to QuickBooks Online](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error *Error:6430: [Invalid account type used, Invalid account type: You need to select a different type of account for this transaction.]* ## Resolution **Syncing Products:** - In MyWorks Sync > Settings > Default, one of the three default product accounts may be empty or incorrect. They should be set to the below type of accounts: Default Sales Account: *Revenue/Sales/Income type* - Default Inventory Asset Account: *Other Current Asset type* - Default Cost of Goods Sold Account: *Cost of Goods Sold type* **Syncing Orders / Payments:** - You have an invalid account selected in MyWorks Sync > Map > Payments. You should have a Bank Account selected for "QuickBooks Online Bank Account," and a bank account is not currently set. --- ## Error:6000: Business validation error - Make sure all your transactions have a GST/HST rate before you save **URL**: https://support.myworks.software/en/articles/13538352-error-6000-business-validation-error-make-sure-all-your-transactions-have-a-gst-hst-rate-before-you-save > Troubleshooting steps for the MyWorks Sync Log Error:6000 Keep getting this error when you push orders over to QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Cause Either a tax code or tax rate is not set for one of the line items in your order. ## Resolution There are three tax-related areas in our integration to ensure they are correctly set: - MyWorks Sync > Settings > Taxes. Ensure you have a valid 0% Tax rate set here. This is usually or Out of Scope or No VAT - but can vary based on your QuickBooks company. If this is set to Exempt, try changing to a different 0% rate. - MyWorks Sync > Map > Taxes. Ensure that all of your tax rates in use in WooCommerce are mapped to a valid/appropriate tax rate in QuickBooks Online. - Check if the WooCommerce order uses more than one tax rate (typical in Canada). QuickBooks Online only supports one tax rate for each line item, so if there are two tax rates in your WooCommerce order, these need to be compound-mapped to the single combined rate in QuickBooks at MyWorks Sync > Map > Taxes.** Example:** ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996120306/8c13ab77e98a8a2f25e0b1c50a91/upload_6354824190908974760.png?expires=1788544800&signature=77883a2f5dd27f8afa4fa562d9bba9d7c15a8fb29638850984bd4d651f8bcbd8&req=dSkuEMh8nYJfX%2FMW3nq%2BgSs162%2BZ0%2FCLOqVRINd5kWmtVVdtL0dCNPtMWJwE%0AwFJT46DpEv%2FCaXJ154vi0DnVEYU%3D%0A) You can find more details on compound mapping your taxes in our [Best practices on mapping taxes](/_questions/1919971) article. --- ## Error 6000: A business validation error has occurred while processing your request **URL**: https://support.myworks.software/en/articles/13538354-error-6000-a-business-validation-error-has-occurred-while-processing-your-request > Troubleshooting the MyWorks Sync Log Error 6000: A business validation error has occurred while processing your request Are you seeing this error when syncing orders into QuickBooks Online? ## Error Error:6000: [A business validation error has occurred while processing your request], with one of the below messages: - Something this action required is no longer available. Another user may have deleted it. Please refresh your screen to see the current information. - An unexpected error occurred while accessing or saving your data. Please wait a few minutes and try again. If the problem persists, contact customer support. **This error usually occurs:** - When some type of data (customer, product, account) has been recently deleted in QuickBooks, and our sync isn't aware of this deletion. - A tax-related setting/mapping is incorrectly set/missing in our sync. ## Troubleshooting Steps - Visit MyWorks Sync > Dashboard and click Refresh Customers & Products to update our sync with the latest QuickBooks customers/products. This will also update mappings if a customer/product has been deleted in QuickBooks. - If the error remains when re-pushing the order over, check your settings in MyWorks Sync > Settings - ensure all settings in the **Default** and **Tax** tab are correctly set, then save. - If the error remains, check your tax mappings in MyWorks Sync > Map. Ensure everything is correctly mapped to corresponding rates in QuickBooks, then click save. --- ## Error 6200: Account Period Closed, The account period has closed. **URL**: https://support.myworks.software/en/articles/13538358-error-6200-account-period-closed-the-account-period-has-closed > Resolving Error 6200 for syncing orders with QuickBooks Online Keep getting this error when pushing orders to QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error:6200: [Account Period Closed, The account period has closed.] ## Cause This error is occurring because you or your accountant has **closed** a period of time in your QuickBooks Online company. This occurs typically to prevent changes from being made to past months/years for either reconciling or tax purposes. This usually only occurs when pushing old orders to QuickBooks, as it's rare for a current or recent period in QuickBooks to be closed. ## Resolution - Check with your accountant or QuickBooks Support to find out why the QuickBooks period was closed. - If it's acceptable to un-close/re-open that period, you or your accountant may do so so that you can push the necessary orders into QuickBooks. --- ## Error:2500: Invalid Reference Id, Invalid Reference Id : Line.SalesItemLineDetail.ItemRef **URL**: https://support.myworks.software/en/articles/13538360-error-2500-invalid-reference-id-invalid-reference-id-line-salesitemlinedetail-itemref > Troubleshooting steps to resolve the MyWorks Sync Log Error 2500: Invalid Reference Id... Keep getting this error when pushing orders to QuickBooks Online? ## Error Error:2500: [Invalid Reference Id, Invalid Reference Id : Line.SalesItemLineDetail.ItemRef] ## Cause This may occur if some type of data (customer, product, account) has been recently deleted in QuickBooks, and our sync isn't aware of this deletion. Or, a default setting may not be set in MyWorks Sync > Settings. ## Resolution - Visit MyWorks Sync > Dashboard and click Refresh Customers & Products to update our sync with the latest QuickBooks customers/products. This will also update mappings if a customer/product has been deleted in QuickBooks. - Visit MyWorks Sync > Settings > Defaults and make sure that the default settings are correctly filled in, and not blank. --- ## New WooCommerce orders aren't automatically syncing to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538361-new-woocommerce-orders-aren-t-automatically-syncing-to-quickbooks-online > Troubleshooting why new WooCommerce orders fail to automatically sync with QuickBooks. ## Issue Once [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) is set up, new WooCommerce orders should sync automatically to QuickBooks. However, if you're not seeing this happen, this doc helps guide you through different possible causes for this. Below are some common causes of new orders not automatically syncing to QuickBooks. **Tip: **Need to "push" past WooCommerce orders into QuickBooks? You can do so by visiting MyWorks Sync > Push > Orders in our sync. ## Possible Causes - Has the setup been completed? If not, you'll see our setup dialog showing across the top of each page of our sync. Be sure to finish all the setup steps before any orders will automatically sync. - Check MyWorks Sync > Log in your WooCommerce admin to see our sync activity log, which will show any sync errors in red. If the order did try to automatically sync, but errored out, you'd see an error logged here. We'll have a doc article that further clarifies that error on this site. - Check MyWorks Sync > Settings > Default to ensure all the required dropdowns are set. - Check MyWorks Sync > Map > Payment Methods to ensure at least one payment method is enabled, and correctly mapped to a QuickBooks bank account. - Visit MyWorks Sync > Push > Orders - and try selecting the problem order(s) - and pushing to QuickBooks. If it syncs successfully, this signals that your mappings are correctly set up and there may be an issue with your automatic sync settings. If it does not sync successfully, check MyWorks Sync > Log for an error to explain. - Check MyWorks Sync > Settings > Automatic Sync to ensure that at least the switch for customer and order is enabled for the WooCommerce > QuickBooks sync direction. - Check to make sure the status of orders that should be synced over is selected in MyWorks Sync> Settings> Order>*Automatically sync orders when they reach any of these statuses *- The default for this setting is to include **Processing** and **Completed** --- ## Error: Product / Variation not mapped **URL**: https://support.myworks.software/en/articles/13538363-error-product-variation-not-mapped > Learn how to properly map products and variations in MyWorks - and ensure your products have unique names to support QuickBooks' requirement Are you receiving the below error when pushing products or variations to QuickBooks using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error: *Error: Product / Variation not mapped* ## Resolution: This is simply caused if you're pushing a product or variation to QuickBooks that either: - Already exists in QuickBooks, - Has the exact same name as an existing QuickBooks product. **Because QuickBooks requires that all products in QuickBooks have a unique name, we're unable to push this product/variation again into QuickBooks.** **If a product:** Simply rename the product in WooCommerce to ensure that it's unique, before pushing to QuickBooks - or if the product is already in QuickBooks as intended, visit MyWorks Sync > Map > Products to map it together. As a reminder, QuickBooks does have a 50 character limit for product names, so the first 50 characters of the name need to be unique. **If a variation:** Simply map your variation to the existing QuickBooks product on the MyWorks Sync > Map > Products > Variations page. This message indicates that a product with the same name as this variation is already in QuickBooks - so the variation doesn't need to be pushed to QuickBooks again. --- ## Error:6240: Duplicate Name Exists Error **URL**: https://support.myworks.software/en/articles/13538364-error-6240-duplicate-name-exists-error > Troubleshooting Error:6240: 'Duplicate Name Exists Error' Keep getting this error when pushing customers or orders to QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error:6240: [Duplicate Name Exists Error, The name supplied already exists. : Another customer, vendor or employee is already using this name. Please use a different name.] ## Cause The related customer name (or company name) for this order is already taken in QuickBooks, and is not being used by our sync by our sync for a specific reason. This error can sometimes occur with a with a **"QuickBooks customer not found"** error when syncing an order - as the order can't sync to QuickBook if the customer didn't first sync. ## Resolutions - Is the customer name / company name referenced in the order already present in QuickBooks - possibly as a vendor, employee, or inactive customer? Slightly change the display name for the conflicting customer/vendor/employee in QuickBooks. - Visit MyWorks Sync > Map > Customers and correctly map the customer. - Add the appropriate email address to the customer in QuickBooks, and click Refresh Customers in Map > Customers in our sync for us to recognize this and automatically sync the order to this customer. - Turn on Append ID for Duplicate Customers in MyWorks Sync > Setting > Mapping. This will allow us to sync the additional customer into QuickBooks, and keep the name unique by appending their WooCommerce ID to their name. --- ## Error 6140: Duplicate Document Number Error, Duplicate Document Number Error **URL**: https://support.myworks.software/en/articles/13538365-error-6140-duplicate-document-number-error-duplicate-document-number-error > How to resolve the 6140 error caused by duplicate order numbers in QuickBooks Keep getting this error when pushing orders to QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error:6140: [Duplicate Document Number Error, Duplicate Document Number Error : You must specify a different number. This number has already been used.] ## Cause A sales transaction (normally a credit memo or refund receipt) already exists in QuickBooks with the same **number** as the order you're attempting to push over. Generally, QuickBooks doesn't allow multiple sales transactions to have the same number. ## Resolution **If this is happening for only a single/few transactions:** - Search QuickBooks for the order number that is having this error. Most likely, you'll find a record already in QuickBooks with this number - possibly manually entered by someone directly in QuickBooks. - Edit this transaction in QuickBooks to simply give it a different number so it remains unique. - The order should then be able to sync successfully to QuickBooks. **If this is happening for many/all transactions:** - It's likely that your store's order numbers are already being used in QuickBooks by other sales transactions, and for efficiency, you may not be able to edit each existing sales transaction in QuickBooks. - This error ONLY will occur from QuickBooks if you have the *Custom Transaction Numbers* setting turned on in QuickBooks, which allows you to edit transaction numbers manually. If you turn this setting off in your QuickBooks preferences, this will resolve this issue. --- ## Request error occurred **URL**: https://support.myworks.software/en/articles/13538369-request-error-occurred > Learn how to resolve this "request error occurred" when pushing your orders from WooCommerce into QuickBooks. Are you seeing this “Request error occurred” when pushing your orders manually from WooCommerce to QuickBooks? ## Cause On or around October 25th, 2017, we received numerous reports from our users that some orders were not syncing from WooCommerce to QuickBooks Online - and either logging a "file not found" error in the PHP error log - or displaying a **Request Error occurred #0000** when pushing over orders. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121244/d6cca4cb3410716be04f3ca7a7c5/upload_6447701255958696655.png?expires=1788544800&signature=ce13120e94de3a7c615b5b5d9c555995b0bb309ed345f1d1e3c60da84b0535ae&req=dSkuEMh8nINbXfMW3nq%2BgYeF9DXzHODPIfp1x1TkVLFTPiJOAGyNoBbuMjDu%0AZ92GXBZLUDTirrVyBftEfBkf%2F1g%3D%0A) We immediately analyzed these user reports and found that the QuickBooks Online API seems to be requiring a library file it did not earlier require: EffectiveTaxRate.php. We have opened a ticket with QuickBooks Online asking for additional clarification and information here... but have received no response yet. On Friday, October 27, 2017, we released an emergency minor update to all our users to resolve this issue by adding in the missing library file. This has been thoroughly tested and shown to resolve this particular issue in these cases. ## Resolution - We have issued an emergency update - V1.1.2. You may update to this automatically in your Wordpress admin or download this from your account with us. - Once updated, no further action is needed. The missing library file will have been added in, and syncing should resume per usual. --- ## Error:610: [Object Not Found: Something you're trying to use has been made inactive. Check the fields with accounts, customers, items, vendors or employees.] **URL**: https://support.myworks.software/en/articles/13538450-error-610-object-not-found-something-you-re-trying-to-use-has-been-made-inactive-check-the-fields-with-accounts-customers-items-vendors-or-employees > Learn how to troubleshoot and resolve this 610 error when syncing your orders from WooCommerce to QuickBooks. ## Error Error:610: [Object Not Found, Object Not Found : Something you're trying to use has been made inactive. Check the fields with accounts, customers, items, vendors or employees.] ## Cause This error could happen: - If a customer or product was recently deleted in QuickBooks and is used in our sync mappings/settings, - If your tax rates aren't yet correctly set up in MyWorks Sync > Settings > Tax, or MyWorks Sync > Map > Tax Rates. ## Resolution - Visit MyWorks Sync > Dashboard and click Refresh Customers & Products. - Visit MyWorks Sync > Settings > Taxes to set a non-taxable rate (if applicable), then MyWorks Sync > Map > Tax Rates to ensure your tax rates are correctly mapped to their corresponding QuickBooks tax rates. --- ## Error:6000: [A business validation error has occurred while processing your request, Business Validation Error: Transactions can have only one foreign currency at a time.] **URL**: https://support.myworks.software/en/articles/13538493-error-6000-a-business-validation-error-has-occurred-while-processing-your-request-business-validation-error-transactions-can-have-only-one-foreign-currency-at-a-time > This article will guide you on why this error is happening and how to resolve it. Receiving this error when syncing orders to QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error:6000: [A business validation error has occurred while processing your request, Business Validation Error: Transactions can have only one foreign currency at a time.] ## Cause This error from QuickBooks means that a currency in part of the order is not matching the currency of the rest of the order. QuickBooks requires that the currency of the customer, products in the order, and payment account are the same and matching. - The customer on this order may have a different currency in QuickBooks than in the WooCommerce order, as QuickBooks only supports a customer having a single currency, which must apply to all orders within that customer. - One of the products in this order is assigned to an account with a different currency than the order in QuickBooks. - The currency of the bank account the order's payment is being sent to does not match the currency of the rest of the order. ## Resolution First, it's best to review the above factors in QuickBooks to determine which part of the order is causing this issue with a separate currency: the customer, products in the order, or payment account. Then, - Either delete this customer in QuickBooks and re-push the order, which would create the customer in the correct currency in QuickBooks, OR create a new customer in QuickBooks with the correct currency for this order (example: John Smith USD), map them together in MyWorks Sync > Map > Customers, and the order will be able to sync. - Check that the account the QuickBooks products in this order are assigned to in QuickBooks is the same currency OR unmap the products in MyWorks and try syncing the order again. - Visit MyWorks Sync > Map > Payment Methods to make sure that the correct currency bank accounts are set for each payment method/currency in WooCommerce. --- ## Update Error: Customer Mismatch **URL**: https://support.myworks.software/en/articles/13538347-update-error-customer-mismatch Keep getting this error when orders are syncing from WooCommerce to QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Cause An invoice or sales receipt already exists in QuickBooks Online with the same number as your Order# in WooCommerce - but it's under a different customer in QuickBooks Online than it is in WooCommerce - suggesting that the sales receipt / invoice in QuickBooks Online is a **different** sales receipt / invoice than the order in WooCommerce. ## Resolution QuickBooks Online doesn't support multiple orders using the same number, so this error will purposely occur to both **notify** you that there's an overlap occurring in your order numbers between WooCommerce and QuickBooks, and **protect** you from having the different order in QuickBooks overwritten by our sync. There's also a few different ways to resolve this! - Firstly, we have a helpful doc with an overview of how order numbers being already used in QuickBooks can be resolved / worked around with using our sync: [What if my WooCommerce order numbers already exist in QuickBooks Online - as different orders?](/*/articles/13538399) - One of the most common/easy resolutions to this can be to set our sync to instead sync order numbers to QuickBooks as using the next available order number in QuickBooks, instead of the WooCommerce order number. We have a great doc on this here: [Using the next QuickBooks Online # when syncing orders](/*/articles/13538400) --- ## Error:2240 - Number out of range, The number is not within supported range **URL**: https://support.myworks.software/en/articles/13538353-error-2240-number-out-of-range-the-number-is-not-within-supported-range > Troubleshooting Myworks Sync Log Error: 2240 Keep getting this error when pushing orders to QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error:2240: [Number out of range, The number is not within supported range. Min:0 Max:2,147,483,647 supported. Supplied value:-1] ## Cause This error usually never shows on its own; it's almost always coupled with a "Duplicate Name Exists" error, which is the cause of this Number out of Range error. This error typically occurs when pushing an order to QuickBooks Online, and the related customer exists already in QuickBooks but isn't mapped. ## Resolutions - [Resolve the Duplicate Name Exists error by reviewing our documentation on it.](/*/articles/13538364) --- ## Error 620: TxnID cannot be linked **URL**: https://support.myworks.software/en/articles/13538356-error-620-txnid-cannot-be-linked Keep getting this error when pushing orders to QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error 620: TxnID cannot be linked ## Cause An invoice / sales receipt record with this number already exists in QuickBooks. Additionally, this invoice / sales receipt in QuickBooks exists under a different customer than the customer for the order in WooCommerce is mapped to in QuickBooks. This almost always means that the existing invoice / sales receipt record in QuickBooks is a totally different/unrelated record. ## Resolutions This most likely means that there is already an invoice/sales receipt in QuickBooks with the same number as the WooCommerce order - and it is a completely different record. This usually happens when QuickBooks has been used for a long time, and a new order in a new WooCommerce store has the same number as an invoice/sales receipt from earlier on in the company. In order to resolve this, review the steps in our [documentation article that addresses how to handle WooCommerce orders that already exist as different orders in QuickBooks.](/*/articles/13538399) --- ## Error:5040: [System underload error., The database is overloaded. Please retry after 90 seconds.] **URL**: https://support.myworks.software/en/articles/13538461-error-5040-system-underload-error-the-database-is-overloaded-please-retry-after-90-seconds > Learn how to troubleshoot and resolve this 5040 error when trying to sync an order to QuickBooks. Are you seeing this error in the [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) log when trying to sync an order to QuickBooks? ## Error: Error:5040: [System underload error., The database is overloaded. Please retry after 90 seconds.] ## Cause: This error usually indicates that: - Your tax settings in MyWorks Sync > Settings > Tax are not correctly set, or, - Your tax rates are not correctly or only partially mapped in MyWorks Sync > Map > Tax Rate ## Resolution: - You have a valid QuickBooks Non-Taxable rate set in MyWorks Sync > Settings > Taxes. This is usually Out of Scope or No VAT - but it can vary based on your QuickBooks company. If this is set to Exempt, try changing to a different 0% rate. - Check that all the dropdowns in MyWorks Sync > Map > Tax Rates are set, each tax rate in WooCommerce should be mapped to a corresponding tax rate in QuickBooks. If you have a 0% rate displaying here, it needs to be mapped to a 0% rate as well. - [Check out our documentation on mapping taxes here](/*/articles/13538244) - Still having difficulty? Our support team would be happy to give you a hand, feel free to [open a ticket](mailto:support@myworks.software)[, ]()and support will make sure this error is resolved, and order sync is restored. --- ## Error 9331: Invalid bundle entry in SalesItemLineDetail, Please use GroupLineDetail with bundles. **URL**: https://support.myworks.software/en/articles/13538469-error-9331-invalid-bundle-entry-in-salesitemlinedetail-please-use-grouplinedetail-with-bundles > Learn how to troubleshoot and resolve this 9331 error code when attempting to sync your orders from WooCommerce to QuickBooks. Are you seeing this error in the [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) log when attempting to sync an order with bundled products to QuickBooks Online? ## Error: Error:9331: [Invalid bundle entry in SalesItemLineDetail, Invalid bundle id " " passed to SalesItemLineDetail.ItemRef. Please use GroupLineDetail with bundles.] ## Cause: - Our built-in support for WooCommerce Product Bundles is not yet enabled in MyWorks Sync > Compatibility, which is necessary if bundled products are being used in QuickBooks. - This error can be encountered if the WooCommerce order contains a bundled product and a CHILD bundle line item in the WooCommerce order is mapped to a bundle product in QuickBooks. ** [We have an excellent doc on support for mapping bundled products here](/*/articles/13538390) - where we recommend that either only the parent product should be mapped or only the child products should be mapped. ## Resolution: - Enable our support for WooCommerce Product Bundles at MyWorks Sync > Compatibility - if bundled products are in use in QuickBooks. This is necessary to ensure that the total of the bundled product's line item in the QuickBooks order is accurate / matching WooCommerce since QuickBooks forces the price set in the QuickBooks bundle by default in the QuickBooks order. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125254/72b33007fc8a5d23d265fb324862/upload_221909927642963179.png?expires=1788544800&signature=eb51e6da5eb6530b4af48310dc58341ea68f0afb8dd28367e17fc716a85e09eb&req=dSkuEMh8mINaXfMW3nq%2Bga9Tt9msrxDYGbD%2BDPmfEsOn8mnPPCzziHxtNLOZ%0AgACfF7XicyDTpUuLQaB%2Fjkf9NtU%3D%0A) - Visit MyWorks Sync > Map > Products / Variations to check the mapping of the child** bundle products in the order in question. Make sure that if they are mapped to QuickBooks products, the QuickBooks products are not bundle products. You can then try pushing the order over at MyWorks Sync > Push > Order to confirm it syncs successfully. --- ## Error: QuickBooks Customer Not Found **URL**: https://support.myworks.software/en/articles/13538350-error-quickbooks-customer-not-found > Troubleshooting the error message of Customer Not Found in MyWorks Sync>Log Keep getting this error when pushing orders to QuickBooks using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error QuickBooks Customer Not Found ## Cause The most common issue here is when this error is paired with a "Duplicate Name Exists" error - when pushing an order to QuickBooks. This signifies that the customer for this order already exists in QuickBooks, but is not mapped. [You can see more on the resolution for this here.](/*/articles/13538364) The Customer Not Found error occurs for the order because the customer wasn't able to sync over to QuickBooks, and thus, the order isn't yet able to sync. ## Resolution - Ensure that the WooCommerce order does have an email address (real or fake) entered. - If you get this error while syncing test orders, it may be due to testing with internal employee names, which we discourage. We recommend you read our [Testing Best Practices doc.](/*/articles/13538357) --- ## Running sync testing - best practices **URL**: https://support.myworks.software/en/articles/13538357-running-sync-testing-best-practices > Best practice around successful order and customer sync tests It's usually very common for a store admin, web developer or accountant to want to run tests with [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) when initially conducting setup / testing. When doing so, we have a few best practices to share to ensure that testing is as seamless and easy as possible. - It is is usually acceptable to test syncing our integration with a live QuickBooks company. This is because we do not automatically sync any past data; we only automatically sync new data - which is controllable. As such, this presents a very low integrity risk to live QuickBooks companies, as it's straightforward to delete test data from QuickBooks after syncing. - Before syncing any products, customers, or orders to test, ensure your default settings and initial mappings are set. This will help avoid unnecessary errors. - When placing test orders to sync, avoid placing them with an admin user, as it will normally result in QuickBooks Customer Not Found errors. [These can be resolved using this article, however.](/*/articles/13538350) - When testing syncing customers or orders, it is usually best to stay away from admin users/names that already exist as customers, vendors, or employees in QuickBooks - as this will result in [duplicate customer errors](/*/articles/13538364). We recommend testing only with unique fake names to avoid this. --- ## How to keep QuickBooks Online connected with Chase credit card/bank accounts **URL**: https://support.myworks.software/en/articles/13538368-how-to-keep-quickbooks-online-connected-with-chase-credit-card-bank-accounts > Learn how to easily connect QuickBooks Online to your Chase bank accounts and credit cards. Chase is one of the many popular credit cards/bank accounts that [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) users have connected with their QuickBooks Online accounts - to automatically pull recent transactions into the Banking Feed in QuickBooks. Normally this requires a one-time connection with Chase from within the Banking tab in your QuickBooks Online account. However, there are rare cases that your connection does not remain in place and continues to ask for a reconnection. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121100/bff3b73805bcce499b8590a2f58a/upload_7464148824741135242.png?expires=1788544800&signature=015324918ca201ce34d0cb3beef109347d6669f9c49c3c7c16cafa671527f6de&req=dSkuEMh8nIBfWfMW3nq%2BgTt4vL6L1CSKvYobNl8O8i6snauiqH9CnCG1lz4f%0AtrtSdDdOk%2FCn%2BwZc4Gy0YzHcZFc%3D%0A) In this case, follow the below steps to correctly reconnect your QuickBooks bank to your Chase account. - Log into your account at chase.com - Click on the profile icon in the top right, then AccountSafe under it.**​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121130/a2fa78aaf7739328b7f13e5ad81a/upload_12934221380152352818.png?expires=1788544800&signature=d71ec891b78ff6879056bf57871a00eb213846b3d70a47e1df505b4d4fc88176&req=dSkuEMh8nIBcWfMW3nq%2BgdsLChIAHXoy5rxIAn5LKOCrXdk%2BM5IkhGCwt%2B0f%0AGH%2Bie7nKjiC%2BbsV7tHSCporys7U%3D%0A) - On the left menu, click Linked apps and Websites. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121163/d720ac2aa9b0fe8b19f22b0a4836/upload_15683525353547585965.png?expires=1788544800&signature=85f4543f8ddfe9ac121cb7b9cca2b760cb8656860a8f8151b724f34767f9ed48&req=dSkuEMh8nIBZWvMW3nq%2BgSXWrLHSondIqDkyiHMi9mwon2tBaX%2BvHSyxaDHb%0Atk7Ctp74xE%2BruzzuWtToJel2UKk%3D%0A) - On the main screen, you should see "Intuit QuickBooks" as an entry. Click the arrow to the left to expand that section. - Ensure that each account in this section is **checked with a check mark - then save. Once completed, your QuickBooks Banking tab should no longer ask you to reconnect in the future. --- ## Cloud Hosting Environments - avoiding licensing/connection issues **URL**: https://support.myworks.software/en/articles/13538351-cloud-hosting-environments-avoiding-licensing-connection-issues > Advice for users who are hosted on Pantheon and having difficulty staying connected to QuickBooks with MyWorks Sync We have discovered that some of our [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) users who host their sites on Pantheon have experienced trouble staying consistently connected to QuickBooks and/or their license with our system. This is due to the way Pantheon treats the SERVER_NAME variable - which is dynamic on Pantheon's container-based hosting. Fortunately, the resolution here is simple. Based on Pantheon's doc here: [https://pantheon.io/docs/server_name-and-server_port/](https://pantheon.io/docs/server_name-and-server_port/) - simply adding the below line of code to your wp-config.php file will ensure that Wordpress is sending the correct SERVER_NAME variable to QuickBooks Online and our licensing system. $_SERVER['SERVER_NAME'] = $_SERVER['HTTP_HOST']; --- # Tips and Tricks --- ## PayPal + QuickBooks Online - Best Practices (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538432-paypal-quickbooks-online-best-practices-woocommerce > How to use PayPal for WooCommerce with MyWorks Sync One of the most popular payment processors for WooCommerce is PayPal, allowing your customers to place a WooCommerce order and pay you with PayPal. [Our QuickBooks Online Sync integration](https://myworks.software/integrations/woocommerce-quickbooks-sync/) has excellent support for PayPal, and when configured correctly both in our settings and in QuickBooks Online - you can achieve seamless accounting for PayPal sales. The "Sync with PayPal" QuickBooks connection will connect your QuickBooks "PayPal" bank account to your actual PayPal account, and show recent PayPal transactions in your QuickBooks "Banking" tab, to add or Match to QuickBooks. MyWorks will sync an order paid by PayPal from WooCommerce into QuickBooks automatically, so all that has to occur in this Banking tab is clicking the "Match" option to match this QuickBooks order to the PayPal transaction. ## Connecting in QuickBooks Online The most crucial step to get right when working with PayPal is correctly connecting your PayPal account to your PayPal bank account in QuickBooks Online. - [First, follow the QuickBooks tutorial to connect your bank account to QuickBooks.](https://apps.intuit.com/app/apps/appdetails?shortName=paypalconnect&locale=en-us) - Once you follow the steps above, you can visit the Banking Tab in the left of QuickBooks and see that you have a new account called PayPal. Each sale in PayPal will bring in transactions like the below screenshot, so you can match the sale to the invoice/sales receipt from our sync, **which will then automatically record the transaction fee in QuickBooks.** ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124013/927e815a0643485117e633615eae/upload_6258260266910466917.png?expires=1788544800&signature=f1a5fd9ec361152bead22ad2882394fd0824c91b3da3382bdbd687a06aa66d77&req=dSkuEMh8mYFeWvMW3nq%2BgeTvsqKqHHyKEBR0GEVaiKJG9lEyohQ5D78nvmLh%0AAtkv2tWV5cSy%2BLt1jOLcPvSpwCc%3D%0A) ### Mapping in WooCommerce To map your PayPal gateway in WooCommerce to your PayPal account in QuickBooks Online, simply visit MyWorks Sync > Map > Payment Methods. This page shows one section for each WooCommerce payment gateway you have activated, and you’ll be able to choose a QuickBooks Online bank account to record payments to for WooCommerce orders paid with your PayPal gateway. [Read more about mapping here](https://support.myworks.software/*/articles/13538244). ### Syncing Transaction Fees Now that PayPal is correctly connected in QuickBooks Online, the most common question we’re asked is how best to handle the accounting for PayPal fees. [We have an article on the recommended way to handle PayPal fees here](https://support.myworks.software/*/articles/13538427)[.]() ### Recommended PayPal Gateways MyWorks is fully compatible with syncing orders placed through any PayPal gateway in WooCommerce - either the official WooCommerce PayPal gateway, or, 3rd party PayPal gateways like the below. [https://www.angelleye.com/product/woocommerce-paypal-plugin/](https://www.angelleye.com/product/woocommerce-paypal-plugin/) [https://yithemes.com/themes/plugins/yith-paypal-express-checkout-for-woocommerce/](https://yithemes.com/themes/plugins/yith-paypal-express-checkout-for-woocommerce/) --- # Advanced Topics --- ## Gift Card Handling/Support when syncing WooCommerce Orders to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538448-gift-card-handling-support-when-syncing-woocommerce-orders-to-quickbooks-online > Explore how to handle syncing orders including gift card to QuickBooks Online. While WooCommerce doesn't support Gift Cards by default,[ MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) does include support for several gift card solutions to ensure our users can achieve the desired levels of automation while still making gift cards available on their WooCommerce deployments. ## Gift Card Purchases By and large, MyWorks Sync can handle syncing orders where a gift card is purchased natively. A user would, depending on the gift card plugin being used, set up a new product in their WooCommerce store named "Gift Card", which they would then be able to map to a product in their QuickBooks named "Gift Card", for example. Usually, this QuickBooks product named Gift Card would be tied to a Liability account (instead of an income account like a normal product) - to track and balance out the Gift Card purchases vs. Gift Card redemptions. *The price of your gift card product in QuickBooks doesn’t matter to MyWorks Sync, the amount from the WooCommerce order would be used in all cases and synced to the QuickBooks Transaction.* A conversation with your accountant is recommended to review how this is set up in your QuickBooks company. ## Gift Card Redemptions When a gift card is used in WooCommerce to partially or fully pay for a WooCommerce Order, MyWorks Sync can include that redemption in the QuickBooks order synced - as a negative line item, using the Gift Card product in QuickBooks. This would ensure the redemption correctly records to the same liability account mentioned above. The ability of MyWorks Sync to recognize this "redemption" in the WooCommerce order is dependent on which plugin is being used on your WooCommerce store. Using a supported plugin from the below list will guarantee that redemptions are able to be synced to QuickBooks. This support can be enabled in MyWorks Sync > Compatibility in your WooCommerce admin area. A section will show based on the gift card plugin in use, and the "Gift Card" product may be set here. ## Gift Card / Store Credit Extensions MyWorks Sync Officially Supports [Gift Cards for WooCommerce](https://woocommerce.com/products/gift-cards/) [PW WooCommerce Gift Cards by Pimwick, LLC](https://www.pimwick.com/gift-cards/) [Smart Coupons by SmartApps](https://woocommerce.com/products/smart-coupons/) [TeraWallet / WooCommerce Wallet](https://wordpress.org/plugins/woo-wallet/) ## What if the Gift Card Extension I am using isn't one of these? In these instances, often the best way to check if that negative line item is correctly recording in QuickBooks when MyWorks Sync syncs that transaction to QuickBooks is by doing a test order! We would suggest trying to sync a test order from WooCommerce through to QuickBooks with a Gift Card redemption on it to check and see if the Gift Card negative line item is correctly syncing to the QuickBooks transaction as it is recorded on the WooCommerce order. If you experience any difficulty, you can always [reach out to support](mailto:support@myworks.software) to help troubleshoot a little further with you, depending on your specific use case / which plugins are involved (and how reciprocal the plugins dev team is in finding a solution for you). If additional customization is needed based on the specific plugin being used on your site, this is handled on a case-by-case basis. --- ## Items are stuck in queue - WP-Cron Issue (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538375-items-are-stuck-in-queue-wp-cron-issue-woocommerce-quickbooks-online > If your items are stuck in the queue, this could be caused by a WP-Cron error Are you seeing items stuck in the queue and not syncing into QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? Another characteristic of this issue is the queue timer resetting during a page reload. MyWorks uses the built-in WP-Cron scheduling system in Wordpress to power our queue sync, so if wp-cron is not running on your site, this may cause issues with activity not automatically syncing into QuickBooks. [Have GoDaddy Managed Wordpress hosting? Read here how GoDaddy doesn't support wp-cron on these hosting plans.](https://support.myworks.software/*/articles/13538414) ## Troubleshooting - **Download WP Control**[** here.**](https://wordpress.org/plugins/wp-crontrol/) - After activating the plugin, go to Tools > Cron Events. If your queue is getting stuck because of a WP-Cron error, you will be able to see that here. Here are a couple of examples of what WP-Cron Issues could look like: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121579/1063a9d545039f377f1a645d3025/upload_5985024489395565505.png?expires=1788544800&signature=953efaaef2d7cf12460c3c0cacfdac5ffc7d41ad9cebbd0622d07b57e9c4f356&req=dSkuEMh8nIRYUPMW3nq%2BgdK8KKtUSl2oMdFyL4wB0VrlFzPv88LJaXLoJQfe%0AC9RXm27UU7M3SiywC0SeyRTxMNo%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121609/901e5a4264962591f9709f59d4e2/upload_10970061637705820300.png?expires=1788544800&signature=397286972fa07b6d8ee09b032f79aaa668ed85f64f2346cf6a233b4a7997465c&req=dSkuEMh8nIdfUPMW3nq%2BgZWd6fE7cdVkLB1UvbHkoZY2TdL2DjWm7yt3xmCl%0AgjMy%2BqWnBHTRdeYb%2FUU32%2BI6BPA%3D%0A) ## Resolution We recommend sharing a screenshot of these WP-Cron events with your web developer or your website hosting support - they would be the correct parties to help resolve this and ensure WP-Cron is correctly running on your site, which in turn, would correctly process our sync queue. --- ## Compatibility with syncing orders from Amazon, eBay, and other platforms (WooCommerce and QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538371-compatibility-with-syncing-orders-from-amazon-ebay-and-other-platforms-woocommerce-and-quickbooks-online > Overview of how to sync orders from multiple platforms to WooCommerce Although our sync with WooCommerce is a direct connection between WooCommerce and QuickBooks, we do support syncing orders from other platforms into QuickBooks - by using WooCommerce as the "hub": pulling orders from those platforms into WooCommerce, which our sync will then be able to sync into QuickBooks automatically. ## Recommendations - [WP-Lister](https://www.wplab.com/plugins/wp-lister/) - syncs Amazon and eBay orders into WooCommerce. - [LitCommerce](https://litcommerce.com/woocommerce-integration/) - syncs Amazon, Etsy, and many more channels with WooCommerce - [And, see other WooCommerce Sales Channel integrations on WooCommerce.com](https://woocommerce.com/product-category/woocommerce-extensions/marketing-extensions/sales-channels/?categoryIds=28697&collections=product&page=1) ## Guidelines - Taxes - it's important to ensure that orders synced into WooCommerce through these integrations use existing tax rules in WooCommerce, so we can correctly sync them into QuickBooks. - Emails - it's important to ensure that orders are synced into WooCommerce with an email (even if it's a random/fake email) so that we can sync these customers/orders into QuickBooks. - Compatibility - although we can't guarantee compatibility with 3rd party plugins like these, the above two have shown to work very well with our platform. --- ## Handling case vs unit products and orders when syncing with QuickBooks Online(WooCommerce) **URL**: https://support.myworks.software/en/articles/13538373-handling-case-vs-unit-products-and-orders-when-syncing-with-quickbooks-online-woocommerce > Learn the best practices for syncing case vs. unit products when syncing your orders intoQuickBooks Online. Correctly handling the structure and mapping of products when selling the same product by both the case and unit to your customers is essential to ensure that both **inventory levels** and **orders** are correctly syncing between WooCommerce and QuickBooks Online with MyWorks Sync. Offering the same product for sale as both a unit and a case is a common practice among many WooCommerce users. However, correctly implementing this in both WooCommerce and QuickBooks can be tricky (but worth it) - to ensure that orders are correctly syncing into QuickBooks and reducing inventory by the correct amount, and inventory levels are correctly being synced up to WooCommerce to keep WooCommerce stock levels accurate. This doc explores best practices around structuring your products correctly in both WooCommerce and QuickBooks Online for these scenarios to accomplish seamless syncing. ## Overview In summary, when selling both cases and units in WooCommerce, it's important to make sure that the resulting order includes the correct quantity ordered to ensure that when the order syncs to QuickBooks, it reduces the quantity of a product by X amount. For example, if selling a case of 12 in WooCommerce, the order should reduce 12 from stock in QuickBooks, not just "1" case. - It's typically best to manage inventory by **unit **in QuickBooks, and there's a few ways to accomplish this correctly. - MyWorks Sync always uses the quantity in a WooCommerce order line item to determine the quantity for that same line item in the QuickBooks order. ## Using a bundled product in QuickBooks and WooCommerce For example, you have a case of 12 apples you're selling in your WooCommerce store. You also allow customers to purchase 1 apple at a time as a separate product. In QuickBooks, you should create two products: - One inventory product to manage the quantity of actual apples on hand. - One bundled product that's a bundle of 12 of your apple inventory product. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121424/fffd77f7f090ff5635597f5ae515/upload_6658995947301052040.png?expires=1788544800&signature=39e239d9f864894f3f8c0f8dbf10b48f06e41684484d358c27a068c853ac565e&req=dSkuEMh8nIVdXfMW3nq%2BgRTOY7aviSNxsqrjiog0gucg55e55jlVZU4a8oqL%0Axhrfv38K%2BeGHi2fgC6wUR%2F%2BU7OA%3D%0A) Then, in WooCommerce, you should have two products as well: - One simple product to allow customers to purchase apples by the unit. This would be mapped to your single Apple product in QuickBooks in MyWorks Sync. - One bundled product that's a bundle of 12 of your simple single Apple WooCommerce product. This would be mapped to your QuickBooks bundled product in MyWorks Sync. This will result in the following activities: - When inventory is changed for the single Apple product in QuickBooks, this inventory will be synced to update the WooCommerce simple Apple product. Since the bundle also draws from this WooCommerce product, this will ensure the bundle doesn't ever oversell. - When the single apple product is ordered, the order will be correctly synced to QuickBooks to reduce the number of single apple products in stock. - When the case of 12 apples is sold in WooCommerce (for example, if someone orders 3 cases), this will correctly sync to QuickBooks and reduce QuickBooks inventory by 36 apples. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121442/d2f35e926462c23e4d2118369e30/upload_2886588926515047175.png?expires=1788544800&signature=0710be0fd3afd4250ee488a4e972acb99c9e19ee079205e78f1446139b7843e7&req=dSkuEMh8nIVbW%2FMW3nq%2BgeK%2BxOPpsnrnZRTnSMa4BnKQHnujZUujnZK8KpVB%0ALGAPz1y%2BPl3Cc0cSgX%2BeMzyTJJU%3D%0A) ## Using a plugin in WooCommerce to manipulate quantity in an order An alternative approach to using bundles is to instead control the quantity of a product in the WooCommerce order, as this is what we use when syncing the quantity of a specific line item into a QuickBooks order. We recommend two plugins from WooCommerce.com that will either make this possible: -[WooCommerce Min/Max Quantities](https://woocommerce.com/products/minmax-quantities/?aff=13810&cid=1573456) - this plugin allows you to set a multiple at which a product must be ordered (e.g. you must purchase in groups of X). This then ensures that if you're selling cases of 12 apples, you can set up a single product in both WooCommerce and QuickBooks to represent one apple, and you can set the product in WooCommerce to only be ordered in groups of 12. This would result in a QuickBooks order with a single line item of 36 apples, if 3 "Cases" were ordered in WooCommerce: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121468/47e599fbf7c1acfe5c01cd1fff64/upload_14935621572950211422.png?expires=1788544800&signature=5b3d22b486bb39b2730294b4c041e7c4dfcbe660532cd72629b001079bb494b2&req=dSkuEMh8nIVZUfMW3nq%2BgRxvJlj48vDoOBzJhByTcBfV5PXrZoyYczH6bRsp%0ACXu6hkp2sd0uyj2BEEXUP05aZAM%3D%0A) -[WooCommerce Measurement Price Calculator](https://woocommerce.com/products/measurement-price-calculator/?aff=13810&cid=1573456) - this plugin allows you to set a specific measurement quantity to sell products by - which will be based on the available "units" the product has in inventory. This is advantageous in scenarios where you're selling products in a measurement other than case - for example, lbs of coffee. You can create a single product in QuickBooks with an inventory that represents all of the available lbs of a specific coffee product - for example 50, representing 50 lbs. Then, in WooCommerce, this product would also have an available inventory of 50 - which would allow a user to purchase 1.5lbs, for example - which would then remove 1.5 from the available quantity in WooCommerce and QuickBooks. --- ## Setting a Sales Rep when syncing WooCommerce orders to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538150-setting-a-sales-rep-when-syncing-woocommerce-orders-to-quickbooks-online > Explore how to set a sales rep in orders synced to QuickBooks. By default, neither WooCommerce nor QuickBooks Online include support for associating “Sales Reps” with customers or orders. However, MyWorks has several different settings / compatibility options to support quite flexibly tracking a sales rep in QuickBooks orders, if desired. In this article, we'll break down the different ways that the QuickBooks Sales Rep field can be controlled in MyWorks when syncing orders into QuickBooks. ## Mapping WooCommerce Roles > QuickBooks Class MyWorks supports mapping different WooCommerce Roles to a specific Class in QuickBooks Online, and this can be set in *MyWorks Sync > Compatibility *in our sync on your site. Since WooCommerce/Wordpress support creating as many custom roles as desired (this is possible through either a plugin or the help of your developer) - it's quite straightforward to create as many roles in WooCommerce as needed to accomplish this. Common examples where this can be helpful are cases where you have different segments of customers that are each served by a different Sales Rep. By creating custom roles in WooCommerce - one for each QuickBooks Sales Rep - you're able to map each role to the desired QuickBooks Class. Then, when we sync the order into QuickBooks, this mapping will be used based on the role of the customer in the WooCommerce order. ## Compatibility: WooCommerce Checkout Field Editor MyWorks also has additional compatibility we've built in with the WooCommerce Checkout Field Editor plugin, shown below. This compatibility allows even more control over how Sales Reps are assigned to WooCommerce orders by allowing you to create these in a custom field in this plugin to be assigned inside a WooCommerce order. Once the steps below are followed, the Sales Reps can be mapped in *MyWorks Sync > Compatibility*. MyWorks will then follow these mappings as an order is synced to QuickBooks to set the according Class in the QuickBooks order. **Customization Tip** If customization is needed to how this 3rd party plugin behaves on your site, your WooCommerce Developer or this plugin's support would be able to assist with this. MyWorks would not be able to support customizing how this 3rd party plugin interacts with your site. ### Requirements - [WooCommerce Checkout Field Editor](https://woocommerce.com/products/woocommerce-checkout-field-editor?aff=13810&cid=1573456) ### Setup Steps - Once the above plugin is installed, create a custom field in their settings as set below: **Section: **Billing Field - **Name:** *“sales_rep”* - **Type:** Select - **Label:** Your choice, for example “Sales Rep” - **Option Values:** As instructed in this field, separated by | - Once the above field is present, visit *MyWorks Sync > Compatibility*, where you will then be able to map your above choices to a QuickBooks Class. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111949/4bb1f7d333d38bc176977dd57d9a/upload_1080730710899175860.png?expires=1788544800&signature=3e341a94d01c39fe176ba90635b82e21e9963395b07a18a4702bd71f2e14eeff&req=dSkuEMh%2FnIhbUPMW3nq%2BgaLIGwrQR%2BEt3PShcdgy%2FmxuCrLW2c%2BKu8nEiOuE%0AOW5aD%2Bwjhm5pNtVza8Zmj4k27nM%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111964/94ea9eca1bd6b67ffe321dc913a5/upload_12416257655008028815.png?expires=1788544800&signature=77a082a3fa436e49085ae8569feaa589d309391a962d0b49c9aaecb343e8c7b2&req=dSkuEMh%2FnIhZXfMW3nq%2BgXxIfvPmphXxYQuScIiozs%2FeSxEIl11FLCeI3y2T%0AWZzLZ1cDSIfW5skjrePre8%2BFVJA%3D%0A) --- ## Mapping custom fields between WooCommerce and QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538490-mapping-custom-fields-between-woocommerce-and-quickbooks-online > Learn how to easily sync custom fields from WooCommerce into QuickBooks Online. The ability to map custom fields when syncing **orders** is included in our [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) for QuickBooks Online paid Grow and Scale plans. This supports linking a core/custom field in a WooCommerce order to a core/custom field in a QuickBooks order as we sync the record from WooCommerce to QuickBooks. Normally, the custom fields we can support to map would be a text or date field in WooCommerce and QuickBooks. If the target field in QuickBooks is a dropdown of pre-set values, it's typically not possible to simply map these together, and a more advanced mapping may need to be built. For fields/scenarios where a more advanced mapping is necessary, our development team can assist in reviewing this via support ticket within your account with us, and providing a quote, if applicable. ## Examples MyWorks is very flexible around the QuickBooks order fields we're able to sync with. Basically any order field made available to us by QuickBooks can be used - along with any field present in the WooCommerce order level's meta fields. A few examples of popular QuickBooks fields MyWorks supports are: - Order / Due Date - Ship Via / Shipping Date / Tracking No. - QuickBooks Online Custom Fields (more info on this below) - Billing & Shipping Address - Extra / blank line item within the QuickBooks order - Statement Memo and Invoice/Sales Receipt Message - File/image attachment to the QuickBooks order ## Getting Started To map a custom field between WooCommerce or QuickBooks for an order, simply [open a ticket in your account with us](), providing the information below. Our support team will then be able to assist mapping these fields together for you! The information we'd need would be: - A screenshot of the field needing mapping in your WooCommerce order - A screenshot of the corresponding field in a QuickBooks order ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125850/e7ea88f4ad278663db1c04e25bd5/upload_6351670780537606059.png?expires=1788544800&signature=6f3b956c36339beaba03f944ae76269ab3937b9dbe16fe9b856a1edbb453845a&req=dSkuEMh8mIlaWfMW3nq%2BgUAzkYcjG9ZcYvBBMVSG4tsrMfEe%2FExivPo907io%0AAOUN9TyX%2F4YHDdiAXS0foLHyfxs%3D%0A) ## QuickBooks Custom Field Tips QuickBooks Online has requirements around which **custom fields** can be read by apps. If the QuickBooks field you're needing our sync to map with is a custom field in QuickBooks (and not a core field like memo, shipping date, a line item, etc); here's guidelines from QuickBooks around which custom fields are available to our sync to use: - Only the first three custom fields created in your QuickBooks company are available to be read by QuickBooks apps. This includes inactive fields. - The custom field in QuickBooks must be used in either ALL sales forms, or ALL purchase forms. - The custom field in QuickBooks must have a Data Type of "Text and Number". ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125867/50ec3612d3ebf09f06c62e604106/upload_9163289553239115698.png?expires=1788544800&signature=b8a506de91098371ed48571dedbab772d1755edfb9f9a13aa6d2ee6d85c5487a&req=dSkuEMh8mIlZXvMW3nq%2BgQ6tkC%2FtGkAs0Lga5R2JnC4zYYDMf2YvPu6Dep5A%0A2BCbeCgNMcvYfCgaUDUlkS9yyLA%3D%0A) --- ## Syncing multiple WooCommerce Stores to a single QuickBooks Online Company **URL**: https://support.myworks.software/en/articles/13538372-syncing-multiple-woocommerce-stores-to-a-single-quickbooks-online-company > Learn how to easily sync multiple WooCommerce stores to one single QuickBooks Online company. Our [WooCommerce Sync for QuickBooks Online](https://myworks.software/integrations/woocommerce-quickbooks-sync/) sync allows the functionality of syncing multiple WooCommerce stores to one QuickBooks Online company. As a reminder, you'll need one active plan for each WooCommerce site you'd like to sync with QuickBooks. There are a couple of tips that come up when configuring our sync for this type of scenario. ## Connecting to QuickBooks Online When initially activating our sync on your store and connecting to QuickBooks Online, the process is the same for each of your stores. ## Order number conflicts Now that orders from multiple sites are being synced into QuickBooks Online, there is a greater possibility for conflicting order numbers - for example: order number #545 existing on both systems, and attempting to sync to QuickBooks Online from both. In this case, the sync would error out in the second install that attempts to sync this order over to QuickBooks Online, as it already exists in QuickBooks Online under a different client - as a different order. To mitigate this possibility of conflict, we have several best practices to choose from and adhere to: - Using our WooCommerce Sequential Order Numbers Pro compatibility addon. By using this plugin combination in each WooCommerce store, you can add a store-specific prefix to each order number, which our sync will sync over to QuickBooks Online accurately. [Read more here.](/*/articles/13538320) - Syncing orders over as Invoices VS Sales Receipts. If you have only two WooCommerce stores connected to QuickBooks Online, a very simple solution is to set one store to sync orders over as Invoices + Payments, and the other store to sync orders over as Sales Receipts - and they will never conflict. [Read more here.](/*/articles/13538401) - Use the [“Next QuickBooks #” setting](/360008529834-Orders/360047991234-Using-the-next-QuickBooks-Online-when-syncing-orders) when syncing orders to QuickBooks. By default, we’ll sync orders from WooCommerce into QuickBooks using the WooCommerce order ID as the Invoice/Sales Receipt number in QuickBooks. However, if it’s necessary to sync orders into QuickBooks **without relying on any number from WooCommerce**, we have an advanced setting that supports syncing orders into QuickBooks using the **next QuickBooks invoice/sales receipt **number – not relying on any WooCommerce order number. Although this results in the WooCommerce order number not matching your QuickBooks order number, this will ensure there are no order number conflicts in QuickBooks going forward. --- # Taxes --- ## WooCommerce Orders synced to QuickBooks Online have $.01 different total due to tax rounding **URL**: https://support.myworks.software/en/articles/13538379-woocommerce-orders-synced-to-quickbooks-online-have-01-different-total-due-to-tax-rounding > Resolving sync discrepancies when the total due for orders synced into QuickBooks is off by one cent due to tax rounding. ## Issue Some users run into an issue where orders charged tax in WooCommerce sync to QuickBooks with a different total (often different by $.01) - even though tax rates are correctly mapped in MyWorks Sync > Map > Tax Rates. ## Resolution This can occur because QuickBooks rounds tax calculations at a subtotal level vs. how WooCommerce rounds taxes on a line item level by default. However, a setting in WooCommerce resolves this by forcing WooCommerce to round on a subtotal level. To turn this setting on, go to WooCommerce > Settings > Tax > Tax Options and select the *Round tax at a subtotal level* check box. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121754/84f4ccb63e59cf8dd7cbdd7bfe7e/upload_18013363607154271088.png?expires=1788544800&signature=0551eed9316a5f6e2a29102a27b215dc09ee9bbd8b0ed7ceeab96254c7176689&req=dSkuEMh8nIZaXfMW3nq%2BgX5rSiOiInECYmqUIu8le4%2FG5MvyteTqByvmGciQ%0A%2Bq9rT7dSBZDwPKMD9swDMGqmpzI%3D%0A) --- ## Syncing Sales Tax in WooCommerce orders with QuickBooks Online - Global **URL**: https://support.myworks.software/en/articles/13537777-syncing-sales-tax-in-woocommerce-orders-with-quickbooks-online-global > Achieve seamless integration between WooCommerce orders and QuickBooks Online worldwide by syncing sales tax effortlessly. MyWorks makes it as easy as possible to handle accounting for the sales tax collected in WooCommerce orders from any country where you choose to collect sales tax in WooCommerce. ## Setting up sales tax MyWorks allows you to easily map your Shopify sales tax rates to the sales tax rates present in your QuickBooks company. There are two areas in MyWorks to manage this. ### Settings > Tax In MyWorks Sync > Settings > Tax, you can set your QuickBooks tax rate that should be applied to items that are **not taxed** in your WooCommerce orders. This is normally a tax rate named “Out of Scope”, or “Exempt”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098727/e0c484557b5c94c2fbd83719660e/upload_6573873974289396706.png?expires=1788544800&signature=adc5e23ea5995559305ef53e2608a0274dddfc3d19ba2fb1201911671720f47d&req=dSkuEMl3lYZdXvMW3nq%2BgajXLl4%2FgfDIldpnlBiM%2B0FdOhzdmiuiLDsAvZVO%0AZ48fM2XrC%2Blx1VE2RLhcOk3N2ow%3D%0A) ### Map > Tax Rates In MyWorks Sync > Map > Tax Rates, you can view your WooCommerce tax rates and select the matching QuickBooks tax rate for each country that you charge tax in. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098760/eadbb238a6ef2199e428b4e2048f/upload_6139922690480208628.png?expires=1788544800&signature=55d372f1aa3bdb04e7e51f2a14fb82aca20c39e2b0cad6e4b6ae6bb8b778b29c&req=dSkuEMl3lYZZWfMW3nq%2BgR42glpPDoZ3pqCeh0mFkNakn1ZDwlULjivANd1v%0AwVjnvJSYdfE6TUOxnirccrNC4yo%3D%0A) ## Syncing tax as a line item Alternatively, if you do not wish to use the sales tax area in QuickBooks, and/or have sales tax turned off in QuickBooks, you can sync tax as a line item in the QuickBooks order instead. You can enable the setting to sync sales tax as a line item in MyWorks Sync > Settings > Tax, and the Sales Tax collected in the WooCommerce order will instead be passed into a **line item **in QuickBooks Online. This item can be created in your QuickBooks and assigned to your "Sales Tax Payable" account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098780/41511b123f45a8c4cc2ccc073ff5/upload_11393334274527932411.png?expires=1788544800&signature=1ee4edbb23420e4237d778ee8d3c393e8f41cfc709fdf3d1e0542fc679ecdb64&req=dSkuEMl3lYZXWfMW3nq%2Bge33XIUK7WJOO1PS2lIzWmiIpCcKMFRRMyXHPQVH%0Ac66PDIIy9WP%2FQTP8flZfKdRqREM%3D%0A) --- ## Syncing Sales Tax in WooCommerce orders with QuickBooks Online - Australia / NZ **URL**: https://support.myworks.software/en/articles/13537780-syncing-sales-tax-in-woocommerce-orders-with-quickbooks-online-australia-nz > Learn how to seamlessly integrate your WooCommerce sales tax data with QuickBooks Online in Australia and New Zealand. MyWorks makes it as easy as possible to handle accounting for the sales tax collected in WooCommerce orders from Australia and New Zealand. We'll automatically sync the tax charged on the order into QuickBooks Online as we sync the order: all that's needed is mapping your VAT tax rate(s) in WooCommerce to their corresponding tax rates in your QuickBooks. ## Setting up sales tax MyWorks allows you to easily map your WooCommerce sales tax rates to the sales tax rates present in your QuickBooks company. There are two areas in MyWorks to manage this. ### Settings > Tax In MyWorks Sync > Settings > Tax, you can set your QuickBooks tax rate that should be applied to items that are **not taxed** in your WooCommerce orders. This is normally a tax rate named “Out of Scope”, or “Exempt”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098911/16f6e8dfc86fe907feb712f2a7f2/upload_6245212995824655359.png?expires=1788544800&signature=158dffed8d80a8a2831172318b166b314dd938261cb7afa23509a189317f62a9&req=dSkuEMl3lYheWPMW3nq%2Bgcpd4cdSNqFqNgETUvwtkCDmeMsIiJr6e44wKcF%2B%0ArhSu866wb9rf5WDmz2HBOKxUlAE%3D%0A) ### Map > Tax Rates In MyWorks Sync > Map > Tax Rates, you can view your WooCommerce tax rates and select the matching QuickBooks tax rate for each. - The 10% GST rate for Australia can be mapped to its corresponding 10% rate in QuickBooks- normally named “10% GST”. - Similarly with New Zealand - simply select the matching GST rate in QuickBooks. [screenshot of ma ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098952/caf316e10d1cfd83206766350352/upload_5175874815927310894.png?expires=1788544800&signature=9bc65de692cf9b6cc5a80ef025a09be756bcc7e444e34add0157da8223fd32fc&req=dSkuEMl3lYhaW%2FMW3nq%2BgZhtKSfnWTcm4KBaAFhdzXpeMr98FM3VMl%2F%2F8H3R%0AqUKVwsniVHojdIuxv9whqjj6K7E%3D%0A) p>taxes for au] ## Syncing tax as a line item Alternatively, if you do not wish to use the sales tax area in QuickBooks, and/or have sales tax turned off in QuickBooks, you can sync tax as a line item in the QuickBooks order instead. You can enable the setting to sync sales tax as a line item in MyWorks Sync > Settings > Tax, and the Sales Tax collected in the WooCommerce order will instead be passed into a **line item **in QuickBooks Online. This item can be created in your QuickBooks and assigned to your "Sales Tax Payable" account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098985/d7f70e5b5aa38c71ba2ce29696e7/upload_6457266381520080087.png?expires=1788544800&signature=16d0afd40b42493d8d95e236bb6b593d4e335f09a9ed5364d88c1190cf62d926&req=dSkuEMl3lYhXXPMW3nq%2BgUNyah3PY%2Be5ZSyBG0yUQ%2F4SmOhCzxx9rhuyTrK0%0AbUDRevOCvKiO8YrPJqir%2F%2BNYu%2FQ%3D%0A) --- ## Syncing Sales Tax in WooCommerce orders with QuickBooks Online - United Kingdom **URL**: https://support.myworks.software/en/articles/13537782-syncing-sales-tax-in-woocommerce-orders-with-quickbooks-online-united-kingdom > Learn how to seamlessly integrate sales tax information from WooCommerce orders into QuickBooks Online for United Kingdom transactions. MyWorks makes it as easy as possible to handle accounting for the sales tax collected in WooCommerce orders from the United Kingdom. We'll automatically sync the tax charged on the order into QuickBooks Online as we sync the order: all that's needed is mapping your UK VAT tax rate(s) in WooCommerce to their corresponding tax rates in your QuickBooks. ## Setting up sales tax for UK If your QuickBooks Online company locale is in the UK, you'd manage your UK VAT in QuickBooks in your QuickBooks VAT Overview tab. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099123/5b215b433e653fa1154be4655ff1/upload_14109591861521778511.png?expires=1788544800&signature=3ae023ac025fb8b38a2c4809c143bb5f570ca40b49ccf0c138f41a679d86390b&req=dSkuEMl3lIBdWvMW3nq%2BgYGuW1go5tIz2z7Ey0DZIU%2FylNh87eYTyD4OsUV1%0ApdQOxY80WSEM3kLrXvVvMRjLv3U%3D%0A) MyWorks allows you to easily map your WooCommerce sales tax rates to the sales tax rates present in your QuickBooks company. There are two areas in MyWorks to manage this. ### Settings > Tax In MyWorks Sync > Settings > Tax, you can set your QuickBooks tax rate that should be applied to items that are **not taxed** in your WooCommerce orders. This is normally a tax rate named “Out of Scope”, or “Exempt”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099151/b4172ec5369d78ca169f04eee985/upload_11541609455032651208.png?expires=1788544800&signature=19744c9a61e0fa9769203123a0f9bf6326a0f87f5a498b813ff0bd5769bedcc7&req=dSkuEMl3lIBaWPMW3nq%2BgXt7C5c9AcjAuRuwxgsWiIBtrsc%2Bde0013C%2Fuc9p%0ARU10Vg4%2FMVAPC9fFcqiAyn24Xco%3D%0A) ### Map > Tax Rates In MyWorks Sync > Map > Tax Rates, you can view your WooCommerce tax rates and select the matching QuickBooks tax rate for each. - The 20% VAT rate for the UK can be mapped to its corresponding 20% rate in QuickBooks- normally named “20% S”. - Any additional territory where you charge separate/additional tax in WooCommerce can be mapped accordingly to another rate in QuickBooks. This is less common to see. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099177/c196d619670e2cc923e9b1cf594a/upload_2226918822708643510.png?expires=1788544800&signature=7786111da9f06099042b222a3ef313f9970d42eff13dc86331b085382aba8928&req=dSkuEMl3lIBYXvMW3nq%2BgVGoLm6iv47586g10UO2mO9kf9%2FqSzde8WckqEQ6%0AJz7cy5HJIwcTOgm%2Fhk6zxbkb9kQ%3D%0A) --- ## Syncing Sales Tax in WooCommerce Orders with QuickBooks Online - Canada **URL**: https://support.myworks.software/en/articles/13537784-syncing-sales-tax-in-woocommerce-orders-with-quickbooks-online-canada > Learn how to automatically sync sales tax information from WooCommerce orders to QuickBooks Online for seamless accounting in Canada. MyWorks makes it as easy as possible to handle accounting for the sales tax collected in WooCommerce orders from Canada. We'll automatically sync the tax charged on the order into QuickBooks Online as we sync the order. All that's needed is to map your Canada tax rates in WooCommerce to their corresponding tax rates in QuickBooks. ## Setting up sales tax for Canada If your QuickBooks Online company locale is in Canada, you'd manage your Canada QuickBooks tax rates manually in your QuickBooks Sales Tax Overview menu. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099312/7de8862c5142e27055a481989491/upload_2299089945934737134.png?expires=1788544800&signature=595ae3aae812feb0f20c599b27c0962a4eb77b45cfb9dbb5037cc86c47ad89b9&req=dSkuEMl3lIJeW%2FMW3nq%2BgVLwiYOOZlguZkISX9r5jkgPqRSd2PPH3NXoGlmK%0AFaQHmLq57pxTpB0ahfiansqeYpg%3D%0A) MyWorks allows you to easily map your WooCommerce sales tax rates to the sales tax rates present in your QuickBooks company. There are two areas in MyWorks to manage this. ### Settings > Tax In MyWorks Sync > Settings > Tax, you can set your QuickBooks tax rate that should be applied to items that are **not taxed** in your WooCommerce orders. This is normally a tax rate named “Out of Scope”, or “Exempt”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099339/f725cd127286859d8a0033c1e347/upload_1206093450696801787.png?expires=1788544800&signature=fd1b5abc8da2d6e067a37b280dc7f32351c9fd264c74864c4bf1d56aa8cddcf2&req=dSkuEMl3lIJcUPMW3nq%2BgTBlkzcPTX7cpk7WlNdcsWyP%2BB7Buz8p%2FHXGdtTf%0A4A2nswOqyS47zprnZrfl7yrfoI4%3D%0A) ### Map > Tax Rates In MyWorks Sync > Map > Tax Rates, you can view your WooCommerce tax rates and select the matching QuickBooks tax rate for each. - The Canada GST rate would be shown first - and should be mapped to your 5% GST rate, as shown below. - Any province you're charging sales tax for in WooCommerce can then be mapped to its corresponding QuickBooks tax rate, like in the below example ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099374/16567fd9ce2fe933fc87231e696d/upload_4105561155031246518.png?expires=1788544800&signature=4caec1d1fe5946aa6f0cec2030e234458d1e6ffe3622482c9d146708bfc40107&req=dSkuEMl3lIJYXfMW3nq%2BgZBOYpDbgWSkRmBNmiYjkzmYmm9cawf86Q1S9bTg%0AMhVtC%2Fc0CDU6SV0VlTVgWEIMXT4%3D%0A) MyWorks also supports compound mapping, like in the above example where GST + PST for BC would be charged in the same order - to map these rates in WooCommerce to the correct **combined GST/PST** rate in QuickBooks. --- ## Syncing Sales Tax in WooCommerce orders with QuickBooks Online - United States **URL**: https://support.myworks.software/en/articles/13537789-syncing-sales-tax-in-woocommerce-orders-with-quickbooks-online-united-states > Learn how to automatically sync sales tax in US WooCommerce orders to QuickBooks Online for a streamlined financial tracking process in the MyWorks makes it as easy as possible to handle accounting for the sales tax collected in WooCommerce. We'll automatically sync the tax charged on the order into QuickBooks Online as we sync the order; no setup required on your part! In the US, Automatic sales tax is normally enabled in QuickBooks Online, which would look like the below example in your QuickBooks. In WooCommerce, Myworks Sync will work with any automated sales tax service (like WooCommerce Tax or Avalara) - or manual rates you configure! ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099554/d492f824f9b01eaf5b89b01aeb9b/upload_11938297323186587776.png?expires=1788544800&signature=dde015d0a80cfabf58ad50e6b0c67353d4d1b942b4a50ef1fda95ccaea183516&req=dSkuEMl3lIRaXfMW3nq%2BgblLE4tlyEKEEwokpy1QdVtwAxshKwcLz5NszEs1%0A5r3zuj9WYoLAlfZQ0rqkZPp4Oyg%3D%0A) ## When using Automated Sales Tax in QuickBooks Online (US) If your QuickBooks Online company is in the United States, you likely have Automated Sales Tax enabled. The Sales Tax collected in the WooCommerce order will be automatically passed into the "Sales Tax" subtotal field in QuickBooks Online. This will always match what's collected in the WooCommerce order, and you can use reporting in QuickBooks Online to report on sales tax collected. There's nothing to configure in MyWorks to accomplish this - it'll happen automatically! ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099580/322ca97e7998f532493702059671/upload_16301771915138631627.png?expires=1788544800&signature=853c8c7a0f79c20e253d925fa710eb55eddc41ee279679987c9981a137b65dbe&req=dSkuEMl3lIRXWfMW3nq%2BgYtQFaHiqxxN5xIUHHxdZT%2BN4njFWjn3ZfDNmqui%0Aj5gPVGGFuQ%2FHyl6jX09WsOMIT98%3D%0A) ## Syncing tax as a line item Alternatively, if you do not wish to use the QuickBooks Online Automated Sales Tax feature, and/or have sales tax turned off in QuickBooks, you can sync tax as a line item in the QuickBooks order instead. You can enable the setting to sync sales tax as a line item in MyWorks Sync > Settings > Tax, and the Sales Tax collected in the WooCommerce order will instead be passed into a **line item **in QuickBooks Online. This item can be created in your QuickBooks and assigned to your "Sales Tax Payable" account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099610/96506902d1e6bd650bd3dbd33951/upload_17923838179494995208.png?expires=1788544800&signature=265c784a26a37fa781d61fd09d75d4d7995673cfa0575e4be61cea8ab2403511&req=dSkuEMl3lIdeWfMW3nq%2BgQUjvyn4kUvqiIPFXHmtERmdvVGdlN%2BLkd0Ou0ti%0A6Bm9%2FFaPGgzq76yijnOYwioECw4%3D%0A) --- # Shipping --- ## Shipping: Syncing as a line item or a subtotal field? (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538381-shipping-syncing-as-a-line-item-or-a-subtotal-field-woocommerce-quickbooks-online > Helpful tips on syncing orders with shipping: either as an individual line item or as a subtotal field in the QuickBooks order. [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) allows you to sync over the shipping cost of a WooCommerce order to QuickBooks Online in two different ways - as a line item using a product of your choice - or as a subtotal field in the dedicated subtotal field QuickBooks Online has for Shipping. ## Subtotal field This is the method used by default - if the Subtotal field for Shipping is enabled in QuickBooks Online. To check if this is enabled, simply create an invoice or sales receipt, and see if a subtotal field shows up for Shipping. To turn this field on or off, visit QuickBooks Online Settings > Sales > Sales Form Content, and turn the checkbox ON or OFF for Shipping. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121830/d5bc80ae6fdcfbbe277d21ea6377/upload_1611279931265295732.png?expires=1788544800&signature=41fa0bd88e8fbb0d9b5a63fcb18950e8900a41b110dc6184095a70ef9a3c48e0&req=dSkuEMh8nIlcWfMW3nq%2BgdqRgnEEbnxves8CY0KcwWUqWs7fWm2amGm9ZKl3%0Atx4zXL3FPo4AzXN6CLD4YW4JC9w%3D%0A) Next, visit Advanced > Chart of Accounts (if Shipping is on) to set the income account in your Chart of Accounts that you'd like this shipping income to be reported to. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121847/c7fef79e6f5be625af3ab7631da8/upload_2578639861017825941.png?expires=1788544800&signature=67960d54b99626cc15075b0d220099c0ff035cd571194848e80c92581afb9c60&req=dSkuEMh8nIlbXvMW3nq%2BgROBmHC4BSf0TfT55aP9z9biscasIO7wlx8nutfR%0AsH3cosgBPPdvhJ4VUCWCWZPlTeE%3D%0A) This is all that is needed. Once MyWorks Sync sees that the Shipping Subtotal field is on, it will sync shipping to this field for invoices / sales receipts. ## Line Item If you would prefer to sync shipping as a line item on your invoice or sales receipt, this is very easy to do also. - In MyWorks Sync > Settings > Order, enable the setting to "Sync Shipping as a Line Item". - In MyWorks Sync > Settings > Default, ensure the desired QuickBooks product to be used as the line item in these orders for shipping is set in the **Default QuickBooks Online Shipping Product** setting. Once this is set and saved, MyWorks Sync will sync shipping over as a line item! --- # Discounts/Coupons --- ## Syncing Shipping & Discounts with QuickBooks Online (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538382-syncing-shipping-discounts-with-quickbooks-online-woocommerce > How shipping charges and discounts sync by default with MyWorks Sync MyWorks includes support for several different approaches when syncing discounts and shipping from orders into QuickBooks Online. ## Discounts Discounts can be synced into QuickBooks orders in different ways: **Into the Discount subtotal field in the QuickBooks order ** This is how discounts sync by default, and can be easily controlled by visiting QuickBooks Online, going to the gear in the top right > Account & Settings > Sales > Sales Form Content, and ensuring the checkbox for **Discounts** is checked. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996121915/988040046307b638a5dfff01e6e1/upload_519356081963287285.png?expires=1788544800&signature=387fa390cb63ff9e10ddfe51f9fbcdddf6a9113312a8930d0bfbabd0a14409e1&req=dSkuEMh8nIheXPMW3nq%2BgdFoLpN2MPcA%2FHom6nNXDmEASDX8rVTybB7eJA5E%0AHcavssifUgLhCIdEP%2F0hqk5JlZo%3D%0A) **In the line item itself, as the “net” amount** This setting can be enabled in MyWorks Sync > Settings > Order, and if enabled, discounts would sync into QuickBooks as part of the line item they're associated with, resulting in the “net” amount of the item being present as the line item in QuickBooks. **As a separate negative line item, using the same QuickBooks item ** If enabled in MyWorks Sync > Settings > Order, this would sync an additional negative line item in the QuickBooks order for the amount of the discount for each relevant line item - using the same QuickBooks item as the original line item. This can be helpful when associating discounts with the actual product that was discounted, although QuickBooks doesn't allow this approach to be used for inventory type of items. ## Shipping Shipping can be synced into the QuickBooks order in the below ways: **Into the “Shipping” subtotal field in the QuickBooks order** As long as the **Shipping** setting in the above screenshot is enabled, a Shipping subtotal field will be present in your QuickBooks invoice/sales receipts for us to sync shipping into. If this Shipping setting is not on, we would sync shipping as a line item. **As a line item in the QuickBooks order ** This can be easily enabled by visiting MyWorks Sync >Settings > Order and enabling the setting to sync shipping as a line item. The desired QuickBooks item can then be selected in MyWorks Sync > Settings > Default. **Mapping WooCommerce shipping methods to different QuickBooks items ** It's also possible to map different WooCommerce shipping methods to different QuickBooks line items, if desired. Simply ensure the above Shipping setting is off, and visit MyWorks Sync > Map > Shipping Methods to customize your mappings. --- # Store Front --- ## Showing QuickBooks Online transactions in the WooCommerce customer account area **URL**: https://support.myworks.software/en/articles/13538385-showing-quickbooks-online-transactions-in-the-woocommerce-customer-account-area > Learn how to show your QuickBooks transactions in the WooCommerce account area A helpful feature in [MyWorks Sync for QuickBooks Online](https://myworks.software/integrations/woocommerce-quickbooks-sync/) is a setting to show QuickBooks customer records - like Invoices, Sales Receipts, and Credit Memos in a tab in the Account menu at the front end of your WooCommerce site for logged-in users. This feature is available to all paid Grow and Scale plan users and is ***only available to MyWorks Sync for QuickBooks Online***. This feature follows the customer mapping in MyWorks Sync (MyWorks Sync > Map > Customers) - to display all the customer's QuickBooks records directly in a tab of their WooCommerce account. ## Invoices This shows the invoices present in the QuickBooks customer's account, including their total balance due - with buttons to both View a QuickBooks PDF of the invoice, and Pay, allowing the customer to pay the invoice through QuickBooks (based on the Credit Card and/or ACH payment options enabled within the QuickBooks invoice). ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996122017/cfb5956809c9836863c5fa326b7c/upload_7766339383078049099.png?expires=1788544800&signature=5a83b7a1a2b40b5a667fb9195cc992f8db0edbbf01aa18a838ce21cb947a08e6&req=dSkuEMh8n4FeXvMW3nq%2Bgd7vYJ5AwMHtVeOf1O63QLtBMdJlrrO2p%2FuGaMfB%0ANy1fp0qy%2Bgg1jzwk9BYNrIglby8%3D%0A) This makes it easy for the WooCommerce customer to view/download an invoice PDF - and even pay the invoice,** if online payment is enabled for that invoice in QuickBooks.** Additionally, this area can be customized/styled along with the rest of your theme, allowing you to design/style the page however necessary. The URL of this page in the WooCommerce account area is **/my-account/invoices**. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996122039/112eb8b1e1c69dcef2c0e2dcd028/upload_3079836275459541082.png?expires=1788544800&signature=d35deb55b351ed5b8934115a4305d59ea13a01467adb95f92ada7956bed7df07&req=dSkuEMh8n4FcUPMW3nq%2BgQWd1WUWh3RlTmSA5H2jIU%2F4B9dwYj%2FgfcGSY4gI%0AWuUUEgbsBi0ZJ%2Bdr6b3q8KA%2BjV4%3D%0A) ## Sales Receipts This shows the sales receipts present in the QuickBooks customer's account, with a button to View a QuickBooks PDF of the Sales Receipt. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996122068/94ba776e4937bbbeab974731f0c5/upload_2354801573528665362.png?expires=1788544800&signature=a1b473b1349bc8c3b387f37867a5ecc7fbc1a16de31bd6321ddce55e0a375dc4&req=dSkuEMh8n4FZUfMW3nq%2BgXBB49wuBiqlWRwhjJBxx34PET7bZyPow22wjiKJ%0AABe0X2fG5aJbSKIspjpCd0tSfHg%3D%0A) ## Credit Memos This shows the credit memos present in the QuickBooks customer's account, with a button to View a QuickBooks PDF of the Credit Memo. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996122089/829f458e3d062312220e8a6f52a9/upload_10422164778514954284.png?expires=1788544800&signature=10e85d5c155581c6d0adb8c26df58ac29434649fccb8628bee4735a07bdbab01&req=dSkuEMh8n4FXUPMW3nq%2BgfGXoNHVVEfKEr1dZrR2ZmmO40CUFoeal%2Fty4NH8%0A99PL72djBootAk070w%2BUbXN6s6A%3D%0A) ## Steps to enable To enable, simply visit MyWorks Sync > Settings > Miscellaneous, and enable the setting to "Show Invoices tab in account area". ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996122106/ed1a184a76ad2a7dee7054f87a81/upload_5382274206504238147.png?expires=1788544800&signature=0f3fff61ad2fcfc8c5a3eb5673e8035cd80e20206341e509ba222a7f6d03b804&req=dSkuEMh8n4BfX%2FMW3nq%2Bgb0DZTNo16VNa85aiEEJzU77CnQDRrH0wRseeGKh%0AhtOUs6hJ5XoE1jWVQwrHhYYUg%2BI%3D%0A) Once enabled, this tab will show for all users. For users that are mapped to a QuickBooks customer in MyWorks Sync > Map > Customers, any invoices in their QuickBooks account will show in the list on this page. If the checkboxes for Credit Card Payment and/or Bank Payment are enabled **for an invoice in QuickBooks**, the Pay button will be present for that invoice in the WooCommerce account area tab, otherwise the Pay button will not show. When clicked, the Pay button will bring the user to QuickBooks to pay for the invoice, just as if the invoice had been emailed to them to pay through QuickBooks. --- # Inventory --- ## How can I control if WooCommerce products are synced to QuickBooks Online as Inventory or Non-Inventory? **URL**: https://support.myworks.software/en/articles/13538388-how-can-i-control-if-woocommerce-products-are-synced-to-quickbooks-online-as-inventory-or-non-inventory > How products sync as inventory or non-inventory items with MyWorks Sync WooCommerce products and variations can be synced over to QuickBooks using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) in two different ways: - Automatically synced when created in WooCommerce (must be enabled in MyWorks Sync > Settings > Automatic Sync) - Manually pushed in MyWorks Sync > Push > Products. When a product or variation is synced into QuickBooks Online, there's one setting in WooCommerce that controls whether it's created as an Inventory Product or a Non-Inventory product in QuickBooks Online. This setting is called **Manage Stock**. If the Manage Stock option is checked for a product/variation in WooCommerce, it will sync to QuickBooks as an inventory product. Otherwise it will be synced as a non-inventory product. **Once a product is synced to QuickBooks, it can't be changed from Inventory/Non-Inventory through MyWorks Sync - so ensure your Manage Stock settings are correct before pushing products.** Here is an example of where the Manage Stock setting is when editing a product or variation. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996122257/057f8ea356c0e7da5a9a785daf7d/upload_9375483613687402389.png?expires=1788544800&signature=be53cf773e1f6481e24690292d9c2ef2f28f827a471bae74345a1e2ab14ebad7&req=dSkuEMh8n4NaXvMW3nq%2Bga%2FHdAmOIot%2Fbsr7pJlr2sU69Y9jo%2BAlTbQZnKyx%0A2oinvRorp%2FMmIIGsuzVVIlhImiM%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996122281/6c4eb0e609e5d012d15ed337c15a/upload_6528296150066707544.png?expires=1788544800&signature=4aa022e8ecd1b2e69e45ac9a5437074a3dee8d3de9405e3486ff4f8956a2d4df&req=dSkuEMh8n4NXWPMW3nq%2Bgcx9JC1QtrzO4stTQ5ZzwTKFetFWa2M9ZiRI9Z6F%0ALDMh0GVUtPKkf8v2CJr4ngzJLfk%3D%0A) --- ## Syncing Inventory with QuickBooks Online (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538387-syncing-inventory-with-quickbooks-online-woocommerce > How to easily sync inventory with MyWorks Sync [MyWorks Sync for QuickBooks Online](https://myworks.software/integrations/woocommerce-quickbooks-sync/) supports syncing inventory both ways - to and from QuickBooks Online. There are two requirements in order to sync inventory between your products on both platforms: - The product needs to be an inventory product in both platforms (Manage Stock option turned on in WooCommerce). - The products must be mapped together in Map > Products in our sync. Once the above conditions are met and inventory sync is enabled in MyWorks Sync > Settings > Automatic Sync, we'll start syncing inventory changes **from that point forward.** If you're not managing inventory in either your WooCommerce or QuickBooks products, we won't sync inventory for those products **Before syncing Inventory Levels, you must ensure you have mapped your products in MyWorks Sync > Map > Products.** ## Automatic Sync ### WooCommerce > QuickBooks When a product is ordered in WooCommerce, as soon as we sync that order into QuickBooks, the QuickBooks inventory will be correctly deducted. For manual changes made in WooCommerce product inventory, these can be synced to QuickBooks when the product is saved in your WP-Admin, by first checking the box to "Sync inventory changes to QuickBooks". ### QuickBooks > WooCommerce In MyWorks Sync > Settings > Automatic Sync, you can enable inventory level syncing for QuickBooks to WooCommerce. We check QuickBooks every 5 minutes for updated inventory, and sync that into WooCommerce. As long as WP-Cron is correctly running on your site, this will take place automatically. ## Manual Sync (Push/Pull) In addition to automatically syncing inventory levels, you may also manually push and pull inventory levels from QuickBooks. This is helpful if you've just started syncing inventory through MyWorks Sync, but the inventory levels aren't matching. ### WooCommerce > QuickBooks Visit MyWorks Sync > Push > Inventory Levels. Here you may select and push the products or variations that you would like to push inventory levels for to QuickBooks Online. ### QuickBooks > WooCommerce Visit MyWorks Sync > Pull > Inventory Levels. If you don't see the Pull tab under MyWorks Sync, you may enable it in MyWorks Sync > Settings > Pull. Here, you may select and pull product inventory levels from QuickBooks into WooCommerce. --- # Products --- ## Managing images / fields when syncing products between WooCommerce and QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538538-managing-images-fields-when-syncing-products-between-woocommerce-and-quickbooks-online > Support for syncing product images between WooCommerce and QuickBooks Online When syncing new and updated products between WooCommerce and QuickBooks, MyWorks Sync has support to customize several different product fields, allowing you to choose which fields should connect between WooCommerce and QuickBooks. This can be controlled globally for all products in MyWorks Sync > Settings > Product. *To set additional fields, like QuickBooks Category, Preferred Vendor, and Accounts, this can be controlled *[*within the individual WooCommerce product as shown here.*](https://support.myworks.software/*/articles/13538528) - **QuickBooks Inventory Start Date:** This is blank by default, and when left blank, uses the date a WooCommerce product was created for the "Inventory Start Date" when MyWorks creates a product in QuickBooks Online. If this is set to a specific date, this date will be used instead when creating all products in QuickBooks Online. - **Product Name & Description fields:** Using the settings on this page, you can control which QuickBooks & WooCommerce product name and description fields are used when syncing products each direction. - **Images:** Images can sync either direction; and will be synced along with a new or updated product - as long as an image isn't present in the product on the other platform. If the product being synced already has an image, MyWorks will not overwrite that. For WooCommerce variations, the specific variation's image is used; not the parent product image. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127824/a3faafa0852c2ba2d9b1a0a733b2/upload_9974331447044394275.png?expires=1788544800&signature=96a25a2671efc04a66c2978bb7bdaa055ffee4237dbf6187037146915484b903&req=dSkuEMh8moldXfMW3nq%2BgS6WjViHtuw5%2BrAMx8QGa3x%2Bl7tcmkXojgsMeoHn%0AmYkF9pnxIjYyie32wtnSWsBrPQY%3D%0A) --- ## Using the "QuickBooks" tab when creating/editing WooCommerce products (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538536-using-the-quickbooks-tab-when-creating-editing-woocommerce-products-quickbooks-online > How to use the QuickBooks tab inside the WooCommerce Product Data area when creating and editing products in WooCommerce for more control ov As part of MyWorks' deep integration with WooCommerce, we include a QuickBooks tab within the WooCommerce Product Data area to help manage QuickBooks information when creating or editing a product in the WooCommerce admin area! * The above area is entirely optional, and is helpful to more precisely control different fields of the product in QuickBooks. **Visible at all times:** - QuickBooks Product* - this dropdown controls which QuickBooks product this WooCommerce product is mapped to, and is only used if the product/variation already exists in QuickBooks. All product mappings can be managed at any time in MyWorks Sync > Map> Products. **Only used for products not yet in QuickBooks:** - *Income Account* - Choose a specific income account you want this product to use when it is synced to QuickBooks. If left blank, we would use the income account set in MyWorks Sync>Settings>Default. - *COGS Account* - Choose a specific COGS account you want this product to use when it is synced to QuickBooks. If left blank, we would use the COGS account set in MyWorks Sync>Settings>Default. - *Inventory Asset Account* - Choose a specific inventory asset account you want this product to use when it is synced to QuickBooks. If left blank, we would use the inventory asset account set in MyWorks Sync>Settings>Default. - *Preferred Vendor* - Choose a QuickBooks vendor you want this product assigned to when it is synced to QuickBooks. - *QuickBooks Category* - Choose a QuickBooks category you want this product to use when it is synced to QuickBooks. - *QuickBooks Cost* - Set a cost for the QuickBooks product, if entered, will set this as the cost of the product in QuickBooks when the product is synced to QuickBooks. It is important to note that once a product is present in QuickBooks, and mapped; the above fields would not be shown, as this information can be controlled from within the product in QuickBooks going forward. The "QuickBooks" tab would then appear like the example below - where the mapping with the product in QuickBooks can be managed at all times. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127746/d9706e4dcc03f1e9773a12bec707/upload_6610752587671201700.png?expires=1788544800&signature=4dbb44b2425b28c6b08ef04faab5b8765843fb8ddb64dec35bd4c1a4cbd04677&req=dSkuEMh8moZbX%2FMW3nq%2BgSLSKX7wyTJdxoHH8LwBfDucrGuekaPO04vS4OdP%0AK65mWsBL2T7W9NUrqnz0nJ8g1j4%3D%0A) --- ## Overriding default product fields for new QuickBooks Online products when editing a product in WooCommerce **URL**: https://support.myworks.software/en/articles/13538528-overriding-default-product-fields-for-new-quickbooks-online-products-when-editing-a-product-in-woocommerce > Learn how to set specific QuickBooks fields for a product when editing it in WooCommerce, before it syncs to QuickBooks. Since MyWorks Sync is able to sync new products created within WooCommerce as new products into QuickBooks Online, it's very common for users to create new products in WooCommerce and use MyWorks to sync them into QuickBooks Online, avoiding having to "touch" the product in more than one platform. To make this process as easy as possible, we support the ability to set multiple QuickBooks product fields for a new product directly from within WooCommerce. ## Default / Global Settings In MyWorks Sync > Settings > Default, we support three accounts that are used when creating a new product in QuickBooks Online. These can be set here in our default settings, and are used when MyWorks creates any new product in QuickBooks - if it does not have specific accounts set within that product (as shared below). - Default Income Account for new products - Default Inventory Asset Account for new products *(used for inventory products)* - Default Cost of Goods Sold for new products* (used for inventory products)* ## Per-Product Settings In addition to the global defaults above, it's also possible to override these by setting specific fields within the QuickBooks tab of the Product Data section when adding a new product in WooCommerce. *These fields will only be present if the product is only in WooCommerce and not yet mapped/synced to QuickBooks, as once a product is in QuickBooks, this data can be controlled only in the QuickBooks product.* - Income Account - Inventory Asset Account *(used for inventory products)* - Cost of Goods Sold* (used for inventory products)* - Preferred Vendor - Product Category (in QuickBooks) - Cost All of the above fields are optional, and can be left blank if desired. These options can also be present in variations, once enabled in MyWorks Sync > Settings > Miscellaneous. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127473/14d50509a01bdcd2d4a8e676d0b7/upload_7732271950465247604.png?expires=1788544800&signature=985e59cee89a3d81135cad2a8c7579f412e98cdbaaa5f0bcbcbffd6681617080&req=dSkuEMh8moVYWvMW3nq%2BgfKx3ZZOGANZKlXLpuBoMD45jFQgYSL4HVHB2Okg%0AzN5X70Z1qEcq203HGqWiTwvAfOw%3D%0A) --- ## What is Default for Unmatched Products? (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538517-what-is-default-for-unmatched-products-woocommerce-quickbooks-online > Gain an understanding of what default product is used when no products are mapped in MyWorks Sync When using MyWorks Sync, you may see the QuickBooks product "Default for Unmatched Products" - either used in an order we sync to QuickBooks, or in a setting in MyWorks Sync > Settings > Default. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127009/36b2b754c5d407025e29998f2f5c/upload_8672468398366025730.png?expires=1788544800&signature=dea33e272828d990cfec60bd75a01b503540a9d8266de84084a95dcd15798b7f&req=dSkuEMh8moFfUPMW3nq%2Bge0nu5BtbW4Lcm1CTm9xJK67xbNIILW97hrB4pB0%0Ah5v%2FPR%2BCi%2Fm3Twni%2FdXm0J%2BaRio%3D%0A) Simply put, this is product is meant to be used only for orders that contain a WooCommerce product that is not mapped to a corresponding product in QuickBooks - and thus, is set in this setting in MyWorks Sync > Settings > Default. This is the name of a product that MyWorks will create in your QuickBooks Online company when you first set up our sync. If you use QuickBooks Desktop or QuickBooks POS, you could use any pre-existing generic "sales" or “miscellaneous product” While the above setting can be changed to use any other default/general sales product in your QuickBooks that you'd like to be used instead - this setting is **only** used if MyWorks is syncing an order to QuickBooks that contains a product that's not mapped together. You can check and assign product mappings easily in MyWorks Sync > Map > Products: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127031/2c7d25021e4c13a02361b6cb699c/upload_11529635239544613506.png?expires=1788544800&signature=658a43a0d411db8da05d0da07b70f8c465d144bc3da6b31ae42f2070d1144089&req=dSkuEMh8moFcWPMW3nq%2BgSC1AHWDoHl4rRmGlJunG1m%2B%2BiLpjJpDmxUK2ikQ%0A2qOrYqezlG4mVisPtWsvY42Yzbs%3D%0A) If any of the unmapped products in this screenshot (blank dropdown under QuickBooks product) are used in a WooCommerce order we sync to QuickBooks, MyWorks Sync will use the product set in our Default for Unmatched Products setting as the line item in that order we create in QuickBooks, in order to be able to sync the order successfully to QuickBooks. [What are product mappings?](https://support1.myworks.software/*/articles/13538244) ## Important Points: - Remember, if MyWorks Sync is used to automatically (MyWorks Sync>Settings>Automatic Sync) or manually (MyWorks Sync>Push/Pull >Products) sync products to either WooCommerce or QuickBooks, we'll automatically map any products our sync creates for you. - Keep in mind that if you have just added a product in QuickBooks and aren't finding the product in the dropdown for QuickBooks products in MyWorks Sync > Map > Products to hit the "Refresh QuickBooks Products" button for an updated dropdown list of QuickBooks products. - Product Mappings are how MyWorks Sync understands how to sync product to product updates between WooCommerce and QuickBooks (ie. inventory & pricing, name, sku, description). The item actually ordered will still display as the QuickBooks Line Item Description for the line. It can be time-saving in high transaction volume scenarios where product data isn't necessary in QuickBooks or pricing and inventory syncing are not the sync requirement so much as moving orders from WooCommerce > QuickBooks to simply not complete product mappings and to set the Default for Unmatched Products setting instead. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127038/f782b8131e0168cc1abab1717e28/upload_11218819540675381868.png?expires=1788544800&signature=c620f021aed5ec84dfd31c0bcfead1d9d41d76577d442ec5442c41b93794e28c&req=dSkuEMh8moFcUfMW3nq%2BganDX2J6GJ26H9sS%2Fmn1eR4paYW%2FA8%2FCxSr%2FQjQJ%0AetYpxDycgTXMJsd7KbHPcnJkT20%3D%0A) - We always suggest making sure there are no blank dropdowns in MyWorks Sync>Settings>Default. You can [read more about our settings here](https://support1.myworks.software/*/articles/13538237). --- ## Support for Costs of Goods Sold with QuickBooks Online (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538452-support-for-costs-of-goods-sold-with-quickbooks-online-woocommerce > This article explores how to manage costs of goods sold (COGS) using MyWorks Sync Using Costs of Goods Sold in QuickBooks can be very helpful for accurate reporting for inventory items. This documentation article breaks down how [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) can help when managing Costs of Goods Sold. ## Overview Cost of Goods Sold is recorded in QuickBooks, by QuickBooks - when an order is added. It's only recorded by QuickBooks IF the QuickBooks product has an associated Cost present, and is not empty. If the "Cost" of the product is set in QuickBooks, and the product is correctly mapped in the map dashboard of MyWorks Sync (WP-Admin>MyWorks Sync>Map); when an order is synced to QuickBooks from WooCommerce by MyWorks Sync it will correctly record those Costs on a per product level as the user has configured in QuickBooks. * It is not possible to **first** sync orders and **then** configure Costs for products in QuickBooks, as cost must be present for a product in QuickBooks first, **before** an order is entered.* Should transactions already exist in QuickBooks and you needed to re-capture COGS values for already synced orders, you would first need to delete the incorrect transactions in QuickBooks and then re-push those orders to QuickBooks once Costs are correctly configured in QuickBooks. ## Historical Orders COGS can be correctly recorded in QuickBooks when syncing historical orders to QuickBooks from WooCommerce (Orders received before installing MyWorks Sync). So long as those products are correctly mapped in the map dashboard of MyWorks Sync **and the cost value is present in QuickBooks products**, the cost of goods sold will be recorded in QuickBooks when an order is synced into QuickBooks through MyWorks Sync. We always suggest test syncing 1 transaction, checking those COGS are being honored and then syncing bulk to save yourself on editing/deleting time down the line. ## Using the WooCommerce Cost of Goods Sold extension: MyWorks Sync includes compatibility for the [WooCommerce Cost of Goods Sold by SkyVerge](https://woocommerce.com/products/woocommerce-cost-of-goods/) plugin within all plans.**​**Plugin purchased separately* Overview:** When a cost is added to the “Cost of Good” field in a WooCommerce product, MyWorks Sync can sync that cost along with the product to QuickBooks if MyWorks Sync is creating that product in QuickBooks for the first time. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124639/8b1ba54e1789aabee75e0b6caf87/upload_3196729342204743683.png?expires=1788544800&signature=a4cab5aef2bc2abe507d685c3cd800acdb0025602b7acb6747de47efeeeaf619&req=dSkuEMh8mYdcUPMW3nq%2Bgc8FyBnoIyBjwGWT7cX24BG%2Fjbnc87IGUSrQSeLD%0AEoMZV%2F0BQuhFC9bTwL%2FPFa8%2Fesw%3D%0A) This is primarily useful in scenarios where a user prefers to enter costs in WooCommerce (although managing COGS in WooCommerce alone will not record COGS for orders in QuickBooks) - and sync those Costs values from the "Cost" data field added by the WooCommerce COGS Plugin in WooCommerce products TO the above mentioned "Costs" field in QuickBooks products. ### Steps to enable - Have the WooCommerce COGS Plugin installed and active on your WooCommerce store. - Have MyWorks Sync compatibility enabled for WooCommerce COGS Plugin under WP-Admin>MyWorks Sync>Compatibility ### Once enabled - When a new product is created in WooCommerce and given a COGS value, MyWorks Sync can sync that COGS value along with the product data to QuickBooks either automatically - if you have automatic product syncing enabled from WooCommerce to QuickBooks under WP-Admin>MyWorks Sync>Settings>Automatic Sync; or manually, by manually selecting and pushing those products in the "Push" dashboard of MyWorks Sync - WP-Admin>MyWorks Sync>Push>Products. - MyWorks Sync can also sync an updated COGS value to the QuickBooks "Cost" field if a mapped product has it's COGS value updated in WooCommerce and you have the "Product" switch enabled from WooCommerce to QuickBooks under WP-Admin>MyWorks Sync>Settings>Automatic Sync ## Using the COGS field in the QuickBooks tab Prefer to not use the above WooCommerce COGS extension, and just need a simple way to set a COGS in a WooCommerce product before it's synced to QuickBooks to be created the first time? Within the "QuickBooks" tab of a WooCommerce product, a "Cost" field is present, which can be used to set the cost of a product, and will be used when MyWorks syncs that product to QuickBooks to be created for the first time. Once the product is created in QuickBooks, or the WooCommerce product is mapped to a QuickBooks product - this "Cost" field will not show in the QuickBooks tab of the WooCommerce product, as Cost should then be managed directly in the QuickBooks product. [Read more on this "QuickBooks" tab in our doc on this here.](https://support.myworks.software/*/articles/13538536) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124654/d9d479a5d89f0f2128459bb64b94/upload_6325785830602758.png?expires=1788544800&signature=1a3eb70ba81b2a5da7e9b9a34d6798f1b47bb9b55139138b9c09910fe83e5456&req=dSkuEMh8mYdaXfMW3nq%2BgRcyurbwGlEstHND8A53C7SKhL37w4BuXHRELZ7H%0A%2BIOiHRNFy3F1ASzU4J2ykFD7zYM%3D%0A) --- ## What is the "Auto Mapping" feature, and how can I use it? (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538392-what-is-the-auto-mapping-feature-and-how-can-i-use-it-woocommerce-quickbooks-online > How to use the Auto Mapping feature for data that already exists in both WooCommerce and QuickBooks After installing our [WooCommerce Sync for QuickBooks Online](https://myworks.software/integrations/woocommerce-quickbooks-sync/), one of the final configuration steps is mapping, or linking - existing WooCommerce data to corresponding QuickBooks Online data.[ Read more about mapping here.](https://support.myworks.software/*/articles/13538408) The mapping process is very simple and only needs to be completed once. However, for stores with hundreds - or even thousands of customers or products, this can be a lengthy and sometimes impossible task to accomplish manually. This is where our automap features are helpful. ## Customers For WooCommerce stores with hundreds or thousands of customers, it can be difficult to map all your existing customers one by one manually. To help automate the mapping process, you're able to AutoMap by **customer name** or **customer email**. As long as your WooCommerce and QuickBooks Online customers have a matching email or name, this function will automatically map them. To use this, simply scroll to the bottom of the Map > Customers page and click on AutoMap by name or AutoMap by email. ## Products For WooCommerce stores with hundreds or thousands of products, it can be difficult to map all your existing products one by one manually. To help automate the mapping process, you're able to AutoMap by product SKU. As long as your products in both WooCommerce and QuickBooks Online have a matching SKU, this function will automatically map them. To automatically map your products by SKU, scroll to the bottom of the Map > Products page and click on AutoMap by SKU. --- ## Syncing WooCommerce orders with Bundled products with QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538390-syncing-woocommerce-orders-with-bundled-products-with-quickbooks-online > Outlining MyWorks Sync support for bundled products ## Overview [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) is fully compatible with WooCommerce bundles, a separate product type (vs simple, variable, or grouped.) It's important to note that you need the [Woocommerce.com Product Bundles plugin](https://woocommerce.com/products/product-bundles/?aff=13810&cid=1573456) to build a bundled product in WooCommerce. In QuickBooks Online, creating a Bundled product is possible - much like you do in WooCommerce. First, you create your base/standard products, then you create a new product - and choose the Bundled type. Then, you choose the base/standard products to include in this bundled product. MyWorks Sync supports syncing orders containing bundled products (and inventory between child items) in the following ways: - Mapping a parent WooCommerce bundled item to a QuickBooks parent bundled item - Mapping child WooCommerce items to their corresponding child QuickBooks items - Syncing WooCommerce orders containing bundles accurately to QuickBooks If parent bundled products are mapped together, MyWorks will be able to record the QuickBooks product bundle in the order synced to QuickBooks when the WooCommerce product bundle is ordered. Alternatively, MyWorks Sync can instead sync only the child line items of a bundled product into the QuickBooks order when a bundled product is ordered in WooCommerce. This is helpful for cases where the bundled product is not necessary in QuickBooks, and only the individual line items need to be recorded in the QuickBooks transaction. ## Getting Started After your bundled products are correctly mapped, you'll need to **enable our support for WooCommerce Product Bundles in MyWorks Sync > Compatibility.** This is necessary to ensure that the total of the bundled product's line item in the QuickBooks order is accurate / matching WooCommerce, since QuickBooks forces the price set in the QuickBooks bundle by default in the QuickBooks order. ## Guidelines Here's a simple guide to what you can accomplish with bundled products using MyWorks Sync: You are able to: - Map a WooCommerce bundled product to a QuickBooks bundled product - When a bundled product is ordered in WooCommerce, the mapped bundled product in QuickBooks Online will correctly be shown in the order synced to QuickBooks Online, **OR**, the child line items can be synced in the order to QuickBooks Online if the bundled parent product is **not** mapped. - If a WooCommerce bundle contains **variations** that need to be present in the QuickBooks line items, only the child items of the bundle should be mapped within MyWorks. Since QuickBooks doesn't support bundles where the child products change, mapping to a QuickBooks bundle is usually not the best choice. - Sync inventory between child inventory products inside a bundled product between WooCommerce and QuickBooks Online. You are unable to: - Push WooCommerce bundled products to QuickBooks Online. You must manually create bundled products in QuickBooks Online. - Pull QuickBooks Online bundled products into WooCommerce. You must manually create bundled products in WooCommerce. ## Mapping As discussed above, the only requirement with MyWorks Sync regarding bundles is to map them correctly. You may do so in MyWorks Sync > Map > Products. This can easily be done in several ways: **Auto-Map by SKU (recommended):** As long as the WooCommerce Bundle and QuickBooks Online Bundle have matching SKUS, you can scroll to the bottom of the page and click the button to AutoMap by SKU. This will scan both WooCommerce products and QuickBooks Online products and automatically match the ones with matching SKUs to save you time manually matching them. **Auto-Map by name:** As long as the WooCommerce bundles and QuickBooks Online bundles have matching names, you can scroll to the bottom of the page and click the button to AutoMap by Name. This will scan both WooCommerce products and QuickBooks Online products and automatically match the ones with names that match exactly to save you time manually matching them. **Manually:** Simply choose the matching product bundle in QuickBooks Online that corresponds to the appropriate WooCommerce product bundle in the dropdown on this page. Once your bundles are mapped, there’s no further action needed. When a bundle is ordered in WooCommerce, the correct QuickBooks Online product bundle will show in the invoice/sales receipt in QuickBooks Online when the order syncs over. ## Tips - It is important to remember to map your standard/base products that make up your product bundles - so that inventory can sync between them when ordered individually. - Test orders are your friend! It can be very helpful to try syncing a test order containing a bundled product to confirm how the order will show in QuickBooks - and make changes accordingly in our sync if needed. - Since QuickBooks uses the price set in QuickBooks for the bundled items in the order we sync into QuickBooks, it's usually helpful to make sure these prices match the prices of the items in WooCommerce. However, it's ok if they don't - we'll be able to force the bundled product price in the QuickBooks order to match the WooCommerce order using an adjustment line item. --- ## Syncing WooCommerce Variations with QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538393-syncing-woocommerce-variations-with-quickbooks-online > Tips when syncing product variations between WooCommerce and QuickBooks Online ### Overview [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) is fully compatible with WooCommerce variations, which are product options built from attributes that allow you to create “child” products that represent different SKU types of a single product, like multiple sizes or colors. You are most likely already familiar with the concept of WooCommerce variable products if you’re already reading this article, but if not, we encourage you to check out the documentation on WooCommerce.com. In order to support syncing with WooCommerce variations, we must first clarify/explore the extent of which QuickBooks Online supports variations. As you will notice if you try to add a new product in QuickBooks Online, you’ll be able to choose from inventory, non-inventory, service and bundle types. As such, QuickBooks Online does not currently support variations, in the true sense of the concept, where it allows child products in QuickBooks Online. However, with MyWorks Sync, this isn’t an issue in QuickBooks Online. With MyWorks Sync, we support the mapping of a WooCommerce variation to a QuickBooks Online single product (inventory, non-inventory or service type). By supporting the mapping, or linking, of a WooCommerce variation to a QuickBooks Online product, you can effectively accomplish full product/inventory control as long as all of your WooCommerce variations are represented in QuickBooks Online by a product. For example, this means that if you have a “T-Shirt” product in WooCommerce, with three variations (Small, Medium, Large), you would then need to have 4 (or three) products in QuickBooks Online: (T-shirt - Small, T-shirt - Medium, T-shirt - Large). The parent product (T-Shirt) does not necessarily have to be present in QuickBooks Online - as it would never actually be ordered…only its variations would be. As such, it’s not vital to have it present in QuickBooks Online or be mapped in MyWorks Sync > Map > Products. ## Mapping As discussed above, the only requirement in MyWorks Sync regarding variations is to map them correctly in MyWorks Sync > Map > Variations. This can easily be done in several ways: **Auto-Map by SKU (recommended):** As long as the WooCommerce variations and QuickBooks Online products that represent these variations have matching SKUS, you can scroll to the bottom of the page and click the button to AutoMap by SKU. This will scan both WooCommerce Variations and QuickBooks Online products and automatically match the ones with matching SKUs to save you time manually matching them. **Auto-Map by name:** As long as the WooCommerce variations and QuickBooks Online products that represent these variations have matching names, you can scroll to the bottom of the page and click the button to AutoMap by Name. This will scan both WooCommerce Variations and QuickBooks Online products and automatically match the ones with names that match exactly to save you time manually matching them. **Manually:** Simply choose the matching product in QuickBooks Online that corresponds to the appropriate WooCommerce variation in the dropdown on this page. Once your variations are mapped, there’s no further action needed. When a variation is ordered in WooCommerce, the correct QuickBooks Online product will show in the invoice/sales receipt in QuickBooks Online when the order syncs over. When the inventory level of a variation is changed in WooCommerce or QuickBooks Online - it will correctly sync over to the other platform. ## Best Practices Although the end goal is matching products/variations in WooCommerce and QuickBooks Online - sometimes getting there can be a bit tricky. We recommend using our Push pages to facilitate this, and we have a few best practices to help ensure this process is painless. - Check your WooCommerce product/variation setup first. Ensure all products and variations have a unique SKU. Using the example above, the T-shirt could have a SKU of “SHIRT1”. Then its variations would have SKUS of “SHIRT1-SM, SHIRT1-MD, SHIRT1-LG”, for example. The only requirement here is that they are unique - the order/structure doesn’t matter. - Next, verify your QuickBooks Online setup. Get rid of unneeded products, and ensure your QuickBooks Online product list is set to receive your updated WooCommerce products/variations. - If you’re importing products into WooCommerce, we recommend AllImport. We also recommend that you TURN OFF real-time sync in MyWorks Sync > Settings > RealTime Sync when importing products in WooCommerce, so as not to trigger a bulk sync to QuickBooks Online until you’re ready. - Ensure that your manage stock options for both products and variations are correctly set BEFORE pushing them to QuickBooks Online. ## Pushing Once your WooCommerce structure is acceptable/complete, use our push pages to push products and/or variations over to QuickBooks Online. Visit MyWorks Sync > Push > Products or MyWorks Sync > Push > Variations to push these over, respectively. When a variation is pushed to QuickBooks Online, it’s created in QuickBooks Online as either an inventory product, or a non-inventory product - depending on if the Manage Stock option is turned on for it. When a variation or product is pushed to QuickBooks Online through MyWorks Sync (either manually or in real time), it is also automatically mapped in MyWorks Sync. As such, the only ongoing action on a users part should be correctly creating the variation/SKU in WooCommerce, and MyWorks Sync takes care of the rest. If the variation or product already exists in QuickBooks Online, it will be updated if it is mapped in MyWorks Sync. If it is not mapped, the push will result in an error as it can’t re-create it in QuickBooks Online. Read more on our Push pages here. --- # Payments --- ## Mapping a changed / new WooCommerce Payment Gateway in MyWorks Sync (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538533-mapping-a-changed-new-woocommerce-payment-gateway-in-myworks-sync-quickbooks-online > How to integrate new WooCommerce payment methods with MyWorks Sync In MyWorks > Map > Payment Methods, the mapping for any active payment gateway on your WooCommerce store can be managed at any time - essentially linking each WooCommerce payment gateway to a desired bank account in QuickBooks, directing MyWorks where to sync the payment for each order within QuickBooks. By default, the section for each WooCommerce payment method on your site on this page is turned off, giving you the control to map these to the QuickBooks bank account of your choice. So, if you've recently added or changed payment methods/gateways in WooCommerce, it can be important to remember to visit this page to correctly link these to the QuickBooks bank account of your choice, as new payment methods activated in WooCommerce will be off by default on this page in MyWorks. If this is the case, you'd simply need to visit our sync at MyWorks Sync > Map > Payment Methods and update the section for your payment method accordingly. Only the payment methods that are **currently active** in your WooCommerce store are shown on this page below. [Have questions on how to map payment methods? Check out our great doc on this here.](https://support.myworks.software/*/articles/13538244) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127655/276df45c93e7aa0d3cb1506d8f0d/upload_3773080963437737179.png?expires=1788544800&signature=71a40e261a339a84dfc85073483ddb840554ec33cb15c44e1ce3ebdea0755781&req=dSkuEMh8modaXPMW3nq%2Bga1PdCkNZ7kzZnWIR2lf0hyryFwFLCWCtBZMacMJ%0AbnzbNzQvXvyQ%2BsBucoux28sCuhk%3D%0A) --- ## Automatically adding a transaction fee or transaction ID to WooCommerce orders (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538512-automatically-adding-a-transaction-fee-or-transaction-id-to-woocommerce-orders-quickbooks-online > How to add a transaction fee or transaction ID to WooCommerce orders One of the helpful features of popular WooCommerce gateways, like Stripe & PayPal, is to add the transaction's ID and transaction fee as metadata within the WooCommerce order. In addition to being most transparent, this allows other platforms that pull data from WooCommerce - like MyWorks Sync - to be able to leverage this data to accurately add transaction IDs and transaction fees in other platforms, like QuickBooks Online or QuickBooks Desktop. When a WooCommerce gateway correctly records this data in a WooCommerce order, the order can look like this example: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126838/c769915309da151c54243157f933/upload_1687338352928684180.png?expires=1788544800&signature=8107e65f1e3e0019b24929538ab8a108610819a886d628b0f094498dec98ab66&req=dSkuEMh8m4lcUfMW3nq%2BgcY%2Fhg2BX%2FogLZduf5Js9M1DO4ixputS%2FHJ8B2yX%0A0aBTeWWZg8tuOZsedrnD%2BF3DWgA%3D%0A) Unfortunately, some WooCommerce payment gateways don't include these default fields when creating orders in WooCommerce. While this is something that the payment gateway developers can easily resolve, it's sometimes not as fast or a priority of a fix as our users sometimes hope. So, as an alternative, our team at MyWorks has built a standalone hook to allow our users to easily accomplish the above - including a transaction ID and/or transaction fee with WooCommerce orders. This helps circumvent the WooCommerce gateway and automatically adds this data to the WooCommerce order as it's being placed. ## Setup Simply providing this doc or the hook below to your WooCommerce developer, and asking them to add to your site is all that's necessary! Tips: - This is commonly added to your active theme's functions.php file, but can be added elsewhere in your site as well. - Set the names of your WooCommerce gateways you'd like this to apply to in the appropriate spot in the function. - Set the desired % and $ transaction fee in the appropriate spot in the function. ## Benefit when using MyWorks When using MyWorks Sync, and the below hook, WooCommerce orders placed in your store will contain a transaction ID and transaction fee value. With this information, MyWorks can accurately sync an order to QuickBooks as **paid**, if so desired. ## Code ``` // Built by MyWorks Software - www.myworks.software//// Adds transaction ID and/or transaction fee to a WooCommerce order// when placed, if not automatically added by the WooCommerce payment gateway.//// Built for use with MyWorks Sync for QuickBooks - but applicable// in any scenario where a transaction ID and/or transaction fee is needed in an order.add_action( 'woocommerce_new_order', 'myworks_action_woocommerce_new_order', 10, 1 ); function myworks_action_woocommerce_new_order( $order_id ) { $applicable_gateways = array( 'Direct bank transfer', 'Check payments', 'Cash on delivery' //The gateways set here will determine which gateways this logic applies to. Add/remove as desired. ); //Set the transaction fee percentage your processor charges; ex 2.9% $transaction_percent = '2.9'; //Set the transaction fee $ amount your processor charges for each transaction; ex $0.30 $transaction_fee = '0.30'; $order = wc_get_order( $order_id ); do_action('myworks_woocommerce_order_transaction_details',$order, $applicable_gateways,$transaction_percent, $transaction_fee); }; add_action( 'myworks_woocommerce_order_transaction_details', 'myworks_add_transaction_fee_woocommerce_order', 10, 4 );function myworks_add_transaction_fee_woocommerce_order( $order, $applicable_gateways = array(), $transaction_percent, $transaction_fee ){ $payment_title = $order->get_payment_method_title(); $payment_title_x = $order->get_payment_method(); if(in_array($payment_title, $applicable_gateways)){ $order_data = $order->get_data(); $order_total = $order_data['total']; $transaction_fee_amount = ($order_total * $transaction_percent)/100; $transaction_fee_amount = $transaction_fee_amount + $transaction_fee; $transaction_fee_amount = round($transaction_fee_amount,2); add_post_meta($order->id, '_transaction_id', date('Ymdhis')); add_post_meta($order->id,'_transaction_fee', $transaction_fee_amount); }} ``` --- ## Batch Support for pre-existing orders (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538429-batch-support-for-pre-existing-orders-woocommerce-quickbooks-online > Batch support cannot be applied historically, here we outline the suggested options for handling historical orders Batch Support will only create a bank deposit for the current day's sales at the end of every business day - after you enable it for a gateway in Map > Payment Methods. If you need to push old orders over to QuickBooks Online (aka any order placed in WooCommerce before batch support was enabled), you may do so in Push > Orders, but these orders/ payments will **not** be automatically batched in QuickBooks Online. Because of this, we recommend temporarily turning batch support off in Map > Payment Methods, and setting the Bank Account to Undeposited Funds - when pushing over old orders. This will allow you to push over old orders/payments; have the payments still deposited to Undeposited Funds, and give you the opportunity to re-create the Bank Deposits manually in QuickBooks Online. You have two options when pushing old orders to QuickBooks Online that were paid with a payment processor that batches your daily sales into one deposit. You can choose to: - Sync payments to the Undeposited Funds account in QuickBooks, and create a manual Bank Deposit in QuickBooks, where you add the transaction fees as a line item at the bottom of the deposit (like our automatic Batch Support does), or - Sync payments directly into your bank account, and have the transaction fees synced as an individual journal entry to QuickBooks when you push the payment over. This would result in the gross payment amount being deposited into your bank account, and the transaction fee being removed from your bank account - resulting in the net amount.**​ ​[Not Seeing your Transaction Fees or Transaction ID record on a WooCommerce Order? Read This](https://support.myworks.software/*/articles/13538512) ## Option 1: Creating a manual bank deposit in QuickBooks First, in Map > Payment Methods, click Show Advanced Options. Then navigate to the payment method you have Batch Support turned on for, and set the QuickBooks Online payment method to Undeposited Funds. In this screen, ensure that Transaction Fee Syncing is off. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123862/0dfc71604d2326a2dc5cad91bcc2/upload_7372413916332150705.png?expires=1788544800&signature=c1c4835c9aa9876fd18fe4cc1f3ae4b3a97b3cdaffe50231fc9c0aa6b6768bd9&req=dSkuEMh8nolZW%2FMW3nq%2BgfdYXwj0ARc2f5IqW5ypihcgzr5xIDKyBbBejebm%0A2YW6uH8yG5DrGyAbi4J2mHnBQgo%3D%0A) Once saved, you may visit Push > Orders/Payments to push over any pre-existing orders to QuickBooks. Then, in QuickBooks Online, click on the + button on the top right, then Bank Deposit - to create a new bank deposit. The resulting screen will show you orders/payments that are in Undeposited Funds, waiting to be included in a deposit into your bank account. On this screen, simply select the orders you'd like to include in this deposit. It's usually helpful to use your processor's batch/payout report to help find the orders in this list that should be in the deposit. Then, at the bottom of the screen, in the Add other funds to this deposit** section, add a new line item with a negative balance to represent the processor fees for this particular batch. This should then bring your total for this Bank Deposit to match the total your processor deposited into your bank. Here is an example deposit: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123873/55102b4bdbfa0c5f8895626df08f/upload_7783890763426649192.png?expires=1788544800&signature=58e72f62a55c10aa5bdac360f74618215384f3a9a0c440174754d5b0dfa9d2a0&req=dSkuEMh8nolYWvMW3nq%2BgWJIzVZwADtaMJ6K41%2FfCzZJvmMXMKtbMxj1PP27%0AjK2Qp8M07cVw%2FddebVQ9kXOaPbE%3D%0A) ## Option 2: Syncing payments/transaction fees directly into your bank account This method is an alternative choice for pushing payments to QuickBooks that were paid with gateways that deduct fees from each daily deposit that they batch and send to your bank account. If you choose to sync transaction fees as individual journal entries into QuickBooks using this method, it will not be possible to **match** your deposits in your Banking Feed with any deposit in QuickBooks Online. If you are comfortable excluding any deposits in your Banking tab and not matching them to a Bank Deposit, you may proceed. At the end of the day - your bank account in QuickBooks would technically still be balanced since the gross deposit amount would be added into the bank account from Undeposited funds, and the journal entries would be deducted from the bank account and sent to a Transaction Fee expense account - you wouldn't be able to "Match" any bank transactions from the banking feed, since the net amounts wouldn't match. To sync transaction fees as a journal entry into QuickBooks when you push a payment/order, turn on Transaction Fee syncing in Map > Payment Methods for the related gateway. You can read more about Transaction Fee Syncing here. Here's an example screenshot. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123885/99955b415834a16f87463d590ca0/upload_16591260474726812698.png?expires=1788544800&signature=5708140e53889f4d1ebd02d4c733fdc3768ca2a5441445851a883d9dddc26d5c&req=dSkuEMh8nolXXPMW3nq%2BgVH7Q5V9cWwkTcSYNTxN80xltd74puxkzTXV6TKR%0A0cZEyaoDksh3dcOQRmYzEz5U2zU%3D%0A) --- ## Syncing non-immediate WooCommerce payment gateways (COD, Wire Transfer) to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538428-syncing-non-immediate-woocommerce-payment-gateways-cod-wire-transfer-to-quickbooks-online > Syncing WooCommerce orders paid after checkout using MyWorks Sync When an order is placed in WooCommerce, most of the time it's with a payment gateway like PayPal, Stripe - or a different 3rd party gateway where **the payment must take place before the order is created.** In cases like this, once the order is created, MyWorks Sync will automatically sync the order and payment over to QuickBooks Online, either as a sales receipt, or as an Invoice + Payment (depending on what's chosen in Settings > Orders). However, when orders are placed with a payment gateway in WooCommerce where a payment is **not** immediately recorded for the order, then **only the invoice** would be automatically synced to QuickBooks - not the payment. Some example payment gateways that fall into this range would be: - Bank Transfer - Wire Transfer - Purchase Order - Cash on Delivery Here are some guidelines for handling syncing if your WooCommerce store has gateways that don't have an immediate payment recorded. ## All my gateways in WooCommerce have a payment recorded when an order is placed. Great! You're in the majority of WooCommerce users. You should set orders to sync over as sales receipts in MyWorks Sync > Settings > Order for ease of use. When an order is placed in WooCommerce, the sales receipt (which includes recording the payment) would be synced to QuickBooks. ## I do have non-immediate payment gateways in WooCommerce. You should set orders to sync over as Invoices/Payments in MyWorks Sync > Settings > Order. This will ensure that for orders placed with a gateway where a payment is processed immediately, the invoice and payment will be automatically synced to QuickBooks Online. For orders placed in WooCommerce where the payment isn't immediately recorded (like COD, Wire Transfer, Purchase Order, or Bank Transfer), only the invoice will be synced automatically to QuickBooks. This is an intended and recommended functionality. At this point, you have two options. - Keep the invoice open in QuickBooks until payment is received, then record the payment in QuickBooks to close the invoice out. This ensures accounting transparency by not recording payment in QuickBooks until it's received. - Set our Payment Method mappings to sync the order payment to QuickBooks Online when the order is marked as completed. This will sync a payment to QuickBooks when you mark the order as completed in WooCommerce. Here's a screenshot of this in MyWorks Sync > Map > Payment Methods. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123822/208e1cb3234f996439de80920210/upload_7484388890602140400.png?expires=1788544800&signature=6a2e719f26032dc816e89133549c83ae4a32794bc11af0e71a6dc07d3966ba3e&req=dSkuEMh8noldW%2FMW3nq%2BgUEWWtvIF4BqyISMzn%2FWWzQBdrpi%2F1Gmow2dX4%2Be%0AzDXMqA0zcUGE44u3mu8pnAu%2Bh6Y%3D%0A) --- ## Handling Transaction Fees with PayPal(WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538427-handling-transaction-fees-with-paypal-woocommerce-quickbooks-online > How to manage Paypal transaction fees with MyWorks Sync for accurate reporting in QuickBooks If you have PayPal enabled as a gateway in WooCommerce, you'll have the option in [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) > Map > Payment Methods > Advanced Options to enable transaction fee syncing, where we sync the transaction fee for the payment over to QuickBooks Online as a separate journal entry. You can read more about this in our [Transaction Fee Syncing](https://support.myworks.software/*/articles/13538427) article. However, we recommend you **NOT** enable transaction fee syncing for PayPal fees in MyWorks Sync, as if you [connect your PayPal account to your QuickBooks Online bank account in QuickBooks Online - as you should](https://support.myworks.software/*/articles/13538432) - then transaction fees will be **automatically recorded** by QuickBooks when matching a PayPal transaction in your Banking tab. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123772/c209f075e95e41c312775e637e4d/upload_667488730696311457.png?expires=1788544800&signature=3e163ef63a37d4e50445e7fb39758176c3464c46802a2a174337b8112900893e&req=dSkuEMh8noZYW%2FMW3nq%2BgXBABB3iz%2FFiQ5mLIIq0FGtNMF0wdSgF9jvcaL73%0AHpR2B9RIDcyL85lbsTzOYFlR4dM%3D%0A) As you can see in the screenshot above, PayPal transactions pulled into your banking feed will be recognized as matched to the related orders synced into QuickBooks by MyWorks. - The actual gross amount of the sale ($160.00 above). This will be **matched** to the invoice payment or sales receipt we already have synced into QuickBooks. - The PayPal transaction fee ($4.94 above). This will be **automatically added** to QuickBooks as an Expense when you **match** this transaction. This method is recommended, as it's the most efficient/effective way to ensure all your transaction fees for PayPal are recorded correctly and accurately. If our sync was also syncing transaction fees for PayPal, you would end up with transaction fees being double recorded in QuickBooks. [You can read more about connecting your PayPal account correctly to QuickBooks Online here.](https://support.myworks.software/*/articles/13538432) --- ## Batch Deposit Support Overview (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538426-batch-deposit-support-overview-woocommerce-quickbooks-online > Use the Batch Support feature in MyWorks to make reconciling even easier by grouping and recording sales in a Bank Deposit in QuickBooks Onl ## What is Batch Support? Batch Deposit Support is a method of grouping together payments in QuickBooks Online to help you account for processors who batch all payments for a day or week and deposit them in a lump sum into your bank account - making it hard to match individual order payments to this lump deposit. Batch Support in [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) will real-time sync order payments from WooCommerce to QuickBooks Online - but will sync them to your Undeposited Funds account. Then, when your processor batches your transactions for the day (and you set the batch support setting to run at this same time), MyWorks Sync will **automatically make a Bank Deposit** in QuickBooks Online that will group the payments together from Undeposited Funds and deposit them into the bank account you set in Map > Payment Methods. At this time, it will also deduct transaction fees from this batch, if this is turned in in Map > Payment Methods as well. This results in easily "matching" your credit card deposit to this Bank Deposit in QuickBooks: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123622/8d8222a443b2360e00664a56374b/upload_16815756498917590397.png?expires=1788544800&signature=67bf71826a70ef1a38ee838cb5eb740b941c77e0d78c1ed71f91c0332881f4b4&req=dSkuEMh8noddW%2FMW3nq%2BgZWdXN%2Blh9lqYC%2FLJVnFWwVyLuHMyTL6ZTFkUqqU%0Ap6TzipPfgf260kImkDnHOshGJoI%3D%0A) **Batch Support will only be triggered for the current day's sales.** This means that MyWorks Sync will not retroactively create batches for orders placed/synced over to QuickBooks Online **before** Batch Support was enabled in your Payment Method Mappings. To learn more about this, visit [Batch Support for pre-existing orders](https://support.myworks.software/*/articles/13538429). ## How do I configure Batch Support? - Enable this setting on the Map > Payment Methods page (click Show Advanced Options) - and choose the deposit schedule (daily/weekly), the time of the Batch Support deposit, the Undeposited Funds and Bank Account the funds will be going into. - Visit MyWorks Sync > Connection tab. This lets MyWorks Sync know what time to create the deposit. Simply loading this page is all that's needed. Below is an example of this configuration. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123637/3fdd3e41760c204d0beefcd05f90/upload_9081081530872936416.png?expires=1788544800&signature=0a976e2427f1c480a79ea737106d874b13e7de34b39e850a7adf6bc4300ce520&req=dSkuEMh8nodcXvMW3nq%2BgVeIXLCXRNPbKuCLVXojjcubQqWHLrbizk79Lkqz%0Aj%2FZQRCBc82dFnj9WVJ3uoRVyVHw%3D%0A) Once the above has been set, the first deposit will be created in QuickBooks Online within 24 hours. **Batch Support only applies to "today's" orders - and days going forward. It will not retroactively create bank deposits for previous days.** Do you use Stripe as a payment processor? Read more here about [additional configuration for Stripe](https://support.myworks.software/*/articles/13538421). ## Transaction Fee Handling When MyWorks Sync syncs payments over to QuickBooks Online for a gateway that has Batch Support enabled in Map > Payment methods, the **transaction fees will not be individually recorded as journal entries in QuickBooks Online**. This is because when MyWorks Sync creates the Bank Deposit in QuickBooks Online at the end of the day, the transaction fees are then added as a separate line at the bottom of the deposit. The reason for this is to ensure that the bank deposit correctly matches the actual deposit that your processor sends to your bank account for that day's sales. You can see what an actual bank deposit created by MyWorks Sync would look like here: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123678/5af7294354b8ab44cbe980847b35/upload_11897689593493225423.png?expires=1788544800&signature=f8fa2fddcaa302ac0f596cf5c274a7387defc8b7f7e9a29d29bc06705a34a3c0&req=dSkuEMh8nodYUfMW3nq%2Bgdl7Lb0IoIMwqXMV90PF8pYxIJBSg%2BbGapDg%2FOIS%0A%2B2c2FI41077hlhn0RvAZweAISC8%3D%0A) If you are pushing over old orders, and would like the transaction fees to be synced to QuickBooks Online, read the [Batch Support for pre-existing orders](https://support.myworks.software/*/articles/13538429) to learn how to do this. ## Refund handling Because there is no standardized method for how Credit Card Merchants process refunds in terms of timeline, MyWorks Sync currently isn't automatically able to detect when to add a refund receipt to a daily deposit. When a payment is processed in your Merchant account, it will be included in a batch (payout) for that day to be sent to your bank 2-3 days later. However, when a refund is processed in your Merchant account, Most merchants retroactively include it in the payout that was already recorded 2-3 previously. This is to ensure that the Merchant can pull that refund out of your bank account today, instead of having it hit 2-3 days from now, like a normal payment. Because of this, it makes it very difficult for MyWorks Sync to also retroactively include this refund inside of a deposit we already created in QuickBooks 2-3 days ago, when we sync the refund into QuickBooks. Thus, we currently only will sync the refund into QuickBooks - and it will need to be manually added to the correct deposit in QuickBooks in order to ensure the deposit matches the funds received in your QuickBooks bank accounts. This can be easily done by searching QuickBooks for the deposit for that day, editing the deposit that we synced over, and checking the box next to the refund we synced over to include that refund in the deposit. We do have plans for a cleaner sync here, and the ability for MyWorks Sync to automatically re-include the refund in a previous deposit is in our product roadmap. --- ## Using a "holding account" in QuickBooks online to manage credit card deposits + fees (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538424-using-a-holding-account-in-quickbooks-online-to-manage-credit-card-deposits-fees-woocommerce > Using a clearing or holding account in QuickBooks to help manage merchant deposits and fees using MyWorks Sync Typically, when dealing with credit card deposits/batches in QuickBooks, it's common to use a separate QuickBooks account (like Undeposited Funds) to "hold" payments, and then "group" them in a Bank Deposit to move then into a QuickBooks checking account. [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) can automatically handle this - and include transaction fees - with our[ Batch Support feature](https://support.myworks.software/*/articles/13538426). This method is helpful in ensuring that sales are accurately recorded in QuickBooks Online and that individual sales receipts or payments are "matched" to a specific banking transaction through the Bank Deposit that's created to group these sales together and match to a specific bank transaction in your QuickBooks banking feed. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123550/ce9a6d7ca881b39e68f6d99a83da/upload_9725720546802839669.png?expires=1788544800&signature=8d1314a001c8df46df1e2aebdbff3b9df7f9da8618e118db6cd25322535c7c53&req=dSkuEMh8noRaWfMW3nq%2BgSy5vybv7rV1NNDos81Hl2FbVaUqF30QX77J1FHv%0AXPSTESJg%2FHHa4pxaaS9vnK1eDp0%3D%0A) ## Downside of the Batch Support / Bank Deposit method However, the one downside of this method is that for this Bank Deposit to show as a "match" to a transaction in your QuickBooks bank account, the totals of these two transactions must match exactly. If the QuickBooks bank deposit is off by even $.01, due to refunds, different transaction fees, or another reason - a match will not show as available, and manually effort would be required to find and adjust the related bank deposit to match the totals. Because of this downside, which can be especially magnified when dealing with transactions at scale - (e.g. 100+ orders/day) - this can result in significant manual effort in matching these deposits if the totals aren't exact. ## Using a holding account in QuickBooks for credit card sales Thus, there is an alternative method available to still ensure sales are correctly synced to QuickBooks, the transaction fees recorded, and the credit card deposits properly accounted for in QuickBooks - but without the manual effort of ensuring matching bank deposits. This method involves creating a separate Bank Account in QuickBooks to act as a holding account for funds until they're deposited into your physical bank account by your card processor. This can be called "Credit Card Holding Account", for example. Then, in MyWorks Sync > Map > Payment Methods, MyWorks Sync should be set to sync payments into this holding account - and batch support should be turned off. Orders will then be synced into this bank account in QuickBooks, and instead of "Matching" transactions in the Banking feed in QuickBooks, they should be "Transferred" from this holding account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123564/d6859b91a782985f38d7f9a2ce18/upload_9825660976899317690.png?expires=1788544800&signature=ba1076dbb9a589102277301383f5ce0524e808c84a34c526377078bedf9d6187&req=dSkuEMh8noRZXfMW3nq%2Bgben5%2F3cVYbAGZgE%2FffjKQ648KZoPLZ0Kg6sUWpv%0AaJojvC7TcPrbtpwPxLy%2B11kxJfk%3D%0A) This results in your "holding" account containing a remaining balance of the difference between your gross sales for the day and the net sales sent to your bank account - which would represent the transaction fees for these sales. ## Example For example, if you had $550 of orders on Monday, these would be synced into QuickBooks automatically by MyWorks Sync - resulting this holding account having a balance of $550. Then, on Wednesday, your credit card processor deposits the net amount (gross sales minus transaction fees) for Monday's sales into your bank account - which is $507.97, for example. Like the screenshot above, this amount should be "transferred" from your holding account in QuickBooks in your Banking feed. This then leaves your holding account with a balance of the difference: $42.03. This represents the transaction fees from this deposit, and can then be transferred to your transaction fees expense account on a daily, weekly, or monthly basis, for example. ## Transaction Fee Handling With this method, transaction fees can be accounted for and kept accurate in two different ways: - A transaction fee report can be pulled from your card processor to compare the transaction fees recorded monthly or weekly. This would help ensure that the remaining balance in this account does match the actual transaction fees assessed during this period. - Transaction fee syncing can be enabled in MyWorks Sync, which will sync transaction fees into QuickBooks for each order - coming out of your holding account and into your transaction fees expense account. This would then result in an ongoing balance of $0 in the holding account - which would help identify any issues if this balance is not $0. - [Not Seeing your Transaction Fees or Transaction ID record on a WooCommerce Order? Read This](https://support.myworks.software/*/articles/13538512) --- ## Batch Deposit Support with Stripe (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538421-batch-deposit-support-with-stripe-woocommerce-quickbooks-online > Save time and streamline the process of reconciling deposits from Stripe into your bank account. Although our Batch Deposit support functionality for [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) works with any payment processor that batches your daily sales into one deposit and sends those in one deposit to your bank account a few days later, the most popular payment processor with our users is Stripe - so we have additional integration with Stripe to ensure that batch deposits are as simple as possible. You can read how to set up [Batch Support here](https://support.myworks.software/*/articles/13538426). This takes care of the initial setup. ## Stripe-related Settings There are a few additional settings/ helpful features to enable in our sync when using Stripe as a gateway, if you're using our batch support with it. ### 1. Deposit Time (UTC) Stripe's Deposit Schedule is usually "Daily", unless set otherwise in your Stripe settings. Stripe's batch cutoff time is at 11:59pm UTC. This means that you need to set the "Deposit Cron Time" value in Map > Payment Methods to 0:00 UTC to ensure the cutoff time is correct when our sync makes the bank deposit in QuickBooks. ### 2. Weekend Batches Although Stripe cuts off batches at the 11:59pm UTC for every business day, they do not batch payments made during the weekend. This means that Stripe's batch schedule is as follows: Tuesday: Normal batch (12am UTC - 11:50pm UTC) Wednesday: Normal batch (12am UTC - 11:50pm UTC) Thursday: Normal batch (12am UTC - 11:50pm UTC) Friday: Normal batch (12am UTC - 11:50pm UTC) Saturday: No Batch Sunday No Batch Monday: Extended Batch for all payments made from after Friday's batch to 11:59pm UTC on Monday. If we synced deposits over separately for Saturday, Sunday and Monday; this would result in a mess of deposits to try and match to a single bank deposit in your banking feed later in the week. So, you need to enable the switch to "Lump Weekend Deposits" in your Map > Payment Method Mappings section for Stripe. See below for a screenshot. Keep in mind that Stripe does alter their Payout schedule around certain US holidays, so there will be a few times over the course of the year that the bank deposits we create in QuickBooks won't exactly match the deposit in your Banking feed - and you'll need to manually edit the bank deposit to adjust in QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123475/f6955dcbf34c71c0bf98bcc64ed4/upload_12360111493078106837.png?expires=1788544800&signature=b6e346e27ac1c8e65473e721c8b213748912bffa1277cc64e20d0d723a8eaa8b&req=dSkuEMh8noVYXPMW3nq%2BgWEgg2LVEqIrRERHZjlwOAbNqCqqV1oCeE2X9cfQ%0A%2FPSGfanvSKD47RKs08%2FgBJlmzwk%3D%0A) ## Refund Handling The way Stripe handles refunds when processing daily payouts is a bit abnormal, and can throw a small bump into perfectly matching up deposits in QuickBooks. When a payment is processed in your Stripe account, it will be included in a batch (payout) for that day to be sent to your bank 2-3 days later. However, when a refund is processed in your Stripe account, Stripe retroactively includes it in the payout that was already recorded 2-3 previously. This is to ensure that Stripe can pull that refund out of your bank account today, instead of having it hit 2-3 days from now, like a normal payment. Because of this, it makes it very difficult for MyWorks Sync to also retroactively include this refund inside of a deposit we already created in QuickBooks 2-3 days ago, when we sync the refund into QuickBooks. Thus, we currently only will sync the refund into QuickBooks - and it will need to be manually added to the correct deposit in QuickBooks in order to ensure the deposit matches the funds received in your QuickBooks bank accounts. This can be easily done by searching QuickBooks for the deposit for that day, editing the deposit that we synced over, and checking the box next to the refund we synced over to include that refund in the deposit. We do have plans for a cleaner sync here, and the ability for MyWorks Sync to automatically re-include the refund in a previous deposit is in our product roadmap. --- ## Syncing Transaction Fees with QuickBooks Online (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538418-syncing-transaction-fees-with-quickbooks-online-woocommerce > Laying out the different ways MyWorks Sync can sync transaction fees included in the WooCommerce Order When syncing payments to QuickBooks Online from WooCommerce using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/), we support syncing transaction fees to QuickBooks for any WooCommerce gateway that records them in the WooCommerce order. Stripe and PayPal are popular payment methods that do record the transaction fee within the WooCommerce order. When a WooCommerce gateway correctly records this data in a WooCommerce order, the order can look like this example below. [Not Seeing your Transaction Fees or Transaction ID record on a WooCommerce Order? Here's a helpful workaround.](https://support.myworks.software/*/articles/13538512) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123368/eac5d6c6b22892edbd50f18ef539/upload_7362565182671203454.png?expires=1788544800&signature=f5d6b1dcd807d5de9b2af4d3996e87e6631c2cb2d8ac826a5d8bb491d0c5dc21&req=dSkuEMh8noJZUfMW3nq%2BgSGJznb8B%2FUU4t7tPxYGOg7ozj5dFGu0gGeROO9P%0ACSD8ru2OTuRxtP9IR2%2Ffztbn7wE%3D%0A) MyWorks can sync transaction fees to QuickBooks in three different formats, which have almost the same exact end result: - As a negative line item within each order in QuickBooks, - As a negative line item within a Bank Deposit in QuickBooks - part of our Batch Support feature, - As a separate Journal Entry in QuickBooks. **NOTE:** If you are using PayPal, we recommend NOT syncing transaction fees through MyWorks, as PayPal automatically pulls them into your Banking Feed in QuickBooks when you connect your PayPal account. This is the most efficient and effective way to record transaction fees. You can read more in our [Handling Transaction Fees with PayPal article](https://support.myworks.software/*/articles/13538427). ## As a negative line item in the QuickBooks order Included as an advanced feature in our paid plans; syncing transaction fees to QuickBooks as a negative line item in the order is an alternative to syncing them as a Journal Entry - with the exact same end result: the transaction fee will be recorded to a QuickBooks expense account of your choice. To enable this: - In QuickBooks, create a non-inventory or service item to be used for transaction fees in orders we sync. The QuickBooks account this item should be assigned to would be your transaction fees expense account. - In MyWorks Sync > Map > Payment Methods, enable the setting to sync transaction fees. - In MyWorks Sync > Settings > Order, enable the setting to sync transaction fees as a line item, and choose the QuickBooks item that was created above. ## As a negative line item in a Bank Deposit (Batch Support) If your gateway batches your payments on a daily basis and deposits them into your bank account, read our [Batch Deposit Support Overview](https://support.myworks.software/*/articles/13538426) to sync a bank deposit to QuickBooks at the end of each day. This "groups" together the orders we've already synced to QuickBooks for that day, includes them in a Bank Deposit in QuickBooks, and records the related transaction fees as a negative line in that bank deposit. ## As a separate Journal Entry in QuickBooks Transaction Fees can be synced to QuickBooks as **a separate journal entry**, removing the funds from your bank account and adding the funds to your **transaction fee expense** account. This can be enabled in MyWorks Sync > Map > Payment Methods. - Visit MyWorks Sync > Map > Payment Methods. - Click Show Advanced Options in the top right. - Turn on Transaction Fee Syncing and choose an Expense account in QuickBooks to record these fees to. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996123406/97a84e62c323e6aa2009cde5aa12/upload_16712937621931977223.png?expires=1788544800&signature=9aff39b1a017e9001e4cfa36539f60e9f4cb9d3818adf2d425f43cdf786f0f03&req=dSkuEMh8noVfX%2FMW3nq%2Bgaav8B2qC0RejFhQkdYFahZfrv3TaqRU0DUsMfdT%0AE1P9WlX2cu6CgJeyQPqNrdwJ8q8%3D%0A) --- ## Accepting payments in WooCommerce using Intuit Merchant / QuickBooks Payments (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538415-accepting-payments-in-woocommerce-using-intuit-merchant-quickbooks-payments-quickbooks-online > How to accept payments in WooCommerce using Intuit Merchant/QuickBooks Payments. [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) does support syncing customers, orders, payments and more from WooCommerce to QuickBooks as part of our integration. We support syncing payments made in WooCommerce by almost **any payment gateway** that can be used within WooCommerce. It's important to note that MyWorks is a sync/integration - not a payment processor/gateway. Although we support syncing payments made by any WooCommerce gateway you choose to use - MyWorks is not a payment processor. Wondering what payment gateway/processor to use for your site? We recommend checking with your web developer first, as they are the best resource to both recommend and install/configure a payment gateway on your WooCommerce site. **The most popular payment methods we see used are Stripe, PayPal, and Authorize.net - but there are many other available gateways based on your preference.** **Note**: WooCommerce.com does offer an Intuit Payment gateway[ here](https://woocommerce.com/products/intuit-qbms/) - for users wishing to use their existing Intuit Payments account to process payments on their site. This is not affiliated with MyWorks, and any questions about setup/usage for this gateway should be directed to their plugin developers. --- ## How to update WooCommerce order statuses when a payment is received in QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538417-how-to-update-woocommerce-order-statuses-when-a-payment-is-received-in-quickbooks-online > Learn how to automatically update order statuses in WooCommerce when a payment is received via QuickBooks Online. If your WooCommerce orders are being synced to QuickBooks as invoices using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/), and there's no payment being made in WooCommerce when the orders are placed (using gateways like wire transfer, bank transfer, cash on delivery, etc) - the order will be synced to QuickBooks as an open invoice. In cases like this, it's very common to proceed in one of three ways: - Proceed as normal. Have the open invoice synced to QuickBooks, and invoice the customer out of QuickBooks, then receive the payment as usual in QuickBooks. - When the payment is received from the customer, change the order status in WooCommerce to a status like "Completed", and set MyWorks to sync a payment to QuickBooks when this occurs. [You can read more about this here.](/*/articles/13538428) - When the payment is received from the customer, receive the payment in QuickBooks to close the invoice. This commonly occurs when matching an invoice to a payment in a bank feed in QuickBooks. **​ It can be helpful to use MyWorks to further automate this process - as MyWorks is able to update the WooCommerce order to a specific status once the QuickBooks invoice is fully paid**. This can be configured as follows:**​ - In MyWorks Sync > Settings > Automatic Sync, turn on Payment switch in the QuickBooks > WooCommerce direction. - In MyWorks Sync > Settings > Pull, there are two settings that will now show: Order Status once payment is pulled: **This setting controls what the WooCommerce order status* will be changed to* by MyWorks Sync, once a payment for that order is added in QuickBooks. - **Prevent Payment Pull for these order statuses: **This setting controls which order status should not be changed by MyWorks Sync, if the order is set to this status when we pull a payment into QuickBooks. The common options to set here would be Completed (if you don't want completed orders to have their status changed), or Cancelled (if you don't want cancelled orders to have their status changed) - if a payment is applied to those orders in QuickBooks. Once the above has been configured, when an invoice we've synced to QuickBooks has been fully paid in QuickBooks, we will automatically update the status for the related WooCommerce order, following the settings above. --- # Customers --- ## How we handle syncing new vs. existing customers to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538397-how-we-handle-syncing-new-vs-existing-customers-to-quickbooks-online > The logic behind the handling of new and existing customers with MyWorks Sync One of the well-refined features of [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) is the way in which our integration handles determining the sync of new customers in QuickBooks and if they exist already in QuickBooks. This article will discuss the logic of syncing customers. ## Logic When we sync an order to QuickBooks, the first thing we check is to see if the customer already exists in QuickBooks. We do this in the following priorities: Is the customer mapped in MyWorks Sync > Map? If so, the order is synced to the mapped customer in QuickBooks. - If the customer is not mapped in MyWorks Sync > Map, or it is a guest order: We first check QuickBooks for a customer that exists with the email address they used to order. If this customer does exist in QuickBooks, we will sync the order into them. If no customer exists in QuickBooks with their email address, we will create a new customer record in QuickBooks, sync the order to this customer, and automatically map the Woocommerce customer to this QuickBooks customer in MyWorks Sync > Map. It is important to note that we always use the email address field as the value to validate mappings between systems if a customer is not mapped. We do not use the customer names, as these may not be unique values. ## Exceptions Although the above logic is proven to work consistently in normal scenarios, there are exceptions where the above logic is not sufficient to support a robust and complete customer sync. Thus, we provide settings in our integration to anticipate scenarios like the following: - When syncing an order to QuickBooks, the customer is not mapped but does exist in QuickBooks; but without a/matching email address to the order. In cases like this, we will attempt to create a new customer in QuickBooks, but it will likely return a[ Duplicate Customer Error](https://support.myworks.software/*/articles/13538364) because QuickBooks does not allow two customers to have the same name. In cases like this, the following solutions can be used: Turn on *Append ID for Duplicate Customers* in MyWorks Sync > Setting > Mapping. This will allow us to sync the additional customer into QuickBooks, and keep the name unique by appending their WooCommerce ID to their name. - Add the appropriate email address to the customer in QuickBooks, and click Refresh Customers in Map > Customers for us to recognize this. - Slightly change the display name for the conflicting customer/vendor/employee in QuickBooks. --- ## Should I pull QuickBooks Online Customers into WooCommerce? **URL**: https://support.myworks.software/en/articles/13538394-should-i-pull-quickbooks-online-customers-into-woocommerce > Why we wouldn't sync customers backwards from QuickBooks into WooCommerce [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) does allow you to pull certain QuickBooks data from QuickBooks to WooCommerce. The most popular data type this is intended for is Products and Inventory, allowing you to ease double entry by pulling products or inventory levels into WooCommerce instead of manually entering them. A common question is in regards to pulling customers that already exist from QuickBooks Online into WooCommerce - if for example, the WooCommerce store is brand new, and the QuickBooks company has been around for a while already. We currently do not support pulling QuickBooks Online into WooCommerce. The reason for this is due to customer flow. We don't recommend manually pulling QuickBooks Online customers into WooCommerce using MyWorks Sync for the following reasons: - The customer will need to have an email address already stored in QuickBooks. If this isn't the case, the customer wouldn't be able to be created in WooCommerce. We find that most clients don't store a customer email in QuickBooks. - If the customer is manually created in WooCommerce using MyWorks Sync, the customer won't have any knowledge of this. Hence, when they do eventually visit your site to place an order and register an account, they'll be notified they already have an existing account, although they have no knowledge of creating one. This causes confusion on the customer end as they try to log into their account and/or reset their password. --- ## Syncing some or all WooCommerce orders to a single QuickBooks Online customer **URL**: https://support.myworks.software/en/articles/13537947-syncing-some-or-all-woocommerce-orders-to-a-single-quickbooks-online-customer > Explore how WooCommerce orders can sync to QuickBooks customers: either to their own individual customer, or to a "catchall" customer By default, MyWorks will sync each WooCommerce order to its **corresponding** QuickBooks customer: following a mapping in Map >Customers, searching QuickBooks for a matching customer by name or email, and/or creating a new customer in QuickBooks if a match isn't found. However, it's also possible to instead sync some, or all, WooCommerce orders to a **single** QuickBooks customer, or, to separate QuickBooks customers if you use custom WooCommerce user roles! This can be helpful in the below scenarios, for example: - Your customers generally order only one time, and you don't want to create a separate customer for them in QuickBooks, as there likely won't be future customer history for them. - Your QuickBooks customer list is already quite big, and you don't want new customers added to continue to grow this list. - Some or all of your WooCommerce orders contain **no customer information** (for example, WooCommerce POS orders) - so they need to sync to a single QuickBooks customer. ## Setting up This can be easily enabled in MyWorks Sync > Settings > Order in your WordPress Admin. - Enable the setting to Sync WooCommerce Orders to one QuickBooks Customer. - In the area that appears below, you'll see multiple options for each WooCommerce user role on your site, including custom roles.. - Choose the desired QuickBooks customer that orders in each WooCommerce user roles should sync to. Choose “Individual” if orders should sync to a matching QuickBooks customer by name or email. - Or, choose one of the specific QuickBooks customers in the list to sync all orders from a specific WooCommerce user role into a single QuickBooks customer. ## Example In the below example, orders from customers in the “Customer” WooCommerce user role are syncing to a single customer in QuickBooks (called “Retail Sales”) ; and any other WooCommerce User Roles that place orders will still have individual customers sync to QuickBooks (based on a matching email or name). ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996105057/5b4edd6c66f6474f190b0790cf72/upload_11434332609959393206.png?expires=1788544800&signature=93bf97d09a2865c0e161dd77cdbc1de451f402eccf69fac5315983b2d7011d36&req=dSkuEMh%2BmIFaXvMW3nq%2BgeMZg8Dn16WiT3HdYdzC%2FSe%2BvFf71g5fCH180GNT%0AqoRSjnQ6k1eqmoUGn2IiACybTYY%3D%0A) --- # Orders --- ## Setting the QuickBooks Online Service Date when syncing WooCommerce orders **URL**: https://support.myworks.software/en/articles/15485171-setting-the-quickbooks-online-service-date-when-syncing-woocommerce-orders > How to sync the WooCommerce order date - or a custom date per line item - to the Service Date field in QuickBooks Online. QuickBooks Online supports an optional Service Date field - an extra date column on each line item in an invoice or sales receipt, separate from the transaction date. This is often used by service-based businesses to record when a service was actually performed, even if the invoice is dated differently. MyWorks Sync supports setting the QuickBooks Service Date in two ways: globally for all orders, or on a per-line-item basis using order line item meta. ## Before you start The Service Date field must be enabled in your QuickBooks Online company before MyWorks can sync to it. In QuickBooks Online, visit the Gear icon > Account and Settings > Sales > Sales form content, and turn on **Service date**. ## Option 1: Use the WooCommerce order date for all line items In your WordPress admin, visit MyWorks Sync > Settings > Order, and enable the setting **Use WooCommerce Order Date for QuickBooks Service Date**. Once enabled, when MyWorks syncs an order to QuickBooks, the WooCommerce order date will be set as the Service Date for each line item in the QuickBooks invoice or sales receipt. Tip: this works alongside the **Date for QuickBooks Order** setting in the same area, which controls the transaction date of the QuickBooks order itself (order date, paid date, completed date, or date of sync). ## Option 2: Set the Service Date per line item with order meta For more control, MyWorks Sync can also set the Service Date individually for each line item in an order, using line item meta in the WooCommerce order. This is helpful if line items in the same order have different service dates - for example, bookings, events, or scheduled services - and this field would normally be added to your order line items by another plugin or custom code. To use this, add a meta field to the order line item with: - Meta field name: `qb_service_date` - Value format: `yyyy-mm-dd` (for example, `2026-06-12`) No setting needs to be enabled in MyWorks Sync - if this meta field is present on a line item, MyWorks will automatically use it as the Service Date for that line item when the order syncs to QuickBooks. If the setting in Option 1 is also enabled, the `qb_service_date` value takes priority for that line item. ## Helpful notes - If neither option is in use, MyWorks will not set a Service Date, and the field will be left blank in QuickBooks. - The `qb_service_date` value must be in `yyyy-mm-dd` format. If the value is in a different format, it will simply be skipped for that line item. - The Service Date only applies to invoices and sales receipts in QuickBooks Online, and only displays if the field is enabled in your QuickBooks settings (see "Before you start" above). --- ## Preventing certain WooCommerce orders from syncing into QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538556-preventing-certain-woocommerce-orders-from-syncing-into-quickbooks-online > Learn how to stop specific orders from syncing with QuickBooks Online. While MyWorks will normally automatically sync each new order into QuickBooks as it reaches an order status that's enabled in our sync, it's possible to use a few different approaches to prevent some orders from syncing to QuickBooks - including using order statuses and product mappings to your benefit. ## Using Order Statuses In MyWorks Sync > Settings > Order, you can control which order statuses our sync uses as a trigger to sync an order. This also supports custom order statuses you use on your site. * By using the above setting, you can customize how your orders flow through order statuses to control what orders are synced + when an order is synced. This can be done by the following example: - Ensuring that an order you **don't** want to be synced does **not** reach any of the statuses selected in the above setting. - Setting orders to a status selected in the above setting when you **do want** them to be synced. To accomplish a scenario like the above, our users would normally share the above information around leveraging WooCommerce order statuses with their WooCommerce developer and ask them to customize their WooCommerce store to ensure that orders that meet your custom criteria to not sync are automatically set to a different/custom order status of your choice, to ensure they're then not synced to QuickBooks. Or, taking an opposite approach, orders that do meet your criteria to sync could be automatically set to a different/custom order status that **is **set in our sync to be synced to QuickBooks. For example, if you'd like orders from specific users, or containing a certain field, to not be synced; you can share this logic with your developer, and when an order is placed that meets this criteria, they'd be able to customize WooCommerce to ensure it's set to an order status that is not selected in the above settings, to ensure the order is not automatically synced. ## Using Product Mappings If you have a criteria for the orders you would like not synced that includes a specific product - for example "I would not like orders containing Product X to be synced to QuickBooks"* - then a different approach using product mapping may be helpful. - In QuickBooks, create a "dummy" product. The type can be “Service” or Non-Inventory, and you'll want to keep the checkbox **unchecked** that says “I sell this product”. By doing so, this product can not be used in an order in QuickBooks, and orders containing this product will fail to sync. ​ - Then, in the MyWorks Sync > Map > Products page in our sync, map your desired products to this dummy product. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996128638/12972ed20fb4dca3d44f1bbe12bd/upload_571385585476366929.png?expires=1788544800&signature=2c7ece6d53565b0368eb488f86507eb2ac6c06dd51fe3264a43f6ad6fca9ddce&req=dSkuEMh8lYdcUfMW3nq%2BgWKtk0GK6pAv8nTFvplQvuqrmVUVgJgbeMRiA3IX%0AezG7DtS%2BeSCyStluTkRdrebfK%2F4%3D%0A) Any WooCommerce product you have mapped to the above dummy product would prevent a WooCommerce order containing this product to be synced to QuickBooks. --- ## Syncing a WooCommerce attachment to a QuickBooks Online order **URL**: https://support.myworks.software/en/articles/13538542-syncing-a-woocommerce-attachment-to-a-quickbooks-online-order > Learn how to add/sync an attachments from a WooCommerce order to QuickBooks. As part of the [custom field mapping support]() in MyWorks Sync, we also support syncing an image or file to become an attachment to the Invoice, Sales Receipt, or Estimate synced to QuickBooks from a WooCommerce order. - Supported file types: PNG, JPG, PDF, CSV, DOC, DOCX, TXT All that's necessary to accomplish this is to ensure a custom meta field is present in the WooCommerce order, containing a URL / direct link to the desired file or image. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127956/22e0452814d6b770280420a53ccd/upload_1038892680004702366.png?expires=1788544800&signature=fa420cbb3f033ba311946c091dae0c1970270914a9c3caeaeb6f26d693eae755&req=dSkuEMh8mohaX%2FMW3nq%2BgUG74wzEeEVkoyMtr%2FMlupS5Z9tpbOJ3w0XHeQpK%0AqeZkqhYSjDwvVCC%2Bh9UDAWCNm0w%3D%0A) Once present, our support team can assist with adding this custom field mapping in MyWorks to sync to an attachment in the QuickBooks order, which would appear like the below example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127978/f12538308faaaff2844cf880eb06/upload_16322249828012636317.png?expires=1788544800&signature=7ce9ff8f69e23368468e4025ffb821bfecb8bdea1a32e15d2ad5947d42ac9ee9&req=dSkuEMh8mohYUfMW3nq%2BgVFuCVQWPmdDlth2%2BC%2Fw3j4lVOKnyXw8FYpsNJKv%0AnVH%2FSrm%2BcMV8XPcO%2BG2269v8caI%3D%0A) --- ## Syncing WooCommerce "fee line items" with MyWorks Sync (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538531-syncing-woocommerce-fee-line-items-with-myworks-sync-quickbooks-online > How to easily sync fee line items with MyWorks Sync Occasionally, we will see [MyWorks Sync](https://myworks.software/pricing/#woocommerce+quickbooks_online) users make use of various WooCommerce extensions that add an "additional" or "extra" order fee line item to the WooCommerce order - which shows as its own line item, although not an actual product, or shipping type of line. This would typically display in the order like the example below: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127533/7982fd9fd7a4c0936d88d536b6f4/upload_10905636074710954767.png?expires=1788544800&signature=db58a823bb83316845f3e20449cd0781dd5314f500f2d0437e81b2f6f5ceb5b3&req=dSkuEMh8moRcWvMW3nq%2BgW%2BJWCKSLyb8zeNOk3%2BPEERMEepWo%2Bim%2FvX2HI6d%0ALmOqL4PkGTBCwjxfK%2F%2BSbqIMpt4%3D%0A) MyWorks Sync has helpful options to support syncing these line items, and these can be configured in the MyWorks Sync > Compatibility menu in your site's admin area, in the WooCommerce Order Fee Line Items section. In this area, this compatibility may be enabled, and a specific QuickBooks product can be set to be used as the line item for these lines on the synced QuickBooks transaction. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127553/ddad7b739bdbfcfec3a4b1955130/upload_11414531526851014509.png?expires=1788544800&signature=1e85467bacd02dc1558f53f5f22b9cd9fa3c5055ba5d29666d3f0d27790a6afc&req=dSkuEMh8moRaWvMW3nq%2BgYZHLzwgczQBkrW2a2ENhaySRByiexaTkYaIMRg8%0Ai%2F57pcDdYwhuL6mavdEfI7%2B0XQk%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127573/6ea8cf64b222fad7c537ca0ebb2e/upload_15388813185931272404.png?expires=1788544800&signature=c8597cc994cae6e6738c977b2e62461013312f32557f9e8d63dd35d95b31bd2b&req=dSkuEMh8moRYWvMW3nq%2BgTF0Qo62GgVwHfOMSQZZq2quakFAwVxU6pq2ycQO%0AWbzIb8LbhAcf7qeKU%2BqBnWldKYE%3D%0A) ## Fee Line Items with negative amounts: In the above screenshot, the "Bulk Discount" line for a negative amount has, by default, been synced to the sub-total field for **discounts** in QuickBooks Online. If you prefer to have the negative line item in WooCommerce sync to its own separate line item as opposed to the discount sub-total field in QuickBooks , you would need to enable the setting to sync negative line items as individual lines in MyWorks Sync > Compatibility above. This would then appear in QuickBooks as the example below: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127589/841946de1792f8c19eec0dbc6ce2/upload_10386848585554809751.png?expires=1788544800&signature=ea2d889e92d112542c06bbc5b4330d996280690c11a338a1ad2824cfcbeb6ea9&req=dSkuEMh8moRXUPMW3nq%2BgWhHxHUaPohCyn4dmWDxefySj3oTlmEtBPsKwWwl%0AgtgBWLwxMKNFRWOa4m1HZ3cpPtw%3D%0A) --- ## Allowing customers to pay / be emailed an invoice through QuickBooks Online(WooCommerce) **URL**: https://support.myworks.software/en/articles/13538519-allowing-customers-to-pay-be-emailed-an-invoice-through-quickbooks-online-woocommerce > Use MyWorks to allow customers to pay invoices through QuickBooks and be emailed an invoice directly from QuickBooks Online While it's most common for customers to order and pay through your WooCommerce store, there are cases where an order needs to be placed but not paid in WooCommerce - and then paid at a later time through QuickBooks Online; and also optionally automatically emailed the invoice when the order is synced into QuickBooks. MyWorks has the ability to both email the customer an invoice once an unpaid order is synced to QuickBooks - and allow control over which payment methods are enabled in the QuickBooks Online invoice. QuickBooks supports two methods of payment for Invoices in QuickBooks Online when Payments are enabled in your QuickBooks Preferences. As seen in the example preferences below, these are Credit Card and ACH. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127086/d1d4882bffab00c5fe6f1630195d/upload_8237916652230973220.png?expires=1788544800&signature=4857617af0a2d54146b8ca8cc6cb742b09afd237fe01edd8c043c1635132c283&req=dSkuEMh8moFXX%2FMW3nq%2BgbQ9Zh5Aph0qA0aCdJ7vAlWcyf%2FERboaN%2B9mtq0L%0AgkNU80SqN6CYvM9NzSfHvuNl7ik%3D%0A) There are several settings in MyWorks that can help further customize this, and are shown below. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127099/7061a27d2d860b7bb3c89987960c/upload_8970147258393186779.png?expires=1788544800&signature=3a2ee445ee1f4e78072339cf9c958a87f4b54c2920c758aa31d98fc8d7e4c82d&req=dSkuEMh8moFWUPMW3nq%2BgV7iSZllhsQu9%2BXlnsBaMjRZnWNe8L4WAUAVPizD%0AvPtibv%2FQ%2B0lIWHHYawBmk5svc50%3D%0A) **Email Invoice to customer when synce to QuickBooks ** As the name suggests, this will tell QuickBooks to automatically email the invoice to the email within the QuickBooks order when we initially sync the order to QuickBooks. This can be set to “Do not email”, “For all orders”, or “Only for unpaid orders”. **Using the email address within the QuickBooks customer for the order email****As the name suggests, this uses the email(s) of the QuickBooks customer instead of the WooCommerce order email for the Billing Email field in the QuickBooks invoice. As shown in the screenshot below, this does support multiple comma separated email addresses. This can be especially helpful when paired with the setting above to automatically email an invoice from QuickBooks once synced. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127115/4d09fcec49f5639820039e5a91b5/upload_1682611150420565760.png?expires=1788544800&signature=d9fe5e727c1b60be3ad89b7437fa9b9804c16382ba971fa44d6a7fe27e518127&req=dSkuEMh8moBeXPMW3nq%2BgS%2F0MGt9St65ew%2FEWwWtqSgatuaAthP%2BL5UC63S7%0AMjz4Yqpv%2FBML%2FiUhbJ5SdXE4gpY%3D%0A) QuickBooks Invoice Online Payment Option** As reviewed above, this allows control over what (if any) payment options will be enabled in the invoice we sync to QuickBooks. The setting includes support for: - Both Credit Card and ACH (default) - Only Credit Card - Only ACH - Neither Once the user clicks the link to pay the invoice, they'll be brought to view the QuickBooks invoice in a web browser, where they can then pay, like the below example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127130/f98c156a03ef3307f6ae0061675e/upload_15441240365369933187.png?expires=1788544800&signature=613cbe9543f2e7af83434b2468c09803bdd220cbacb7b73e0ea143bbde294dc5&req=dSkuEMh8moBcWfMW3nq%2BgV6mb768XQKRncrk7a526FWLiuTogGQoXo4o%2FwHW%0AG%2FnCCglRvDflsuA42dPWgiY72JA%3D%0A) --- ## Support for WooCommerce Custom Order Line Item Meta Data (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538485-support-for-woocommerce-custom-order-line-item-meta-data-quickbooks-online > Overview of using the setting in MyWorks Sync to sync additional line item meta data to QuickBooks Are you using a plugin/customization that adds metadata to your product line items in WooCommerce orders? If so, then your orders may contain additional metadata in line items like this example below: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125677/830e598c32d0d4375db4bfbb428b/upload_8657775610834116607.png?expires=1788544800&signature=24a8d76cc33b052d80170d846a34727f1d71ffe3e6ffe0e773109d903b091374&req=dSkuEMh8mIdYXvMW3nq%2BgYzyp5H1DAeSMzhF65th3MA%2FVOQ8%2BxVhvU2dtt3q%0AqH7CJm1SmgPFfJq57K5VCGHoNGE%3D%0A) [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) does have support to bring this metadata in to QuickBooks - as part of the Description field for the QuickBooks line item. To accomplish this, enable this setting in our sync following these steps: - Visit MyWorks Sync > Settings > Order - Enable the ‘Add WooCommerce Custom Order Line Item Meta Into QuickBooks Line Item Description’ setting. - If desired, enter the name(s) of the specific line item meta fields to be sent to the QuickBooks Description; otherwise if left blank, all line item meta information will be sent through. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125692/8b255af3b6bca33f9402e16c6ab2/upload_14904473197349644386.png?expires=1788544800&signature=8bc8bcd98b82a8ec4adfc1bc54256333d1ba2a376c2c309dda2ed4f933ead9a6&req=dSkuEMh8mIdWW%2FMW3nq%2BgX6mseENkRNQx%2F7apIJteq2xAijYpzU3f%2FXZR%2FvM%0AuQp2VQs1JJ8tjEyEMRAut%2BgA2XQ%3D%0A) This will add the WooCommerce Custom Order line item meta into the Invoice or Sales Receipts Line Item Description, and it will look like this: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125704/3c9b7ab0b9c8b7ae16b9ee0d0616/upload_5578403286037839055.png?expires=1788544800&signature=9d8c1f3f0c68a428d15b54e1765e48e6d145d3b09591619b9ee1aa94c0c231bd&req=dSkuEMh8mIZfXfMW3nq%2BgU22tfa0VClEzP6Q1B%2B5p0SvJTxq1aYooFIaMoUt%0Aqw3%2FQNw97r7kxEgCFpRgCax1m4w%3D%0A) --- ## Setting Terms / Due Date in QuickBooks Online Invoices (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538471-setting-terms-due-date-in-quickbooks-online-invoices-woocommerce > How set terms and due dates on a QuickBooks Invoice or sales receipt for a non-immediate payment payment method in WooCommerce When [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) syncs an order from WooCommerce into QuickBooks as an Invoice, both the invoice date and the due date of the invoice in QuickBooks will match the WooCommerce order date, by default. Also, the Terms set for the QuickBooks invoice will be blank, by default. However, it can be helpful to both set Terms for the QuickBooks invoice, and change the due date to a different date, for example 30 days from now, if QuickBooks is used to track upcoming due invoices. This can be easily adjusted, on a per-WooCommerce-gateway level, in MyWorks Sync > Map > Payment Methods > Advanced Options. In this area, it's also possible to set the Terms to use the “QuickBooks Customer's Term” - meaning it will use the Term set for each individual customer within their QuickBooks customer profile. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125324/f55c3e14b0d14c78e27dea7a7fce/upload_17255137274879108278.png?expires=1788544800&signature=d8d221873d788e999d3fbfc1f341e71aec26b9a42318001a4e2a9aac001bfe5d&req=dSkuEMh8mIJdXfMW3nq%2BgeuT87%2FVNLvnO19xOdCEyAeDs8Mn5OygT54g%2Ff%2B4%0A18r4cM9WNGs8MqHaJbWVDv6VmCQ%3D%0A) --- ## Should I push WooCommerce orders as a Sales Receipt or an Invoice? (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538401-should-i-push-woocommerce-orders-as-a-sales-receipt-or-an-invoice-quickbooks-online > Some considerations when deciding if you should sync WooCommerce orders to QuickBooks as sales receipts or invoices. A common question we hear as our [WooCommerce Sync for QuickBooks Online](https://myworks.software/integrations/woocommerce-quickbooks-sync/) users consider syncing their orders to QuickBooks Online is the decision of whether to sync an order as a Sales Receipt or as an Invoice when using our WooCommerce Sync for QuickBooks Online. This setting can be changed in MyWorks Sync > Settings > Order tab. [Read our Settings documentation for more on this](https://support.myworks.software/*/articles/13538237)[.](https://docs.myworks.software/woocommerce-sync-for-quickbooks-online/getting-started/settings#order) The best answer to this is to consult your accountant on their recommendation - and/or check your existing QuickBooks Online company to see how you've been accounting for orders up to this point: whether as a sales receipt, or an invoice + payment. From a sales reporting point of view, it technically doesn't matter. Using either method, the sale will still be recorded to the correct sales account. However, the best method to determine this is by answering the following question: **Do all the gateways in your WooCommerce store collect payment as soon as the order is placed?** - Yes. You should sync orders over to QuickBooks as Sales Receipts. - No. You should sync orders over to QuickBooks as Invoices + Payments. Here are the main differences between the two settings. ## Orders as Sales Receipts A Sales Receipt is an invoice + a payment all rolled into one. Therefore, syncing an order as a sales receipt will record the sale, and deposit the payment into the correct (mapped) bank account in QuickBooks Online. This is usually a typical representation of a WooCommerce order - where the order is placed and paid for all at once. The only exception would be someone paying for a WooCommerce order with a Bank Transfer or Cash on Delivery type of gateway - where the payment isn't received at the time of order. This is the default setting for MyWorks Sync but can be changed in our Settings. Remember that if an order is placed with a Bank Transfer gateway, for example, the sales receipt in QuickBooks Online will reflect that payment has been received when it has not. **This is the default/recommended setting for MyWorks Sync.** ## Orders as an Invoice + Payment An invoice in QuickBooks Online represents a sale you've made that hasn't yet been paid. It's displayed in QuickBooks Online as "Open" until a payment is added to the invoice. Therefore, syncing a WooCommerce order as an invoice + payment is acceptable. When the order is placed, it's synced to QuickBooks Online immediately as an invoice. If the order was paid with a legitimate gateway in WooCommerce (aka Stripe, Authorize.net, PayPal, etc.) - a payment for the invoice will be immediately synced over to QuickBooks Online to close out the invoice. Otherwise, the payment will not be synced over - and the invoice will accurately remain as open in QuickBooks Online. [Read more about syncing over payments for these types of gateways here.](https://support.myworks.software/*/articles/13538428) --- ## Using the next available QuickBooks Online order # when syncing orders (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538400-using-the-next-available-quickbooks-online-order-when-syncing-orders-woocommerce > How to use the "next available" QuickBooks order number when syncing orders into QuickBooks using MyWorks Sync By default, [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) will sync orders from WooCommerce or Shopify into QuickBooks using the WooCommerce or Shopify order ID/Number as the Invoice/Sales Receipt number in QuickBooks. Additionally, if you're using a custom order number in WooCommerce or Shopify, MyWorks can be set to use this number instead. However, if it's necessary to sync orders into QuickBooks **using the next available number in QuickBooks**, we have an advanced setting that supports syncing orders into QuickBooks using the **next QuickBooks invoice/sales receipt **number. This is especially helpful if other orders are being manually entered in QuickBooks in addition to orders synced from WooCommerce or Shopify. This feature is available in all **paid plans** and requires the Custom Transaction Number setting (below) in QuickBooks to be off. ## Example - John creates an invoice manually in QuickBooks - after saving, the number is #1261. - Order #103 is placed in WooCommerce or Shopify, and synced to QuickBooks. The QuickBooks invoice is #1262. - Sarah creates an invoice manually in QuickBooks - after saving, the number is #1263. - Order #104 is placed in Shopify or WooCommerce and synced to QuickBooks. The QuickBooks Invoice is #1264. ## Setup steps - In order to enable this setting in MyWorks Sync, the *Custom Transaction Numbers *setting in QuickBooks Company Settings must first be turned **off**. Before doing so - we recommend first ensuring that the most recent order in QuickBooks does have the correct number you'd like to start using sequentially.**​ * ​ - In your WooCommerce or Shopify admin area, visit MyWorks Sync > Settings > Orders, and enable the Use Next QuickBooks # *setting. Any orders synced to QuickBooks from this point forward will follow the next QuickBooks number as the order is created in QuickBooks. ## Common Questions - The *Custom Transaction Numbers *setting in your QuickBooks Company Settings must first be turned off in order to see/enable this setting in MyWorks Sync. - Is the number sequence in QuickBooks not what's expected when syncing your first orders? Creating a manual invoice/sales receipt in QuickBooks and setting the first number you'd like to use should "force" QuickBooks to re-start the number sequence using that number. - With this setting enabled, WooCommerce or Shopify orders will not** have the same numbers as QuickBooks invoices/sales receipts. (our support team can help custom map the WooCommerce order number to a different field in the QuickBooks order, however - to help keep that number available in the QuickBooks order for reference) - Our "sync status" badges will still correctly function with this setting enabled - as the QuickBooks ID of the invoice/sales receipt is stored in the WooCommerce order meta for us to use when checking sync status. - The "sync status" for **past **orders synced before this setting was enabled may change to show as *not synced* in WooCommerce or Shopify - even though the order itself is in QuickBooks. This is normal and can be ignored. --- ## Emailing an invoice to a customer from QuickBooks Online (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538521-emailing-an-invoice-to-a-customer-from-quickbooks-online-woocommerce > Easily emailing an invoice to clients through QuickBooks when MyWorks has synced it into QuickBooks Online. In addition to syncing an order to QuickBooks, MyWorks can also optionally tell QuickBooks to send an automatic email to the customer once the order has been synced to QuickBooks. Since the customer would usually already be aware of the order, this can be especially helpful if the intent is for the customer to pay the invoice through QuickBooks, which they'd be able to do through a button in the email from QuickBooks. ** This only applies to WooCommerce orders MyWorks syncs as QuickBooks invoices that are unpaid in WooCommerce. If the order is paid in WooCommerce , we will sync the order and the payment to QuickBooks and not email the invoice. Overview of MyWorks Settings that can be helpful in this case:** The below settings are located in MyWorks Sync > Settings > Order: - *Email an Invoice from QuickBooks to customer after order syncs.* This is set to “Do not email” by default, but can be enabled to send an email from QuickBooks for every order we sync, or only for unpaid orders we sync. When this occurs, QuickBooks will send the below (example) email to the customer once the order has been synced to QuickBooks - just as if the “Save and Send” option was used in the invoice in QuickBooks. - *Use QuickBooks customer primary email for BillEmail field.* This controls what email(s) will be present in the Billing Email field in the QuickBooks invoice - either the WooCommerce order's email, or the email(s) within the existing QuickBooks customer profile. - *QuickBooks Invoice Online Payment Option.* This controls which payment options will be enabled in the QuickBooks invoice once synced (as long as these are enabled within your QuickBooks preferences). This can be set to both "Credit Card and ACH", or one / the other, or neither. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127229/42be2d0bbcf7420bd4c3e535aa96/upload_10632130267266014070.png?expires=1788544800&signature=f2152384870331bea4cf4b1fa5adaa0388c2f59f244c960790d01a86a82c62e0&req=dSkuEMh8moNdUPMW3nq%2BgWPlXWnat%2Bs5RIh%2FLjP4ng%2Fj613LLPFMr5TVRHwI%0ARX4A%2B%2BPgleUlGrih86fA7%2BEMURw%3D%0A) --- ## What if my WooCommerce order numbers already exist in QuickBooks Online - as different orders? **URL**: https://support.myworks.software/en/articles/13538399-what-if-my-woocommerce-order-numbers-already-exist-in-quickbooks-online-as-different-orders > How to handle conflicting order numbers using MyWorks Sync When considering using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) to sync your orders between WooCommerce and QuickBooks - one of the items to consider is the current state of your WooCommerce Order numbers and how they relate to the orders currently in your QuickBooks Online company. If your QuickBooks Online company is brand new, typically, you won't have an issue with order number conflicts. However, if you've been using QuickBooks Online for a while - and you're either syncing a brand new WooCommerce store into it; or you're syncing an existing WooCommerce store into an existing QuickBooks Online company - it's a good idea to review the numbering of your WooCommerce orders to see if they conflict with the current numbering of your QuickBooks Online invoices or sales receipts. How are numbering conflicts caused? While it's not common, numbering conflicts can occur if there are existing (or future) orders (invoices or sales receipts) in QuickBooks that have the same number as a current or future order in your WooCommerce store that would be synced in to QuickBooks. However, we have several solutions that work very well to either prevent this from occurring or resolve this type of scenario if it does occur. Firstly, here are a few important tips to be aware of: - QuickBooks Online allows an order number to be used only once - so you can't have two sales receipts with the same order number, for example. - QuickBooks Online sales receipts and invoices have their own separate number sequences - so it is acceptable to have a sales receipt and invoice with the same order number. - If orders are being manually entered in QuickBooks in addition to WooCommerce Orders synced through MyWorks - the best way to avoid conflicts is using Option A below - syncing WooCommerce orders to use the next available QuickBooks order #. ## Solutions If your WooCommerce orders are conflicting with existing QuickBooks invoices/ sales receipts with the same number in QuickBooks, there are three alternate solutions we can recommend. ### A. Use the "Next QuickBooks #" when syncing orders to QuickBooks By default, we’ll sync orders from WooCommerce into QuickBooks using the WooCommerce order ID/# as the Invoice/Sales Receipt number in QuickBooks. However, if it’s necessary to sync orders into QuickBooks **without relying on the order number from WooCommerce**, we have a setting that supports syncing orders into QuickBooks using the **next QuickBooks invoice / sales receipt **number - not relying on any WooCommerce order number. Although this results in the WooCommerce order number not matching your QuickBooks order number, this will ensure there's no order number conflicts going forward - especially if other orders are manually being entered into QuickBooks. The WooCommerce order number can always be custom mapped to a different field in QuickBooks so it's still present in the QuickBooks order for reference. [You can enable this setting by following this doc here.](https://support.myworks.software/*/articles/13538400) ### B. Sync WooCommerce Orders as the opposite data record (invoice vs sales receipt). This solution is usually the most efficient/easiest to implement and would allow you to sync old/existing WooCommerce orders that may have previously conflicted with order numbers. If Order #1000 is placed in WooCommerce, we'll try syncing that over to QuickBooks as Invoice #1000. If Invoice #1000 already exists in QuickBooks, however, QuickBooks won't accept the order. This is where this solution comes in. By going to MyWorks Sync > Settings > Order, and setting MyWorks Sync to sync orders as a Sales Receipt, for example, we will then sync the order over as a Sales Receipt - which would then not conflict with Invoice #1000 in this example. Of course, the opposite applies as well. If Sales Receipt #1000 already exists in QuickBooks, then by switching the above setting to sync orders as "Invoices", we would sync orders over as Invoices - thereby avoiding the conflict with Sales Receipt #1000. ### C. Prefix/Renumber your WooCommerce Orders to be non-conflicting with QuickBooks If it is important to you that - Your WooCommerce order numbers match the order number of the order we sync to QuickBooks, - Other orders are **not** being manually added to QuickBooks, and - You only need this to apply to future orders (aka, not existing orders) then this solution is a helpful fit. By giving your upcoming WooCommerce Orders a custom order number (that purposely doesn't yet exist in QuickBooks), this will ensure they're able to sync to QuickBooks without an issue. Firstly, you'll need to install a plugin that gives your WooCommerce Orders custom order numbers - like the [WooCommerce Sequential Order Numbers Pro](http://woocommerce.com/products/sequential-order-numbers-pro/?aff=13810&cid=1573456) plugin from WooCommerce.com. This will allow you to either set a new/different/higher starting number for your WooCommerce orders or add a prefix (like WC- ) to your WooCommerce Orders. We recommend adding a prefix. Since we have built-in compatibility with most WooCommerce extensions that do this, there's nothing else you'll need from us. Once you've configured the Sequential Order Numbers Pro plugin in your WooCommerce admin - you simply need to visit **MyWorks Sync > Compatibility**, and ensure that the switch for Sequential Order Numbers Pro or Custom Order Numbering is enabled. Then, for new orders that are placed in your WooCommerce store going forward - they will have this new order numbering sequence, which will be honored by MyWorks Sync as we sync the order to QuickBooks. --- ## Syncing Purchase Orders into QuickBooks Online with WooCommerce orders **URL**: https://support.myworks.software/en/articles/13538402-syncing-purchase-orders-into-quickbooks-online-with-woocommerce-orders > Learn how to sync an additional purchase order to QuickBooks using MyWorks Sync. A helpful feature in [MyWorks Sync for QuickBooks Online](https://myworks.software/integrations/woocommerce-quickbooks-sync/) is a setting to enable syncing a Purchase Order into QuickBooks at the same time as we sync a WooCommerce order into QuickBooks. This feature is available to all paid Grow and Scale plan users. This feature allows you to easily keep QuickBooks up to date with Purchase Orders as you sell items, as we'll automatically sync a purchase order into QuickBooks containing the entire contents of the WooCommerce order. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996122893/455794cfd10af1170a79773ee8e1/upload_15426096099614060809.png?expires=1788544800&signature=3ee72d05903ea1a540a7702052ce4c69a01366d622e9092134a4810a1b7b7259&req=dSkuEMh8n4lWWvMW3nq%2BgbkyvhQ%2FGGe7ip11FZwFW%2B9hUEARY4UvJp9B6FoR%0A15s67CR96pVbQtklLOs3AsPY1bc%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996122903/36292758900b8f14b56bc9cb1ccd/upload_7352577008409772276.png?expires=1788544800&signature=a3faf65e6f1baef3d3af011cf9b6c8ed38208b3617917d1c317583f8620b33af&req=dSkuEMh8n4hfWvMW3nq%2BgVM3jyKYyinyFylgd4mbeMoWTf876puDn6zQB4nm%0A%2ByLNOKKxXZaO4SXdSAJ9SiLOBbE%3D%0A) ## Details ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996122920/ce52061b2a5fd6e91b0d9f8f850b/upload_9708973977235792692.jpeg?expires=1788544800&signature=ed931b945c1548d53a51f42849aa31b7359bdf614d684ebe1f02d8b8956eda83&req=dSkuEMh8n4hdWfMW3nq%2BgYYIj7oZBCQvDQbA2%2FNvzifKMu60pwMKxfberjot%0ARm4BRm3osP9c1JlLML1aIBWAcYw%3D%0A) - This setting can be enabled in MyWorks Sync > Settings > Order. - Once enabled, select both a QuickBooks Vendor and a QuickBooks Accounts Payable Account For purchase orders from the dropdown. Don't forget to click "Save All" at the bottom of the settings page after this is done! - If the QuickBooks product has a value for the "Cost" field in QuickBooks, we'll use that value when creating the purchase order in QuickBooks - otherwise, the WooCommerce sale price will be used. - We can currently sync all Purchase Orders into one QuickBooks Vendor. We have plans to expand this in the future. - Purchase orders will be synced into QuickBooks as the related WooCommerce order is pushed/synced into QuickBooks. --- ## Finding/ Reporting on WooCommerce orders synced to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538516-finding-reporting-on-woocommerce-orders-synced-to-quickbooks-online > How to easily find or report on any WooCommerce orders synced with QuickBooks Online by MyWorks Sync One question we see from MyWorks Sync users is to ask for suggestions on better identifying/grouping the orders that MyWorks Sync sends to QuickBooks from WooCommerce - and telling them apart from other orders already in QuickBooks - or, how to locate best an order we've synced to QuickBooks if they're having trouble finding it. The following practices can be helpful tips on how to best segment / report / identify orders MyWorks syncs into QuickBooks - although we always suggest including an accountant on decisions like this, as they'd most likely be able to suggest the best practice you adopt. ## Finding Synced Orders ### Using the "QuickBooks Status" widget in WooCommerce If you have a WooCommerce Order you can't find in QuickBooks; you can use the "QuickBooks Status", which shows both on the WooCommerce > Orders page, and within each order to easily see if the order is synced or not - which you can click to go directly to the transaction in QuickBooks. * ### Using the QuickBooks Transaction Filter You can also use the QuickBooks Transaction Filter / Advanced Search to filter by transaction type. MyWorks would sync orders to QuickBooks as **Invoices** or **Sales Receipts** - which can be controlled in MyWorks Sync > Settings > Order. You can then narrow your search by selecting a custom date range and searching for the date the order was placed or further narrowing your search by choosing the QuickBooks Customer with the corresponding email address to the WooCommerce Order. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126948/acd4f28503bfe3f682f689f4d0c2/upload_8016558822431259661.png?expires=1788544800&signature=baf298e90b6d2aa0efe326855e1befdc8575b302009007bfc441767ba76fc0d0&req=dSkuEMh8m4hbUfMW3nq%2BgYSwMg%2FiasE1hwyi6WVDVTcYA6CoJcpIG9Y32Us8%0AQEQZnBuEn1pgaTpV8Aa3VgonSiQ%3D%0A) ## Reporting in QuickBooks ### Using Class/ Department for reporting By default, MyWorks Sync does support setting a QuickBooks Class to sync all WooCommerce orders to in MyWorks Sync > Settings > Order > QuickBooks Class or Department to be assigned to all orders*. Often users will create a class called "web sales" in QuickBooks, for example, and then build out their QuickBooks reporting based on this class they set to be used for orders synced to QuickBooks by MyWorks. ### Using custom fields MyWorks Sync supports custom field mapping - which can send a value or specific WooCommerce order field - into a specific field in a QuickBooks order ("memo"/ your own custom QuickBooks field). Some users opt for a value like "Web Sale" to be custom mapped to one of these fields in QuickBooks - in which case QuickBooks reporting can be filtered utilizing this specific field. A similar example of using custom fields would be to have the WooCommerce Order ID be synced to one of the above-mentioned fields in QuickBooks - and QuickBooks reporting can then be used based on whether or not this field contains a value for an order. --- ## Syncing orders with multiple currencies with WooCommerce and QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538547-syncing-orders-with-multiple-currencies-with-woocommerce-and-quickbooks-online > How MyWorks Sync supports multiple currencies in WooCommerce and QuickBooks. Although WooCommerce supports a single currency by default, it's pretty common for there to be a need to offer multiple currencies within a WooCommerce store. Because QuickBooks Online also supports multiple currencies - MyWorks has excellent support for handling multiple currencies as well. This support would allow specific currencies in WooCommerce to be linked to specific and separate bank accounts in QuickBooks on a per-payment method basis so that WooCommerce orders can be sent to QuickBooks: - With the correct currency, matching the currency of the WooCommerce order. - Into the correct QuickBooks bank account with the same currency as the WooCommerce order. **The only requirement is that the same currencies be enabled in both WooCommerce and QuickBooks.** ## Setup In MyWorks Sync > Settings > Default, there will be a Currency option if MyWorks detects multiple currencies in use on your WooCommerce store. In this option, select the currencies you accept orders from in WooCommerce. (these currencies should also be enabled in QuickBooks) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996128236/5a2741b82bf6f9c5aed098cba130/upload_17290847446863663020.png?expires=1788544800&signature=0a09f868499470b7fe3b06e7fe4b4b854d8f1531b897fcf61d34c6f05a81897d&req=dSkuEMh8lYNcX%2FMW3nq%2BgV3x2cwT9eCDxsab5%2FZVdKBrCbGYzlcc4DIOSdf5%0AC20Ux02OZn3WLXWp2gKmlKEYIow%3D%0A) In MyWorks Sync > Map > Payment Methods, there will then be one column for each currency selected in our settings, which will allow you to them map each gateway to a different QuickBooks bank account based on the currency(s) that the gateway accepts in WooCommerce. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996128262/bc3fca12ee4b8b25db30f24539e1/upload_10088577304250613872.png?expires=1788544800&signature=37baeda83727384c9bcb5cfc5f72b0d95b07459a4670cd0c48ab37f8f672e1a2&req=dSkuEMh8lYNZW%2FMW3nq%2Bgdbpy6skS4NzDHA%2BgdOku8rlqLVk6OiedqNsfOsY%0A5ruv904%2FpCXNf1kgAQJd2Zauy2g%3D%0A) --- ## Syncing WooCommerce orders with Discounts to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538502-syncing-woocommerce-orders-with-discounts-to-quickbooks-online > How MyWorks Sync supports syncing discounts MyWorks Sync supports syncing orders containing discounts / coupon codes into QuickBooks Online in several different ways - all controlled within MyWorks Sync > Settings > Order in our sync on your site. ## Syncing Discounts to the QuickBooks "Discount" sub-total field: By default, MyWorks Sync will sync any discounts in a WooCommerce order to the **QuickBooks Online Sub-total field for Discounts**. [This means having your Discount sub-total field enabled in Accounts and settings in QuickBooks.](/*/articles/13538382) **If this setting is not enabled in QuickBooks, discounts can not sync with the order.** This would be shown in the QuickBooks order like the following example. * ## Syncing Discounts within the original product line item: Alternatively, MyWorks can sync discounts within the original line item. For example, if the item in WooCommerce is $10, with a 20% discount bringing it to $8, we'd sync it as a single $8 line item in QuickBooks. This setting can be enabled in MyWorks Sync > Settings > Order: Sync Order discounts within the original product line item.* This would be shown in the QuickBooks order like the following example. * ## Syncing Discounts as an additional negative line item: Or MyWorks Sync can sync discounts an additional, separate, negative line item. For example, if the item in WooCommerce is $10, with a 20% discount bringing it to $8, we'd sync the line item for the product at $10 and we would sync an additional line item using that same QuickBooks product with a negative line of $2. This setting can be enabled in MyWorks Sync > Settings > Order: Sync Order discounts as an additional negative line.* This would be shown in the QuickBooks order like the following example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126587/7ffcbba7c108ed3537a51fd55dbb/upload_4853417727791278928.png?expires=1788544800&signature=66ea1c6805b5b99ef62cb79c7a6f08b4aeceaabbc168f5655343f38cd55aeba9&req=dSkuEMh8m4RXXvMW3nq%2BgQgFIKboCb4AU0tQPNX8LWSNzI2WAe1CVXCLMjxs%0ABavVwXD7bvLxt89b6PTAKyd3fTQ%3D%0A) --- ## How are WooCommerce orders placed by guests synced to QuickBooks Online? **URL**: https://support.myworks.software/en/articles/13538398-how-are-woocommerce-orders-placed-by-guests-synced-to-quickbooks-online > How WooCommerce orders placed by guests sync to QuickBooks Online A standard option in WooCommerce stores allows users to choose whether to create a user account when placing an order or order as a guest user - without creating an account. This is intended as an expeditious option in checkout to reduce the number of fields a user must fill out when placing an order. Since the WooCommerce order isn't associated with a user account, a common question is how [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) handles syncing orders a guest places. Luckily, the answer is simple. We're perfectly compatible with all WooCommerce orders - and we seamlessly sync guest orders. When our sync syncs a WooCommerce order to QuickBooks Online that isn't tied to a user account (which can be mapped/linked to a corresponding QuickBooks Online customer record in our **MyWorks Sync > Map > Customers** tab), it first scans QuickBooks Online to check if the guest customer already exists - using the email address as the key identifier. If the customer exists in QuickBooks Online with the same email, the WooCommerce order will be synced to that customer. If the customer does not exist in QuickBooks Online, our sync will first create it in QuickBooks Online using the customer details provided in the order - and then sync the order over automatically to this new customer in QuickBooks Online. This handling logic brings ease and automation to your accounting/ordering process, so you don't have to worry about guest orders not syncing correctly. --- # Common Questions --- ## Default Fields & Sync Direction Summary - WooCommerce and QuickBooks Online Sync **URL**: https://support.myworks.software/en/articles/13538409-default-fields-sync-direction-summary-woocommerce-and-quickbooks-online-sync > A summarized list of the default fields and the direction they can sync and whether this applies to new or updated data ## Summary [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) has many different options when it comes to syncing data, and this article helps share what direction data syncs, whether new or updated data syncs and what fields are synced by default. Below is a list of the default fields synced/mapped already in our sync. Custom field mapping is supported and is handled on a case-by-case basis with our support team. Additional WooCommerce plugins that add extra functionality/ fields would not conflict with MyWorks Sync but may need custom mapping if their fields need to be used by our sync. ## WooCommerce -> QuickBooks Online **Customer (new)** - First Name - Last Name - Company Name - Email - Address Line 1 - Address Line 2 - City - State - Postcode - Country **Order (new and updated)** - Can be synced as Invoice or Sales Receipt - Order Number (can be WooCommerce order ID, custom order number, or next QuickBooks number) - Associated Customer - Billing Address - Shipping Address - Order Date - Due Date (If invoice) - Class / Department / Location - Product/Service line items - SKU - Description - Quantity - Amount - Shipping Amount - Discount - Tax - Memo - Custom Fields 1-3 (if custom mapped) **Product (new and updated)** - Name - Image (if not present in QuickBooks product) - Description (optional) - SKU - Inventory Level (if inventory product) - Price - Taxable Status **Variation** **(new and updated)** - Name (combination of parent name + attribute names) - Description (optional) - SKU - Inventory Level (if inventory product) - Price - Taxable Status **Payment (new)(if invoice)** - Related invoice - Payment Date - Payment Method - Reference No. (Transaction ID or WooCommerce order number) - Amount Received **Refund (new)** - Related order - Refund Date - Payment Method - Reference No. (Transaction ID or WooCommerce order number) - Class - Items Refunded - Amount Refunded **Purchase Order (optional)(new)** - Associated Vendor - Billing Address - Shipping Address - Date - Product/Service line items - SKU - Description - Quantity - Amount (uses product cost in QuickBooks if present, otherwise WooCommerce order amount) - Shipping - Discount - Tax ## QuickBooks Online -> WooCommerce **Product** **(new and updated)** - Name - Image (if not present in WooCommerce product) - Description (optional) - SKU - Price **Inventory (updated)** - Inventory Level **Payment (new)** - WooCommerce Order Status can be updated to a different status when a payment is added to the related invoice in QuickBooks. --- ## Our Favorite Web Hosts! (Hint: Not GoDaddy) **URL**: https://support.myworks.software/en/articles/13538414-our-favorite-web-hosts-hint-not-godaddy > Info about Web hosting with WooCommerce In the course of supporting thousands of our [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) users with their WooCommerce stores, and integrating those stores with QuickBooks, we've had the opportunity to see a pretty large number of hosting companies in action. While some are certainly better than others (and some have made our favorites list - see below) - no web host comes close to presenting the as many issues for our users than GoDaddy has. Some would think it should be difficult to single out a specific provider as such a problematic host to WooCommerce stores, but the amount of issues/conflicts we've seen on our user's stores hosted on GoDaddy is comparable to **no other** host. These include: - On a "Managed Wordpress" hosting plan with GoDaddy? **No scheduled activity on your WooCommerce store will work, which includes our automatic sync. **[GoDaddy publicly states these hosting plans don't support wp-cron, which is built into Wordpress for all scheduling activities - essentially breaking any scheduled activity on your site. ](https://community.godaddy.com/s/question/0D53t00006Vm9v1CAB/error-with-cron-jobs-on-my-managed-wordpress) - Failures to have the wp-cron system properly set, or consistently running - Very poor admin and front-end load times/performance (regardless of our sync being installed) - Poor resource allocation (low memory limits and available CPU resources) - a result of cramming many hosting accounts on one server, regardless of the - Timing out database connections (critical when dealing with/syncing larger amounts of data) - Poor support times and quality of support - And the list goes on.... In order to maintain a performing and professional WooCommerce site - regardless of whether you use our sync or not, we recommend you use any other host than GoDaddy. Below is a list of outstanding WooCommerce-optimized hosts with whom we've seen many of our users have great success: - [Kinsta](https://kinsta.com/) - [Nexcess](https://affiliate.nexcess.net/offer?item=NDY5OTh8OTQ5) - [Pantheon](http://pantheon.io) Inversely, below is a list of web hosts we have seen repeated issues with multiple users - usually in areas of resource availability or server settings that result in poor QuickBooks connections. We would not recommend these web hosts to our users: - GoDaddy - Wordpress.com (limited control panel options) - BlueHost - Media Temple --- ## What happens if I reach my monthly sync limit for orders? **URL**: https://support.myworks.software/en/articles/13538445-what-happens-if-i-reach-my-monthly-sync-limit-for-orders > Explaining how monthly order sync limits for MyWorks Sync plans work ## What happens when I reach my limit? All [MyWorks Sync](https://myworks.software/pricing) plans except for our Soar plan contain a maximum number of orders that can be synced in a certain month (the 1st through the last day of the month). If you reach this monthly order sync limit before the end of the month, MyWorks **will not **automatically change your plan. Syncing will be paused, and you'll be notified in our app on your store. [MyWorks order sync limits are listed on our plans & pricing page.](https://myworks.software/pricing) ## Changing plans to continue syncing You can change your plan anytime, and syncing will resume immediately. **Shopify: **Visit the Plans menu in the MyWorks Sync app in your Shopify store, and choose the plan you'd like, then confirm. **WooCommerce:** - [Navigate to the MyWorks Dash](https://dash.myworks.software/login) - Click the "change plan" button and choose your preferred plan and billing cycle. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124377/6efec031f82de08625a37f7225ae/upload_17148688622895289572.png?expires=1788544800&signature=cde514e29f46f06135e57f156e419fbf47c5f2569dc60ee486ac27369ac7dc24&req=dSkuEMh8mYJYXvMW3nq%2BgTMi6KmpcH%2FNv8uI95AGEb0R7esvpkrSV090kLAw%0ABbsnO2UJ8IwYpvpA7UepXb7yC4s%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124396/dea1112b76aec05feb07b8b7cf77/upload_6217171052994712317.png?expires=1788544800&signature=35f2f5c59b986e104988cda33a052fd00082ee10b9e5e568f2f0e4179ab045ea&req=dSkuEMh8mYJWX%2FMW3nq%2BgdPzJ8i0QeGjhk00YEtW0wJM6L%2BnBi9pqYB1YouX%0A8zZR5Or067VJBCF2CtRQQoH%2Fyxs%3D%0A) #### To have those changes take immediate effect in WooCommerce: While MyWorks Sync in your WooCommerce admin will usually reflect immediately that your plan has been upgraded, you can confirm this by visiting MyWorks Sync > Connection > Refresh License. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124415/27c844ebba3df50f8cf26bb5fae6/upload_5114681888611373536.png?expires=1788544800&signature=62798c863bb159201877629274b803e5cc77752b1a2ca7645e91877a34017fec&req=dSkuEMh8mYVeXPMW3nq%2BgeTw0Fnt27o0wc%2FItnBzUnjcqGYC7bkiqn6yiGxY%0A02WJDgkAib1wLf9F2znzVjOEbCw%3D%0A) --- ## How do I switch to connect to a different QuickBooks Online company? (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538412-how-do-i-switch-to-connect-to-a-different-quickbooks-online-company-woocommerce > How to quickly switch your QuickBooks Online companies using MyWorks Sync. Sometimes in the course of using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) - you may need to connect to a different QuickBooks Online company - whether you're switching from sandbox to live, or you simply are changing QuickBooks Online companies. Here's the steps to do so. - Visit your account with us, and click on your plan in the Plans tab in your account. - On that page, click Disconnect to disconnect from your QuickBooks company. - Click the connect button to connect to the correct QuickBooks company. If you've connected to a **different** QuickBooks company, you may need to ensure that no data is still stored from the previous QuickBooks Online company in our sync, so we need to refresh your data, and clear your mappings, then proceed with setting up MyWorks Sync. - To Refresh Data, which will pull in the correct data from your new QuickBooks Online company into our WooCommerce integration, visit MyWorks Sync > Dashboard and click *Refresh Customers & Products.* - To clear mappings, which will clear all your Product, Customer, Payment and Tax mappings, visit MyWorks Sync > Dashboard and click Clear Mappings. --- ## What is the difference between mapping and pushing data? (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538410-what-is-the-difference-between-mapping-and-pushing-data-woocommerce-quickbooks-online > Gain an understanding when to map and when to push data and the distinct purposes of each. During the setup of [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/), a common question we receive is understanding the difference between mapping data (in MyWorks Sync > Map) and pushing data (in MyWorks Sync > Push). ## When to map data? If data like customers and products exist already in WooCommerce and QuickBooks, they should be mapped in MyWorks Sync > Map. This helps “match” the WooCommerce record to the corresponding QuickBooks record within our sync. This is best done before any orders are synced to ensure accurate syncing. ## When to push data? If you have customers and products that only exist in WooCommerce, and you would like them to also be **created** in QuickBooks, you may push them in MyWorks Sync > Push. When pushing customers or products, they will be automatically mapped to the resulting QuickBooks customer/product in MyWorks Sync > Map, so there is no need to map them after pushing. Note: it is not generally necessary to push customers, as we will always automatically sync over a customer if necessary when a related order is being pushed or synced. --- ## What does "Mapping" mean, and why do I have to Map my customers and products? (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538408-what-does-mapping-mean-and-why-do-i-have-to-map-my-customers-and-products-woocommerce-quickbooks-online > Defining Mapping and why it's important After installing our [WooCommerce Sync for QuickBooks Online](https://myworks.software/integrations/woocommerce-quickbooks-sync/), one of the final configuration steps is mapping, or linking - existing WooCommerce data to corresponding QuickBooks Online data. The two primary data types that must be linked are customers and products. It isn't necessary to map customers anymore with MyWorks Sync. By default; newer versions of our integration make use of the email address on the WooCommerce order as the unique identifier and can automatically map the WooCommerce order (and any associated WooCommerce Customer Account) to an existing customer in QuickBooks or automatically sync and map a new customer when we sync the order. You can read more about this here: [How we handle syncing new vs. existing customers](https://support.myworks.software/*/articles/13538397) **You only need to map your existing data - once. **Mapping only needs to be done once - usually right after you install the sync. After you map all of your existing customers and products, there's no further action needed - as our sync will automatically map future customers and products created & synced after our sync is installed. This is accomplished by visiting MyWorks Sync > Map, and clicking on the Customer or Product tab. The resulting page shows all of your WooCommerce customers or products on the left, and a dropdown containing your QuickBooks Online customers or products on the right. Typically, you'll simply select the corresponding QuickBooks Online data record (customer or product) in the dropdown that matches the WooCommerce customer or product next to it. Mapping your existing data is necessary so our sync "knows" which WooCommerce customer or product "equals" a corresponding customer or product in QuickBooks Online. This allows our sync to smartly and accurately sync orders to QuickBooks Online - under the correct customer, and with the correct products in the sales receipt/invoice line item. This process is very simple, and only needs to be completed once. However, for stores with hundreds - or even thousands of customers or products, this can be a lengthy and sometimes impossible task to accomplish manually. [Read our article on auto-mapping to learn more about automatically completing the mapping.](https://support.myworks.software/*/articles/13538392) --- ## How are mappings handled on an ongoing basis? (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538404-how-are-mappings-handled-on-an-ongoing-basis-woocommerce-quickbooks-online > The logic behind how mappings get handled on a continuous basis with MyWorks Sync Once you install our [WooCommerce Sync for QuickBooks Online](https://myworks.software/integrations/woocommerce-quickbooks-sync/) and begin configuration, you'll need to map EXISTING data together (customers, products, etc.) to complete the initial setup. Once syncing is active, all new records created in WooCommerce will be synced to QuickBooks Online. In the case of Customers and Products, these records will also automatically be mapped, so there is no manual attention needed to managing your mappings on an ongoing basis. Once an existing WooCommerce customer is mapped to the corresponding existing QuickBooks Online customer, any orders placed under them in WooCommerce will be synced to that QuickBooks Online customer. On an ongoing basis, if you create a new WooCommerce customer (when placing an order or just separately), our plugin will sync it over to QuickBooks Online AND map it in our plugin mappings - automatically. The only exception to this rule is a WooCommerce order you push over to QuickBooks Online placed in WooCommerce with a Guest User (aka someone that checked out in the cart but opted not to create an account). Because they don’t have an account in WooCommerce, there’s nothing for our plugin to map - so that order would still be synced over to QuickBooks Online (using the logic of checking to see if they exist in QuickBooks Online, then creating the customer if they do not exist) - but the client would not be mapped. --- ## MyWorks Partner Program **URL**: https://support.myworks.software/en/articles/13538439-myworks-partner-program > Becoming a partner with MyWorks, and an overview of our partner program. Our team at [MyWorks](https://myworks.software/integrations/woocommerce-quickbooks-sync/) recognizes that technology consultants, web developers, accountants, and other partners are a helpful and necessary resource for the decision-making and ongoing usage of our sync for our shared users. Over the years, MyWorks has built lasting partnerships with skilled and specialized partners in these areas, and in addition to maintaining an internal resource of contacts to refer our users to; it's our pleasure to offer a partner program to these type of partners as we continue to grow a long term relationship. ## Partner Program Details After one full-price paid plan in your account with us, or referred to us; your account is eligible to join our Partner Program. This will include either a 10% discount to plans added to your account or referred to us - or a 10% commission to your account for plans referred. ## Getting Started Complete the application form below using your email on file within your account with us. Our team will review your application, and once approved, you will receive a welcome email with additional details. ## Moving Forward Once approved, your additional referrals can be tracked in one of two ways: - You can request a partner link from your account with us, which can be used to automatically associate new signups with your account. - You can email us at hello [at] myworks [dot] software with the Email Address or License Key associated with the MyWorks Sync plan you have referred, to associate this signup with your partner account. --- ## Syncing refunds from WooCommerce to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538454-syncing-refunds-from-woocommerce-to-quickbooks-online > Syncing your WooCommerce refunds with QuickBooks Online. *Automatic refund syncing is enabled by default in WP-Admin>MyWorks Sync>Map>Payment Methods>Enable Refund Syncing.* [MyWorks Sync]() has made managing refunds issued in WooCommerce very easy to sync to QuickBooks Online. When a refund is issued in WooCommerce, MyWorks will sync a separate transaction (a Refund Receipt) into QuickBooks. This will be tied to the QuickBooks Online Bank Account specified in our Payment Method Mappings [WP-Admin>MyWorks Sync>Map>Payment Methods]. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124779/44a91e62776e46cabcf03cf18e5f/upload_9953588686379948380.png?expires=1788544800&signature=48f9d1e94c192d2d065745112be2316527332890d4f1905848fa30bc4b83bd25&req=dSkuEMh8mYZYUPMW3nq%2BgavPNhz%2FKUA1J19Sw6EkB2jyK%2FmRyzM7817xGW2G%0AjffMkyRjLPGx6iDgVcjZO4OIX8E%3D%0A) ## Syncing refunds automatically or manually MyWorks Sync enables automatic refund syncing by default when our sync is activated. Creating a refund in WooCommerce would result in MyWorks Sync automatically syncing that refund to QuickBooks for you. To disable this and opt to select which refunds you wish to sync to QuickBooks is also possible. **You would visit the Payment Method in question in WP-Admin>MyWorks Sync>Map>Payment Methods and switch the "Enable refund syncing" switch to the off position and be sure to hit save. Moving forward, you can navigate to WP-Admin>MyWorks Sync>Push > Refunds and manually select which refunds you wish to push to QuickBooks, followed by "Push Selected Refunds." ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124789/5d42c41d46755610a4a52b9e2f54/upload_11222561009025266932.png?expires=1788544800&signature=18dd28306c986825ec965609343ac8d84fc13dc883c4587eaafb03975254c618&req=dSkuEMh8mYZXUPMW3nq%2BgTRw20Y06h%2BWIeSRnHb7g20nyLnPkBh59jTCUrvY%0AWDOQJ9fXT4rpJ%2BYtFUAzKS7YL8U%3D%0A) ## Accurately recording the refund in WooCommerce It's essential, when issuing a refund in WooCommerce, to ensure that you are correctly completing the Qty, Total, Sales Tax & Shipping fields** accurately, as MyWorks Sync will always honor these values when syncing that refund receipt to QuickBooks. Entering these values correctly when issuing a refund in WooCommerce ensures this refund is synced to QuickBooks accurately. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124814/a8f76395c047ff17eae864dbcdc0/upload_14747121102370486915.png?expires=1788544800&signature=e9c381eaf426fb67559fb49620d62811af49708de751c4cb08eb2088b11fbd08&req=dSkuEMh8mYleXfMW3nq%2BgbUmexre5pHhcPI3WcUgHisauHWE%2Bc2Qc9VTz3zB%0AlNIeX1v0mubEZiPz26U3q9UjdBI%3D%0A) ## Inventory Handling If you are using MyWorks Sync to sync inventory, setting the Qty field correctly in the WooCommerce refund, and having your products mapped accurately in the Map dashboard would ensure that the inventory is returned to stock in QuickBooks as the refund is synced. --- ## Changing WooCommerce sites / domain names - QuickBooks Online Sync **URL**: https://support.myworks.software/en/articles/13538406-changing-woocommerce-sites-domain-names-quickbooks-online-sync > Moving website while using MyWorks Sync Sometimes in the course of using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/), you may need to move your site to a different host, change the domain you're using MyWorks on, or copy a staging site you've been working on to the live instance. **Are you copying the current site MyWorks is being used on to a new domain?** If so, all of our sync settings & mappings **will** be saved, as long as your WooCommerce database is being copied to the new site, and our plugin isn't deleted from the site. **Are you changing the WooCommerce store that you're using MyWorks on?** If so, our sync settings/mappings on your site would **not** be brought over to your new site, if your WooCommerce database isn't being copied over. You'd simply need to re-setup MyWorks on the new site. When you're ready to use MyWorks on a different domain, there are only a few steps you have to do to re-issue your license and reconnect to QuickBooks Online. - Visit your account at https://dash.myworks.software/login - Disconnect from QuickBooks, enter your new URL, and then reconnect to QuickBooks. - In your WooCommerce admin in your new site, visit MyWorks Sync > Connection, and ensure the license key is entered and active. - Follow the steps on MyWorks Sync > Connection to connect to QuickBooks. - If your WooCommerce store remained the same, all our settings/mappings would be preserved, and you're all set! If this is a different WooCommerce store; you'd need to finish re-setting up our sync settings and mappings. --- ## Controlling access to MyWorks Sync in your WooCommerce admin area **URL**: https://support.myworks.software/en/articles/13538173-controlling-access-to-myworks-sync-in-your-woocommerce-admin-area > Easily control which users in your WooCommerce admin area can access MyWorks Sync MyWorks Sync lives in the admin area of your WooCommerce store, and is available through a menu item: MyWorks Sync. By default, only users in the roles of Shop Manager and Administrator will be able to see/access the MyWorks Sync menu in your WooCommerce admin area. Normally, the above is sufficient, as even if a user has access to MyWorks, that doesn't mean they also have access to QuickBooks. This simply provides them the ability to view or change settings/mappings in MyWorks, or manually push or pull data if desired. It is possible to further limit access to the MyWorks Sync menu, no different than limiting access to other plugins shown in the sidebar of your WooCommerce admin area. Normally, your web developer will be able to accomplish this for you. For example, using [a plugin like this](https://wordpress.org/plugins/admin-menu-editor/), you'd be able to show/hide different menu items per user in your store admin area. Or, [with a plugin like this](https://wordpress.org/plugins/wp-custom-admin-interface/), you could further customize your admin area. --- # Getting Started --- ## Setting up MyWorks and Connecting WooCommerce to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538265-setting-up-myworks-and-connecting-woocommerce-to-quickbooks-online > Learn how to quickly connect MyWorks and QuickBooks Online to easily sync your orders and keep up with your bookkeeping. Congrats on taking the first step to automatically sync your WooCommerce store with QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)! This doc will take you through the easy steps of setting up MyWorks Sync for the first time and help you get started. - **Note**: We recommend you check out our [Tips before you install](https://support.myworks.software/*/articles/13538430) - before getting started below. Check out our Setup Video that also reviews the below steps! ## 1. Signup for MyWorks & Connect to QuickBooks Visit the MyWorks Plans page to sign up for a plan, or log into your account at [https://dash.myworks.software/login](https://dash.myworks.software/login) if you've already signed up. - Visit your plan in your account with us, and enter your WooCommerce store URL. - Then, click the Connect to QuickBooks button to connect to your QuickBooks company. Log into your QuickBooks account and click Connect to finish connecting your site!**​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996115983/2aa87266e3eba09b4b021550ecd3/upload_8764719624929648548.png?expires=1788544800&signature=9dfa05b1910ad1e6fddbc81287b56ed597b4b5f7807c92ff9bab4ad86a2e0b38&req=dSkuEMh%2FmIhXWvMW3nq%2Bgcq%2BMiDQWjGMWp%2BI4sxarHJl1dAGYJQCrIJHdKb%2B%0A2uxrzWjmE78I1mPjEe9jRweS7wQ%3D%0A) ## 2. Activate MyWorks on your store Next, it's time to add our helper plugin to your WooCommerce Store. If you haven't installed it yet, it's easy to find in Plugins > Add New in your store - by searching for "QuickBooks" or "MyWorks". (Or, you can download the .zip file from within your [account](https://dash.myworks.software/login) with us. Once activated, visit MyWorks Sync > Connection in your WooCommerce Admin area and enter your license key from your MyWorks Plan, and save. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2358732117/bba312385a2afad986386691581c/Add+Plugins+%E2%80%B9+WooCommerce+%E2%80%94+WordPress+2026-05-06+at+6_53_45+PM.png?expires=1788544800&signature=6cef50cb3c81ce2c2998520c9f71be42a7611d3e3ca81a8a70cc45a511c9d7f7&req=diMiHs59n4BeXvMW3nq%2BgZSZlJN%2FvEw5XUfPSAcw8%2BJUw1zvh5alI4SmlxmQ%0AW0CjVvvc0CHv5jWdCPv5tQaU9zw%3D%0A) ## 3. Set Default Settings Now that you're connected to QuickBooks Online, it's time to review your settings! Some settings will be automatically set for you. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2358733931/29a315f261d016a1d41c6d74b654/Settings+%E2%80%B9+WooCommerce+%E2%80%94+WordPress+2026-05-06+at+6_54_34+PM.png?expires=1788544800&signature=ea57e84b41f20e3fd28b8071bb0d4435e77ee53c7253f6900aa11a15f1b97b5a&req=diMiHs59nohcWPMW3nq%2BgeMxoexQMaI32ic8l%2Fbjd%2FmuAfJ89%2F7Z7rl9dY3X%0AZdxMd7Qq6hDuEJgMETQnWSgcG8w%3D%0A) ## 4. Map existing data Now that your settings are confirmed, the last step is to map any existing customers, products, and payment methods! For your customers and products, you need to map any that exist in both WooCommerce and QuickBooks. For more information on mapping data, read our [Mapping Documentation Page](https://support.myworks.software/*/articles/13538244). ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2358733191/6e5074dd28de7680511a7eb83873/Map+%E2%80%B9+WooCommerce+%E2%80%94+WordPress+2026-05-06+at+6_54_13+PM.png?expires=1788544800&signature=faf67094723c47892c0c6f4eb1ef2b3ed6e85636b3563acba06045bb8bfaadb9&req=diMiHs59noBWWPMW3nq%2BgVx7e9Flo9KjTAkrR%2FipVH3edwsr2bU%2BhAOdu6hA%0A%2FLiGvXzGwWM6y%2FNrm7Jj%2FtkwTIg%3D%0A) Now you're ready to sync!** - Don't forget to keep an eye on your logs in MyWorks Sync > Logs to see the syncing activity. For more information about the Logs, go to our [Logging Documentation Page](https://support.myworks.software/*/articles/13538211). - Please familiarize yourself with how we sync to and from QuickBooks Online! To learn more about how syncing works with MyWorks Sync, check out our ['How does syncing work?' documentation page](https://support.myworks.software/*/articles/13538254). --- ## Before you Install (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538430-before-you-install-woocommerce-quickbooks-online > Learn how to prepare before installing our sync on your site. Congratulations on taking the step to sync your WooCommerce store with QuickBooks Online using [MyWorks Sync]()! We have plenty of documentation and even steps right inside our sync to help you with setup. We also include a complimentary setup call with all our paid plans. If you decide to schedule a setup call with us, there are a few steps you'll want to make sure are in place before your call with us to ensure that our call time is efficient. If your accountant or developer would like to join the setup call with us, they are more than welcome to do so. If not, you should consult with them beforehand to ensure they have your sync installed and your QuickBooks set up how it needs to be. - [Don't forget to check out our Setup Video that walks you through each of these steps as well!](https://youtu.be/2iggqrxpyL0) - Ready to get started with setup? [View our Setup Steps here](https://support.myworks.software/*/articles/13538265). ## Requirements: - An active QuickBooks Online company with admin access. - An active WooCommerce store (v4, 5, or 6) with admin access as well as an SSL Certificate. ### Website / Server Requirements: MyWorks Sync doesn't have specific server/resource requirements, as our system requirements are very similar to WooCommerce. A general rule of thumb is that if WooCommerce is running well on your server, so will MyWorks. MyWorks uses minimal additional resources on your web server during normal syncing activities, and the only impact on the amount of resources necessary would be the amount of products in your WooCommerce store and QuickBooks. For example, a WooCommerce store with 5,000 products would naturally require more resources than a WooCommerce store with 500 products. However, below is a list of bare minimum requirements that MyWorks requires: - PHP 7.2 and above, - WooCommerce v4 and above, - Wordpress v5.2 and above, - Recommended: at least 512MB memory limit --- ## Mapping (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538244-mapping-woocommerce-quickbooks-online > Using MyWorks Sync>Map to initially match WooCommerce and QuickBooks data that existed before installing MyWorks Sync The mapping section of [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) allows you to 'match' all of your data in WooCommerce to corresponding data in QuickBooks Online. Your mappings must be set after you install the sync and after connecting to QuickBooks Online, but before you can begin syncing. Your mappings can be changed at any time. * ## Customers This page allows you to map existing WooCommerce customers to existing QuickBooks Online customers (optional)*. **It's not a requirement to map your existing customers! Since MyWorks always checks QuickBooks before syncing each order to see if a customer exists already in QuickBooks, it's only necessary to map customers if they are in both WooCommerce and QuickBooks AND do not** have a matching email address or a matching name between them. If a customer is already in WooCommerce and QuickBooks and has a matching email or name, they can be left unmapped, as we'd automatically find that existing customer in QuickBooks as we sync their next order. When new customers are created in WooCommerce and successfully place orders on your site from this point forward, they will be automatically synced to QuickBooks Online AND mapped on this page. Choose the Filter option to search for a specific customer, and use the dropdown on the top right to display 20 or more entries per page. The table on the page shows WooCommerce customers on the left and QuickBooks Online customers in a dropdown on the right. If a dropdown on the right is blank, a customer is not mapped. If a customer is not mapped, the next time an order is placed under that customer, our sync will attempt to create the customer in QuickBooks Online, then sync the order over. If the customer already exists in QuickBooks Online but is not mapped on this page, an error will result. To map your customers, choose a QuickBooks Online customer in the dropdown in the right column and select it. You can also search for a customer in the dropdown field. Then scroll to the bottom and click save. #### Automapping For companies with a lot of customers - individually mapping customers is not a viable solution. Using the Automap Customers button in the top right, you can automatically match together customers in both systems based on matching names, emails, or company names! ## Products This page allows you to map existing WooCommerce products to existing QuickBooks Online products. This should be done during setup and before syncing will be activated. Only existing products will need to be mapped during setup. When new products are created in WooCommerce from this point forward, they will be automatically synced to QuickBooks Online AND mapped in this page - if you turn on Product syncing in our Automatic Sync Settings. Choose the Filter option to search for a specific product, and use the dropdown on the top right to display 20 or more entries per page. The table on the page shows WooCommerce products on the left and QuickBooks Online products in a dropdown on the right. If a dropdown on the right is blank, a product is not mapped. If a product is not mapped, when an order is placed or pushed with that product, the line item for that product will default to the *Default for Unmatched Products* set in Settings. The column on the far right for QuickBooks Class represents class support. (Dynamically hidden if you don't use QuickBooks Classes) **To map your products, choose a QuickBooks Online product in the dropdown in the right column and select it. You can also search for a product in the dropdown field. Then scroll to the bottom and click save. #### Automapping For companies with a lot of products - individually mapping products is not a viable solution. Using the Automap Products button in the top right, you can automatically match together products in both systems based on a matching name or SKU. ## Payment Methods This page allows you to map & configure WooCommerce payment gateways for when orders are synced to QuickBooks Online. This page is organized by Payment Gateway. Each payment gateway represents a row on the page, and for each currency you have enabled, a column will show with individual settings to configure the payment gateway for a specific currency. If you only have one currency enabled, only one column will be present. Each gateway has a number of options to choose from, and these options are detailed below: *Enable Payment Syncing*** This is the master setting to enable payment syncing for this gateway. If this option is off, payments made through this gateway will not be synced to QuickBooks Online. ***QuickBooks Online Payment Method*** Choose the payment method in QuickBooks Online that this gateway corresponds to. This is purely aesthetic, and you can add or modify payment methods in QuickBooks Online in Settings > All Lists > Payment Methods. ***QuickBooks Online Bank Account*** This is the bank account in QuickBooks Online that the payments made through this gateway will be synced to. ***Enable Refund Syncing*** Turn this option on if you would like to sync & record a refund to QuickBooks Online when you refund a customer in WooCommerce. ***Enable Transaction Fee Syncing*** Turn this option on if you would like to sync & record transaction fees to QuickBooks Online when a payment is synced. This will only work if the WooCommerce gateway records transaction fees in WooCommerce. ***Enable Transaction Fee Refund Syncing*** Turn this option on if you are syncing transaction fees, and would like to record a reversal of the transaction fee when a refund is synced. ***QuickBooks Online Expense Account*** Choose your Expense account in QuickBooks Online that records Transaction Fees. This is the account that transaction fees will be recorded to if you have Transaction Fee Syncing turned on. ***Batch Support*** Please see our [separate article](https://support.myworks.software/*/articles/13538426) on Batch Support to read more about what Batch Support does. ***Batch Payment Holding Account*** Per the Batch Support overview above, this should be set to Undeposited Funds. ***Transaction Fees Vendor*** Choose the QuickBooks Online Vendor that Transaction Fee expenses will be recorded under - if Batch Support is enabled. ***Lump Weekend Batches*** Turn this option on to skip making a batch deposit on Saturday and make a batch deposit on Sunday that includes both Saturday and Sunday, if your processor doesn't batch each weekend day separately. ***Terms Mapping*** If you wish to specify a specific Term to an invoice or sales receipt that's synced over to QuickBooks Online through this payment gateway, this would be set here. Otherwise, the default is to leave blank. Don't forget to scroll to the bottom of the page and Save! ## Taxes This page allows you to map WooCommerce tax rules to existing QuickBooks Online tax rules. - If you do not have taxes set up in WooCommerce, this tab will not show up. - If you are using Automated Sales Tax in QuickBooks, this tab will not show up, as all taxes will be calculated automatically. The table on the page shows WooCommerce tax rules on the left and QuickBooks Online tax rules in a dropdown on the right. If a dropdown on the right is blank, it means a tax rule is not mapped. If a tax rule is not mapped, and an order is placed that includes that tax rule, an error will most likely occur. Each row represents one tax rule. There is an extra row under each tax rule with a + sign. This represents support for Combined Tax Rates (most often used in Canada). In this row, you would choose a dual rate configured in your WooCommerce store and map this to the QuickBooks Online dual tax rate corresponding to this. To map your tax rules, choose a QuickBooks Online tax rule in the dropdown in the right column and select it. Then scroll to the bottom and click save. ## Shipping Methods This page allows you to map existing WooCommerce shipping methods to existing QuickBooks Online products - that would represent this shipping charge in an Invoice or Sales Receipt line item. This should be done right after you activate the [sync](https://myworks.software/integrations/sync-woocommerce-quickbooks-online) & connect to QuickBooks Online, and before syncing will be activated. **This tab will not appear if you have Shipping selected in your QuickBooks Online Account Settings, under Sales. This adds a subtotal field for shipping in your QuickBooks invoice or sales receipt, and this is where our integration would sync all shipping if this is turned on.** Choose the Filter option to search for a specific shipping method, and use the dropdown on the top right to display 20 or more entries per page. The table on the page shows WooCommerce Shipping Methods on the left and QuickBooks Online Products in a dropdown on the right. If a dropdown on the right is blank, it means a Shipping Method is not mapped. If a Shipping Method is not mapped, the next time an order is placed that includes that Shipping Method, it will be synced using the default fallback Shipping Method you chose in settings. The column on the far right for QuickBooks Class represents class support. If this dropdown is blank, you don't have class support enabled in QuickBooks Online and can safely ignore. To map your Shipping Methods, simply choose a QuickBooks Online product in the dropdown in the right column and select it. You can also search for a product in the dropdown field. Then scroll to the bottom and click save. --- ## MyWorks Settings - WooCommerce & QuickBooks Online Sync **URL**: https://support.myworks.software/en/articles/13538237-myworks-settings-woocommerce-quickbooks-online-sync > Using MyWorks settings to flexibly and easily sync with QuickBooks Online. The MyWorks Sync settings area supports controlling an extensive range of options around how your data syncs between WooCommerce and QuickBooks Online. This article will review the different tabs in MyWorks Sync > Settings and share some helpful information. **Helpful tips:** - Almost all our settings are optional - and change how we sync data in small ways. The only required settings are in the "Default" tab, and usually automatically set for you. - You may hover over the question marks to the right of any setting to learn more about what it does. ## Default This tab controls the basic core settings for your sync. Here's where you'll set default and fallback products & accounts to maintain the basic syncing of orders and products. Firstly, here's an example of what this section looks like on a typical install. * **Default for unmatched products** This will be a product in your QuickBooks automatically created by our sync during the initial setup. It will only be used if we sync an order that contains a WooCommerce product not mapped to a QuickBooks product - it acts as a fallback for unmapped products. **Default QuickBooks Sales Account for New Products** This setting controls how we sync new products from WooCommerce to QuickBooks Online. This will normally be your Sales or Sales of Product Income account. **Default QuickBooks Inventory Asset Account for New Products** This setting controls how we sync new products from WooCommerce to QuickBooks Online. This will normally be your Inventory Asset account. **Default QuickBooks COGS Account for New Products** This setting controls how we sync new products from WooCommerce to QuickBooks Online. This will normally be your Cost of Goods Sold (COGS) account. **Default QuickBooks Shipping Product** This option will only show if you do not have the Shipping subtotal field turned on in QuickBooks Online Settings - where a shipping subtotal field is present on your invoices/sales receipts. If this field doesn't show in your settings, there is no need to worry, shipping will be synced into the Shipping subtotal line in QuickBooks. [Read more about shipping handling here.](https://support.myworks.software/*/articles/13538381) **Enable currencies for your WooCommerce store** This option will not show unless you have a supported multi-currency plugin installed and have MultiCurrency enabled in QuickBooks Online. Although WooCommerce inherently does not support multiple currencies, our sync supports multiple currencies if you're using a supported multicurrency plugin, and [we cover our multi-currency support in this doc.](https://support.myworks.software/*/articles/13538547) We recommend the[ Woo MultiCurrency Plugin](https://wordpress.org/plugins/woo-multi-currency/). ## Order This section contains settings relevant to syncing WooCommerce Orders. **All of these settings are optional.** **Sync WooCommerce Orders as** This option is where you choose whether you'd like your WooCommerce orders to be synced to QuickBooks Online as Sales Receipts, Invoices, or Estimates. The default is Sales Receipts - or you can switch to sync orders as Invoices (and payments) - or as Estimates, based on your preferences. Per Role ******- If selected will allow you to configure orders to sync in different transaction types based on the role of the user placing the order. *Per Gateway ******* - *If selected will allow you to configure which transaction type you wish to sync on a per payment method level. After selecting, you would configure the transaction types for each gateway in MyWorks Sync > Map > Payment Methods > Show Advanced Options **Use Next QuickBooks Order # ** By default, MyWorks Sync is configured to sync an order to QuickBooks using the WooCommerce Order #. Enabling this setting means instead, MyWorks Sync will check QuickBooks for the next available transaction # (Sales Receipt #/Invoice #) and sync the order using this #. [Helpful Doc: Ways to manage Order Number Conflicts with MyWorks Sync](https://support.myworks.software/*/articles/13538399) **Sync Purchase Order with orders:** Enable if you want MyWorks Sync to sync an additional purchase order to QuickBooks along with the Invoice/Sales Receipt or Estimate (as per your setting in "Sync WooCommerce Order As") to a vendor of your choosing. Once enabled, you would need to complete the subsequent dropdowns for "QuickBooks Vendor for Purchase Orders" as well as "QuickBooks Accounts Payable Account for Purchase Orders" **Sync Order Notes as** This option will sync your WooCommerce Order Notes to either the CustomerMemo (Message on Invoice), PrivateNote (Message on Statement), Line Item, or None. To use the Line Item option, you must allocate an Order Note Line Item product. **Void orders in QuickBooks when WooCommerce order is canceled** If enabled, any order that MyWorks Sync has already synced successfully will be voided in QuickBooks should that order reach the order status "canceled" in WooCommerce. This setting can't apply to historical orders (orders placed before installing MyWorks Sync). **Default QuickBooks Class ** You can set a default QuickBooks class for any products/ line items in an order where a class isn't specified for that item on the per-item level in MyWorks Sync>Map>Products. **Default QuickBooks Department/Location ** Allows you to specify a QuickBooks Department/Location to which MyWorks Sync would assign orders when syncing an order. **Block syncing orders before ID** This option is a safety catch-all to stop our sync from syncing orders before a certain ID. Although our sync will only automatically sync new orders, this blocks it from syncing orders before a certain ID if the order is accidentally updated in WooCommerce, or pushed in (Push > Orders in our sync) - for example - last year's orders when you already closed the books. **Do not Sync $0 Invoices** Enabling this setting will instruct MyWorks Sync not to sync WooCommerce orders over to QuickBooks Online if they have a $0 total. Even if all other order sync triggers are reached, the order would require a $ value to sync. **Use 1st Line Description for Statement Memo (PrivateNote)** This option will copy the text of the first product in the order to the Statement Memo field in QuickBooks Online if turned on. The option to sync the order notes to the statement memo cannot be on simultaneously. **Use WooCommerce Order Date for QuickBooks Service Date** Enabling this will instruct MyWorks Sync to sync your WooCommerce Order Date to the QuickBooks Online Service Date field in the invoice/sales receipt (if the Service Date setting is enabled in QuickBooks Online). **Automatically sync orders when they reach any of these statuses** This option controls when we sync WooCommerce orders to QuickBooks Online - once they hit a certain WooCommerce Order Status. By default, MyWorks Sync is configured to sync orders when they reach the status "Processing" or "Completed," the two order statuses reached when payment is made/ checkout is completed. You can add or remove any order status to this list should you wish MyWorks Sync to trigger a sync for any orders which reach the status specified. **Date for QuickBooks Order** This will instruct MyWorks Sync to sync the order to QuickBooks using any of the following options available: Order Date, Order Paid Date, Order Completed Date, or Date of Sync **Skip Line Item Description** Enabling this setting will instruct MyWorks Sync not to sync any value to the "Description" field in the transaction in QuickBooks **Value for QuickBooks Description Line Item** Allows you to select a value for the Description field in the QuickBooks Transaction. Your options are either the name of the Product/Variation in WooCommerce or the Short Description of the Product. **Add WooCommerce Custom Order Line Item Meta Into QuickBooks Line Item Description ** Usually only enabled in advanced cases and with guidance from support. This setting enabled would instruct MyWorks Sync to sync the Line Item metadata from the WooCommerce Order's line items to the Description field in the QuickBooks Transaction. **Email an Invoice from QuickBooks to customer after order syncs** This will trigger QuickBooks to automatically email an invoice to the customer from QuickBooks once MyWorks has synced the order. **Sync order discounts within original line item instead of in subtotal** By default, MyWorks Sync will always sync the full value of the line item to its corresponding price field on a per line item basis to the QuickBooks Transaction and the full discount value of the total order, in currency, to the sub-total field for discounts (Requires the field for discounts to be enabled in Account Settings: [Using Shipping & Discounts with QuickBooks Online](https://support.myworks.software/*/articles/13538382).) If this setting is enabled, the discount will be applied to the line item for the item in Question on the QuickBooks Transaction (Total price - discounted price) so that the amount for that line item accurately reports what the line item cost on the order but the sub-total value of the discount (in currency) will not be displayed on that QuickBooks Transaction. **Apply Discount above Sales Tax ** By default, MyWorks Sync will always apply a discount after a Sales Tax calculation. Enabling this setting will instruct MyWorks Sync to apply the discount BEFORE calculating sales tax. A more advanced option for rare use cases. **Sync shipping charges as line item instead of subtotal ** By default, MyWorks Sync will sync shipping charges to the sub-total field on the QuickBooks transaction for Shipping (You would need to have the Shipping sub-total field enabled in Account Settings: [Using Shipping & Discounts with QuickBooks Online](https://support.myworks.software/*/articles/13538382))**Enabling this setting would instead create a line item for the shipping amount using the Product you have set in MyWorks Sync > Default > Default QuickBooks Shipping Product. Use QuickBooks customer primary email for BillEmail field** Enabling this setting will instruct MyWorks Sync to use the Primary email address of the QuickBooks customer for the BillEmail of the order in QuickBooks, instead of the email in the WooCommerce order. **Value for QuickBooks Payment Reference Number**** ** Allows you to customize whether MyWorks Sync would use the WooCommerce Order # or the transaction ID as the Reference # for orders, payments, and refunds synced to QuickBooks. **Sync transaction fee as negative line item within the order ** If enabled, MyWorks Sync will sync the transaction fee for a WooCommerce order as a negative line item. Enabling this will require the following dropdown to select a transaction fee line item product to be set. **Skip country field in bill/ship to addresses in orders ** MyWorks Sync will skip the country field when syncing a shipping address. **Use existing customer's QuickBooks Billing Addresses in Orders ** If enabled, MyWorks Sync will use the billing address of the QuickBooks customer as the billing address for the order in QuickBooks - instead of the WooCommerce order's billing address. **Value for QuickBooks PrintStatus**** ** You can configure MyWorks Sync to sync WooCommerce Orders to QuickBooks and automatically assign them a Print Status of "Needs to be Printed" or "Print Complete." By default, this is set to none. ## Product **QuickBooks Inventory Sync StartDate** Acts as an override to set what the Inventory Start Date should be when syncing a product from WooCommerce to be created for the first time in QuickBooks. By default, this setting is blank, and when blank, the date the product was created in WooCommerce is used when syncing that product to QuickBooks for the first time. **WooCommerce description field to use when syncing products** Allows you to specify which description field in WooCommerce you would like to sync to the Description field for a product when MyWorks Sync syncs a product from WooCommerce to QuickBooks. Options are the WooCommerce Product Name, Product Description, Product Short Description, or none. To protect existing descriptions, this is set to None by default. **WooCommerce purchase description field to use when syncing products** Allows you to specify which description field in WooCommerce you would like to sync to the Purchase Description field for that product when MyWorks Sync syncs a product from WooCommerce to QuickBooks. Options are the WooCommerce Product Name, Product Description, Product Short Description, or none. To protect existing descriptions, this is set to None by default. **WooCommerce product name when syncing products from QuickBooks > WooCommerce** By default, when syncing a product from QuickBooks > WooCommerce, MyWorks Sync will sync the QuickBooks name to become the WooCommerce name. You can adjust this to use the Product SKU field or QuickBooks Product Description for scenarios where product names are kept in an alternate field. **QuickBooks product name when syncing products from WooCommerce > QuickBooks** Select which WooCommerce field to use as the product name in QuickBooks when syncing products from WooCommerce to QuickBooks. **Show only mapped products with different inventory levels in Push > Inventory Levels** This helps identify products with inventory not in sync - which shouldn't be a normal occurrence. **Sync images with products** When enabled, the main product image will sync when new and updated products are synced between WooCommerce and QuickBooks. If an image already exists in a product, it will not be overwritten or changed by MyWorks Sync. Tax This section contains settings relevant to tax settings for syncing WooCommerce Orders. It will be normal for this tab not to be visible using the US version of QuickBooks Online. **QuickBooks Non-taxable Rate (required)** This setting controls which QuickBooks Online tax rate is used for line items in a WooCommerce order that are not taxed. This can be set to any 0% tax rule in QuickBooks Online but is normally set to Out of Scope, Non-taxable or Exempt. Mapping actual tax rates together can be done in MyWorks Sync > Map > Tax Rates. **Sync WooCommerce Order Tax as a Line Item (Automated Sales Tax)** Enable if you use an automated sales tax plugin in WooCommerce like TaxJar or Avalara. Instructs MyWorks Sync to sync tax as a line item instead of mapping tax rates together in MyWorks Sync > Map > Tax Rates. ## Mapping This section contains settings that control how MyWorks identifies existing customers in QuickBooks and creates new customers if necessary. **All of these settings are optional and can be left as-is by default.** **Append User ID If Duplicate Client** This option will append the user ID # to the Display Name in QuickBooks Online if the name and surname of the WooCommerce order match an existing QuickBooks customer but the email address does not match - as QuickBooks doesn't support multiple customers with the same name. **QuickBooks Display Name format for new customers** This option controls the format of the Display Name set in QuickBooks Online when our sync syncs a new customer over to QuickBooks Online. Blank by default, the QuickBooks Display name will appear as {firstname} {lastname}. Other available tags:**{companyname} | {id} | {email} | {phone_number} Use Display Name (if no email match found) to find a matching customer** On by default, MyWorks Sync will always first check to see if any QuickBooks customers match the name on the WooCommerce order - if no matching email address was found in QuickBooks for the email address on the order. If no name, or email is found in QuickBooks, MyWorks would automatically create a new customer in QuickBooks. **Sort order in Map > Customers for QuickBooks Customer dropdown** The default here is blank, but you can adjust the sort order of your clients in the dropdowns in Map > Clients with this setting. **Override customer mappings using Shipping Company** This option will instruct MyWorks Sync to use the Shipping Company in a WooCommerce order to identify an existing QuickBooks Online customer instead of the default mapping method (email address). Off by default, only if required. **Override customer mappings using Billing Company** If enabled, MyWorks Sync will use the Billing Company field to check for an existing customer record in QuickBooks Online, instead of the email address the order was placed using (default) **Override customer mappings using Billing First + Last Name** If enabled MyWorks Sync will use the Billing First/ Last name to check for an existing customer record in QuickBooks Online, instead of the email address the order was placed using (default) **Sync all WooCommerce orders to one QuickBooks Online Customer** This setting allows you to sync all orders to a single QuickBooks Online customer instead of the default configuration which is syncing/mapping new vs. existing customers. Once enabled you would need to specify the QuickBooks Customer of your choosing in the subsequent dropdown in order for this setting to work.**The second dropdown to Ignore these roles / Sync to individual mapped customer is optional and only if you want to override this setting for certain WooCommerce user roles and for those roles only, instruct MyWorks Sync to sync using the default method of [syncing/mapping new vs. existing customers](https://support.myworks.software/*/articles/13538397)[. ]() Block automatically syncing any new customers to QuickBooks** If enabled, this blocks MyWorks from automatically creating customers in QuickBooks if we can't find an existing customer when syncing an order. This is helpful for cases where customers need to be manually approved/created in QuickBooks. If enabled, MyWorks will not be able to sync an order if it can't find an existing customer in QuickBooks. ## Pull This section contains settings to control syncing data from QuickBooks Online to WooCommerce. **These settings are optional and can be left unadjusted for acceptable sync operation.** **Status for new products synced into WooCommerce** This option will show if MyWorks is syncing products from QuickBooks > WooCommerce. Controls what status new products are created in in WooCommerce. **Update order to this status when payment is added in QuickBooks** This option will show if MyWorks is syncing payments from QuickBooks > WooCommerce - and controls which status the WooCommerce order will be changed to once paid in QuickBooks. **Don't update orders in these statuses** Any order status set in this setting will prevent MyWorks Sync from pulling payments for orders in the set status **Show only mapped products with different inventory levels in Pull > Inventory Levels.** Useful in debugging inventory discrepancies between WooCommerce and QuickBooks for large product volumes especially if QuickBooks is the master/ inventory levels in QuickBooks need to reflect WooCommerce values. When enabled, a user can navigate to WP-Admin>MyWorks Sync>Pull>Inventory levels and only products where the inventory values are different in WooCommerce and QuickBooks would display in the pull list allowing you to select on a per-product level which inventory levels you wish to sync to WooCommerce manually. Requires that your products/variations are mapped in the map dashboard of MyWorks Sync. Check out our doc on MyWorks Sync [Pull Pages](https://support.myworks.software/*/articles/13538216) ## Automatic Sync This section lets you control which data automatically syncs in each direction between WooCommerce and QuickBooks. The settings on this page only automatically affect** syncing new data** - it won't affect existing customers, orders, or products in WooCommerce and QuickBooks. **The only data types enabled by default are syncing customers, orders, and payments from WooCommerce into QuickBooks. **This area is separated into two sections to control syncing in each direction between WooCommerce and QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996114691/762b5f13349fb49cf9148e6f9f07/upload_1446232344417491544.png?expires=1788544800&signature=d1f7fda696bc0247aec22ff2149f249d1e153cedc04fddceb7239b39a6f94ca5&req=dSkuEMh%2FmYdWWPMW3nq%2BgXETfTS7im4pX4jic%2B9ozGm58puPxma07uMqMrIl%0A%2BJdJlyWIWWxTUQcSpKwgcMZkE%2Fs%3D%0A) **WooCommerce > QuickBooks Online** The switches for customer, order, and payment in this section are turned on by default to sync new data from WooCommerce to QuickBooks Online automatically. You may turn any or all of these options on or off to limit the syncing of certain data types (customers, products, etc.) from WooCommerce to QuickBooks Online. **QuickBooks Online > WooCommerce** The options in this section are turned OFF by default. However, they may be easily turned on based on how you'd like data to sync from QuickBooks > WooCommerce. For example, it's most popular to enable syncing inventory and/or pricing from QuickBooks > WooCommerce to keep your WooCommerce store's inventory levels and pricing up to date. --- ## Push Pages (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538227-push-pages-woocommerce-quickbooks-online > How to manually sync data from WooCommerce to QuickBooks using MyWorks Sync>Push Our push pages for [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) allow you to manually push data from WooCommerce into QuickBooks Online. Normal use for these pages is to push over historical data that existed before you started using our sync, or to re-push over data that encountered an error when syncing to QuickBooks Online. ## Customers In this tab, you can select and push customers to QuickBooks Online. Choose the Filter option to search for a specific customer, and use the dropdown on the top right to display 20 or more entries per page. **We will automatically sync customers into QuickBooks as orders are pushed or synced, so there's generally no need to manually push customers.** Once you've selected the customers you wish to push over, scroll to the top and click **Push Selected Customers. **A status window will pop up where you can track the push progress. If you encounter any errors, be sure to check the Log page for further clarification. ## Orders In this tab, you can select and push orders from WooCommerce to QuickBooks Online. Choose the Filter option to search for a specific customer or date range, and use the dropdown on the top right to display 20 or more entries per page. **It is important to note that before pushing orders, you should check and verify ALL of the mappings in your Map tab to ensure they are correct.** Once you've selected the orders you wish to push over, scroll to the top and click **Push Selected Orders. **A status window will pop up where you can track the push progress. If you encounter any errors, be sure to check the Log page for further clarification. When pushing orders over, an invoice will be created in QuickBooks Online (or a sales receipt, if this is selected in Settings). If you do not have a Sales Receipt selected as the Order Syncing method in Settings, you must also push over Payments after pushing over orders. ## Products/Variations In this tab, you can select and push products and variations from WooCommerce to QuickBooks Online. Choose the Filter option to search for a specific product, and use the dropdown on the top right to display 20 or more entries per page. **It is important to note that before pushing products, you should verify that the Default Product Accounts are correct in Settings.** Once you've selected the products you wish to push over, scroll to the top and click **Push Selected Products. **A status window will pop up where you can track the push progress. If you encounter any errors, be sure to check the Log page for further clarification. Products and variations with Manage Stock enabled in WooCommerce will be created in QuickBooks Online as Inventory Products - all others will be created in QuickBooks Online as non-inventory products. ## Payments **This section will not show if Sales Receipt is chosen to sync WooCommerce Orders as in Settings, as a sales receipt will be creating by pushing an Order over.** In this tab, you can select and push payments from [WooCommerce to QuickBooks Online](https://myworks.software/integrations/sync-woocommerce-quickbooks-online). Choose the Filter option to search for a specific customer or date range, and use the dropdown on the top right to display 20 or more entries per page. **It is important to note that before pushing payments, you should check and verify the mappings in Map > Payment Methods are correct.** Once you've selected the payments you wish to push over, scroll to the top and click **Push Selected Payments. **A status window will pop up where you can track the push progress. If you encounter any errors, be sure to check the Log page for further clarification. **When pushing payments over, the related order invoice must already exist in QuickBooks Online**, or it will error out. Push the invoices over first by going to Push > Orders. ## Inventory Levels In this tab, you can select and push inventory levels for products and variations that are mapped - from WooCommerce to QuickBooks Online. Choose the Filter option to search for a specific product, and use the dropdown on the top right to display 20 or more entries per page. **Before you can push Inventory Levels to QuickBooks, you must ensure you have mapped your products in MyWorks Sync > Map > Products** Once you've selected the inventory levels you wish to push over, scroll to the top and click **Push Selected Inventory Levels. **A status window will pop up where you can track the push progress. If you encounter any errors, be sure to check the Log page for further clarification. Only WooCommerce products/variations that have Manage Stock enabled in WooCommerce and are mapped in MyWorks Sync > Map will be able to sync inventory from WooCommerce to QuickBooks Online. --- ## Getting started with Queue Syncing (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538224-getting-started-with-queue-syncing-woocommerce-quickbooks-online > Tips on how MyWorks handles syncing data with QuickBooks With MyWorks, your WooCommerce data (customers, orders, payments, products, inventory, etc) is synced to QuickBooks Online using a **queue basis. **New activity will be added to MyWorks Sync > Queue, and be synced to QuickBooks every 10 minutes in the background. ## Benefits of queue sync: - For stores on lower-performance/cheaper hosting, this greatly minimizes the performance load assessed to the site by our integration. You will no longer have pages that take longer than usual to load in your admin or front-end. - You can still fully utilize our Push section, to push historic data (customers, products, orders, etc) over to QuickBooks manually. - Data will still be synced to QuickBooks automatically - on a near-realtime basis (every 5,10, 30 or 60 minutes, as chosen in our settings). --- ## Pull Pages (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538216-pull-pages-woocommerce-quickbooks-online > How to use MyWorks Sync>Pull to manually sync data from QuickBooks to WooCommerce The pages in [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) > Pull allow you to pull data from QuickBooks Online into WooCommerce manually. Normal use for these pages is to pull over historical data that existed before our sync (or your WooCommerce store) was installed or to pull over data that encountered an error when attempting to previously to WooCommerce. To automatically sync product and inventory level changes from QuickBooks > WooCommerce, enable these switches in MyWorks Sync > Settings > Automatic Sync. ## Inventory Pull This page allows you to manually pull in updated inventory values from QuickBooks Online to WooCommerce if they have been updated in QuickBooks Online and need to be updated in WooCommerce. **Be sure you have all of your products mapped in Map > Products before pulling in inventory, as this is how our sync matches products to update inventory to. If a product is not mapped, it will not have its inventory updated.** Choose the Filter option to search for a specific product, and use the dropdown on the top right to display 20 or more entries per page. Once you’ve selected the inventory you wish to pull in, scroll to the bottom and click **Pull Selected Inventories**. A status window will pop up where you can track the pull progress. If you encounter any errors, be sure to check the Log page for further clarification. ## Product Pull This page allows you to manually pull in new or updated products from QuickBooks Online to WooCommerce. Normal usage of this would be if you've created products in QuickBooks Online, but they don't exist yet in WooCommerce. Before you pull in products, visit MyWorks Sync > Settings > Pull and select the correct Description field in WooCommerce, and the desired product status - that you'd like the product to take on when it's pulled into WooCommerce. **Pulling a product updates the name, description, SKU and price in WooCommerce.** Products that are set as Inventory products in QuickBooks Online will be created as products with Manage Stock enabled in WooCommerce. Choose the Filter option to search for a specific product, and use the dropdown on the top right to display 20 or more entries per page. Once you’ve selected the product (s) you wish to pull in, scroll to the bottom and click **Pull Selected Products**. A status window will pop up where you can track the pull progress. If you encounter any errors, be sure to check the Log page for further clarification. --- ## Logging (WooCommerce & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538211-logging-woocommerce-quickbooks-online > Understanding MyWorks Sync>Log All of the syncing activity in our [sync](https://myworks.software/integrations/sync-woocommerce-quickbooks-online) is easily logged for you on the MyWorks Sync > Log page. On this page, you can filter to find a specific entry and use the dropdown in the top right of the page to show 20 or more entries per page. Scroll to the bottom to Clear All Errors or Clear Log. --- ## Overview: How does MyWorks Sync work with WooCommerce and QuickBooks Online? **URL**: https://support.myworks.software/en/articles/13538254-overview-how-does-myworks-sync-work-with-woocommerce-and-quickbooks-online > Learn how syncing works between WooCommerce and QuickBooks Online. Our [WooCommerce Sync for QuickBooks Online](https://myworks.software/integrations/woocommerce-quickbooks-sync/) has been crafted by our team with an "it just works" goal at the center of our development. We've combined years of industry experience with WooCommerce development, QuickBooks integration and accounting best practices to accomplish something no other solution in this market has - a 360° syncing solution focused on accounting accuracy and time saving efficiency. So, how does it work? MyWorks Sync is an "event-driven" sync, which means that we constantly watch for new or updated orders, products, inventory levels and more - and sync them in real time when the changes occur - so there's no need for any type of "scheduled" sync, which can be inaccurate in the time periods between the sync. ## When MyWorks Sync is activated Once MyWorks Sync is activated and setup is complete - no existing data will be immediately forced to sync. Unlike other solutions, MyWorks Sync **does not** *automatically* push random data into QuickBooks Online or pull random data into WooCommerce when you activate it, creating a confusing mess of duplicate and inaccurate data. Once MyWorks Sync is activated and you have completed setup - any **new** data (like customers, orders, payments, etc) will be automatically synced - based on the switches you have enabled in Settings > Automatic Sync. It's as easy as that! :) ## Automatic Syncing Once MyWorks Sync is activated and setup is completed, as mentioned above, automatic "event-driven" syncing will take effect for any new data from that point forward. This works on a Queue basis - meaning any new activity will be shown in MyWorks Sync > Queue, and sync to QuickBooks every 10 minutes in the background. You can configure what new data will automatically sync via the switches in MyWorks Sync > Settings > Automatic Sync. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996115412/0545304b2f2eeec2fab374887cf8/upload_17714261154721486973.png?expires=1788544800&signature=abca73a36711783a1f5e6f907f1ba62ac0cae2b78e3c4b4e36d4f799b2b27199&req=dSkuEMh%2FmIVeW%2FMW3nq%2BgVaHX9AYmacUIgbJ4QidTFt%2BTA%2FTX8EHstva014e%0AfVBi%2FvF5nYw%2Bf1A26752qqgBvrg%3D%0A) ## Manual Pushing Now that you understand Automatic Syncing, you're ready to rock and roll from here on out! Congrats! But...how about all the customers and orders that are in WooCommerce that haven't made it into QuickBooks Online? And what about some existing inventory levels in QuickBooks Online that you need to manually update WooCommerce Products with? That's where our Push and Pull pages come in. Using these pages (explained in detail in our documentation) - you can manually select and push any historical WooCommerce data into QuickBooks Online - and manually pull any historical [QuickBooks Online data into WooCommerce](https://myworks.software/integrations/sync-woocommerce-quickbooks-online)! Bravo! ### Push Using the Push section in MyWorks Sync > Push, you will be able to manually select and push any/all historic data in WooCommerce to QuickBooks Online. This includes customers, orders, payments, products/variations & inventory. If an instance of this data already exists in QuickBooks Online and is mapped correctly in MyWorks Sync > Map, it will be updated in QuickBooks Online, and never duplicated. ### Pull Using the Pull section in MyWorks Sync > Pull, you will be able to manually select and pull any historic data in QuickBooks Online into WooCommerce. This includes, and is mainly focused on, products & inventory. At this time, it's not recommended/common use to pull customers or orders from QuickBooks Online to WooCommerce, as this isn't a common use case and has technical shortcomings. ## What can be synced? ### Customers When a customer is created or updated in WooCommerce, it will be automatically created or updated in QuickBooks Online. If it already exists in QuickBooks Online, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur. When an order is synced to QuickBooks, if the customer doesn't exist, we'll automatically create it. ### Products/Variations When a product/variation is created or updated in WooCommerce, it will be automatically created or updated in QuickBooks Online. If it already exists in QuickBooks Online, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur. When an order is synced to QuickBooks, we do **not** automatically sync a product in the order if it doesn't exist in QuickBooks, so all necessary products should be mapped first. ### Inventory When a product is updated in WooCommerce, its inventory can be updated in QuickBooks Online. This also occurs for QuickBooks Online to WooCommerce automatically if you have the inventory switch enabled in MyWorks Sync > Settings > Automatic Sync. ### Orders / Payments When an order is created or updated in WooCommerce, it will be automatically created in QuickBooks Online / its corresponding invoice or sales receipt will be updated in QuickBooks Online. If an invoice or sales receipt for this order already exists in QuickBooks Online, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur. --- # Taxes --- ## Syncing Sales Tax in WooCommerce Orders with QuickBooks Desktop - Canada **URL**: https://support.myworks.software/en/articles/13537743-syncing-sales-tax-in-woocommerce-orders-with-quickbooks-desktop-canada > Discover how to efficiently sync sales tax data between WooCommerce orders and QuickBooks Desktop in Canada for accurate accounting. Tax Rates in Canada are uniform and almost always consist of 13-17 static rates charged across different provinces, usually GST, HST, PST, and sometimes a combination of GST and PST. In WooCommerce, these rates should be manually set up in WooCommerce > Settings > Tax. No automated sales tax calculation service should be necessary in WooCommerce, as these rates do not vary once set up. In QuickBooks, these rates can be added as Sales Tax Items in the Item List, if not already present. Once added in both WooCommerce and QuickBooks, they can be mapped together in MyWorks Sync. **What's needed:** - **In MyWorks Sync > Settings > Tax, set a taxable and non-taxable code - normally "G" and "E." The tax code format should be set to "Sales Tax Code."** ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996097190/eff1b43eecbc70031ec3bb4e7856/upload_15854085024183997841.png?expires=1788544800&signature=32cd2599c137376a0592ba50102cb6c1595b185ee7857a047ad76bef8ca93703&req=dSkuEMl3moBWWfMW3nq%2BgRNPL%2FskOPu2DIqen9Knm8TaPbyU%2FUf2dlNkvN9E%0AJVcx3vMAqmCs8FmIYqPWqq7u6Zo%3D%0A) - **In MyWorks Sync > Map > Tax Rates, your WooCommerce tax rates should be mapped to the corresponding QuickBooks tax codes - normally called G, H, P, etc.** ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996097225/34e3135d4f1e0f5a23d1a1d7c78a/upload_10530122645980530353.png?expires=1788544800&signature=92f418bdc6844a704fd632b01468426519dfc25ce8a4344adc74f35a2f24d9d9&req=dSkuEMl3moNdXPMW3nq%2BgaHL3ZSRPJXqwdsyBYbmSbJgmp%2FOxrJsDoZYUEjq%0AE2XzFrmxhc1o7zfYeXxkCXEv%2B4A%3D%0A) Once set, orders will sync from WooCommerce to QuickBooks, preserving the tax treatment (or lack thereof) in WooCommerce. ## Compound Rate Mapping If the WooCommerce order uses more than one tax rate (typical in Canada). QuickBooks Desktop only supports one tax rate for each line item, so if there are two tax rates in your WooCommerce order, these need to be compound-mapped to the single combined rate in QuickBooks at MyWorks Sync > Map > Taxes. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996097240/d9a96ba15c951e80db33aefba598/upload_12076996636443590844.png?expires=1788544800&signature=4985e11e1165bc1d3b7cd40b078327c25bbf529b916e9270e05947e2616be260&req=dSkuEMl3moNbWfMW3nq%2BgahF6w66%2FgVDYJ%2F7MaTMrbKgZQxfomJkKHEc0tVf%0AIGIV75yMQ%2FeiaMThRsskeIqTsKg%3D%0A) To enable the Compound Rate mapping view, use the “Show Compound Taxes” button top right of MyWorks Sync > Map > Taxes --- ## Syncing Sales Tax in WooCommerce orders with QuickBooks Desktop - United States **URL**: https://support.myworks.software/en/articles/13537746-syncing-sales-tax-in-woocommerce-orders-with-quickbooks-desktop-united-states > Learn how to efficiently sync sales tax from WooCommerce orders with QuickBooks Desktop for accurate financial management. MyWorks makes it as easy as possible to handle sales tax accounting in WooCommerce. We'll automatically sync the tax charged on the order into QuickBooks Desktop as we sync the order; no setup required on your part! In the US, Myworks Sync will work with any automated sales tax service (like WooCommerce Tax or Avalara) - or manual rates you configure in WooCommerce. ## Using An Automated Sales Tax Service in WooCommerce: When an automated sales tax service is used in WooCommerce, MyWorks Sync supports syncing these calculated rates within the taxed orders synced from WooCommerce to QuickBooks. This would occur as a **line item** in the order in QuickBooks, as it's not possible to map automatically generated rates in WooCommerce to the static rates that would be present in the QuickBooks item list. This approach results in the total tax collected being accurately recorded in QuickBooks, and reports from your automated tax service can be used to see a breakdown of tax by region. **What's needed:** - **In MyWorks Sync > Settings > Tax, set the taxable and non-taxable codes to "Tax" and "Non", respectively.** - **In MyWorks Sync > Settings > Tax, enable the setting to sync tax as a line item, and choose a sales tax item in QuickBooks for both the line item and tax rate option: these must be different rates.** You can see this configured in the screenshot below: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996097365/b43abba7c4dbbfa962a1bd62ec80/upload_842804985314587157.png?expires=1788544800&signature=e91fbc0c3ba83d2ca43395228633a3ffa9d8e21c0faf021b7701d7aa5405806e&req=dSkuEMl3moJZXPMW3nq%2BgfuJRSJmCeJrVcUNh2kZ48evEeCWnKQhNY%2BVAZEH%0AUWgB3XE5KTH54R%2FaNT5sCKdIQ4E%3D%0A) ** Under these circumstances, our sync will sync WooCommerce orders taxed with the correct amount into QuickBooks Desktop, as a line item. The “QuickBooks Sales Tax Rate” should set to a 0% rate in QuickBooks as the Sales Tax is accounted for in the line item.= [For more information, we have an excellent doc on handling automated sales tax with QuickBooks Desktop here.]() ## Manually mapping sales tax rates in WooCommerce When using manual rates in WooCommerce, your tax rates must be set in your WooCommerce settings, then added as Sales Tax Items in your QuickBooks Desktop Item List. Once added in both WooCommerce and QuickBooks, they can be mapped together in MyWorks Sync. What's needed:** - **In MyWorks Sync > Settings > Tax, set a taxable and non-taxable code - normally "Tax" and "Non". The tax code format should remain set to "Sales Tax Item".** ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996097391/4f9154dfacaed40e8e0ebd6bfebb/upload_12723828343897502583.png?expires=1788544800&signature=f8bd264bac50dac66586cae0ac623d3e97a8d5eb990a5d36856658bd5999763c&req=dSkuEMl3moJWWPMW3nq%2BgUbJ8ECdlol5gGaoFeb%2F%2BUKJYbL8rsD0qSTFewCG%0Ap6dZxSVHcDZ05Vkb02Y9Hp3AuRs%3D%0A) - **In MyWorks Sync > Map > Tax Rates, your WooCommerce tax rates should be mapped to the corresponding QuickBooks tax rates.** ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996097412/97de52cf3f2d6fa057b70143ad79/upload_2752906348126523750.png?expires=1788544800&signature=7d69004b4f188eef1f49ac461486b26627c2e24d2f9c4a70023a5e9d18d397e1&req=dSkuEMl3moVeW%2FMW3nq%2BgTn966uQzl%2Fj5AR%2BepIbv5fb7yD3V34Ybry8tEpC%0AemetoaXzs5xh6%2B7g3IMLA0QuqLI%3D%0A) Once set, orders will sync from WooCommerce to QuickBooks, preserving the tax treatment (or lack thereof) in WooCommerce. --- ## Using Automated Sales Tax with WooCommerce and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538331-using-automated-sales-tax-with-woocommerce-and-quickbooks-desktop > Learn how to correctly configure MyWorks when using automatic sales tax in WooCommerce, to accurately sync with QuickBooks Desktop. As sales tax management and nexus in the United States becomes more and more complex, our [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) users continue to turn to popular sales tax automation platforms - which help reduce the time/effort spent manually managing sales tax rates in WooCommerce by automatically calculating the exact sales tax value for each order as it's placed - based on the user's shipping address. These sales tax automation platforms include [WooCommerce Automated Sales Tax](https://woocommerce.com/products/tax?aff=13810&cid=1573456), Avalara Avatax, TaxJar and Taxify. Our WooCommerce Sync for QuickBooks Desktop is compatible with any of these automated tax calculation systems. We'll automatically sync the tax charged on the order into QuickBooks Desktop as we sync the order. The Sales Tax collected in the WooCommerce order will be passed into a **line item **in QuickBooks Desktop. The sales tax must be passed into a QuickBooks line item, as it's not possible to match it to a specific rate in QuickBooks, since it's an individually calculated rate in WooCommerce. Normally, in cases like this, since individual tax rate reporting would not be possible in QuickBooks, the tax reporting (and sometimes, filing) would best occur in the service you use to calculate tax in WooCommerce - like Avatax or TaxJar. Read on to configure MyWorks to correctly sync tax calculated in WooCommerce by automated tax calculation programs. ## Setup In MyWorks Sync > Settings > Taxes, enable the switch to "Sync WooCommerce Order Tax as a Line Item". This will show two additional dropdowns: - QuickBooks Sales Tax Line item: this should be set to a QuickBooks tax item that's desired to be used as a line item in the QuickBooks order for the total tax collected on the order. - QuickBooks Sales Tax Rate: this should be set to a QuickBooks tax item that's desired to be used as the tax rate for the QuickBooks order (present in the tax rate dropdown in the lower area of the QuickBooks order). The example below shows this correctly set in our sync (and the specific items shown are an example of how it should be set when using Avalara / Avatax - using their sales tax items in QuickBooks). ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996119396/464ee153587623e980742dd8ebb3/upload_2277238688232763800.png?expires=1788544800&signature=df663728aaca740284f89f030f9cbcaeccebb5e5284f2c7742a4136b6b37ddd0&req=dSkuEMh%2FlIJWX%2FMW3nq%2BgbZfGT6Wx1zs5NhEfTKlI6%2FIFXVL4YR19XvDD4uI%0AGn1ou2IEgkIqqbobtojhbkKcGj8%3D%0A) In QuickBooks, the resulting order will look like the example below: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996119428/f007e4380aaddedd846c14f7d151/upload_13906882130027864403.png?expires=1788544800&signature=c48e31e4c9141474ef419d50b9a6d5fbbd8518c3b0039dcae8ed50ee2b1048a5&req=dSkuEMh%2FlIVdUfMW3nq%2BgcvpyCHtrPSantKZGjU0d2%2F4OnU1RQtbvlk2c3bg%0A8ICViL4kLMUoPj1N9aCMlL3ZKaQ%3D%0A) --- ## Examples of tax mapping by country for QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538465-examples-of-tax-mapping-by-country-for-quickbooks-desktop > How different countries configure tax mappings for MyWorks Sync for QuickBooks Desktop. When syncing WooCommerce orders to QuickBooks Desktop, [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) is able to handle a variety of different tax scenarios - dependent on both the tax rates charged in WooCommerce and how these tax rates are set up in QuickBooks Desktop. While MyWorks Sync would not be able to sync tax rates from one platform to the other (they must be set up manually, as desired in both WooCommerce and QuickBooks Desktop) - tax rates can be mapped together in MyWorks Sync > Map > Tax Rates once present in each platform. The way in which tax rates would be mapped together would depend on the country you're present in, and this doc helps provide a guide of the recommended way in which we usually see tax rates handled in our sync - based on the country you do business in. While these best practices will generally apply, it's best first to ensure your tax rates are correctly set up in both WooCommerce and QuickBooks with your accountant - and our support team is always available to assist with ensuring they're accurately mapped together in our sync. ## United States Setting up tax rates when selling in the United States can generally be broken into two scenarios - depending on if you use an Automated Sales Tax service to calculate taxes in WooCommerce, or if your rates are manually set in WooCommerce > Settings > Tax in your WooCommerce store. ### An automated sales tax service is being used in WooCommerce When an automated sales tax service is used in WooCommerce, MyWorks Sync supports syncing these calculated rates within the taxed orders synced from WooCommerce to QuickBooks. This would occur as a **line item** in the order in QuickBooks, as it's not possible to map automatically generated rates in WooCommerce to the static rates that would be present in the QuickBooks item list. **What's needed:** - **In MyWorks Sync > Settings > Tax, set a taxable and non-taxable code - normally "Tax" and "Non".** - **In MyWorks Sync > Settings > Tax, enable the setting to sync tax as a line item, and choosing a sales tax item in QuickBooks. ** - **There is no need to map tax rates in MyWorks Sync > Map > Taxes, as these are automatically generated in WooCommerce, and would continue to change.** Under these circumstances, our sync will sync WooCommerce orders taxed with the correct amount into QuickBooks Desktop - as a line item. [For more information, we have an excellent doc on handling automated sales tax with QuickBooks Desktop here.]() ### Manual rates are set up in WooCommerce settings When using manual rates in WooCommerce, your tax rates need to be set in your WooCommerce settings, and then added as Sales Tax Items in your QuickBooks Desktop Item List. Once added in both WooCommerce and QuickBooks, they can be mapped together in MyWorks Sync. **What's needed:** - **In MyWorks Sync > Settings > Tax, set a taxable and non-taxable code - normally "Tax" and "Non". The tax code format should remain set to "Sales Tax Item".** - **In MyWorks Sync > Map > Tax Rates, your WooCommerce tax rates should be mapped to the corresponding QuickBooks tax rates.** Once set, orders will sync from WooCommerce to QuickBooks, honoring how they were taxed (or not taxed) in WooCommerce. ## Canada Tax Rates in Canada are generally uniform, and almost always consist of 13-17 static rates charged across different provinces - usually GST, HST, PST - and sometimes a combination of GST and PST. In WooCommerce, these rates should be manually set up in WooCommerce > Settings > Tax. No automated sales tax calculation service should be necessary in WooCommerce, as these rates do not vary once set up. In QuickBooks, these rates can be added as Sales Tax Items in the Item List, if not already present. Once added in both WooCommerce and QuickBooks, they can be mapped together in MyWorks Sync. **What's needed:** - **In MyWorks Sync > Settings > Tax, setting a taxable and non-taxable code - normally "G" and "E.". The tax code format should be set to "Sales Tax Code."** - **In MyWorks Sync > Map > Tax Rates, your WooCommerce tax rates should be mapped to the corresponding QuickBooks tax codes - normally called G, H, P, etc.** Once set, orders will sync from WooCommerce to QuickBooks, honoring how they were taxed (or not taxed) in WooCommerce. ## United Kingdom and other areas Tax Rates in the United Kingdom - and any other areas charging a single VAT rate are generally very straightforward, as only the VAT rate charged (usually 5% or 20%) would need to be present in WooCommerce and QuickBooks, then mapped together in MyWorks Sync. In WooCommerce, these rates should be manually set up in WooCommerce > Settings > Tax. No automated sales tax calculation service should be necessary in WooCommerce, as these rates do not vary once set up. In QuickBooks, these rates can be added as Sales Tax Items in the Item List, if not already present. Once added in both WooCommerce and QuickBooks, they can be mapped together in MyWorks Sync. **What's needed:** - **In MyWorks Sync > Settings > Tax, set a taxable and non-taxable code - normally "G" and "E". The tax code format should be set to "Sales Tax Code".** - **In MyWorks Sync > Map > Tax Rates, your WooCommerce tax rates should be mapped to the corresponding QuickBooks tax codes - normally called G, V, etc.** Once set, orders will sync from WooCommerce to QuickBooks, honoring how they were taxed (or not taxed) in WooCommerce. --- ## Syncing Sales Tax in WooCommerce Orders with QuickBooks Desktop - United Kingdom **URL**: https://support.myworks.software/en/articles/13537738-syncing-sales-tax-in-woocommerce-orders-with-quickbooks-desktop-united-kingdom > Learn how to efficiently sync sales tax from WooCommerce orders to QuickBooks Desktop, ensuring accurate financial management in the UK. Tax Rates in the United Kingdom - and any other areas charging a single VAT rate are generally very straightforward, as only the VAT rate charged (usually 5% or 20%) would need to be present in WooCommerce and QuickBooks, then mapped together in MyWorks Sync. In WooCommerce, these rates should be manually set up in WooCommerce > Settings > Tax. No automated sales tax calculation service should be necessary in WooCommerce, as these rates do not vary once set up. In QuickBooks, these rates can be added as Sales Tax Items in the Item List, if not already present. Once added in both WooCommerce and QuickBooks, they can be mapped together in MyWorks Sync. **What's needed:** - **In MyWorks Sync > Settings > Tax, set the taxable and non-taxable codes to "G" and "E", respectively. The tax code format should be set to "Sales Tax Code".**** ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996097031/b52ebda2f9d907fd90f46ac0858e/upload_7235901716505439710.png?expires=1788544800&signature=fe683cd86d05f81caeb0f103d55766b827198a3e51fc3a9a2f86eabb94eb3d02&req=dSkuEMl3moFcWPMW3nq%2BgX6dNJxNkfn3zhEFQgEJsH%2B%2BmACO%2FbA8VnoY%2F6YT%0AjHJ%2BGsaiYSVpiU3Tw8H59nupYfM%3D%0A) ​ - In MyWorks Sync > Map > Tax Rates, your WooCommerce tax rates should be mapped to the corresponding QuickBooks tax codes - normally called G, V, etc.** ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996097059/65c34e819e5f107dda65d5cd2011/upload_13527704353709640074.png?expires=1788544800&signature=e510f6053baecb4759499671278c48b4dec768368109d19a880bc0837d76e323&req=dSkuEMl3moFaUPMW3nq%2BgQK9gRvtysyGNp6W7UyzMjrNnjDOydX7gXl4DgLi%0AHMmu85nGU6DmeMS3QGj6Qga09Y0%3D%0A) Once set, orders will sync from WooCommerce to QuickBooks, preserving the tax treatment (or lack thereof) in WooCommerce. --- ## Syncing Sales Tax in WooCommerce Orders with QuickBooks Desktop - Global **URL**: https://support.myworks.software/en/articles/13537736-syncing-sales-tax-in-woocommerce-orders-with-quickbooks-desktop-global > Learn how to effectively sync sales tax from WooCommerce orders to QuickBooks Desktop for seamless financial management. Tax Rates in areas charging a single VAT rate are generally very straightforward, as only the VAT rate (usually 5% or 20%) needs to be entered in WooCommerce and QuickBooks, then mapped together in MyWorks Sync. In WooCommerce, these rates should be manually set up in WooCommerce > Settings > Tax. No automated sales tax calculation service should be necessary in WooCommerce, as these rates do not vary once set up. In QuickBooks, these rates can be added as Sales Tax Items in the Item List, if not already present. Once added in both WooCommerce and QuickBooks, they can be mapped together in MyWorks Sync. **What's needed:** - **In MyWorks Sync > Settings > Tax, set a taxable and non-taxable code - normally "G" and "E". The tax code format should be set to "Sales Tax Code".** ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996096871/3b08ff0c4c0eee4e8dcfd1b67f41/upload_457280174745030683.png?expires=1788544800&signature=65b3c8dc8cce52aa2bbf011e615f495ef44a3dc4ab8e55c45b8b19b33bfcfc6f&req=dSkuEMl3m4lYWPMW3nq%2BgVdqDY6%2Fnbe6QhjBdmPDRNqwNdJUQVWIoSsoRc53%0ArpgyWQzHWQ3MByi58EP1b15%2B304%3D%0A) - **In MyWorks Sync > Map > Tax Rates, your WooCommerce tax rates should be mapped to the corresponding QuickBooks tax codes - normally called G, V, etc.** ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996096900/8b04f4a6200b96a01b7d658a1ba3/upload_8546870609314840068.png?expires=1788544800&signature=8fa57d88c69406d6b7a135cae8c0db5fa62ab9e03283ee0ed286ac97237f31f3&req=dSkuEMl3m4hfWfMW3nq%2BgfS4QysAOONCC8ONn1tG8UsmpdkwuzNmm%2BPFIopN%0AxgmEkeWPozQKusfKV%2FctFodmYsQ%3D%0A) Once set, orders will sync from WooCommerce to QuickBooks, preserving the tax treatment (or lack thereof) in WooCommerce. --- # Getting Started --- ## Before You Install (WooCommerce and QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13538335-before-you-install-woocommerce-and-quickbooks-desktop > Installation prerequisites for MyWorks Sync for QuickBooks Desktop Congratulations on making the step to sync your WooCommerce store with QuickBooks Desktop Pro, Premier, or Enterprise - 2015 or later! There are a few requirements we list here that you'll want to confirm before you begin getting all set up with [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/). - [Check out our Setup Video that walks you through each step of setup - from start to finish!](https://www.youtube.com/watch?v=6WgdPjL0-30) - You can also schedule a setup call with us from within your account after you sign up. [Already scheduled a setup call? Read more about what to do before your setup call here.](https://support.myworks.software/*/articles/13538226) ## Requirements: - An active QuickBooks Desktop company on one of the following versions. We support QuickBooks Desktop companies hosted locally on your computer, on a local server, or with a cloud host provider like RightWorks. *Admin access is required the first time connecting to QuickBooks.* Any global edition (US, UK, CA, etc.) of the following QuickBooks products QuickBooks Enterprise Solutions (2015 or later) - QuickBooks Premier (2015 or later) - QuickBooks Pro (2015 or later) - Running QuickBooks POS? [Check out our docs for syncing with QuickBooks POS.](https://support.myworks.software/*/articles/13538263) - An active WooCommerce store (running v4 or later of WooCommerce) **with a valid SSL certificate.** Ensure your database host, user, name or password does not contain the following special characters + / # % ‘ ? (all others are supported by QuickBooks). *This is not something you would need to check yourself, as our plugin would display a warning during activation if this is something you need to check.* - Ensure that there is a valid SSL certificate installed on your WooCommerce site, and your admin area is being accessed over https. The QuickBooks Web Connector requires an HTTPS connection. - MyWorks only supports running on sites hosted on a Linux OS environment (which is already most common for WooCommerce stores). - The latest version of QuickBooks Web Connector. 99% of the time this is already installed on the same computer QuickBooks is installed on. You can verify this by visiting File > Update Web Services in QuickBooks, or by searching for "Web Connector" in your Start menu. If you can't find the Web Connector on your computer, [it can be downloaded on Intuit's site here](https://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector), and installation instructions will be found there as well. Once the above requirements are confirmed, you may schedule a complimentary setup call with us, or move right into the easy [installation/configuration steps](https://support.myworks.software/*/articles/13538263) on your own. ## Website / Server Requirements: MyWorks Sync doesn't have specific server/resource requirements, as our system requirements are very similar to WooCommerce. A general rule of thumb is that if WooCommerce is running well on your server, so will MyWorks. MyWorks uses minimal additional resources on your web server during normal syncing activities, and the only impact on the amount of resources are necessary would be the amount of products in your WooCommerce store and QuickBooks. For example, a WooCommerce store with 5,000 products would naturally require more resources than a WooCommerce store with 500 products. However, below are a list of bare minimum requirements that MyWorks requires: - PHP 7.2 and above, - WooCommerce v4 and above, - Wordpress v5.2 and above, - Recommended: at least 512MB memory limit - As mentioned above, MyWorks supports running only on sites hosted on a Linux OS environment, which is most common for WooCommerce stores. WooCommerce stores hosted on a Windows OS are unfortunately not compatible with MyWorks - and we recommend switching to a Linux server, which is used by all major WooCommerce hosting platforms. --- ## Installing MyWorks & Connecting to QuickBooks Desktop (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538263-installing-myworks-connecting-to-quickbooks-desktop-woocommerce > Steps to install Myworks Sync for WooCommerce and QuickBooks Desktop Now that you have an active plan of our [WooCommerce Sync for QuickBooks Desktop](https://myworks.software/integrations/woocommerce-quickbooks-sync/), the first step in setup is to install our helper plugin and connect it to your QuickBooks Desktop company! - Note: Ensure you've checked our [Requirements before you install](https://support.myworks.software/*/articles/13538335) - before getting started below. Check out our Setup Video that walks you through each of these steps as well! ## In your MyWorks account - Download the latest version of our sync plugin from the [Plans page in your MyWorks account](https://dash.myworks.software/dashboard). - Within your plan, you can enter the domain name of the WooCommerce store you'll be using our sync on - like mystore.com. - Copy the License Key shown here, to use below. ## In your WordPress Admin - Visit Plugins > Add New, and click Upload Plugin. - Select the .zip file you downloaded from your account with us, and choose Install Plugin. - On the following screen, click Activate. - Congratulations! Our sync is now installed. You will see a new tab on your Wordpress sidebar - called MyWorks Sync. - Visit MyWorks Sync > Connection in your WordPress admin and enter in your license key. - Click Generate QWC file on the lower left of the page. You may leave the randomly generated username and password in place on this page - you'll need the password in the next step. - This file will be downloaded to your Downloads folder. ## On your Windows Computer > Web Connector - Open the QuickBooks Web Connector. This can be done by going to File > Update Web Services in QuickBooks - or by searching for "Web Connector" in your Windows Start Menu. - Open the QuickBooks Company file you're connecting to, and log in as an administrator. Normally it's fine if you're in Multi-User Mode unless QuickBooks returns an error during the steps below. - Click Add Application, and select the QWC file you downloaded earlier. - Click OK on the security popup, then Continue on the window below, after selecting the 4th radio option to confirm connection to QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996115869/77bf1df916013c34f81a45401f19/upload_5722003689346880412.png?expires=1788544800&signature=4327952c500aa2daf6e8cd9bb92d26c1e62d72c232a230b412db0b951d778408&req=dSkuEMh%2FmIlZUPMW3nq%2Bgbhrn%2BWxvhjXStekK9zkexD%2FFLAYXg7IhFni7Ly4%0AK0hnhBaoZSp9vTvO8CF7Pnjn%2Bw4%3D%0A) Once added, the Web Connector will look like the below. Ensure the password saved in that field is the same one generated earlier in MyWorks Sync > Connection. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996115892/308fb7a8431314c0f3887d6c97d8/upload_5348765055697266397.png?expires=1788544800&signature=61defab9278c6e94c9ec4aa782727065f57880c7441f37076fbcd5f63c7e8136&req=dSkuEMh%2FmIlWW%2FMW3nq%2BgRwuSwZ0NwqcRZyswySCLLdDrncceaIcBvotS45A%0AF3nUpmSOfeWjmBp1ppgHtHwNNO4%3D%0A) Congratulations - you have completed the setup. QuickBooks Web Connector is now connected to our sync on your WooCommerce site. At this point, you may move on to our general usage documentation - to proceed with setup. The next steps before syncing are [refreshing your data](https://support.myworks.software/*/articles/13538291) and configuring your settings and mappings. --- ## Setting up MyWorks once connected to QuickBooks Desktop (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538252-setting-up-myworks-once-connected-to-quickbooks-desktop-woocommerce > Now that you're connected to QuickBooks Desktop - Complete setting up MyWorks and begin syncing! Congratulations - now that you've installed [WooCommerce Sync for QuickBooks Desktop](https://myworks.software/integrations/woocommerce-quickbooks-sync/), you can begin with the initial setup / configuration of your settings and mappings! - [Haven't connected to QuickBooks yet? Here's how to initially connect to QuickBooks.](https://support.myworks.software/*/articles/13538263) Check out our Setup Video that walks you through each of these steps as well! * ## 1. Refresh Background Data Once you're first connected to QuickBooks Desktop, the first step is to pre-load MyWorks Sync with some current QuickBooks data, like the latest lists of customers, products, etc. This data is used in your settings / mappings, and when we sync new data to QuickBooks. Don't worry, refreshing data doesn't sync anything, we're just preloading our integration with this background data. - Go to MyWorks Sync > Refresh Data. - Turn on the switches for the data you wish to refresh, then save. If this is your first time connecting to QuickBooks, **all the switches should be turned on.** - Visit the QuickBooks Web Connector on your computer, and click Update Selected to run a sync. You'll see a log of activity in MyWorks Sync > Log, while you wait for the progress bars to complete. - Once the progress bars in the Web Connector show 100%, the refresh data is complete. Visit MyWorks Sync > Refresh Data and turn all the switches off before running the Web Connector again. NOTE: The AutoRun* checkbox in the Web Connector should NOT be enabled while refreshing data. This is to ensure that the Refresh Data request fully completes instead of being automatically looped to start over again. For more information on how the Refresh Data works, and when you need to refresh data, [see our article here.](https://support.myworks.software/*/articles/13538289) ## 2. Configure Default Settings Now that all QuickBooks data is loaded in our integration, it's time to review your settings! - Visit MyWorks Sync > Settings to view your settings panel. - Set and save the Dropdowns in the first Default tab. All of these must be filled out. - Check the Order tab and set the first option to choose syncing orders as an Invoice, Sales Receipt, or Sales Order. - Check the Tax tab to assign default tax codes. All of these must be filled out. - Check the Automatic Sync tab to choose the data you would like to be automatically added to the Queue to sync into QuickBooks when the Web Connector runs. **All other settings are optional and can be left as is, unless specific extra functionality is required, and you understand the functionality of a setting you're enabling.** Want a complete summary of our settings panel? Check our documentation about [configuring your default settings here](https://support.myworks.software/*/articles/13538289). ## 3. Map Existing Data Now that your settings are confirmed, the last step is to map your **existing** products, payment gateways and tax rules, then you'll be all set to go! It's only necessary to map data that already exists in **both** WooCommerce and QuickBooks. If a customer or product only exists in WooCommerce, there's no need to map them. - *Optional:* Visit MyWorks Sync > Map > Customers. It's not a requirement to map your existing customers! Since MyWorks always checks QuickBooks before syncing each order to see if a customer exists already in QuickBooks, it's only necessary to map customers if they are in both WooCommerce and QuickBooks, AND do **not** have a matching email address or name between them. If a customer is already in WooCommerce and QuickBooks and has a matching email or name, they can be left unmapped, as we'd automatically find that existing customer in QuickBooks as we sync their next order. - Visit MyWorks Sync > Map > Products. Only products/variations that exist in both systems need to be mapped, as we will automatically sync over future products/variations when they're added/edited. You can use the AutoMap by Name/SKU buttons to automatically map all products/variations that have a matching name or SKU in both systems. - Visit MyWorks Sync > Map > Payment Methods. For each active gateway in WooCommerce, there will be shown a section to enable payment sync. You only need to enable payment syncing for gateways you'd like to sync payments to QuickBooks for. Be sure to choose a valid Bank Account in QuickBooks to deposit the payment into. - Visit MyWorks Sync > Map > Taxes, if you charge taxes in WooCommerce. Each tax rate simply needs to be mapped to a QuickBooks Sales Tax Item with the same rate. For more information on mapping data, read our [Mapping Documentation Page](https://support.myworks.software/*/articles/13538244). **Congratulations! Setup is now complete. New orders will automatically sync to QuickBooks, and you can push over old orders in MyWorks Sync > Push.** ## Check Your Logs Now that you're ready to sync, on't forget to keep an eye on your logs in MyWorks Sync > Logs to see the syncing activity that takes place. For more information about the Logs, go to our [logging documentation.](https://support.myworks.software/*/articles/13538286) ## Review how syncing works We also recommend you take a moment to familiarize yourself with how MyWorks Sync syncs data to and from QuickBooks! To learn more about how syncing works with the WooCommerce Sync for QuickBooks, check out our[ 'How does syncing work with our sync?' documentation page](https://support.myworks.software/*/articles/13538337). ## Pushing existing data to QuickBooks Need to push existing products, orders, customers, or inventory levels from WooCommerce to QuickBooks? Check out our pushing documentation page. --- ## Connecting to a different QuickBooks Desktop computer or company file (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538235-connecting-to-a-different-quickbooks-desktop-computer-or-company-file-woocommerce > Connect MyWorks on a different computer or to a different company file in QuickBooks Desktop. Need to connect or re-connect [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) to your QuickBooks company or computer? This normally is necessary if you are: - Are using a staging/test QuickBooks company to test our sync - Need to switch to a new/different QuickBooks company - Have changed computers/servers that your QuickBooks company is on Or, do you need to: - [Add our sync to additional QuickBooks computers? See our doc here on doing so.](https://support.myworks.software/*/articles/13538539) - [Connect your QuickBooks company to a new domain / WooCommerce store? See our doc here on doing so.](https://support.myworks.software/*/articles/13538243) * ## 1. Connect to QuickBooks - Ensure QuickBooks Desktop is open with the company you intend to connect to. **You must be logged into QuickBooks as an administrator for this step.** - In your WooCommerce store, visit your Wordpress admin area, and in MyWorks Sync > Connection, click the Generate QWC file* button on the bottom left.** Then, move/copy this file to your QuickBooks Desktop computer, if it's not already there. If you have QuickBooks hosted on a remote server, the simplest approach is to copy the file, and then paste it onto the desktop of your QuickBooks computer. ​ - Double click **the resulting downloaded file on your QuickBooks to open it in the Web Connector and finalize connecting to your new QuickBooks Company. - Once you see the MyWorks application in the Web Connector, copy the Web Connector Password from MyWorks Sync > Connection on your site - to the Password field in the web connector. ## 2. Refresh data and configure settings (if different company file) Is the new QuickBooks company you're connecting to a duplicate/copy of the old QuickBooks company file? If so, you're all set, and you can resume syncing! If your new QuickBooks company is **not** a copy/duplicate of your old QuickBooks company file, you will simply need to follow our [Setup Steps](https://support.myworks.software/*/articles/13538252) again to *refresh data* and correctly *update your settings* to being syncing with your new QuickBooks company. --- ## Requirements before a setup call (WooCommerce and QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13538226-requirements-before-a-setup-call-woocommerce-and-quickbooks-desktop > Review our tips / information to be aware of before setting up MyWorks or scheduling our optional setup call. Congratulations on taking the step to [sync your WooCommerce store with QuickBooks Desktop](https://myworks.software/integrations/woocommerce-quickbooks-sync/)! We have plenty of documentation to help you with setup, and we also include a complimentary setup call with all our plans. [Read more about the requirements for your WooCommerce and QuickBooks before you install.](https://support.myworks.software/*/articles/13538335) If you decide to schedule a setup call with us, there a few steps you'll want to make sure are in place **before** your call with us, to ensure that our call time is efficient. If your accountant or developer would like to join the setup call with us, they are more than welcome to do so. If not, you should consult with them beforehand to ensure they have your sync installed, and your QuickBooks set up how it needs to be. ## Requirements: - QuickBooks Desktop 2015 or later, with admin access. - An active WooCommerce store with admin access. - Our sync installed and activated on your WooCommerce store. - Reviewing the commonly asked questions below. ## Commonly Asked Pre-Setup Questions: ### Products **Q: Where should my products be as I start getting set up?** A: We recommend you at least start with all your products in WooCommerce, and each should have a unique SKU (not required, though). If all of your products are in QuickBooks, that's fine - you can export them into a CSV, then import them into WooCommerce through the built-in importer. ### Banking **Q: How do my payment methods and bank accounts need to be set up?** A: You should have at least one payment method set up in WooCommerce, and your corresponding Bank Accounts added in QuickBooks Desktop. This is also something your accountant can help with. ### Taxes **Q: Do I need to charge tax? If so, do I know what the rates are and have them correctly set up?** A: If you do need to charge tax, you simply need to ensure your tax rates are added in your WooCommerce Settings, and as a QuickBooks Sales Tax Item - and you'll be able to link them together in our sync. This is something your accountant would be able to confirm with you. **Q: I'm using an automated sales tax calculation service in WooCommerce. Anything I need to do?** A: You're all set! We'll automatically sync the tax into QuickBooks with the order. You'll just need one Sales Tax Item in QuickBooks to represent this. ### Team & Access **Q: Who should be on the setup call?** A: If your accountant or developer would like to be on the call, that will be helpful. Typically your accountant will be able to answer questions like mapping bank accounts and handling products and tax rates. **Q: How do I install the sync?** A: You can visit Plugins > Add New on your site, download the sync from your account with us, and select it in the Add New tab in your site admin. This should be installed and activated **before** the call. **Q: What type of access will we need on the setup call?** A: You should have admin access to WooCommerce and QuickBooks. QuickBooks Admin access is required, only during setup, to initially connect to QuickBooks. That's it! We look forward to assisting you with setup, and getting you up and running! *Please note: if the above steps are not completed or reviewed before the call, we may ask you to reschedule.* --- ## Changing WooCommerce sites / domain names - QuickBooks Desktop Sync **URL**: https://support.myworks.software/en/articles/13538243-changing-woocommerce-sites-domain-names-quickbooks-desktop-sync > Review how to reconnect MyWorks after changing your WooCommerce store or domain name. Because [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) connects QuickBooks Desktop directly with your website, there are a few minor steps involved in moving sites or domain names, most commonly in the below scenarios: - Moving from a dev/staging site to a live site - Changing the domain name of your live WooCommerce site Simply follow the steps below to ensure the move to your new domain name is seamless and error-free! [See our article here to connect to a new/different QuickBooks company.](/*/articles/13538235) ## Refresh your License Key Log into [Dashly](https://dash.myworks.software/login) and visit your plan page. Adjust your WooCommerce URL to match your new Domain. Then, log into your new (target) Wordpress Admin, visit MyWorks Sync > Connection and enter/save your license key. ## Re-Connect QuickBooks to the new site Once our sync is licensed on your new site it's time to set the QuickBooks Web Connector to connect to the new site. - Ensure QuickBooks Desktop is open with the company you intend to connect to. - Open your QuickBooks Web Connector, and remove our current application using the Remove button on the far right. - In MyWorks Sync > Connection, click the *Generate QWC file* button on the bottom left. - Double click the resulting downloaded file to open it in the Web Connector and finalize connecting to your QuickBooks Company. --- # Troubleshooting --- ## QuickBooks Web Connector can't connect to your WooCommerce store **URL**: https://support.myworks.software/en/articles/13538494-quickbooks-web-connector-can-t-connect-to-your-woocommerce-store > A guide to the most common causes and fixes when the QuickBooks Desktop Web Connector fails to connect to your WooCommerce store - and what to send your host or developer if you need their help. When the QuickBooks Web Connector can't connect to your WooCommerce store, the cause is almost always something on your site: a security rule, a firewall, a server setting, or a piece of code on your site adding unexpected output. This article walks through the most common causes and how to fix each one. **You may see errors in your Web Connector like:** - "Authentication failed" - "Response is not well formed XML" - "The request failed with HTTP status 403: Forbidden" - "The request failed with HTTP status 500: Internal Server Error" - "Receive Response XML Failed" - QBWC1012, QBWC1041, QBWC1042 --- ## Before you start **There's no need to remove/re-add our sync to your Web Connector.** This doesn't change/solve connection issues. Start with the steps below. **The fastest way for us to help:** in the Web Connector, click **View Log**, save the log file, and send it to **[support@myworks.software](mailto:support@myworks.software)** with a description of the issue you're seeing. Don't forget to let us know if anything has recently changed in your WooCommerce store or QuickBooks company. --- ## Start here: what's likely the cause? ### If you know the error code | **What the Web Connector shows** | **Likely cause** | **Go to section** | | 403 Forbidden | Firewall or security rule blocking the sync | 1, 3, 4 | | 500 Internal Server Error | Your host's security firewall, or a site error | 2, 6 | | 302 Found | CAPTCHA or bot protection | 4 | | "Response is not well formed XML" | Site is returning broken output | 5 | | "Authentication failed" (no HTTP error) | Host is blocking the Web Connector, or site is returning broken output | 2, 3, 6 | | QBWC1048 / certificate error | SSL/TLS issue — see [separate article](https://support.myworks.software/en/articles/13538293) | | ### If you're not sure about the error code, check your hosting | Hosted with... | Likely cause | Go to section | | Cloudflare (in front of your site) | Cloudflare's firewall is blocking the Web Connector | 1 | | Nexcess, Dreamhost, Liquid Web, InMotion, A2 Hosting | Your host's security firewall | 2 | | Siteground | Your host is blocking the Web Connector's identity | 4 | | WP Engine | WP Engine's bot protection | 4 | | Wordfence, iThemes Security, Solid Security, or similar | Your security plugin is blocking the Web Connector | 5 | --- ## Causes and solutions ### 1. Cloudflare is blocking the Web Connector **Signs this is the cause** - Your site uses Cloudflare - 403 Forbidden in the Web Connector log **Why it happens** Cloudflare's firewall doesn't recognize the QuickBooks Web Connector and treats it as suspicious traffic. **How to fix it** In your Cloudflare dashboard (Firewall > Firewall Rules), add a firewall rule to **skip** or **allow** requests where: - The URL contains `mw_qbo_desktop_qwc_server`, **or** - The source IP equals your QuickBooks computer's IP (you can find this by visiting whatsmyip.org on your QuickBooks computer) --- ### 2. Your web host's security firewall is blocking the sync **Signs this is the cause** - Site hosted on Nexcess, Dreamhost, Liquid Web, InMotion, or A2 Hosting - 500 Internal Server Error in the Web Connector log - Sync may start successfully and then fail partway through **Why it happens** Managed WordPress hosts run a server-level firewall (often called ModSecurity) that sometimes flags the Web Connector's requests as suspicious. **How to fix it** Contact your hosting support and ask them to whitelist the Web Connector's connection. A ready-to-send message is in **[Messages you can send](#h_30a17d763e)** below. --- ### 3. WP Engine's bot protection is blocking the Web Connector **Signs this is the cause** - Site hosted on WP Engine - Authentication-failed errors with no obvious HTTP error code - Issue may have started after a new WP Engine install or environment change **Why it happens** WP Engine has a feature called "redirect bots" that can intercept the Web Connector and block its requests. **How to fix it** Contact WP Engine support and ask them to **disable "redirect bots"** for your install. --- ### 4. A security plugin or CAPTCHA is blocking the sync **Signs this is the cause** - Your site uses Wordfence, iThemes Security, Solid Security, or a similar security plugin - **Or** you recently added a CAPTCHA, Turnstile, or other bot protection to your site - The issue started right after that plugin was enabled or that protection was added **Why it happens** These tools see the Web Connector as automated traffic and block it. **How to fix it** In your plugin's settings (or in your CAPTCHA service's configuration), add an allow-list rule for requests whose URL contains `mw_qbo_desktop_qwc_server`. Most security plugins have a URL-based allow-list under their firewall settings. --- ### 5. Your site is returning a broken response **Signs this is the cause** - Error: "Response is not well formed XML" or "Authentication failed due to the following message" - Your site works normally in a browser, but sync keeps failing - Recent theme, plugin, or custom-code changes on your site **Why it happens** Something on your site — usually in a custom theme or plugin — is adding extra blank space or characters to the beginning of your site's response. This breaks the format the Web Connector expects. **How to fix it** This is almost always a developer-level fix. Send the **[developer message](#h_30a17d763e)** below to your developer. If you don't have a developer, MyWorks Support can often identify the issue directly - reach out to us and we'll help take a look as a courtesy. --- ### 6. Staging site requires a password **Signs this is the cause** - Setting up the sync on a staging or development site - QBWC1048 error when adding the QWC file - Your browser shows a username and password popup when you visit the site **Why it happens** The QuickBooks Web Connector doesn't support HTTP password protection (also called Basic Auth). **How to fix it** Either remove the password protection from your staging site, or ask your developer to exclude the URL `index.php?mw_qbo_desktop_qwc_server=1` from password protection. --- ## Messages you can send to your host or developer ### Message to your host (for Nexcess, Dreamhost, Liquid Web, InMotion, A2) Hi, I'm trying to connect the QuickBooks Web Connector on my computer to my WooCommerce store, and I'm getting a **500 Internal Server Error**. Based on the response, this looks like it's being blocked at the server level by a security firewall like ModSecurity — the error page appears to be the default server error page, not something from my WordPress install. Could you please: - Check your ModSecurity (or server firewall) audit log for my site around **[time of your last failed sync attempt]** - Either whitelist the rule that matched the Web Connector's request, or disable ModSecurity for just the URL `/index.php?mw_qbo_desktop_qwc_server=1` on my site The connection is coming from the IP address **[your QuickBooks computer IP — find it at whatsmyip.org]**, with the user-agent `Mozilla/4.0 (compatible; MSIE 6.0; MS Web Services Client Protocol ...)`. Thanks! --- ### Message to your web developer (if your site is returning a broken response) Hi, Our QuickBooks sync is failing because our site is adding extra blank space or characters to the top of its response, before the XML content starts. This breaks the format that the QuickBooks Web Connector expects. This is almost always caused by one of two things: - A stray blank line after a PHP closing tag (`?>`) in a custom theme or plugin file - A PHP file saved with an invisible BOM (byte-order mark) Could you: - Review recently-added or recently-edited custom code (theme `functions.php`, any custom plugins) - **Or** disable plugins one at a time until the extra whitespace disappears from the site's response MyWorks support can provide additional context if helpful — reach out to them at [support@myworks.software](mailto:support@myworks.software). --- ## When to contact MyWorks support - If none of the categories above match your situation - If you've sent a template message to your host or developer and they're having trouble solving this. Please include your Web Connector log with any support request. In the Web Connector, click **View Log** and attach the file when emailing our support. --- ## SSL/TLS error: Could not create SSL/TLS secure channel **URL**: https://support.myworks.software/en/articles/13538293-ssl-tls-error-could-not-create-ssl-tls-secure-channel > How to resolve the TLS connection error between your QuickBooks computer and your WooCommerce store when running the Web Connector. ## Is this your error? This article applies if you see this exact message in your Web Connector log: **The request was aborted: Could not create SSL/TLS secure channel.** It usually appears alongside one of: - **QBWC1012:** Authentication failed due to following error message. - **QBWC1048:** QuickBooks Web Connector could not verify the web application server certificate. - **QBWC1051:** The new application was not added. The phrase "**Could not create SSL/TLS secure channel**" is the key — that specifically indicates a TLS issue. If you don't see that exact phrase in your log, this likely isn't the right article — see **[QuickBooks Web Connector can't connect to your WooCommerce store](https://support.myworks.software/en/articles/13538494)** instead. --- ## What's happening Your QuickBooks computer is trying to connect to your website using an older TLS version that your site no longer accepts. TLS is the security protocol used for HTTPS connections — most websites now require TLS 1.2 or higher, and older Windows computers sometimes default to TLS 1.0 or 1.1. This is most common when: - Your QuickBooks computer is running older Windows (Windows Server 2012, Windows 8.1, or earlier) - Your sync stopped working suddenly with no changes on your QuickBooks computer - usually because your host updated their server's TLS requirements --- ## Confirm it's a TLS issue Open **Internet Explorer** on your QuickBooks computer and try to load your WooCommerce store. - **If your site won't load** → TLS issue confirmed. Continue to the fix below. - **If your site loads normally** → This is likely not a TLS issue. See the [main connection troubleshooting article](https://support.myworks.software/en/articles/13538494). --- ## How to fix it ### Run Intuit's TLS readiness tool This resolves the issue in most cases. - **Close QuickBooks and the Web Connector completely.** Both must be fully closed for the tool to work properly. - Download and install the [QuickBooks Tool Hub](https://dlm2.download.intuit.com/akdlm/SBD/QuickBooks/QBFDT/QuickBooksToolHub.exe) (most recent version: 1.6.0.3). - Open the Tool Hub and run the **TLS readiness tool**. (Direct download is also attached below.) - **Run as Administrator** — right-click the tool and choose "Run as administrator." This step is sometimes necessary for the tool to update Windows correctly. - Once the tool finishes, **restart your QuickBooks computer**. - Try running the Web Connector again. **Direct Download:** [Intuit TLS Tool.zip](https://myworks-db291edea592.intercom-attachments-2.com/i/o/pwyy6pl2/2041681215/02ca2d31af8b3359fbae5539f04c/Intuit+TLS+Tool.zip?expires=1788544800&signature=ab896da28e9d2124aba766b90dfa8ea47a4d12de75aad0288b665369107c363d&req=diAjF892nINeXPMW3nq%2BgerwBtTeid6VkJFlKjkJ%2F7mkauzSCsVMEAwg9Dgc%0ApLdxngJBlnbYOU6Z3E1tP00rYeg%3D%0A) --- ## If the tool didn't fix it If you've run the TLS tool, restarted, and the error continues: - **Your Windows version may be too old.** Windows Server 2012, Windows 8.1, and older versions sometimes can't be updated to support TLS 1.2 through this tool alone. The fix in this case is either updating Windows or moving QuickBooks to a newer computer. - **Registry-level changes can sometimes help**, but these are best handled by a Windows IT professional — they involve enabling TLS 1.2 directly in the Windows registry. If you're stuck, send your Web Connector log to **[support@myworks.software](mailto:support@myworks.software)** and we'll help walk through next steps. --- ## Not seeing the "Could not create SSL/TLS secure channel" message? If your error doesn't include that exact phrase — even if you're seeing QBWC1048 or "could not verify certificate" — the cause is more likely a firewall, security rule, or other site-side issue. Start here instead: **→ [QuickBooks Web Connector can't connect to your WooCommerce store](https://support.myworks.software/en/articles/13538494)** - [Download the most recent version (1.6.0.3) of the QuickBooks Tool Hub](https://dlm2.download.intuit.com/akdlm/SBD/QuickBooks/QBFDT/QuickBooksToolHub.exe?_gl=1*j605cp*_ga*MTcyODM0NTM3Mi4xNjg4Mzk0NTc4*_ga_WV9JM9NLGB*MTY4ODM5NDU3OC4xLjAuMTY4ODM5NDU3OC4wLjAuMA..&_ga=2.181075822.895353273.1688394578-1728345372.1688394578) - Download the TLS Tool below --- ## QBWC 1039: Unique OwnerID/FileID pair value required **URL**: https://support.myworks.software/en/articles/13538067-qbwc-1039-unique-ownerid-fileid-pair-value-required > Learn how to resolve the QBWC1039 error message in QuickBooks Web Connector. Is your Web Connector showing the below message when trying to execute [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error: *QBWC1039: There was a problem adding the application. Unique OwnerID/FileID pair value required* ## Cause: The error message from QuickBooks means that the QWC file you're attempting to add to the QuickBooks Web Connector **has already been used to add MyWorks to your QuickBooks company**. These QWC files are one-time use files, and can only be used once to add MyWorks to the Web Connector, per file. ## Resolution: - In MyWorks Sync > Connection in our sync on your site, simply click the Generate QWC File button. This will generate a **new**, fresh QWC file, which can be used to add MyWorks to your QuickBooks Web Connector. --- ## QuickBooks - Application with Revoked Certificate **URL**: https://support.myworks.software/en/articles/13538194-quickbooks-application-with-revoked-certificate > Resolved the "Application with Revoked Certificate" message appearing when the Web Connector runs. This error is caused by a root certificate behind the signing certificate for the QuickBooks Web Connector being revoked by the certificate authority on Aug 22nd, causing this issue. Read on below for more information, links to resources, and steps to resolve this. **Update (Aug 25, 4:00pm CT)****Intuit has marked this resolved on their [status page](https://status.quickbooks.intuit.com/incidents/gnwzj17pz790). They have stated that the core cause of this issue was a certificate used by QuickBooks being revoked by Microsoft. [Per their support article](https://quickbooks.intuit.com/learn-support/en-us/help-article/web-integration/fix-error-quickbooks-application-revoked/L6Y849bKg_US_en_US), Microsoft reversed this revocation, and no further action is needed at this time. QuickBooks has released updated versions of the web connector, and those should now be used instead of the below.** - *This does resolve the Revoked Certificate error being shown in QuickBooks for users experiencing this issue beginning Aug 22, 2023.* - *Intuit has acknowledged this on their *[*Status Page.*](http://status.quickbooks.intuit.com) - *If your QuickBooks is on a hosted solution like **Right Networks,** the above steps will not need to be performed by you. Right Networks has *[*acknowledged this on their Status Page*](https://status.rightnetworks.com)* - and has rolled out a fix on their end.***​ ## Instructions - Ensure QuickBooks is up to date with any new updates. ​ - Close QuickBooks and the Web Connector. ​ - Download the [last installation package of the web connector](https://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector): v2.3.0.215 Once downloaded, extract the package, and run the installer. ​ - Then, download the updated patched version of the Web Connector from Intuit's site below, to match your version/year of QuickBooks. [QuickBooks 2021 ](https://http-download.intuit.com/http.intuit/CMO/quickbooks/WC2/QB2021/QBWebConnector.exe?_ga=2.247025927.2051735700.1692794739-1512569703.1683899828)*(this is the right version for older QuickBooks versions as well. See more below.)* - [QuickBooks 2022](https://http-download.intuit.com/http.intuit/CMO/quickbooks/WC2/QB2022/QBWebConnector.exe?_ga=2.79281431.2051735700.1692794739-1512569703.1683899828) - [QuickBooks 2023](https://http-download.intuit.com/http.intuit/CMO/quickbooks/WC2/QB2023/QBWebConnector.exe?_ga=2.241390081.2051735700.1692794739-1512569703.1683899828) ​ - Replace the QBWebConnector.exe in the below folder with the patched exe you downloaded in Step 4: C:\Program Files (x86)\Common Files\Intuit\QuickBooks\QBWebConnector\ ​ - Re-open QuickBooks, and log in as the Company Administrator user**, as you may need to re-authorize with your QuickBooks company when the sync runs next. **Re-open QuickBooks and the Web Connector, and the Web Connector should then be able to run successfully. ** ## Tips - If the Web Connector does not open for you, you can try a different version link from the above three (2021, 2022 and 2023). There is no harm in trying each version, if needed.**​ - QuickBooks may ask you to re-authenticate the Web Connector when it runs the next sync. This simply requires the QuickBooks Administrator user to be logged in when running the web connector for the first time. ​ - If your QuickBooks is on a hosted solution like Right Networks, the above steps will not need to be performed by you. Right Networks has [acknowledged this on their Status Page](https://status.rightnetworks.com) - and is working on rolling out a fix shortly. ​ ## QuickBooks 2020 and earlier If you're running QuickBooks 2020 or earlier, *you are not being forced to upgrade, and can remain on your same version*. You should choose the “QuickBooks 2021” link for an updated version above, but also first follow these steps to re-install the web connector: - Close QuickBooks. - Download the [last installation package of the web connector](https://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector): v2.3.0.215 - You're going to run this installer three times: Open the above installer by right-clicking > choosing Run as Admin. Run it this first time to install this version. - Open the above installer again, and click Continue. Then choose the Remove option. This will uninstall the web connector completely. - Open the above installer once more, and run it normally to do a fresh install. - Lastly, follow the steps in the Instructions area above** to swap out the patched web connector version, using the 2021 version download from above. --- ## An error of type E_USER_ERROR - Error Msg.: SQL: SHOW TABLES **URL**: https://support.myworks.software/en/articles/13538275-an-error-of-type-e_user_error-error-msg-sql-show-tables > Learn more about what can cause this error to occur, and how to resolve on your store. Are you seeing this error in your PHP logs, or sent to you from your Wordpress site? This is caused by your hosting account having limited resources available and timing out/killing our sync before it can finish running. An extremely low percentage of our users encounter this message (since it only occurs on low-resource hosting accounts), and the users who do have always resolved this by following the resolutions below. ## Error An error of type E_USER_ERROR was caused in line 374 of the file public_html/wp-content/plugins/myworks-quickbooks-pos-sync/includes/lib/qbo-lib/QuickBooks/Driver/Sql/Mysqli.php. `SQL: SHOW TABLES` or `MySQL server has gone away` Database: /my_database ## Cause The hosting account that your Wordpress site is hosted with does not have enough resources to allow our sync to successfully maintain a connection with your database. It is either running out of memory, or the database connection limits are set too low to pre-maturely kill the database connection or time out the connection. ## Resolutions - Contact your host or web developer to share this error with them and discuss reviewing/raising your database connection limits with your web host. Typically, showing this message to your web host will point them in the right direction to review what limit on their end is causing this, and raise this limit. **This is most often an issue with the "max_user_connections" value being set too low.** - Getting pushback from your web host regarding raising these limits? Review the hosting plan you're currently on for your site. [Here's a doc where we share some of the best and worst hosting providers we've encountered.](https://support.myworks.software/360008631413-Common-Questions/360048714233-Our-Favorite-Web-Hosts-Hint-Not-GoDaddy-?from_search=123476774) - Since this error is caused by your hosting account running out of resources, you can try running the web connector less, if it's currently set to autorun. Running the web connector less will reduce the amount of resources our sync on your site uses. - Having issues with the above? Open a ticket with our support team in your account with us to help guide you further on the above. Don't think this error is related to your hosting account resources? Think again :) Here are a few excerpts from users who have encountered and resolved this issue. After much discussion with Godaddy tech support, they finally admitted that none of the shared hosting plans are capable for running any type of Wordpress site that requires even SOME resources. So what we did is switch the hosting to their managed Wordpress hosting. After the migration, the error is no longer occurring. --- ## Error Number: 3120 / 3240 Error: Object "____" specified in the request cannot be found. QuickBooks error message: Invalid argument. The specified record does not exist in the list. **URL**: https://support.myworks.software/en/articles/13538296-error-number-3120-3240-error-object-____-specified-in-the-request-cannot-be-found-quickbooks-error-message-invalid-argument-the-specified-record-does-not-exist-in-the-list > How to troubleshoot the QuickBooks Error 3120/3240 ## Error Message: Error Number: 3120 / 3240 Error:Object "________" specified in the request cannot be found. QuickBooks error message: Invalid argument. The specified record does not exist in the list. ## Resolution This error means that a related customer or product for the order is missing in QuickBooks (this could mean that it was recently deleted) - that our sync is relying on. To resolve this, you would run a Refresh Data of your customers/products by following the steps in MyWorks Sync > Refresh Data. **To refresh data, follow the below steps:** - Visit MyWorks Sync > Refresh Data in your WordPress admin. - Enable the switches for data you wish to refresh (ex. Customer, Product) – then save. - Ensure the Queue in MyWorks Sync > Queue is empty – (0). - Visit the Web Connector on your computer, and click Update Selected. - Once the progress bars are complete in the Web Connector, re-visit the Refresh Data page above, turn off all the switches, and save. --- ## Error connecting to QuickBooks / Application requested to abort **URL**: https://support.myworks.software/en/articles/13538297-error-connecting-to-quickbooks-application-requested-to-abort > Tips to resolve this error when syncing with QuickBooks Desktop using the Web Connector. Are you getting the below error message when running the Web Connector to sync data? ## Error Message: "QBWC1013: Error connecting to QuickBooks" or "Application requested to abort" ## More Information This typically means that the Web Connector is having a problem finding your QuickBooks company file to be able to connect to it. Follow the below steps to get a better description of the issue first: - In the Web Connector, click More Information to see the additional details for the error. - In the Web Connector, click View Log to see a detailed activity log, which can also be sent to our support. ## Steps to Resolve Based on the detailed error that the Web Connector is showing, the below may be occurring: **Could not start QuickBooks.** This means that your QuickBooks company file is either not open, or the correct path is not set in MyWorks Sync > Connection, if you wish to sync with your QuickBooks company file closed. - Ensure the QuickBooks company you wish to sync with is opened, or, - Ensure the full and accurate file path of your QuickBooks company is entered in MyWorks Sync > Connection, if you're syncing with QuickBooks while it's closed. **This application is not allowed to log into this QuickBooks company data file automatically. The QuickBooks administrator can grant permission for an automatic login through the Integrated Application preferences.** This can occur if the QuickBooks company file has been **moved**, renamed, or administrator users/permissions changed. This means that QuickBooks is needing an administrator user to re-authorize our sync with your QuickBooks company. - Inside the Web Connector, click Remove next to MyWorks Sync. - Visit MyWorks Sync > Connection in our sync on your site to generate a new QWC file. - Open QuickBooks, log in as the administrator user, and open the above QWC file to reconnect. **Recent changes to your configuration require you (the QuickBooks Administrator) to go into the Integrated Applications preferences and re-authorize your integrated application to log in automatically.** Follow the steps above to visit QuickBooks > Edit > Preferences > Integrated Applications, click on Properties next to our sync, and ensure it's set to allow login automatically. This can happen after a QuickBooks version upgrade. - On your QuickBooks computer where the Web Connector is running, log into your QuickBooks company as the Admin user. - Run the Web Connector. You will receive a popup from QuickBooks asking to Authorize connecting to your QuickBooks company. You should choose the 3rd or 4th radio button that enables the web connector to connect to QuickBooks any time it's open, or while closed - if desired. - Then, the web connector will be able to run normally going forward - regardless of who is logged into QuickBooks. --- ## Error: You may not create or edit a transaction dated on or before the dividing date. **URL**: https://support.myworks.software/en/articles/13538299-error-you-may-not-create-or-edit-a-transaction-dated-on-or-before-the-dividing-date > Explore how to resolve this error from QuickBooks when syncing orders that are dated before a closing or diving date in QuickBooks. Keep getting this error when pushing orders to QuickBooks Desktop using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error: You may not create or edit a transaction dated on or before the dividing date ## Cause An Accountants Copy of your QuickBooks company has been made, and the orders syncing into QuickBooks have a date **before** the dividing date that was set when making the Accountant's Copy. ## Resolution **Restore/merge the accountant's copy back with your QuickBooks company.** This will then allow you to make changes before this dividing date, as the lock will have been removed. **Sync orders into QuickBooks with today's date, instead of the original order date.** - Visit MyWorks Sync > Settings > Order - Enable the setting to *"Set QuickBooks order date according to the most recent order push date".* - Any orders synced to QuickBooks from this point forward will have the date of today, instead of the original order date. --- ## Waiting Another Service is Updating **URL**: https://support.myworks.software/en/articles/13538302-waiting-another-service-is-updating > Troubleshooting the Web Connector error message "Waiting Another Service is Updating" Is the Web Connector freezing with the below message while AutoRun is enabled? ## Error Message: "Waiting Another Service is Updating" ## Resolution In your Web Connector, either turn AutoRun off, or set it for a larger value. This error is caused by this value being set too low (aka 10 minutes), and the Web Connector not having enough time to finish the previous task before starting the next sync. We recommend 45 or 60 minutes for the AutoRun value. --- ## Error 3140: There is an invalid reference to QuickBooks InvoiceLineItem SalesTaxCode "" **URL**: https://support.myworks.software/en/articles/13538304-error-3140-there-is-an-invalid-reference-to-quickbooks-invoicelineitem-salestaxcode > Easily resolve error 3140 in the Web Connector - indicating that a sales tax setting is not set in Settings > Tax in myWorks. Keep getting one of these errors when pushing orders to QuickBooks Desktop using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error **Error Number:3140** Error:There is an invalid reference to QuickBooks InvoiceLineItem SalesTaxCode "" in the Invoice line. Error:There is an invalid reference to QuickBooks InvoiceLineItem SalesTaxCode "10000-1162485497" in the Invoice line. QuickBooks error message: You can't set taxable if Sales tax is turned off or the item is not a taxable item type. ## Cause - Sales Tax is not enabled yet in your QuickBooks company - Preferences > Sales Tax ​ - A valid tax code is not set in MyWorks Sync > Settings > Taxes ## Resolution - Ensure that Sales Tax is correctly set up in QuickBooks. Visit QuickBooks > Edit > Preferences, then click on the Sales Tax sidebar. Ensure sales tax is turned on, and a default Sales Tax Item is set (otherwise, QuickBooks won't let us send any line item to QuickBooks with the "tax" code) - Or, if it's preferred to leave Sales Tax off in QuickBooks, both sales tax codes in #2 below should be set to "Non". ​ - Once the above is confirmed, there are two areas in our sync where you should confirm taxes are correctly set: MyWorks Sync > Settings > Taxes. Ensure you have a valid taxable, shipping tax and 0% rate set here. These may not be blank. ** If you're using a Non-US version of QuickBooks, the setting in MyWorks Sync > Settings > Tax need to be changed from "Sales Tax Item" to "Sales Tax Code".* - MyWorks Sync > Map > Taxes. Ensure that all of your tax rates in use in WooCommerce are mapped to a valid/appropriate Sales Tax Item in QuickBooks Desktop. --- ## Error Number 3000:The given object ID "" in the field "list id" is invalid. **URL**: https://support.myworks.software/en/articles/13538305-error-number-3000-the-given-object-id-in-the-field-list-id-is-invalid > How to resolve the MyWorks Sync Log Error 3000 Are you seeing this error when syncing orders into QuickBooks Desktop using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error Number:3000 Error: The given object ID "" in the field "list id" is invalid. This error usually occurs when a setting/value that's required for us to sync the order into QuickBooks is **blank** in our settings/mappings - usually a default product or tax code, or if you're syncing orders as Sales Receipts - a bank account not set in Map > Payment Methods. ## Troubleshooting Steps - Ensure all the dropdowns in MyWorks Sync > Settings > Default are set. - Check MyWorks Sync > Settings > Tax Codes and ensure all of the dropdowns are chosen. - Check MyWorks Sync > Map > Payment Methods (if orders are set to sync as sales receipts) and ensure that payment syncing is enabled for your gateways and a bank account is set. - Check MyWorks Sync > Map > Tax Rates and ensure the necessary tax rates are mapped. --- ## Error Number 3060: There was an error when converting the quantity "1" in the field "item quantity". QuickBooks error message: You cannot set the quantity for items of this type. **URL**: https://support.myworks.software/en/articles/13538307-error-number-3060-there-was-an-error-when-converting-the-quantity-1-in-the-field-item-quantity-quickbooks-error-message-you-cannot-set-the-quantity-for-items-of-this-type > Troubleshoot QuickBooks error message 3060 Are you seeing this error when syncing orders into QuickBooks Desktop using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error Number:3060 Error: There was an error when converting the quantity "1" in the field "item quantity." QuickBooks error message: You cannot set the quantity for items of this type. This error usually occurs when the WooCommerce order contains a coupon/discount and the Default Discount Product is incorrectly set in MyWorks Sync > Settings. ## Troubleshooting Steps - Check your Default Discount Product in MyWorks Sync > Settings > Default. The setting should be set to a **Non-Inventory** or **Other Charge** *type* of item - not a Discount type. You can verify the type of item by checking your QuickBooks Item List. - If the error remains when re-pushing the order over, check MyWorks Sync > Map > Coupons to make sure an individual coupon code mapping is not incorrectly overriding this setting. --- ## Error 3180: The Transaction Sales Tax cannot be left blank **URL**: https://support.myworks.software/en/articles/13538308-error-3180-the-transaction-sales-tax-cannot-be-left-blank > Explore how to correctly resolve orders failing to sync into QuickBooks Desktop due to this Error 3180. Are you seeing this error when syncing orders into QuickBooks Desktop using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error Number:3180 Error:There was an error when saving a Invoice. QuickBooks error message: The Transaction Sales Tax field cannot be left blank, even for non-taxable customers and sales which have no taxable items, so non-taxable sales will be correct for this district. This error usually occurs when the "Most Common Sales Tax" field in QuickBooks settings is left **blank**. ## Troubleshooting Steps **In QuickBooks:** - Click Edit > Preferences > Sales Tax menu. - Select company preferences tab. - Under the section "Set Up Sales Tax Items", select an item for the "Most Common Sales Tax" - Save the preferences and retry syncing. **In WooCommerce:** - Check to ensure that all the dropdowns in MyWorks Sync > Settings > Default are set. - Check MyWorks Sync > Settings > Tax and ensure all of the settings are filled out. - Check MyWorks Sync > Map > Tax Rates and ensure the necessary tax rates are mapped. --- ## Error 3100: " Error:The name "John Smith" of the list element is already in use." **URL**: https://support.myworks.software/en/articles/13538310-error-3100-error-the-name-john-smith-of-the-list-element-is-already-in-use > A helpful overview of how to handle multiple customers with the same name, as QuickBooks does not allow the exact same name to be used for m Are you seeing this error when syncing a custom or order into QuickBooks Desktop using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error: 3100: " Error:The name "*John Smith*" of the list element is already in use." ## Troubleshooting Steps This error can occur if the customer name in the WooCommerce order is already being used in QuickBooks Desktop by a vendor, employee, or inactive customer. If MyWorks can't find a customer with this name in QuickBooks, it will attempt to create a new customer; but the error above can occur if QuickBooks rejects that new customer if the name is already taken in QuickBooks by a vendor, employee, or inactive customer. *Note: MyWorks will already be able to identify if an existing customer name is in QuickBooks, and correctly sync the order to either that customer, or a new customer. However, the above error can occur if the name is being used outside of the customer list in QuickBooks - like a vendor or employee.* However, this can be easy to resolve: - In QuickBooks, open the Customer Center > Customer List. Does this customer name already exist in QuickBooks? (in most cases it will not). If it does, simply refreshing your list of customers in MyWorks Sync > Refresh Data should then allow the order to sync to QuickBooks successfully. ​ - Check your list of vendors and employees in QuickBooks. If this name exists there, that's why the above error is occurring, since QuickBooks doesn't allow customers, vendors and employees to have the same names. Slightly adjusting the vendor/employee name in QuickBooks to be unique would allow the order to then sync in! ​ - Still can't find this name anywhere in QuickBooks? Try either manually creating a customer in QuickBooks with this name (which should result in the same error from QuickBooks when you attempt to save it) - or, check your inactive customers, vendors, or employees for this name. - Still can't figure it out? Open a support ticket with our team, and we can help jump in to see what might be occurring. --- ## Error 3140: There is an invalid reference to QuickBooks Item "" in the Invoice line. **URL**: https://support.myworks.software/en/articles/13538313-error-3140-there-is-an-invalid-reference-to-quickbooks-item-in-the-invoice-line > Understand and resolve cases when seeing Error 3140 in MyWorks Sync > Log. This can be caused by a product in the order not being mapped, or Keep getting this error when pushing orders to QuickBooks Desktop using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error Number:3140 Error:There is an invalid reference to QuickBooks Item "" in the Invoice line. ## Causes - A default unmatched product, shipping, or coupon setting is not set in MyWorks Sync > Settings > Defaults. - A product in the WooCommerce order is not mapped in MyWorks Sync > Map > Products. - A QuickBooks product for a custom fee line item is not yet set at MyWorks Sync > Compatibility > WooCommerce Order Fee Line Items (if a custom fee line item is being used in the corresponding order) ## Resolution **Ensure that all Default Settings are set.** - Visit MyWorks Sync > Settings > Defaults. - Make sure that all dropdowns in this tab are correctly set, and not left blank. **Ensure that your products are mapped.** - Visit MyWorks Sync > Map > Products. - Make sure all products that are in both WooCommerce and QuickBooks are correctly mapped here. If a product in the correspondingWooCommerce order is not mapped on this page, it can either be pushed to QuickBooks - or - if the "Default for Unmatched Products" setting is set above in MyWorks Sync > Settings > Defaults, the mapping can be left blank if it's not desired to map it to a specific QuickBooks product. **Ensure that a product for the fee line item is set.** - Visit MyWorks Sync > Compatibility. - Make sure that there is a QuickBooks product set for the fee line item if the WooCommerce Order Fee Line Items is enabled, and not left blank. --- ## QBWC1013: Error connecting to QuickBooks. Could not start QuickBooks. **URL**: https://support.myworks.software/en/articles/13538453-qbwc1013-error-connecting-to-quickbooks-could-not-start-quickbooks > Troubleshoot the connection issue to QuickBooks when you encounter error code QBWC1013, and learn how to get QuickBooks running again. Is your Web Connector showing the below message when trying to execute [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error: QBWC1013: Error connecting to QuickBooks. Returning error message to application. **Could not start QuickBooks. ## Cause: The error message from QuickBooks of "Could not start QuickBooks" typically means one of two things: - In MyWorks Sync > Connection in our sync on your site, there is an incorrect/invalid** QuickBooks company file path set in the optional field to provide a company file path. - The QuickBooks company you're attempting to sync with is not currently open. ## Resolution: - In MyWorks Sync > Connection in our sync on your site, make sure the QuickBooks Company file path is correct. This is entirely optional, and only needs to be set if needing to sync with QuickBooks while QuickBooks is completely closed. QuickBooks is very picky about this, and if it's not exactly correct, it will result in this error. The path should end with .qbw As an example, it should look something like this: *C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files.qbw* This path can be easily found in QuickBooks by pressing *Control* + *1* on your keyboard while QuickBooks is open, to open a diagnostic window. One way to confirm that the file path is causing the issue is to simply to remove it and click save on the right (no need to regenerate the QWC file). Then, if the web connector runs successfully while QuickBooks is open, this confirms the path is the issue and simply needs to be corrected. ​ - Make sure the QuickBooks company you're attempting to sync with is currently open. --- ## Payment not enabled or invalid payment amount for gateway **URL**: https://support.myworks.software/en/articles/13538511-payment-not-enabled-or-invalid-payment-amount-for-gateway Are you getting this error when attempting to sync payments from WooCommerce to QuickBooks Desktop? ## Error *Payment not enabled or invalid payment amount for gateway:…* This usually means you have not enabled payment syncing in MyWorks Sync's payment method mappings. New payment methods/gateways added to your WooCommerce store will be not be enabled in MyWorks Sync > Map > Payment Methods by default, so they'd simply need to be enabled as desired there. ## Troubleshooting Steps - Visit MyWorks Sync > Map > Payment Methods and enable the "Enable Payment Syncing" switches for any desired active payment methods on this list. You need to also set the QuickBooks Payment Method and QuickBooks Account for any payment methods with syncing enabled. - [You can read more about mapping payment methods in our documentation here. ](/*/articles/13538285) --- ## Object reference not set to an instance of an object **URL**: https://support.myworks.software/en/articles/13538311-object-reference-not-set-to-an-instance-of-an-object > Learn how to diagnose and fix the 'Object reference not set to an instance of an object' error in the QuickBooks Web Connector. If the Web Connector is freezing/crashing when connecting to QuickBooks with [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) - and logging the error "Object reference not set to an instance of an object" - there are a few reasons why this may happen. **Exception in UpdateSelected()** - This means that you're missing a Company Name / Address in QuickBooks. In your QuickBooks company, go to Company > My Company, and ensure the Company Name and Address fields are filled out. **Unable to Get from Registry Key** - This means your web connector is not properly installed/configured. Remove our application from the Web Connector and re-add it by clicking add Application. --- ## WP Engine Known Compatibility Tweaks **URL**: https://support.myworks.software/en/articles/13538300-wp-engine-known-compatibility-tweaks > Guidance on making compatibility adjustments to work with WP Engine. Quite a few of our [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) users are hosted with WP Engine, and we recommend WP Engine as a robust hosting platform for any WordPress site.[ You can get 20% off your account with them as a MyWorks user.](https://wpeng.in/myworks/) One of the only issues we’ve seen with our users on WP Engine is connecting the QuickBooks Web Connector to their website after adding the connection file generated from our sync in the WordPress Admin. When clicking Update Selected, if you see an error saying “**Authentication Failed,**” - you need to contact WP Engine to disable “redirect bots” for your install. This internal feature in WP Engine automatically redirects connection requests from the QuickBooks Web Connector to an error page and doesn’t allow connection to our sync. Simply contacting WP Engine to disable this feature should resolve the issue for you. --- # Compatibility --- ## WooCommerce Cost of Goods Sold (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13538321-woocommerce-cost-of-goods-sold-quickbooks-desktop > Helpful guide on the compatibility in MyWorks for the WooCommerce Cost of Goods Sold extension. This additional compatibility for our [WooCommerce Sync for QuickBooks Desktop](https://myworks.software/integrations/woocommerce-quickbooks-sync/) sync enhances MyWorks Sync to support the "Cost of Goods Sold" value in WooCommerce added by the WooCommerce "Cost of Goods Sold" plugin - which is used by MyWorks Sync when syncing **new** products from WooCommerce into QuickBooks. Interested in how MyWorks Sync works with QuickBooks to track COGS? [Read more in our article on cost of goods sold here.](https://support.myworks.software/*/articles/13538452) What do I need? - [WooCommerce Cost of Goods Sold](https://woocommerce.com/products/woocommerce-cost-of-goods/) ## Getting Started Once you have installed the WooCommerce Cost of Goods Sold plugin - the steps below help enable compatibility in our sync! - Visit MyWorks Sync > Compatibility in your WordPress admin sidebar. - In the section labeled WooCommerce Cost of Goods Sold, click the switch to turn on compatibility. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996118779/77c7baf8aacc6b3fde44b630b285/upload_6891328937136801665.png?expires=1788544800&signature=4aeb75994f14f13ae9c095eb23094c4985b753c00908316f8d11373061520d7e&req=dSkuEMh%2FlYZYUPMW3nq%2BgQNQKHTVhIKKgP7A6X%2B8Cq4bzIds320Ay%2B618DH8%0A0KMdYPePfPAAs%2FIjQxs0A7xw7UI%3D%0A) Once you've completed the above steps, **new** products synced from WooCommerce to QuickBooks will include the cost field from the WooCommerce COGS product field. --- ## WooCommerce Sequential Order Numbers Pro (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13538320-woocommerce-sequential-order-numbers-pro-quickbooks-desktop > Helpful overview of our compatibility for QuickBooks Online and Desktop with WooCommerce Sequential Order Numbers Pro Our [WooCommerce Sync for QuickBooks](https://myworks.software/integrations/woocommerce-quickbooks-sync/) has built-in compatibility to sync WooCommerce orders over to QuickBooks using the custom order number set by the WooCommerce Sequential Order Numbers Pro plugin from WooCommerce.com - instead of the default WooCommerce order ID. This is most useful if you need to ensure your WooCommerce order numbers don't conflict with QuickBooks invoice numbers. [Read our article here on why this sometimes occurs.](https://support1.myworks.software/*/articles/13538399) ## What do I need? - [WooCommerce Sequential Order Numbers Pro](http://woocommerce.com/products/sequential-order-numbers-pro/?aff=13810&cid=1573456) ## Getting Started Once you have the WooCommerce Sequential Order Numbers Pro plugin - it's time to install and configure it. - Once activated, we'll enable the additional compatibility present in MyWorks for the WooCommerce Sequential Order Numbers Pro plugin by visiting MyWorks Sync > Compatibility in your WordPress admin sidebar. ​ - In the section labeled WooCommerce Sequential Order Numbers Pro, click the switch to turn on compatibility. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996118687/8d810db2dc0e6a24148ce492b547/upload_12057216340498159909.png?expires=1788544800&signature=8a647195c7e3b00ea7e456628d55b21a45497fab36cefe95bd9f659776dfe2e7&req=dSkuEMh%2FlYdXXvMW3nq%2BgY3QiMVy%2BVoVWdsSziyfqakHSOW4h4CBs9GnQ8je%0A7hPy%2FxfJYH5kJLr4Zhkl%2B6ThLRI%3D%0A) Once you've completed the above steps, future WooCommerce orders will sync to QuickBooks using the new/custom order numbers from the Sequential Order Numbers Pro extension. --- ## Advanced Inventory Compatibility (WooCommerce and QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13538319-advanced-inventory-compatibility-woocommerce-and-quickbooks-desktop > Using MyWorks to set an Inventory Site for orders synced to QuickBooks Desktop; and syncing inventory from specific Inventory Sites, if desi Our WooCommerce Sync for QuickBooks Desktop is fully compatible with QuickBooks Desktop Pro, Premier and Enterprise - 2015 or later. We're also compatible with Advanced Inventory - which exists in QuickBooks Desktop Enterprise. This compatibility adds the below functionality to our sync: - The ability to choose which QuickBooks Inventory Site/Bin to assign orders to when syncing from WooCommerce into QuickBooks. - The ability to choose one or more Inventory Sites/Bins in QuickBooks to read from when syncing inventory from QuickBooks > WooCommerce. ## Getting Started - In your WooCommerce Admin area, visit MyWorks Sync > Compatibility. - In the section labeled Advanced Inventory, click the switch to turn on compatibility, then choose the Inventory Site or Bin you'd like all orders synced through our integration to be assigned to. If you're using Bins in QuickBooks along with Sites, you will only be able to make a selection of a Bin, otherwise, you may choose a specific Site. Once you've completed the above steps, all WooCommerce orders synced to QuickBooks from that point forward will be assigned to the one inventory site/bin chosen in those settings, and inventory sync from QuickBooks to WooCommerce will only sync from the inventory site(s) set. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996118602/009bcb6589f8b40d79234d7db3f1/upload_10654262681453484436.png?expires=1788544800&signature=b75c1d2385aee53f62955d8ad231d598b1096a3a1ce80001ebeac02baf6f4f35&req=dSkuEMh%2FlYdfW%2FMW3nq%2BgW49H7AKZSjCw2Doc7NBuhEOdHa1l0ii7%2F3jSQ%2BA%0A43ZsiRBue6f5jZF%2BcIo8O3nqnvo%3D%0A) ## Using Advanced Inventory with WooCommerce Warehouses [Using WooCommerce Warehouses to add multiple warehouses to WooCommerce?](https://woocommercewarehouses.com) Our QuickBooks Desktop sync is naturally compatible with WooCommerce Warehouses. Per the image below, in MyWorks Sync > Compatibility, you'll be able to "map" your WooCommerce Locations to your QuickBooks Inventory Sites (or Bins) - so that orders and inventory will sync accurately between the two. - WooCommerce orders will be synced into QuickBooks following the Location/Warehouse assignment in the WooCommerce order. - QuickBooks inventory levels will be synced up to WooCommerce following the site/warehouse mapping for each product. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996118624/069e51e1a1b9173d289cfc6d687d/upload_922616840259578494.png?expires=1788544800&signature=f5129aafa187543c934808f3a9b8069bb9d542d204521206d89114a01d65ebd3&req=dSkuEMh%2FlYddXfMW3nq%2BgUgyyXOIDk54e%2B%2BxTrquMmBruhG3qWpdrOt7e7SN%0Am0jq0vCZaoAWoEeGmO4N%2BQKGHOU%3D%0A) --- # Advanced Topics --- ## Gift Card Handling/Support when syncing with QuickBooks Desktop (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538463-gift-card-handling-support-when-syncing-with-quickbooks-desktop-woocommerce > Easily sync and manage gift cards with QuickBooks Desktop with advanced support by MyWorks While WooCommerce doesn't support Gift Cards / Store Credit by default, [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) does include support for several gift card solutions, to ensure our users can achieve the desired levels of automation when syncing orders while still making gift cards available on their WooCommerce deployments. ## Gift Card Purchases By and large, MyWorks Sync can already natively handle syncing orders where a gift card is purchased. A user would, depending on the gift card plugin being used, set up a new product in their WooCommerce store named "Gift Card", for example, which they would then be able to map to a product in their QuickBooks, named "Gift Card", for example. Usually, this QuickBooks product named Gift Card would be tied to a Liability account (instead of an income account like a normal product) - to track and balance out the Gift Card purchases vs Gift Card redemptions. *The price of your gift card product in QuickBooks doesn’t matter to MyWorks Sync, the amount from the WooCommerce order would be used in all cases and synced to the QuickBooks Transaction.* A conversation with your accountant is recommended to review how this is set up in your QuickBooks company. ## Gift Card Redemptions When a gift card is used in WooCommerce to partially or fully pay for a WooCommerce Order, MyWorks Sync can include that redemption in the QuickBooks order synced - **as a negative line item, using the same Gift Card product in QuickBooks.** This would ensure the redemption correctly records to the same liability account mentioned above. The ability of MyWorks Sync to recognize this "redemption" in the WooCommerce order is dependent on which Gift Card plugin is being used on your WooCommerce store. Using a supported plugin from the below list will guarantee that redemptions are able to be synced to QuickBooks. This support can be enabled in MyWorks Sync > Compatibility in your WooCommerce admin area. A section will show, based on the gift card plugin in use, and the "Gift Card" product may be set here. ## Gift Card Extensions MyWorks Sync Officially Supports [Gift Cards by Somewhere Warm](https://woocommerce.com/products/gift-cards/?aff=13810&cid=1573456) [PW WooCommerce Gift Cards by Pimwick, LLC](https://wordpress.org/plugins/pw-woocommerce-gift-cards/?aff=13810&cid=1573456) [Smart Coupons by SmartApps](https://woocommerce.com/products/smart-coupons/?aff=13810&cid=1573456) ## What if the Gift Card Extension I am using isn't one of these? In these instances, often the best way to check if that negative line item is correctly recording in QuickBooks when MyWorks Sync syncs that transaction to QuickBooks is doing a test order to test syncing! If you experience any difficulty, you can always [reach out to support]() to help troubleshoot a little further depending on your specific use case / which plugins are involved (and how reciprocal the plugins dev team is in finding a solution for you). If additional customization is needed based on the specific plugin being used on your site, this is handled on a case by case basis. --- ## Handling case vs unit products and orders when syncing with QuickBooks Desktop (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538343-handling-case-vs-unit-products-and-orders-when-syncing-with-quickbooks-desktop-woocommerce > Learn how to sync case and unit products, as well as orders, with QuickBooks Desktop. Correctly handling the structure and mapping of products when selling the same product by both the case and unit to your customers is essential to ensure that both **inventory levels** and **orders** are correctly syncing between WooCommerce and QuickBooks Desktop with [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/). Offering the same product for sale as both a unit and a case is a common practice among many WooCommerce users. However, correctly implementing this in both WooCommerce and QuickBooks can be tricky (but worth it) - to ensure that orders are correctly syncing into QuickBooks and reducing inventory by the correct amount, and inventory levels are correctly being synced up to WooCommerce to keep WooCommerce stock levels accurate. This doc explores best practices around structuring your products correctly in both WooCommerce and QuickBooks Desktop for these scenarios to accomplish seamless syncing. ## Overview In summary, when selling both cases and units in WooCommerce, it's important to make sure that the resulting order includes the correct **quantity** **ordered** to ensure that when the order syncs to QuickBooks, it reduces the quantity of a product by X amount. For example, if selling a case of 12 in WooCommerce, the order should reduce 12 from stock in QuickBooks, not just "1" case. - It's typically best to manage inventory by **unit **in QuickBooks, and there's a few ways to accomplish this correctly. - MyWorks Sync always uses the quantity in a WooCommerce order line item to determine the quantity for that same line item in the QuickBooks order. ## Using an Inventory Assembly item in QuickBooks Desktop For example, you have a case of 12 apples you're selling in your WooCommerce store. You also allow customers to purchase 1 apple at a time as a separate product. In QuickBooks Desktop, you should create two products: - One inventory product to manage the quantity of actual apples on hand. - One Inventory Assembly product that's a bundle of 12 of your apple inventory product. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996119894/8b5e199ad6a00903101ff4273a37/upload_539519031648571368.png?expires=1788544800&signature=c9a71c48d87756e6ddf132e1ec7a911ac6e105d1b472d759d7b9a055dc146e7d&req=dSkuEMh%2FlIlWXfMW3nq%2BgRvmVkZ3ccbwukIaseKtzUWrc%2BmDofyWSErltako%0AR1zjGzUycHoIX54VAHmzKeDFKpg%3D%0A) Then, in WooCommerce, you should have two products as well: - One simple product to allow customers to purchase apples by the unit. This would be mapped to your single Apple product in QuickBooks in MyWorks Sync. - One bundled product that's a bundle of 12 of your simple single Apple WooCommerce product. This would be mapped to your QuickBooks Inventory Assembly product in MyWorks Sync. This will result in the following activities: - When inventory is changed for the single Apple product in QuickBooks, this inventory will be synced to update the WooCommerce simple Apple product. Since the bundle also draws from this WooCommerce product, this will ensure the bundle doesn't ever oversell. - When the single apple product is ordered, the order will be correctly synced to QuickBooks to reduce the number of single apple products in stock. - When the case of 12 apples is sold in WooCommerce (for example if someone orders 3 cases), this will correctly sync to QuickBooks with the Inventory Assembly "case" item, which will reduce QuickBooks inventory by 36 apples. ## Using a plugin in WooCommerce to manipulate quantity in an order An alternative approach to using bundles is to instead control the quantity of a product in the WooCommerce order, as this is what we use when syncing the quantity of a specific line item into a QuickBooks order. We recommend two plugins from WooCommerce.com that will either make this possible: -[WooCommerce Min/Max Quantities](https://woocommerce.com/products/minmax-quantities/?aff=13810&cid=1573456) - this plugin allows you to set a multiple at which a product must be ordered (e.g. you must purchase in groups of X). This then ensures that if you're selling cases of 12 apples, you can set up a single product in both WooCommerce and QuickBooks to represent one apple, and you can set the product in WooCommerce to only be ordered in groups of 12. This would result in a WooCommerce order with a line item quantity of 36, which would sync into a QuickBooks order with a single line item of 36 apples, if 3 "Cases" were ordered in WooCommerce. -[WooCommerce Measurement Price Calculator](https://woocommerce.com/products/measurement-price-calculator/?aff=13810&cid=1573456) - this plugin allows you to set a specific measurement quantity to sell products by - which will be based on the available "units" the product has in inventory. This is advantageous in scenarios where you're selling products in a measurement other than case - for example lbs of coffee. You can create a single product in QuickBooks with an inventory that represents all of the available lbs of a specific coffee product - for example 50, representing 50 lbs. Then, in WooCommerce, this product would also have an available inventory of 50 - which would allow a user to purchase 1.5lbs, for example - which would then remove 1.5 from available quantity in WooCommerce and QuickBooks. --- ## Setting a Sales Rep when syncing WooCommerce orders to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538200-setting-a-sales-rep-when-syncing-woocommerce-orders-to-quickbooks-desktop > Learn how to map Sales Reps to control orders synced to QuickBooks. By default, WooCommerce does not include support for associating “Sales Reps” with customers or orders. However, since Sales Reps are a core field in QuickBooks, MyWorks has several different settings / compatibility options to support quite flexibly setting a sales rep in WooCommerce orders or customers, and ensuring that Sales Rep is accordingly set in orders synced to QuickBooks. In this article, we'll break down the different ways that the QuickBooks Sales Rep field can be controlled in MyWorks when syncing orders into QuickBooks. ## Default Sales Rep Setting In *MyWorks Sync > Settings > Orders*, it's possible to set a single Sales Rep, which would be used for all orders synced to QuickBooks. Additionally, in *MyWorks Sync > Settings > Customer*, a single Sales Rep can be selected to be set in new customers we create in QuickBooks. However, there may be cases where a single Sales Rep can't be used for all WooCommerce orders, as it may vary from order to order. Read on for more advanced ways to set different Sales Reps for different orders. ## Mapping WooCommerce Roles > Sales Rep MyWorks also supports mapping different WooCommerce Roles to a specific Sales Rep in QuickBooks, and this can be set in *MyWorks Sync > Compatibility *in our sync on your site, as shown below. Since WooCommerce/Wordpress support creating as many custom roles as desired (this is possible through either a plugin or the help of your developer) - it's quite straightforward to create as many roles in WooCommerce as needed to accomplish this. Common examples where this can be helpful are cases where you have different segments of customers that are each served by a different Sales Rep. By creating custom roles in WooCommerce - one for each QuickBooks Sales Rep - you're able to map each role to the desired QuickBooks Sales Rep. Then, when we sync the order into QuickBooks, this mapping will be used based on the role of the customer in the WooCommerce order. In this User Role Mapping area, it's also possible to map to a QuickBooks Class to be used when syncing orders as well. * ## Compatibility: WooCommerce Checkout Field Editor MyWorks also has additional compatibility we've built in with the WooCommerce Checkout Field Editor plugin, shown below. This compatibility allows even more control over how Sales Reps are assigned to WooCommerce orders by allowing you to create these in a custom field in this plugin to be assigned inside a WooCommerce order. Once the steps below are followed, the Sales Reps can be mapped in MyWorks Sync > Compatibility*. MyWorks will then follow these mappings as an order is synced to QuickBooks to set the Sales Rep accordingly. **Customization Tip** If customization is needed to how this 3rd party plugin behaves on your site, your WooCommerce Developer or this plugin's support would be able to assist with this. MyWorks would not be able to support customizing how this 3rd party plugin interacts with your site. ### Requirements - [WooCommerce Checkout Field Editor](https://woocommerce.com/products/woocommerce-checkout-field-editor?aff=13810&cid=1573456) ### Setup Steps - Once the above plugin is installed, create a custom field in their settings as set below: **Section: **Billing Field - **Name:** *“sales-rep”* - **Type:** Select - **Label:** Your choice, for example “Sales Rep” - **Option Values:** As instructed in this field, separated by | - Once the above field is present, visit *MyWorks Sync > Compatibility*, where you will then be able to map your above choices to a QuickBooks Sales Rep. *![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996113660/ca2538771446c3adf253f78bcdc6/upload_12485580400338282934.png?expires=1788544800&signature=f22d097bf549575b28b0d4f19df64a40f136accc2dd332f99a91fcac18b48b40&req=dSkuEMh%2FnodZWfMW3nq%2BgUpMiYTe96dStmsDXW5NFKivWuALNHzcD0cA%2BaM0%0AgfHSP6e1BWzAmTGvAlMysD0fUkY%3D%0A) ## Compatibility: WooCommerce Wholesale Lead Capture MyWorks also has additional compatibility we've built in with the WooCommerce Wholesale Lead Capture plugin, shown below. This compatibility allows even more control over how Sales Reps are assigned to WooCommerce orders by allowing you to create these in a custom field in this plugin to be assigned inside a WooCommerce customer* or *order*. Once the steps below are followed, the Sales Reps can be mapped in *MyWorks Sync > Compatibility*. MyWorks will then follow these mappings as an order is synced to QuickBooks to set the Sales Rep accordingly. **Customization Tip** If customization is needed to how this 3rd party plugin behaves on your site, your WooCommerce Developer or this plugin's support would be able to assist with this. MyWorks would not be able to support customizing how this 3rd party plugin interacts with your site. ### Requirements - [WooCommerce Wholesale Lead Capture](https://wholesalesuiteplugin.com) ### Setup Steps - Once the above plugin is installed, create a custom field in its settings as set below: **Field ID: ***wwlc_cf_salesrep* or *wwlc_cf_rep* - **Field Type: **Select - Once the above field is present, and you've set your reps as options in this field, visit *MyWorks Sync > Compatibility*, where you will then be able to map your above choices to a QuickBooks Sales Rep. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996113673/97d0f9475da23ee6e207d4761ae6/upload_9031719429297283175.png?expires=1788544800&signature=aefd073604953ed59bce1270b31feb3aa15b657c9f21c63edeae1abdb5a14b18&req=dSkuEMh%2FnodYWvMW3nq%2BgbcFuz1SC8g7KNHzQNUsnWmrRMvJ9HMYNIxYmbHK%0AetkQtYimrAXro24xAfgxw7z4moo%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996113696/74f09486d8216263354b39bc397a/upload_3641602712241380180.png?expires=1788544800&signature=c6cc377b6b6eefa332751057656c92f12d3d67fe90b0a25a66dd8ef590033206&req=dSkuEMh%2FnodWX%2FMW3nq%2BgTTR%2FALRumG3oL6DswlU5gnwaZhMhZfwRIum8dag%0AKNNXvxLuhdN0b9UzhqtxaM%2F4R14%3D%0A) --- ## MyWorks Support for WooCommerce HPOS (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13538111-myworks-support-for-woocommerce-hpos-quickbooks-desktop WooCommerce recently publicly released their HPOS feature: High performance order storage tables, to help further optimize WooCommerce performance and storage of order details, especially in higher volume stores with tens of thousands of orders. MyWorks fully supports HPOS - both when enabled or disabled on a WooCommerce store. --- ## Syncing QuickBooks Desktop Price Levels with WooCommerce Role-Based Pricing **URL**: https://support.myworks.software/en/articles/13538060-syncing-quickbooks-desktop-price-levels-with-woocommerce-role-based-pricing > Learn how to sync your QuickBooks price levels with WooCommerce role-based pricing to manage separate pricing levels. By default, WooCommerce does not include support for setting different prices in a product based on the role of the customer viewing/purchasing the product in WooCommerce. However, since QuickBooks Desktop does have support for configuring Price Levels, MyWorks has additional support for the ability to map certain Price Levels in QuickBooks to specific Roles in WooCommerce, and being able to sync the price in each of these QuickBooks Price Levels to the corresponding products in WooCommerce: when a supported Role Based Price plugin is used in WooCommerce. In this article, we'll cover how to set this up in MyWorks to begin syncing prices from QuickBooks Price Levels in to WooCommerce. ## Syncing the core product price In *MyWorks Sync > Settings > Pull*, you can set which QuickBooks price MyWorks uses as we sync the **core product price** from QuickBooks to WooCommerce. By default, this is set to “Price”, which is the normal price of the item in QuickBooks. However, this can instead be set to either a custom field in your QuickBooks product, or a price level you've created in QuickBooks. In this case, the price level set here would be used for the core product price of all products in WooCommerce. An example of when this would be used would be if you have “In-person” pricing for manual orders made in QuickBooks, but want to have different pricing for products in WooCommerce. You could create a “Website” price level, and MyWorks would read the prices in this price level to sync to WooCommerce products. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108941/6ff1626be492174072a5d7bac961/upload_5208117536602799581.png?expires=1788544800&signature=fe10b6da65e6f622cecc3b29183e08f4f803a242e7b78e6208de0933f3bbfda7&req=dSkuEMh%2BlYhbWPMW3nq%2Bgb370Mbu5Lpa9rd1n3kQ9bI30OUDIGVY3qyAwx%2BA%0ANA2Llvi1ZCnUzScUGlPPPeNeowQ%3D%0A) ## Syncing Price Levels to Role-Based Pricing in WooCommerce MyWorks also supports mapping specific QuickBooks Price Levels to WooCommerce Roles in your site, when you're using a supported Role Based Pricing plugin in WooCommerce. Since WooCommerce/Wordpress supports creating as many custom roles as desired (this is possible through either a plugin or the help of your developer) - it's quite straightforward to create as many roles in WooCommerce as needed to accomplish this. Common examples where this can be helpful are cases where you have different segments of customers that have a different price for your products. By creating custom roles in WooCommerce - one for each segment of customers - you're able to map each role to the desired QuickBooks Price Level. Then, as MyWorks syncs product pricing from QuickBooks into WooCommerce, we'll follow these mappings to ensure the correct price level price syncs to the correct role based pricing in WooCommerce. ### Getting Started In order to accomplish the above, there's simply a few steps to correctly enable this in MyWorks and begin syncing price level prices. #### Requirements MyWorks supports one Role Based Pricing Plugin. This must be installed in your WooCommerce store. - [Role Based Pricing for WooCommerce ](https://woo.com/products/role-based-pricing-for-woocommerce/) In QuickBooks Desktop, your Price Levels need to have the Type of “Per Item”, in order for MyWorks to be able to read them. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108965/f3e7deb496419fb32df9ac031d01/upload_12138056829381241446.png?expires=1788544800&signature=2afb03098c663214c3498c4d7b4352f2f634c0c04a6375f706717e73388deeb9&req=dSkuEMh%2BlYhZXPMW3nq%2BgZ1%2BqR2yB3%2FavwBoE%2F3PYu1hlyC37NR6bLlV6BGQ%0AIDQ%2BxFcDDt6VefvX%2FqpGzTIqYx8%3D%0A) #### Setup Steps - Once the above plugin is installed, visit MyWorks Sync > Price Level Map. Here, you can map your WooCommerce Roles (on the left) to your QuickBooks Price Levels (on the right). - Once mapped, visit MyWorks Sync > Settings > Automatic Sync, and enable the setting to sync Pricing from QuickBooks to WooCommerce. That's it! The next time MyWorks runs a sync, we'll sync the price levels for the products you have mapped from QuickBooks into WooCommerce, following the price levels you have mapped. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108981/388ff63f427c1ef0d29e929d99cb/upload_14237661946171039138.png?expires=1788544800&signature=ccfbb13184c04ed7c69b7a04d3fedf36a8f5f470bc62234c7d4a1ae41ffaf898&req=dSkuEMh%2BlYhXWPMW3nq%2BgYFQjUkZGy1yISEFtx5yHd9Hu11xd%2BLGMM2Kr3jd%0A4nj2kcHgjFtsknfJKBwhqHcWCqQ%3D%0A) --- ## Sharing temporary support access to your WooCommerce Store with MyWorks **URL**: https://support.myworks.software/en/articles/13538107-sharing-temporary-support-access-to-your-woocommerce-store-with-myworks > Learn how to add a new temporary shop manager or administrator user role to your WordPress website for MyWorks Support. To provide the quickest support in certain cases, our support team may request a temporary Shop Manager or Administrator user account on your WooCommerce store to take a closer look at questions or issues you're seeing while using MyWorks Sync. If this scenario arises, we’ll request that you create a temporary user for us, which can be deleted once we are finished. ## Create user account - In your WordPress Admin Dashboard, go to **Users > Add New User**. - Enter a username of your choice, and the email address *dev@myworks.software*. - Make note of the password generated by WordPress, and send it to us using [Onetimesecret.com](https://onetimesecret.com) or send us a password reset link. - Ensure that the Role is set to Shop Manager or Administrator. - Select Add New User. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996110622/26c9e4b4c1d4ef3dc75aeacd072a/upload_7512253918105281400.png?expires=1788544800&signature=4e2149f4c8dadb9a81177560eb82a735cdfd9d64a3a1e7a098ee4f7ba357cb2c&req=dSkuEMh%2FnYddW%2FMW3nq%2BgYl9yf4mXyMzVwJ2DcyodHL0ifSMLbr3%2BMffZ6W8%0AyVGZFsCZt0m2VP%2F2keR8OoxvGTo%3D%0A) ## Send details Reply to the support email thread with us where we requested this access, and send us: - URL of your website - Username of the account - Password (you can use a safe sharing service like [Onetimesecret.com](https://onetimesecret.com)) Or, if you’ve used dev@myworks.software we’ll be able to reset the password if necessary. ## Delete user account (optional) Once the issue is resolved and you no longer need the account, you can go to Users > All Users, then click the username of the account and delete it if you consider this necessary. --- ## Syncing multiple WooCommerce Stores with a single QuickBooks Desktop Company **URL**: https://support.myworks.software/en/articles/13538483-syncing-multiple-woocommerce-stores-with-a-single-quickbooks-desktop-company > Easily sync multiple WooCommerce stores with a single QuickBooks Desktop Company using MyWorks [MyWorks WooCommerce Sync for QuickBooks Desktop sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) supports syncing multiple WooCommerce stores with a single, or separate QuickBooks Desktop companies. As a reminder, you'll need one active plan with MyWorks for each WooCommerce site you'd like to sync with QuickBooks. This article shares helpful tips when configuring MyWorks for this scenario. ## Connecting multiple stores to QuickBooks Desktop - Visit MyWorks Sync > Connection in your WooCommerce admin area of the site you intend to connect, and click Generate QWC File to download the QWC connection file to your computer.**​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125565/ec234b45615e406537afbb1e94b5/upload_5604362003195520644.png?expires=1788544800&signature=b63def168d39e0d2eb4df7de00cdc07c893dfcbac0ee5d2cd16cebaa755decbf&req=dSkuEMh8mIRZXPMW3nq%2BgcbyK6FkwZwCXJTsdAJwDgtFz1p5fdG%2BEhDLKLnv%0AVW%2BgO%2B1nSqV3nEjk3y6y1uKDUCw%3D%0A) - On your QuickBooks computer, open the QuickBooks Desktop company you intend to connect with,** and log in as the Company Admin user. Then, double click the QWC file to open it, and begin the process of adding to your Web Connector. - The Web Connector will display a popup, asking how to handle this new connection. As in the screenshot below, click "No, to create a duplicate application".**​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125588/a691602e0ab061ecd9d7b82def1f/upload_12824859574689618398.png?expires=1788544800&signature=b0ae3c0d0619517fc1627f33b259cf1a8b109a710ab0760a970da836bcc22f4a&req=dSkuEMh8mIRXUfMW3nq%2BgU3UF7b%2FAV2UrMI%2F1HvYSFNn4EwG8PpzYxObYufr%0AnAnJoiJtSR%2FL7JbT1MkRyJmBeOA%3D%0A) - The Web Connector will then display an additional message asking to authenticate with your site, and you may choose Accept/OK. - Once confirmed, you'll then see an additional row showing in your web connector - one for each site you've connected! The sync can then be run separately or together for each site. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125609/2cf1cc0ad0792769d927b15d0a76/upload_14997106093029192432.png?expires=1788544800&signature=0403b2623977cd351eae32146279bbc984f45e3ad9ca187512b2dfc355b845cc&req=dSkuEMh8mIdfUPMW3nq%2BgZnhYfyaYsiHTjyIy5Y7KM05miikIzeGtt0nL0nZ%0AQir77iU2gbPSWDD5%2BqrwoZ00Bq0%3D%0A) ## Order number conflicts Now that orders from multiple sites are being synced into QuickBooks Desktop, there is a possibility for conflicting order numbers - for example: order number #545 existing on both systems, and attempting to sync to QuickBooks Desktop from both. While QuickBooks Desktop does support multiple orders existing with the same number, this may not be desired from a practical standpoint. To mitigate this possibility of conflict, we have several best practices to choose from and adhere to: - Using our WooCommerce Sequential Order Numbers Pro compatibility. By using this plugin combination in each WooCommerce store, you can add a store-specific prefix to each order number, which our sync will sync over to QuickBooks Online accurately. - Syncing orders as different formats - for example as Invoices on one site, and Sales Receipts on another. ## Syncing with multiple QuickBooks Desktop Companies - If you have a QuickBooks company file open, and you're running the web connector, the company file currently open must** be the one originally connected to our sync. AKA, you cannot have one company file open, and attempt to sync to a different company file. - You cannot sync to a QuickBooks company file while **multiple** companies are open at the same time. This will result in an error. - If you are syncing to multiple QuickBooks company files, you may sync to them while QuickBooks is completely **closed**, by following the below steps. Ensure QuickBooks is closed. - In the Web Connector, select one of the applications and click Update Selected. Let the progress bar complete. - In the Web Connector, select a different one of the applications and click Update Selected. Let the progress bar complete. - By following the above instructions, you can sync with multiple companies, one at a time, using the web connector - while QuickBooks is closed. --- ## Mapping custom fields between WooCommerce and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538488-mapping-custom-fields-between-woocommerce-and-quickbooks-desktop > Using MyWorks to easily map custom fields between WooCommerce and QuickBooks Desktop. The ability to map custom fields when syncing **orders** and **customers** is included in our [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) for QuickBooks Desktop plans. This supports linking a core/custom field in a WooCommerce order or customer to a core/custom field in a QuickBooks order or customer as we sync the record from WooCommerce to QuickBooks. Normally, the custom fields we can support to map would be a text or date field in WooCommerce and QuickBooks. If the target field in QuickBooks is a dropdown of pre-set values, it's typically not possible to simply map these together, and a more advanced mapping may need to be built. For fields/scenarios where a more advanced mapping is necessary, our development team can assist in reviewing this via support ticket within your account with us, and providing a quote, if applicable. ## Examples MyWorks is very flexible around the QuickBooks order fields we're able to sync with. Basically any order field made available to us by QuickBooks can be used - along with any field present in the WooCommerce order level's meta fields. A few examples of popular QuickBooks fields MyWorks supports are: - Order / Due Date - PO Number, FOB, Other - Ship Via / Shipping Date / Tracking No. - QuickBooks Desktop Custom **Customer** or **Order** Fields - Billing & Shipping Address - Extra / blank line item within the QuickBooks order - Statement Memo ## Get Started To map a custom field between WooCommerce or QuickBooks for a customer or order, simply reach out to our support team and provide the information below. Our support team will then be able to assist mapping these fields together for you, as shown in the example below! - A screenshot of the field needing mapping in your WooCommerce order or customer - A screenshot of the corresponding field in a QuickBooks order or customer ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125762/b835734640b9a2e1fdeb5dddaa41/upload_3803815678871992217.png?expires=1788544800&signature=6f892c8daf40f2a21d56c5884936806dd45dff76cb27fa1acb55e9af3ac858a7&req=dSkuEMh8mIZZW%2FMW3nq%2BgUeObVMdYL7wJJ0tGhgUDnwq8gKl0Nj1JMLznQne%0Ab6ion2vUPKxOqsNlU4jji5Byb4M%3D%0A) ## QuickBooks Custom Field Tips QuickBooks Desktop includes the ability to create & manage custom text fields in Invoices, Sales Receipts & Sales Orders. This can be found in the Formatting > Customize Data Layout menu in a transaction in QuickBooks. As shown in the below example, core system fields in QuickBooks can be renamed; and custom fields (ex. Membership) can be shown and renamed. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125775/7e1e6fe3430eca12f7cbf4b2c59c/upload_11566081038650747070.png?expires=1788544800&signature=6ff0ab01881c175338d445c6bf90eccca90560c96aa4086aaa393b656c7de6f0&req=dSkuEMh8mIZYXPMW3nq%2Bgc9LK41tspRCws04sKQ3qd3Ed7pHWD%2B72ooIDplT%0AfUvZ2Xv1gQvsT%2B%2FXoTzN4r%2FjhRI%3D%0A) --- # Payments --- ## Syncing Transaction Fees with QuickBooks Desktop (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538479-syncing-transaction-fees-with-quickbooks-desktop-woocommerce > How to configure MyWorks Sync to automatically sync transaction fees with QuickBooks Desktop. [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) can support syncing transaction fees for any WooCommerce gateway that records them in the WooCommerce order. Stripe and PayPal are both well-known for doing an excellent job recording transaction fees in the WooCommerce Order. When a WooCommerce gateway correctly records this data in a WooCommerce order, the order can look like this example below. [Not Seeing your Transaction Fees or Transaction ID record on a WooCommerce Order? Here's a helpful workaround.](https://support.myworks.software/*/articles/13538512) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125507/9489299ec9e9fe9c17a3f59113aa/upload_7768941511332540617.png?expires=1788544800&signature=a51f9f251f1059c79c1a1c94060ba1e68c0bb261d13b62a2c207cb59aee55e2e&req=dSkuEMh8mIRfXvMW3nq%2BgWYTIWBtl3FNV0%2FlUT%2FEDm2EB3zMWiuAZpL6tuOH%0Ac%2FLbiFX%2BshNCoUYcnAPZkP4pFnY%3D%0A) MyWorks can sync transaction fees to QuickBooks Desktop as a **Negative Line Item** within the order, and this can be enabled at MyWorks Sync > Map > Payment Method - where you also set a QuickBooks product for the fee negative line item. As long as your payment gateway stores transaction fees in the WooCommerce order, MyWorks can read these, and you can turn on Transaction Fee syncing in MyWorks > Map > Payment Methods by: - Visit MyWorks Sync > Map > Payment Methods. - Click Show Advanced Options in the top right. - Turn ON the setting to Sync Transaction Fees as a negative line item, and choose a line item in QuickBooks that should be used for this line. (this should not be an inventory item) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125513/2ed613b8152a6cfcc643322cd4b2/upload_3209234725737069419.png?expires=1788544800&signature=a10989f942da8233109632e63e7dfb7cac4ffa933a4e73803dbc1b44f6c4ba46&req=dSkuEMh8mIReWvMW3nq%2BgQB2b8uoBGH4LpfBE7kltRod10qeFHHYDtK8QzEV%0ARtFu4f6Yr4b7monQx4t9YsfYblc%3D%0A) [Not seeing your Transaction Fees or Transaction ID record to a WooCommerce Order? Read This](https://support.myworks.software/*/articles/13538512) --- ## Syncing non-immediate WooCommerce payment gateways (COD, Wire Transfer) with QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538322-syncing-non-immediate-woocommerce-payment-gateways-cod-wire-transfer-with-quickbooks-desktop > How to manage orders paid after checkout using MyWorks Sync When an order is placed in WooCommerce, most of the time it's with a payment gateway like PayPal, Stripe - or a different 3rd party gateway where **the payment must take place before the order is created.** In cases like this, once the order is created, [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) will automatically sync the order and payment over to QuickBooks Desktop, either as a sales receipt, sales order, or as an Invoice + Payment (depending on what's chosen in Settings > Orders). However, when orders are placed with a payment gateway in WooCommerce where a payment is **not** immediately recorded for the order, then **only the invoice** would be automatically synced to QuickBooks - not the payment. Some example payment gateways that fall into this range would be: - Bank Transfer - Wire Transfer - Purchase Order - Cash on Delivery Here's some guidelines for how to handle syncing if your WooCommerce store has gateways that don't have an immediate payment recorded. **All my gateways in WooCommerce have a payment recorded when an order is placed.** Great! You're in the majority of WooCommerce users. You should set orders to sync over as **sales receipts or sales orders** in MyWorks Sync > Settings > Order for ease of use. When an order is placed in WooCommerce, the sales receipt (which includes recording the payment) would be synced to QuickBooks. **I do have non-immediate payment gateways in WooCommerce.** You should set orders to sync over as **Invoices/Payments** in MyWorks Sync > Settings > Order. This will ensure that for orders placed with a gateway where a payment is processed immediately, both the invoice and payment will be automatically synced to QuickBooks Desktop. For orders placed in WooCommerce where the payment isn't immediately recorded (like COD, Wire Transfer, Purchase Order, Bank Transfer), only the invoice will be synced automatically to QuickBooks. This is an intended and recommended functionality. At this point, you have two options. - Keep the invoice open in QuickBooks until payment is received, then simply record the payment in QuickBooks to close the invoice out. This ensures accounting transparency by not recording a payment in QuickBooks until it's actually received. - Set our Payment Method mappings to sync the order payment over to QuickBooks Desktop when the order is marked as completed. This will sync a payment over to QuickBooks when you mark the order as completed in WooCommerce. Here's a screenshot of this in MyWorks Sync > Map > Payment Methods. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996118837/894db0a407a7e1d6852db75cd610/upload_10402197586428922137.png?expires=1788544800&signature=54143b3d0a47cc8f0874fcefd23b4d457b44b6cb8781cee40f13360b45f5da91&req=dSkuEMh%2FlYlcXvMW3nq%2BgTM2TEQd05DBKWDnB2bCo7pc2bBcKkzESdRui3tV%0ANVGTMbVWhAwzhryEJ3WB46ZU7Ng%3D%0A) --- ## Syncing refunds from WooCommerce to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538456-syncing-refunds-from-woocommerce-to-quickbooks-desktop > How WooCommerce refunds sync with QuickBooks Desktop [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) has made managing refunds issued in WooCommerce very easy to sync to QuickBooks Desktop. ** When a refund is issued in WooCommerce, MyWorks can sync this refund into QuickBooks in two different ways: - A Credit Memo (for the full or partially refunded items in the order) - (optional) A Credit Card Refund transaction, recording the refunded transaction from a bank account This can be controlled in our Payment Method Mappings [WP-Admin>MyWorks Sync>Map>Payment Methods]. ## Examples A Credit Memo - recording the full or partial refund from WooCommerce. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124878/05582f0a583aab396910cfcf1256/upload_10477896510730549623.png?expires=1788544800&signature=a7914d295b1f51ca6aea8a01dbf61ca75b989eadfe5fcdd402a8499e692dd4b1&req=dSkuEMh8mYlYUfMW3nq%2BgfNUQciNyqLKITlreVAwnpj092EGOWuyCGniw%2F38%0Amlg2OkETTPcL7jbEd9ywaOoGxXU%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124901/5a1cae026030601b3c3bf031d7c0/upload_13164402874087932058.png?expires=1788544800&signature=f2e9ea89edb3cea21c0943024730eda0a6e7365910d9ce1ccfc3af65c3cf4497&req=dSkuEMh8mYhfWPMW3nq%2BgcJs52zbdaekWldBUUcR7EMW9fBNbSPNgOOpN9Cs%0AItNmYi7X1u%2FMAZBWZRKbwv1o2ws%3D%0A) A Credit Card Refund transaction. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124911/c7be75cc2bf3cc1305c07df136a2/upload_17974140842921820550.png?expires=1788544800&signature=80a7dcb05547bfdd0c44fdc69f362fdbbe6b891241fc71599ce375782649d9ba&req=dSkuEMh8mYheWPMW3nq%2BgXrol2tjZ5Z4C1B0jfDSPKLmfxZMJ0qzsozNfCRx%0AqfykzNWLHPCraCf8wSMjhGoHn%2B4%3D%0A) ## Syncing refunds automatically or manually MyWorks Sync enables automatic refund syncing by default when our sync is activated. This means that creating a refund in WooCommerce would then result in MyWorks Sync automatically syncing that refund to QuickBooks for you. To disable this and opt to select which refunds you wish to sync to QuickBooks is also possible. You would simply visit the Payment Method in question in WP-Admin>MyWorks Sync>Map>Payment Methods and switch the "Enable refund syncing" switch to the off position and be sure to hit save. Moving forward, you can navigate to WP-Admin>MyWorks Sync>Push > Refunds and manually select which refunds you wish to push to QuickBooks followed by "Push Selected Refunds". ## Accurately recording the refund in WooCommerce It's important, when issuing a refund in WooCommerce, to ensure that you are correctly completing the Qty, Total, Sales Tax & Shipping fields** accurately, as MyWorks Sync will always honor these values when syncing that refund receipt to QuickBooks. Entering these values correctly when issuing a refund in WooCommerce ensures this refund is synced to QuickBooks accurately. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124925/1c7d93c2b06e7ef57a99f1b39d16/upload_13432729402750333715.png?expires=1788544800&signature=fdf4389641c91ddc23e9f92cbd3e5d03cf640937dc736e8141a464d3e64194d5&req=dSkuEMh8mYhdXPMW3nq%2BgVh0OYfHfy3uep%2FuC%2B2aSiHiZYuyjmTSaFrYGz2B%0AkyBcskOMZfshSrMawviQN5bck7Y%3D%0A) ### Inventory Handling If you are using MyWorks Sync to sync inventory, by setting the Qty field correctly in the WooCommerce refund, and having your products mapped correctly in the Map dashboard would ensure that the inventory is returned to stock in QuickBooks as the refund is synced. --- # Orders --- ## Mapping Shipping Method / Ship Via in orders with QuickBooks Desktop (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538524-mapping-shipping-method-ship-via-in-orders-with-quickbooks-desktop-woocommerce > Learn how to set up and customize Shipping Method/Ship Via in Quickbooks Desktop when syncing orders. In addition to syncing the shipping cost of a WooCommerce order into QuickBooks Desktop as a line item, MyWorks Sync also supports customizing two areas of the QuickBooks order around shipping: - The QuickBooks item that's used as the line item for the shipping charge in an order, - The value set in the separate "Ship Via" field in the QuickBooks order. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127298/985183f078965156d7b3654b7ed8/upload_12361687094549108801.png?expires=1788544800&signature=5205550cfa4171ab502df7cefaef2e2c040d432d4fa945fddbcae470b4c454d7&req=dSkuEMh8moNWUfMW3nq%2Bgc6t8xLYjE1w%2F2D444nb5y9%2BpMiYXpt3rGkDsB3n%0AhBy3ZBVDrqEiklJHF35iZXKp%2Bn4%3D%0A) ## Default Shipping Line Item A Default QuickBooks Shipping Item can be set in MyWorks Sync > Settings > Default. This would be a single QuickBooks item (normally called "Shipping" or "Freight") - and would be used as the QuickBooks line item inside all orders when syncing your orders with shipping into QuickBooks. ## Mapping separate line items and Ship Via values If you'd also like to set a "Ship Via" value in QuickBooks, and/or designate different shipping line items in a QuickBooks order, based on the shipping method used in the WooCommerce order, this can be done in MyWorks Sync > Map > Shipping Methods, as in the screenshot below. In the upper area of the below screenshot, we'll show the existing WooCommerce shipping methods we're able to read from your store, and you'd be able to map them to a QuickBooks item, Class, and Ship Via value, which we'd follow as we sync an order into QuickBooks. If your shipping plugin handles shipping methods in a way that we can't read in the upper area of the below example, we also support custom mappings, to add additional mappings you'd like to map individually. Note: It is required to set a QuickBooks Product in the page below, and Class + Ship Via are optional. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127317/efe32f01ff9c54b58727b4e0c354/upload_7949017449180068531.png?expires=1788544800&signature=ef726575e49d7331922eee9cba8bb0d38e47f96835368a9dd993514de46ee1db&req=dSkuEMh8moJeXvMW3nq%2BgTJC%2Bexz3uiPtF%2BztGOygzDC%2FEzYKSD3ZEyBS8AH%0A7L3zW%2B4R62r26qyx163ZwzyLWEU%3D%0A) As long as the text entered on the **WooCommerce Shipping Method Text** field is an exact match to the name of the shipping method in a WooCommerce order, this mapping would be applied when syncing the order! The above custom mappings can be enabled by visiting MyWorks Sync > Settings > Mapping and turning ON the Enable Custom Mapping in Map -> Shipping Method Page switch. --- ## Support for WooCommerce Custom Order Line Item Meta Data (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13538505-support-for-woocommerce-custom-order-line-item-meta-data-quickbooks-desktop > Easily include custom line item meta data in orders synced to QuickBooks Desktop Are you using a plugin that adds metadata to your product line items in WooCommerce orders? If so, then your orders may contain additional metadata in line items like this example below: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126640/a6f2f126d374f785d539a5af56f0/upload_10898719123022297077.png?expires=1788544800&signature=4ec0cb2f76e49b6013097f11c840c7ba85e0dbb73dde32a5490bf556cae4d926&req=dSkuEMh8m4dbWfMW3nq%2BgUCzPAkGSTjRb6i0XrKn7R%2Fu66tCr%2FhgOVmv8ELn%0AFygSxrkeTQLiImwzrbxzoWxnMfw%3D%0A) [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) does have support to bring this metadata in to QuickBooks - as part of the Description field for the line item. To accomplish this, enable this setting in our sync following these steps: - Visit MyWorks Sync > Settings > Order - Enable the ‘Add WooCommerce Custom Order Line Item Meta Into QuickBooks Line Item Description’ setting This will add the WooCommerce Custom Order line item meta into the Invoice or Sales Receipts Line Item Description, and it will look like this: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126657/333dac9d22105f180585cf28dad9/upload_3877107728262952694.png?expires=1788544800&signature=3ad44d699a0801f9ea7b692ae5a12fd21b59dc683df6a4b47ce18221c7589d0d&req=dSkuEMh8m4daXvMW3nq%2BgZXM1F3dUI4tXPOId3lBshq%2BEqIG8WAKKbnQMthO%0A2HtBGbjNjFnf%2BG4bDzTWZXiCDG4%3D%0A) --- ## Support for QuickBooks Desktop Templates when syncing WooCommerce orders **URL**: https://support.myworks.software/en/articles/13538329-support-for-quickbooks-desktop-templates-when-syncing-woocommerce-orders > How to easily sync WooCommerce Orders to a QuickBooks template of your choice. When syncing WooCommerce orders to QuickBooks Desktop through [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/), it's easy to set how an order syncs into QuickBooks, as an Invoice, Sales Receipt, Sales Order, or an Estimate. In addition, you can also control the QuickBooks Template used for orders MyWorks syncs to QuickBooks, either on a global level or per user role (if orders are syncing as different types based on user role). ## Setting a QuickBooks template for all orders - In MyWorks Sync>Settings>Order, select the desired template from the dropdown next to "QuickBooks Template to be assigned to all orders." ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996119261/8b643601ac5da58a9348f37b407c/upload_15125992376700856657.png?expires=1788544800&signature=a2be8dee0d685b4b6c179f66eb4d3b0f6d44fe96735b3d369f60a9e32c22658c&req=dSkuEMh%2FlINZWPMW3nq%2BgbiUo04HKJaJFF5OU9xH%2FVCnWAns4bHzS%2Bt35W%2Fx%0Aa62DUqf0nG9eXTeGvqgYfESerZs%3D%0A) ## Setting a QuickBooks template / different order record per user role - In MyWorks Sync > Settings > Order, change the "Sync WooCommerce Orders as" setting to Per Role. - Then, just like the screenshot below, you'll be able to choose both a specific order format and QuickBooks Template for each customer role you have set in your WooCommerce Store ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996119290/30522eda90626829f0eff3422fa0/upload_14126840766975849737.png?expires=1788544800&signature=2dcebd7cd4b99e51fe5ba3d59f435fdc4437a6858162a80e4c49cf136fc2b1c4&req=dSkuEMh%2FlINWWfMW3nq%2BgSqjbWotVdCzfaS9x7o6A%2BijvzeFYdzgzndU%2Bqyy%0AhYs1KVTg5I54DPNkrIoBB5vH2PA%3D%0A) --- ## Syncing WooCommerce orders to QuickBooks Desktop: Invoice, Sales Order, Sales Receipt or as an Estimate **URL**: https://support.myworks.software/en/articles/13538324-syncing-woocommerce-orders-to-quickbooks-desktop-invoice-sales-order-sales-receipt-or-as-an-estimate > Outlining the different ways WooCommerce orders can sync to QuickBooks and some suggested options based on your workflows Our [QuickBooks Desktop Sync for WooCommerce](https://myworks.software/integrations/woocommerce-quickbooks-sync/) supports syncing orders to QuickBooks as either: - Invoice (and a Payment) - Sales Receipt - Estimate - Sales Order - Invoice + Sales Order (and payment, if applicable) This setting can be changed in MyWorks Sync > Settings > Order tab. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996118965/5a8d10e783103dce6c6c192253ea/upload_7907803566880585257.jpeg?expires=1788544800&signature=d38a36a88c28a15225d7f8a5d44a7eeb0b949e090dc6a1b53101fe0c46bd71b7&req=dSkuEMh%2FlYhZXPMW3nq%2BgZwZgX%2FRbPsj8lhPcq3ErWSHQbDG5uxAEMhyb5QJ%0Ajv%2FiccKqcN8BM9ZumGCR1a0XftY%3D%0A) If you are unsure which option to check, the best method is to consult your accountant on their recommendation - and/or check your existing QuickBooks Desktop company to see how you've been accounting for orders up to this point: whether as a sales order, sales receipt, or an invoice + payment. The best method to determine which format to use is by answering the following question: **Do all the gateways in your WooCommerce store collect payment as soon as the order is placed?** - Yes. You should sync orders over to QuickBooks as Sales Receipts. - No. You should sync orders over to QuickBooks as Invoices + Payments. - I use Sales Orders in QuickBooks. You should sync orders over to QuickBooks as Sales Orders. - I use Estimates in QuickBooks. You should sync orders over to QuickBooks as Estimates. You can also opt to sync a Sales Order to QuickBooks as ADDITIONAL to the Invoice & Payment/ Sales Receipt MyWorks Sync would already sync to QuickBooks: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996118990/9413b762dba5762999494b87e73c/upload_3537037668570638838.png?expires=1788544800&signature=5c093ab7a4ec5104f8724d08df92631928bc2985c8ae2d8c34638acf9e01bed1&req=dSkuEMh%2FlYhWWfMW3nq%2BgSC%2FzoTglGhIju3aLpVW98iuh6vItB%2FkqPPwu8Km%0Aqt8oeWVYtSkI0q3%2Fh6fRh57D39M%3D%0A) Here are the main differences between sales receipts and invoices. ## Orders as Sales Receipts A Sales Receipt is an invoice + a payment all rolled into one. Therefore, syncing an order as a sales receipt will record the sale and deposit the payment into the correct (mapped) bank account in QuickBooks Desktop. This is usually a typical representation of a WooCommerce order - where the order is placed and paid for all at once. The only exception would be someone paying for a WooCommerce order with a Bank Transfer or Cash on Delivery type of gateway - where the payment isn't received at the time of order. Remember that if an order is placed with a Bank Transfer gateway, for example - the sales receipt in QuickBooks Desktop would reflect that payment has been received when in fact, it has not. ## Orders as an Invoice + Payment An invoice in QuickBooks Desktop represents a sale you've made that hasn't yet been paid. It's displayed in QuickBooks Desktop as "Open" until payment is added to the invoice. Therefore, syncing a WooCommerce order as an invoice + payment is perfectly acceptable. When the order is placed, it's synced to QuickBooks Desktop immediately as an invoice. If the order was paid with a legitimate gateway in WooCommerce (aka Stripe, Authorize.net, PayPal, etc) - a payment for the invoice will be immediately synced over to QuickBooks Desktop to close out the invoice. Otherwise, the payment will not be synced over - and the invoice will accurately remain as open in QuickBooks Desktop. [Read more about syncing over payments for these types of gateways here.]() --- ## Can orders sync backwards from QuickBooks Desktop into WooCommerce? **URL**: https://support.myworks.software/en/articles/13538323-can-orders-sync-backwards-from-quickbooks-desktop-into-woocommerce > Outlining the reasons MyWorks Sync wouldn't sync orders from QuickBooks Desktop to WooCommerce A pre-sales question we often encounter from potential or new users is regarding syncing orders backwards: From QuickBooks into WooCommerce. [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) will sync new and updated orders from WooCommerce into QuickBooks automatically - but it does not currently have support for syncing orders in the opposite direction - from QuickBooks into WooCommerce. There are a few reasons for this, and these are detailed below. Typically this sounds like a helpful ability, but in real-world workflows, there's generally very little need/logic for syncing orders in this direction. - As mentioned above, even though MyWorks can't sync an order from QuickBooks to be created in WooCommerce; we can display the invoices/sales receipts from the customer's QuickBooks Online record right within an Invoices tab in their WooCommerce customer account - allowing them to easily view/pay them from there.**​ - It’s scarce that this even makes sense in an accounting/order workflow. If you’re creating orders (as an invoice or sales receipt) in QuickBooks, there’s almost never a logical reason to need them in WooCommerce, because the purpose of WooCommerce is to allow users to place new orders. ​ - It’s also technically very challenging/not straightforward to sync an order backward into WooCommerce due to how the data is structured differently in QuickBooks - for example: which customer should the order be tied to in WooCommerce, and what if the customer isn’t in WooCommerce? Because of this, even if MyWorks Sync were able to sync an order back into WooCommerce, 99% of the time, there would be an accuracy issue with it based on how QuickBooks would feed us this information. ​ - For users that do indeed need orders to show in WooCommerce, we recommend entering the order manually in WooCommerce first and letting MyWorks sync them into QuickBooks. Many plugins make this process easier/faster in WooCommerce (aka for phone orders). ​ - Most importantly,** even though we don’t sync the **order** backward into WooCommerce, we **can **sync the inventory that was changed in QuickBooks by that order back into WooCommerce. So, for example, if an order is created in QuickBooks for two widgets, the QuickBooks inventory will go down by 2, and even though that order won’t sync to WooCommerce, MyWorks will sync that inventory change into WooCommerce, so the inventory is always accurately reflected. --- ## Syncing WooCommerce orders to QuickBooks Desktop differently based on Role or Payment Method **URL**: https://support.myworks.software/en/articles/13538019-syncing-woocommerce-orders-to-quickbooks-desktop-differently-based-on-role-or-payment-method > Learn how to streamline your workflow by syncing WooCommerce orders to QuickBooks Desktop based on different WooCommerce Roles to best fit y MyWorks supports syncing WooCommerce orders to QuickBooks Desktop as several different types of records: - Invoices (and payments, if paid) - Sales Receipts - Sales Orders (and payments, if paid) - Estimates However, some WooCommerce stores accept orders from different types of customers, and need some orders to sync to QuickBooks as one type, but other orders to sync as a different type. For cases like this, MyWorks supports syncing WooCommerce orders to QuickBooks as different record types, based on the WooCommerce Role or Payment Method that the order's customer is in. ## Based on Role ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996107451/8a89d895e0ee007ecae68d0d19da/upload_10353574095015640157.png?expires=1788544800&signature=2ef0dee5c65187ebedd939a40389175d4bbf858818f5b21cae11f5483f785b36&req=dSkuEMh%2BmoVaWPMW3nq%2BgSHh%2B9H8hTUMaWNmmzS8755IqIg17IrsuxGC4tE4%0ADLDkRuVh8D0SCsMKr2cvoB2xJOk%3D%0A) A common example of this is shown above - where wholesale orders should sync to QuickBooks as Sales Orders, orders from Sales Reps as Invoices, while other retail orders should sync to QuickBooks as Sales Receipts. This can be easily configured in the Settings > Order area in MyWorks, and as shown above, is also where QuickBooks Desktop Templates can be customized for each record type. ## Based on Payment Method ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996107476/51ddeb4c880f21aa47266f840da7/upload_6648373836905928814.png?expires=1788544800&signature=d00f61861546c3dff86ed1e2aa196140f402ed4b17223503ed5741ed512d8943&req=dSkuEMh%2BmoVYX%2FMW3nq%2BgWY08q3BXkqpZpArZdj3GZLzijtaIi3GYgN2IPUK%0AOtyeJRfbx7M0GRNeOjJFRW5JxK8%3D%0A) Alternatively, orders can be synced to QuickBooks as a different record type based on the payment method used in the WooCommerce order! To set this, simply: - In MyWorks Sync > Settings > Order, select the “Per Gateway” setting. - Then, in MyWorks Sync > Map > Payment Methods, you can select within each payment method the type of record that orders should sync to QuickBooks as. --- ## What if my WooCommerce order numbers already exist in QuickBooks Desktop - as different orders? **URL**: https://support.myworks.software/en/articles/13538326-what-if-my-woocommerce-order-numbers-already-exist-in-quickbooks-desktop-as-different-orders When using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) to sync your orders from WooCommerce to QuickBooks Desktop - one of the items to consider is the current state of your WooCommerce Order numbers, and how they relate to the data currently in your QuickBooks Desktop company. If your QuickBooks Desktop company is brand new, typically you won't have an issue with invoice number conflicts. However, if you've been using QuickBooks Desktop for a while - and you're either syncing a brand new WooCommerce store in to it; or you're syncing an existing WooCommerce store into an existing QuickBooks Desktop company - you will want to review the numbering of your WooCommerce orders to see if it conflicts with the current numbering of your QuickBooks Desktop invoices or sales receipts. How are numbering conflicts caused? While it's not very common, numbering conflicts can be set up for failure if you've been manually entering WooCommerce orders into your QuickBooks Desktop company - but haven't been matching the QuickBooks Desktop invoice/sales receipt number to the WooCommerce order. Another common scenario is if you're also entering one-off or non-WooCommerce related invoices/sales receipts in QuickBooks Desktop. ## Possible Solutions If your WooCommerce orders are conflicting with existing QuickBooks Desktop invoices/ sales receipts or sales orders when you're syncing with our WooCommerce Sync, there are three possible alternatives we can recommend. #### - Use the "Next QuickBooks #" when syncing orders to QuickBooks. By default, we’ll sync orders from WooCommerce into QuickBooks using the WooCommerce order ID/# as the Invoice/Sales Receipt number in QuickBooks. However, if it’s necessary to sync orders into QuickBooks without relying on the order number from WooCommerce, we have a setting that supports syncing orders into QuickBooks using the next QuickBooks invoice / sales receipt number - not relying on any WooCommerce order number. Although this results in the WooCommerce order number not matching your QuickBooks order number, this will ensure there's no order number conflicts going forward - especially if other orders are manually being entered into QuickBooks. The WooCommerce order number can always be custom mapped to a different field in QuickBooks so it's still present in the QuickBooks order for reference. #### - Sync WooCommerce Orders as a different data record (invoice, sales receipt or sales order). This solution is usually the most efficient/easiest to implement and would allow you to push over old/existing WooCommerce orders that may have previously conflicted. If Order #1000 is placed in WooCommerce, we'll try syncing that over to QuickBooks as Invoice #1000. If Invoice #1000 already exists in QuickBooks, however, it's going to error out. This is where this solution comes in. By going to MyWorks Sync > Settings > Order, and turning on (or off) the switch to Sync Orders as Sales Receipts, our sync will then sync the order over as a Sales Receipt - which would then not conflict with Invoice #1000 in this example. Of course, the opposite applies as well. If Sales Receipt #1000 already exists in QuickBooks, then by turning the switch referenced above OFF, we would sync orders over as Invoices - thereby bypassing the conflict with Sales Receipt #1000. #### - Prefix/Renumber your WooCommerce Orders to be non-conflicting with QuickBooks This solution is the most long-term/effective solution, but will only resolve any orders placed from this point forward, not existing orders. By renumbering or adding a prefix to your WooCommerce Order Numbers, you'll ensure new orders never conflict with QuickBooks. First, you must install the [WooCommerce Sequential Order Numbers Pro](http://woocommerce.com/products/sequential-order-numbers-pro/?aff=13810&cid=1573456) plugin from WooCommerce.com. This will allow you to set a new (higher) starting number for your WooCommerce orders or add a prefix (like WC- ) to your WooCommerce Orders.** We recommend adding a prefix.** [Read on for setup instructions.](https://support.myworks.software/knowledge/articles/360048705613/en-us?brand_id=360004424033) Secondly, you'll need to visit **MyWorks Sync > Compatibility** and ensure that the switch for Sequential Order Numbers Pro or Custom Order Numbering is enabled. Then, new orders placed in your WooCommerce store going forward will have this new order numbering sequence, which will be honored by our sync as we sync the order to QuickBooks. --- ## Syncing Purchase Orders into QuickBooks Desktop with WooCommerce orders **URL**: https://support.myworks.software/en/articles/13538497-syncing-purchase-orders-into-quickbooks-desktop-with-woocommerce-orders > Make purchasing workflow easier by also syncing a purchase order along with the order into QuickBooks Desktop. A helpful feature of [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) for QuickBooks Desktop is a setting to enable syncing Purchase Orders into QuickBooks along with the original WooCommerce order - which would sync to QuickBooks as an invoice, sales receipt, sales order, or estimate. The Purchase Order(s) would sync into the vendor in QuickBooks Desktop that's assigned as the product's Preferred Vendor in the QuickBooks Desktop Item list. This means if there's multiple items in the WooCommerce order, multiple Purchase Orders will sync to QuickBooks for a single order - one for each item's Preferred vendor in QuickBooks Desktop. Since Preferred Vendors can only be assigned to Inventory Items in QuickBooks Desktop, this feature would work for any line items in an order that are mapped to an Inventory Item in QuickBooks Desktop. This feature allows you to easily populate QuickBooks Vendors with Purchase Orders as you sell items in WooCommerce - saving the time of manually adding these in QuickBooks Desktop. ## Getting Started - This setting can be enabled in MyWorks Sync > Settings > Order within MyWorks Sync on your site. - Once enabled, ensure your desired Inventory Items in QuickBooks have a Preferred Vendor selected. - For orders synced going forward, we'll also sync a Purchase Order to QuickBooks for each item's preferred vendor in addition to syncing the original order from WooCommerce to QuickBooks. - If the QuickBooks product has a value for the "Cost" field in QuickBooks, we'll use that value when creating the purchase order in QuickBooks. ## Troubleshooting - Double check your items in QuickBooks to ensure they have a Preferred Vendor selected, as if they do not, MyWorks wouldn't sync a purchase order for them. - Visit MyWorks Sync > Refresh Data, and refresh data for your Product/Item and Vendor lists - to ensure MyWorks has a current/accurate list of these types of data within your QuickBooks. ## Example ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126342/c0c66f9deb4c59891adcdcaecc71/upload_6242428766955711698.png?expires=1788544800&signature=0e5a428c38df8629aec9c088d6bf0256aa470d2c831ec42ded9d0d9eaea019c3&req=dSkuEMh8m4JbW%2FMW3nq%2BgblfMuR5MOGMb27g%2FXoIg2pzUNrG6%2BTrLORATRzy%0A%2Fdb2XLPbRvA9sVWZRntN0AWUUm8%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126358/e6f92ddc26963e0166c713c53c40/upload_17228089327910937909.png?expires=1788544800&signature=f504c98d16313d524c42bb4becaf202555c79ce0640b5bd6ae82ad876f0ad15a&req=dSkuEMh8m4JaUfMW3nq%2Bgbc0kd6Pil2w3TcUp7EgxfkosF7DeIE%2B5ybDBxAA%0AByzqPL6X%2FQBx6PpKG7EtzusmBU4%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126371/8ded7562a74938a2fdd8f3fff173/upload_3701092578088172674.png?expires=1788544800&signature=c80dda5c3f83a64133ac420e6337023074619cc44268d0b0cdf6f13038cf41f8&req=dSkuEMh8m4JYWPMW3nq%2BgWeAryH2f4fy96cB8T7473h9O0e4DRB22gY1Th6t%0AeV6OEZPmVbMqo6JcVTaPqKfWVqo%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126387/3a3bc9a0c4f8dc6eb7b2e38e3e91/upload_8974701805691313733.png?expires=1788544800&signature=18a339afa8d07fc745df8d4a7062fd4c10e79ebd9c43bfb6adfb1c6751ea6eb7&req=dSkuEMh8m4JXXvMW3nq%2BgTgjIPlbxMNjvejqsY29sP4605CtzjS9Cbbr0OTA%0AxhP4b9SN1hHzUj1%2BFW4MeEjdq6U%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126406/fde103d41751ee55c7611874ff17/upload_5870909507439536840.png?expires=1788544800&signature=f82e7d7e0702169a331e8ee64d082e53d76e844b741a2da89db2c3275e0408be&req=dSkuEMh8m4VfX%2FMW3nq%2BgccNfqD0bg4H7YwIOhTBouQXsS6E896iMuGWRnhu%0AIK2QsThJW97qWF557ftx%2FU2fBms%3D%0A) --- ## Syncing WooCommerce orders with Discounts to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538499-syncing-woocommerce-orders-with-discounts-to-quickbooks-desktop > Get an overview of how to sync WooCommerce orders with discounts to QuickBooks Desktop MyWorks Sync supports syncing orders containing discounts/coupon codes into QuickBooks Desktop in several different ways - all controlled within MyWorks Sync > Settings > Order in our sync on your site. ## Syncing Discounts as a single negative line item: By default, MyWorks Sync would sync any discounts on a WooCommerce order as a **single negative line item** in the QuickBooks order. ** The QuickBooks product we would use in this case for that discount line item on the QuickBooks transaction would be the QuickBooks Item set in MyWorks Sync > Default QuickBooks Discount Item. This would show in QuickBooks like the following example. * ### Mapping individual coupon codes: If you use coupon codes in your WooCommerce store, you can easily map your coupon code products in WooCommerce to different QuickBooks Discount items (instead of using the default Discount Item above) - by visiting MyWorks Sync > Map > Coupon Codes in our sync on your site. ## Syncing Discounts within the original product line item: Alternatively, MyWorks can sync discounts within the original line item instead of as a separate line item. For example, if the item in WooCommerce is $10, with a 20% discount bringing it to $8, we'd sync it as a single $8 line item in QuickBooks. This setting can be enabled in MyWorks Sync > Settings > Order: Sync Order discounts within the original product line item.* This would show in QuickBooks like the following example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126496/4205cb741f46fe3d5710ebf9f262/upload_3883625200157046931.png?expires=1788544800&signature=c586be4f215dae5a974557fbd43692e28c73d982822b5d16050d9890e1d8017f&req=dSkuEMh8m4VWX%2FMW3nq%2Bgf1gpvqI%2Bp09AMcVNq6SF569C1f7l4qEYwzMPyXt%0AxlAUAfh%2BEY3BTxVAF%2Fq69Cabye0%3D%0A) ## Syncing Discounts in a separate line for each item: MyWorks is also able to sync discounts to QuickBooks using the original line item** - but in separate line items, so the discount can be more specifically tracked in QuickBooks for reporting. This means we would not make use of the Default Discount Item set in MyWorks Sync > Settings > Default > Default Discount Line Item but rather the QuickBooks item that was ordered. This setting can be enabled in MyWorks Sync > Settings > Order: Sync discount in separate line item per product - using the original QuickBooks item. This would show in QuickBooks like the following example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126505/e8dc4a2d664008da56626c653650/upload_8294600746158682010.png?expires=1788544800&signature=7e9be9ae02379774a056cbeff102c6e93f094a3a420f70698e53840182ad17f0&req=dSkuEMh8m4RfXPMW3nq%2BgX0qmBT1RBnURdyq4FZt2xNbKR9%2F84hTqE4Cv5YX%0AxPovvHhi8DFXQb5UKwCJ7UXN5YU%3D%0A) --- ## Finding/ Reporting on WooCommerce orders synced to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538515-finding-reporting-on-woocommerce-orders-synced-to-quickbooks-desktop > Tips to effectively sync WooCommerce orders to QuickBooks Desktop, and easily search for and report on those orders. One question we see from MyWorks Sync users is to ask for suggestions on better identifying/grouping the orders that MyWorks Sync sends to QuickBooks from WooCommerce - and telling them apart from other orders already in QuickBooks - or, how to best locate an order we've synced to QuickBooks if they're having trouble finding it. The following practices can be helpful tips on how to best segment / report / identify orders MyWorks syncs into QuickBooks - although we always suggest including an accountant on decisions like this, as they'd most likely be able to suggest the best practice you adopt. ## Finding Synced Orders in QuickBooks ### Using the QuickBooks Customer Center If you know the email address the WooCommerce order was placed using , you can search for that order's name, company, or email address in the QuickBooks Customer Center and further narrow the search once you have pulled up that customer by date and by amount. You can also visit the "Transactions" tab in the top of the QuickBooks Customer Center - to show a list of all transactions - for example, Invoices - and then filter/sort that list by date, or customer, or amount. * ### Order Number By Default, MyWorks Sync will sync an order to QuickBooks using the WooCommerce Order Number as the order number in QuickBooks. However, depending on the settings in our sync, MyWorks may also sync orders to QuickBooks using the next available order number in QuickBooks, or matching a custom order number if used in WooCommerce. ## Reporting in QuickBooks ### Using Class for reporting By default, MyWorks Sync does support setting a QuickBooks Class to sync all WooCommerce orders to in MyWorks Sync > Settings > Order > QuickBooks Class to be assigned to all orders*. Often users will create a class called "web sales" in QuickBooks, for example, and then build out their QuickBooks reporting based on this class they set to be used for orders synced to QuickBooks by MyWorks. ### Using custom fields MyWorks Sync supports custom field mapping - which can send a value, or specific WooCommerce order field - into a specific field in a QuickBooks order ("other"/"memo"/ your own custom QuickBooks field). Some users opt to have a value like "Web Sale" be custom mapped to one of these fields in QuickBooks - in which case QuickBooks reporting can be filtered utilizing this specific field. A similar example of using custom fields would be to have the WooCommerce Order ID be synced to one of the above mentioned fields in QuickBooks - and QuickBooks reporting can then be used based on whether or not this field contains a value for an order. --- ## Syncing orders with multiple currencies with WooCommerce and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538548-syncing-orders-with-multiple-currencies-with-woocommerce-and-quickbooks-desktop > Easily sync orders with multiple currencies from WooCommerce to QuickBooks Desktop. Although WooCommerce supports a single currency by default , it's quite common for there to be a need to offer multiple currencies within a WooCommerce store; and because QuickBooks Desktop also supports multiple currencies - MyWorks has excellent support for handling multiple currencies as well. This support would allow specific currencies in WooCommerce to be linked to specific and separate bank accounts in QuickBooks, on a per-payment method basis, so that WooCommerce orders can be sent to QuickBooks: - With the correct currency, matching the currency of the WooCommerce order. - Into the correct QuickBooks bank account with the same currency as the WooCommerce order. **The only requirement is that the same currencies be enabled in both WooCommerce and QuickBooks.** ## Setup In MyWorks Sync > Settings > Default, there will be a Currency option, if MyWorks detects that there are multiple currencies in use on your WooCommerce store. In this option, simply select the currencies you accept orders in WooCommerce. (these currencies should also be enabled in QuickBooks) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996128339/4cca5773c538055e604b5b21404f/upload_17009867684143623013.png?expires=1788544800&signature=1c961d840c6ee9a134ff3f96dc7d9192325c49608f10af814e4519d2fedb2754&req=dSkuEMh8lYJcUPMW3nq%2BgcUhzi0WpMRLYIWPWW3nxnVByUZWzi2uhLe8Af9t%0A1VKxXFcWDGru6ghSZkmGZ53IecM%3D%0A) In MyWorks Sync > Map > Payment Methods, there will then be one column for each currency selected in our settings, which will allow you to them map each gateway to a different QuickBooks bank account, based on the currency(s) that gateway accepts in WooCommerce. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996128357/ce778f82e3fc6f389cab7c93f8f8/upload_5091881671930704183.png?expires=1788544800&signature=7b54d9e1a301a908c9f5816f71396ff325e0d124e64c3d899e84ddf37a16613c&req=dSkuEMh8lYJaXvMW3nq%2BgdYTMlAoMYWpufV5g2guoPZ%2BBJ2v6ikRKyEb2Ls1%0A6cnmeAVH9KMaqLAxjOm10UGrfdI%3D%0A) --- ## How are WooCommerce orders placed by guests synced to QuickBooks Desktop? **URL**: https://support.myworks.software/en/articles/13538328-how-are-woocommerce-orders-placed-by-guests-synced-to-quickbooks-desktop > The logic MyWorks Sync uses syncing a WooCommerce guest order to QuickBooks Desktop A standard option in WooCommerce stores is the ability to allow a user to choose whether to create a user account when placing an order, or order as a guest user - without creating an account. This is intended as an expeditious option in checkout to reduce the number of fields a user must fill out when placing an order. Since the WooCommerce order isn't associated with a user account, a common question is how our WooCommerce Sync handles syncing orders placed by a guest. Luckily, the answer is simple. We're perfectly compatible with all WooCommerce orders - and we seamlessly sync guest orders. When MyWorks Sync syncs a WooCommerce order to QuickBooks Desktop that isn't tied to a user account (which can be mapped/linked to a corresponding QuickBooks Desktop customer record in our **MyWorks Sync > Map > Customers** tab), it first scans QuickBooks Desktop to check if the guest customer already exists - using the **email address** as the key identifier. If the customer does exist in QuickBooks Desktop with the same email, the WooCommerce order will be synced to that customer. If the customer does not exist in QuickBooks Desktop, MyWorks Sync will first create it in QuickBooks Desktop using the customer details provided in the order - and then sync the order over automatically to this new customer in QuickBooks Desktop. This handling logic brings ease and automation to your accounting/ordering process, so you don't have to worry about guest orders not syncing correctly. --- # Inventory --- ## Syncing inventory between WooCommerce and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538333-syncing-inventory-between-woocommerce-and-quickbooks-desktop > Gain insights on how to sync and update inventory between WooCommerce and QuickBooks Desktop. Our [WooCommerce Sync for QuickBooks Desktop integration](https://myworks.software/integrations/woocommerce-quickbooks-sync/) supports syncing inventory both ways - to and from QuickBooks Desktop. Syncing inventory levels between WooCommerce and QuickBooks Desktop can be done automatically or manually. This article explains the difference between the two methods and best practices on which methods are right for your business. **"What needs to be done before I can sync inventory?"** Before inventory levels can sync for a product or variation, you must ensure it's mapped to the desired QuickBooks product in MyWorks Sync > Map > Products. ## Automatic Sync In MyWorks Sync > Settings > Automatic Sync, you can enable inventory sync. As long as a product is mapped to a QuickBooks Inventory (or Assembly) item in our sync and has the Manage Stock option enabled in WooCommerce, it would support syncing inventory. ### WooCommerce > QuickBooks We don't have a setting to control this, as inventory **will already** automatically be adjusted in QuickBooks as the result of a WooCommerce order - when we sync the order from WooCommerce > QuickBooks. ### QuickBooks > WooCommerce As soon as an inventory level is updated in QuickBooks, it can be automatically synced into WooCommerce the next time the web connector runs. Anytime the web connector runs, it will automatically sync inventory levels from QuickBooks into WooCommerce, as long as that's enabled in our Settings > Automatic Sync.** ​ ## Managing which Inventory value is synced In MyWorks Sync > Settings > Pull, it's also possible to set two options that can control which inventory value is synced for a product from QuickBooks > WooCommerce. - QuickBooks Inventory Calculation Format. This allows you to control which inventory value of a product is synced from QuickBooks to WooCommerce and includes: Quantity on Hand (default) - Available Quantity. This is the *Quantity on Hand* minus the *Quantity on Sales Order*. - Amount on Purchase Order. This is the *Quantity on Hand*, minus the *Quantity on Sales Order*, plus the *Quantity on Purchase Order*. - Using the "Max" value when syncing inventory for assembly items. When enabled, this will instead sync the "Max Available to Build" value for inventory assembly items in QuickBooks, which represents the most units that can be built based on available inventory at that time. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996119512/71b57821b150cd437ad566109a84/upload_17010880036985425188.png?expires=1788544800&signature=5a6b8fbb0f09d4e00b77655b290f9eaa2c4d6ebabf067df21c98831906422446&req=dSkuEMh%2FlIReW%2FMW3nq%2BgW8cwH0ql6Q9Q0BngGMKDtf3iVnPtGaCzdPabOac%0A2%2FyJPTHvayyC%2BiSPH3pyGzUobRM%3D%0A) ## Manual Sync (Push/Pull) In addition to automatically syncing inventory levels, you may also manually push and pull inventory levels from QuickBooks. ### WooCommerce > QuickBooks Visit MyWorks Sync > Push > Inventory Levels. Here you may select and push the products or variations that you would like to push inventory levels for to QuickBooks Desktop. Once added to the queue, the next time your QuickBooks Web Connector is either run manually - or on autorun, these inventory levels will be synced with QuickBooks Desktop. ### QuickBooks > WooCommerce Visit MyWorks Sync > Pull > Inventory Levels. Here you may select and pull the products or variations that you would like to pull inventory levels for to WooCommerce. Note: **This would not be necessary to perform when automatic sync for inventory is enabled in our settings, as this would occur automatically with each sync. Once added to the queue, the next time your QuickBooks Web Connector is either run manually - or on autorun, these inventory levels will be synced into WooCommerce. --- # Products --- ## Syncing orders containing bundled products with QuickBooks Desktop (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538495-syncing-orders-containing-bundled-products-with-quickbooks-desktop-woocommerce > Learn how to flexibly map products in MyWorks to sync WooCommerce orders that contain bundled products with QuickBooks Desktop ## Overview [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) is compatible with syncing orders containing bundled products in WooCommerce, as well as Inventory Assembly items in QuickBooks. It's important to note that you need the [Woocommerce.com Product Bundles plugin](https://woocommerce.com/products/product-bundles/?aff=13810&cid=1573456) to build a bundled product in WooCommerce. MyWorks Sync supports syncing orders with bundled items (and inventory between child items) in the following ways: - Using only the parent line item in a bundle when creating the order in QuickBooks. *Accomplished by mapping the parent WooCommerce bundled item to a QuickBooks inventory or inventory assembly item.* - Using only the child line items in a bundle when creating the order in QuickBooks. *Accomplished by mapping the child WooCommerce items (used within a bundle) to their corresponding child QuickBooks items.* - Using **both** the parent and child line items in a bundle when creating the order in QuickBooks. When parent bundled products are mapped together, MyWorks will be able to list the QuickBooks inventory assembly in the order synced to QuickBooks when the WooCommerce product bundle is ordered. Alternatively, MyWorks Sync can instead sync only the child line items of a bundle/inventory assembly into the QuickBooks order when a bundled product is ordered in WooCommerce. This is helpful for cases where the inventory assembly is not necessary in QuickBooks, and only the individual line items need to be recorded in the QuickBooks transaction. ## Setup This can be controlled in MyWorks Sync > Compatibility within our sync on your site, using the setting below: * ## Guidelines Here's a simple guide of what you can accomplish with bundled products using MyWorks Sync: You are able to: - Map a WooCommerce bundled product to a QuickBooks inventory assembly item. - When a bundled product is ordered in WooCommerce, the mapped inventory assembly product in QuickBooks Desktop will correctly be shown in the order synced to QuickBooks Desktop, OR, the child line items can be synced in the order to QuickBooks Desktop. - Sync inventory between child inventory products inside a bundled product in WooCommerce and inventory items in QuickBooks Desktop. You are unable to: - Push WooCommerce bundled products to QuickBooks Desktop. You must manually create inventory assembly item products in QuickBooks Desktop. - Pull QuickBooks Desktop inventory assembly items into WooCommerce. You must manually create bundled products in WooCommerce. ## Mapping As discussed above, the only requirement in our integration regarding bundles is to map them correctly. It is important to remember to map your standard/base products that make up your product bundles if they are inventory items, so that inventory can sync between them.* You may map your bundles / products together easily in MyWorks Sync > Map > Products in several ways: **Auto-Map by SKU (recommended):** As long as the WooCommerce Bundle and QuickBooks Desktop Inventory Assembly have matching SKUS, you can scroll to the top of the page and click the button to AutoMap by SKU. This will scan both WooCommerce products and QuickBooks Online products and automatically match the ones with matching SKUs to save you time manually matching them. **Auto-Map by name:** As long as the WooCommerce bundles and QuickBooks Desktop inventory assembly have matching names, you can scroll to the top of the page and click the button to AutoMap by Name. This will scan both WooCommerce products and QuickBooks Online products and automatically match the ones with names that match exactly to save you time manually matching them. **Manually:** Simply choose the matching item in QuickBooks Desktop that corresponds to the appropriate WooCommerce product in the dropdown on this page. Once your bundles are mapped, there’s no further action needed. When a bundle is ordered in WooCommerce, the correct QuickBooks Desktop inventory assembly item will show in the invoice/sales receipt in QuickBooks Online when the order syncs over. --- ## Handling variations when syncing with QuickBooks Desktop (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538315-handling-variations-when-syncing-with-quickbooks-desktop-woocommerce > Easily map and sync WooCommerce variations with QuickBooks Desktop while using MyWorks Sync. ## Overview [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) fully supports WooCommerce variations, which are product options built from attributes that allow you to create “child” products that represent different SKU types of a single product, like multiple sizes or colors. You are most likely already familiar with the concept of WooCommerce variable products if you’re already reading this article and/or use variations actively in WooCommerce, but if not, we encourage you to check out the documentation on WooCommerce.com. MyWorks Sync supports mapping a WooCommerce simple product or variation to a QuickBooks Desktop product (inventory, non-inventory, etc). Since QuickBooks Desktop doesn't include a structure for "variations", normally each WooCommerce variation would be represented by an individual item in QuickBooks Desktop. ## Mapping As discussed above, the only requirement in our sync regarding variations is to map them correctly in MyWorks Sync > Map > Products > Variations. This can easily be done in several ways: **Auto-Map by SKU (recommended):** As long as the WooCommerce variations and QuickBooks Desktop products that represent these variations have matching SKUS, you can scroll to the bottom of the page and click the button to AutoMap by SKU. This will scan both WooCommerce Variations and QuickBooks Desktop products and automatically match the ones with matching SKUs to save you time manually matching them. **Auto-Map by name:** As long as the WooCommerce variations and QuickBooks Desktop products that represent these variations have matching names, you can scroll to the bottom of the page and click the button to AutoMap by Name. This will scan both WooCommerce Variations and QuickBooks Desktop products and automatically match the ones with names that match exactly to save you time manually matching them. **Manually:** Simply choose the matching product in QuickBooks Desktop that corresponds to the appropriate WooCommerce variation in the dropdown on this page. Once your variations are mapped, there’s no further action needed. When a variation is ordered in WooCommerce, the correct QuickBooks Desktop product will show in the invoice/sales receipt in QuickBooks Desktop when the order syncs over. When the inventory level of a variation is changed in WooCommerce - it will correctly sync over to update the inventory of the matched product in QuickBooks Desktop. ## Best Practices Although the end goal is matching products/variations in WooCommerce and QuickBooks Desktop - sometimes getting there can be a bit tricky. We've compiled a list of best practices to assist this process: - Check your WooCommerce product/variation setup first. If products are already in both WooCommerce and QuickBooks, try to ensure all products and variations have a unique SKU. For example, a T-shirt could have variations with SKUS of “SHIRT1-SM, SHIRT1-MD, SHIRT1-LG”, for example, although MyWorks doesn't require your products/variations to have a SKU - it simply helps you more easily map them together. - Next, verify your QuickBooks Desktop item list. Get rid of unneeded products, if your WooCommerce products are already present in QuickBooks, try to ensure your QuickBooks Desktop item list matches the SKUs in WooCommerce. Then, they can be easily mapped together in MyWorks Sync > Map > Products > Variations. - If products are either only in WooCommerce or in QuickBooks Desktop, it's easy to use our [Push or Pull pages](https://support.myworks.software/*/articles/13538491) to easily sync your products from one platform to the other! --- ## Syncing products between WooCommerce and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538491-syncing-products-between-woocommerce-and-quickbooks-desktop > Learn how to easily sync products between WooCommerce and Quickbooks Desktop, ensuring both platforms hold up-to-date product information. [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) supports syncing products both directions - from WooCommerce in to QuickBooks Desktop, and from QuickBooks Desktop in to WooCommerce. This can occur automatically for *new* products created - by enabling the related settings in Settings > Automatic Sync. - Since only WooCommerce supports a variable product structure, when dealing with variations, they should be created in WooCommerce first and synced to QuickBooks Desktop, as a variation cannot be synced from QuickBooks Desktop into WooCommerce. - New products can be automatically synced when the Web Connector is run. - Existing products can be pushed/pulled from one platform to be created in the other platform by using the Push and Pull pages in the MyWorks Sync menu. - MyWorks Sync > Settings > Products allows control over which WooCommerce and QuickBooks product fields are linked together when a new product is synced. - Once a product is in both WooCommerce and QuickBooks, and mapped in MyWorks Sync > Map > Products, MyWorks can automatically keep **inventory** and **pricing** levels in sync moving forward. ## Syncing new products automatically MyWorks can automatically sync **new** products either direction between WooCommerce and QuickBooks Desktop when the settings to do so are enabled in MyWorks Sync > Settings > Automatic Sync. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125929/5fcfdc5424c64cf9139f385dc347/upload_622634931597826468.png?expires=1788544800&signature=8309c57942364701ee190b0e1ee1994beddda4eb982c63a2093ebff05a25ba18&req=dSkuEMh8mIhdUPMW3nq%2BgWJco9cJxGoyrsoDhIM523M1WwpoSOL2plfu0z%2FP%0ASa8I7cBNBC8zqY09sWZ9o9DKIjg%3D%0A) ## Syncing existing products While existing products are not synced automatically from one platform to create them in the other - MyWorks Sync does have the ability to "push" or "pull" them between WooCommerce and QuickBooks Desktop to create them in the opposite platform. - If a product is already in both WooCommerce and QuickBooks, it does not need to be pushed or pulled. It should be mapped together in MyWorks Sync > Map > Products. - MyWorks can automatically sync inventory and pricing updates from QuickBooks Desktop > WooCommerce once a product is in both platforms and mapped together. ## Pushing products from WooCommerce to QuickBooks Need to "push" existing products from WooCommerce to create them in QuickBooks? Visiting MyWorks Sync > Push > Products allows you to select some/all of your simple products or variations in WooCommerce, and push them to create them as items in QuickBooks Desktop. Simply selecting the items to push, and clicking "Push Selected Products" will add this activity to our sync Queue - which will be synced when the Web Connector runs next. ## Pulling products from QuickBooks to WooCommerce Need to "pull" existing products from QuickBooks to create them in WooCommerce? Visiting MyWorks Sync > Pull > Products allows you to select some/all of your items in QuickBooks, and pull them to create them as products in WooCommerce. Simply selecting the items to pull, and clicking "Pull Selected Products" will add this activity to our sync Queue - which will be synced when the Web Connector runs next. --- ## Syncing products as Inventory or Non-Inventory between WooCommerce and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538317-syncing-products-as-inventory-or-non-inventory-between-woocommerce-and-quickbooks-desktop > Learn how to sync WooCommerce and QuickBooks Desktop products as inventory or non-inventory items when using MyWorks to sync new products. [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) supports [syncing products both directions between WooCommerce and QuickBooks Desktop](/*/articles/13538491) - either to create a new product, or updating inventory/pricing levels for existing products. When creating a product in either WooCommerce or QuickBooks Desktop, we rely on the existing product to determine whether it's created in the other platform as an Inventory or Non-Inventory item. ## QuickBooks Desktop > WooCommerce When a product is synced from QuickBooks Desktop into WooCommerce, it will be created in WooCommerce with the "Manage Stock" option **off** if the type of the QuickBooks item is not "Inventory". If the type of the QuickBooks item is "Inventory", the Manage Stock setting in the WooCommerce product will be **enabled**. ## WooCommerce > QuickBooks Desktop When a product or variation is synced from WooCommerce into QuickBooks Desktop, there's one setting in the WooCommerce product that controls whether it's created as an Inventory Product or a Non-Inventory product in QuickBooks Desktop. This setting is called **Manage Stock**. If the Manage Stock option is checked for a product/variation in WooCommerce, it will sync to QuickBooks as an **inventory** product. Otherwise it will be synced as a **non-inventory** product. - Once a product is synced to QuickBooks, it can't be changed from Inventory/Non-Inventory through MyWorks - so ensure your Manage Stock settings are correct **before** pushing products. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996118512/5c9a614a77f09ebe17df65bd4ea2/upload_4663759775899883250.png?expires=1788544800&signature=f60e2ca48a90fd9c47de444b778bff7a1541afb84abd5f00fa02e786078a08f3&req=dSkuEMh%2FlYReW%2FMW3nq%2BgRRz%2BMDKjD5FdrxYxIont66N%2FxqS4h4qlvn%2BS9hm%0AsPjFxo8DmyrmFjJpZ9gH1mzkMYk%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996118531/c2c335d3a5bb1eefaa854359297b/upload_4787418462737246687.png?expires=1788544800&signature=d599a864cc1e89bb2de406133ef7a55e81093e9cde31a9d52d23e279d80b7602&req=dSkuEMh%2FlYRcWPMW3nq%2Bge4PiRseQIyCLY8qOQh8SsWg%2FuyvlQP1Q%2BojGKFd%0AkAQg8bEmjw6nmRWiaYVRvL1YJH4%3D%0A) --- # General Usage --- ## How to Refresh Data (WooCommerce and QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13538291-how-to-refresh-data-woocommerce-and-quickbooks-desktop > Using MyWorks to rescan your lists of data from QuickBooks Desktop if data is changed in QuickBooks. One of the first steps to take after connecting your WooCommerce store to QuickBooks in the [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) Connection tab is to Refresh Data - to pull in your lists of customers, products, accounts, and more into our integrations settings. You'll use these lists to set default settings and map existing data to finish getting set up. Since refreshing data lets MyWorks recognize or “rescan” your full list of QuickBooks customers, products, accounts, and more into MyWorks Sync, you'll only need to refresh data if you change or delete something in a list of data** that you need to adjust in our sync for settings/mappings.** **Note: MyWorks automatically recognizes new customers/products added in QuickBooks.** ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996117327/e9aeb2e64d58739c723bf4450622/upload_6577454882091953749.png?expires=1788544800&signature=2bc26bf68df41bce1ccaebfa184845bd424890e5caf0a7c1e9599c63d16e5b04&req=dSkuEMh%2FmoJdXvMW3nq%2BgZpbXPGozvCUevbsUk1ts0hss0sQZNliBQIn%2BXRP%0AlNpeZmi89nTtU7NhhZKSELKLvAw%3D%0A) To refresh data, follow the below steps: - Visit MyWorks Sync > Refresh Data in your WordPress admin. - Enable the master switch and any switches for data you wish to refresh (ex. Customer, Product) - then save. - Ensure the Queue in MyWorks Sync > Queue is empty - (0). - Visit the Web Connector on your computer and click Update Selected. - Once the progress bars are complete in the Web Connector, re-visit the Refresh Data page above, turn off all the switches, and save. **Notes:** - The Web Connector should not have the Auto-Run checkbox turned on while refreshing data. This is to ensure that the Refresh Data request finishes before being looped to start over again. - While data is being refreshed, log entries will be created in MyWorks Sync > Log to record progress. You may visit this at any time to while the Refresh Data is running to view progress. - The Web Connector app limits 100 items to each request, so our application breaks down the requests also into 100 items. So, for example, if there are 5000 products in your QuickBooks, the Web Connector app will go through 50 requests to pull them all into our plugin. You only have to hit Update Selected once. --- ## Overview: How MyWorks syncs with WooCommerce and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538290-overview-how-myworks-syncs-with-woocommerce-and-quickbooks-desktop > Understanding how MyWorks Sync works Our [WooCommerce Sync for QuickBooks Desktop](https://myworks.software/integrations/woocommerce-quickbooks-sync/) has been crafted by our team with an "it just works" goal at the center of our development. We've taken years of industry experience with QuickBooks integration and combined that with everything we know about accounting and syncing best practices to accomplish something no other solution in this market has: **automatic real-time syncing. ?** So, how does it work? Our plugin syncs in **two** different methods - **Automatic Real Time** and **Manual**. But first, a quick note about triggers, and what happens as soon as you activate our plugin. ## After Activation Once our helper plugin is activated and configured - no existing will be automatically forced to sync. Unlike other solutions, our sync doesn't automatically push random data into QuickBooks Desktop - creating a confusing mess of duplicate and inaccurate data. Once our sync is configured - automatic real time syncing will be active. This means that any new data created from that point on will be automatically real-time synced to QuickBooks Desktop. It's as easy as that! :) ## How Syncing Works Syncing data is an easy process: - Add data (customers, orders, etc.) to our Queue (in MyWorks Sync > Queue in your WooCommerce admin).**This happens automatically for new orders. - You can manually add any data to the queue via MyWorks Sync > Push, or in WooCommerce > Orders, by clicking "Add to Queue". - In the QuickBooks Web Connector application on your QuickBooks computer, click Update Selected. This is what actually processes/runs the sync to sync any data currently in the queue. This means that when an order, customer or product is added or updated in WooCommerce, a syncing activity is added to our plugin queue. Our queue can be viewed at any time in MyWorks Sync > Queue. Once added to the queue, this activity will be synced into QuickBooks Desktop the next time the QuickBooks Web Connector application is run. This can be done manually by clicking Update Selected, or you can set the QuickBooks Web Connector to "Auto-Run" every X minutes. A recommended value for this is every 10-60 minutes. * Once the QuickBooks Web Connector runs, it will capture the queue activity and sync it into QuickBooks Desktop. The queue will then be emptied, however, you can view Previous queue activity by searching this on the top of the Queue page - or by visiting MyWorks > Log to see the log of syncing activity that has taken place. ## Syncing - Automatic Real Time You can control real-time sync in MyWorks Sync > Settings > Real Time Sync. Once real-time sync has been turned on here, our plugin will automatically sync the below data types in real time to QuickBooks Desktop. Customers*** When a customer is created or updated in WooCommerce, it will be created or updated in QuickBooks Desktop. If it already exists in QuickBooks Desktop, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur. ***Orders*** When an order is created or updated in WooCommerce, it will be created in QuickBooks Desktop / its corresponding invoice will be updated in QuickBooks Desktop. If an invoice for this order already exists in QuickBooks Desktop, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur. ***Products*** When a product is created or updated in WooCommerce, it will be created or updated in QuickBooks Desktop. If it already exists in QuickBooks Desktop, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur. ***Inventory*** Depending on the settings in Settings > Automatic Sync, when an inventory level is updated in WooCommerce, its inventory will be updated in QuickBooks Desktop when the web connector runs. This also occurs for QuickBooks Desktop to WooCommerce, if inventory sync is turned on in our Automatic Sync Settings. ***Payments*** When an order payment is made in WooCommerce (typically occurs at the time of checkout), it will be synced to QuickBooks Desktop. ## Syncing - Manually (push) Now that you have Automatic Real-Time Syncing setup, you're ready to rock and roll from here on out! Congrats! But...how about all the customers, orders, or even products that are in WooCommerce that haven't made it into QuickBooks Desktop? That's where our Push pages come in. Using these pages (explained in detail in our documentation) - you can manually select and push any historical WooCommerce data into QuickBooks Desktop. To access, visit MyWorks Sync > Push. Or, read more on our push pages here! --- ## Configuring your Settings - WooCommerce and QuickBooks Desktop Sync **URL**: https://support.myworks.software/en/articles/13538289-configuring-your-settings-woocommerce-and-quickbooks-desktop-sync > A helpful overview of MyWorks settings for syncing with QuickBooks Desktop The MyWorks Sync Settings area supports controlling a wide amount of minor to major details of how your data is synced with QuickBooks Desktop. **A majority of these settings are optional, and already are set by default. They do not need to readjusted unless the specific setting is desired.** In this article, we'll share additional information for many of the settings in MyWorks Sync > Settings. ## Default This section controls the very core settings of our sync - defaults. Here's where you'll set default / fallback products & accounts to ensure syncing doesn't fail - due to a field being empty. **Be sure to hover over the question marks to the right of the dropdowns to view additional information on what each dropdown controls.** Firstly, here's an example of what this section looks like on a standard setup. * **Default QuickBooks Item for unmapped products** This will be a general fallback sales product for the product line item in QuickBooks Desktop for products in WooCommerce orders that are not mapped to a QuickBooks product in Map > Products. As we create the order in QuickBooks Desktop, a QuickBooks Desktop product will be used for the QuickBooks Desktop invoice line item. This setting determines what product we'll use if the product is not mapped in Map > Products. This can also be intentionally left blank to purposely cause orders with an unmapped product to fail / be flagged for further review. **Default QuickBooks Sales Account for New Products** This option applies only for when/if you use our sync to push products from WooCommerce to QuickBooks Desktop to save you time instead of manually creating them in QuickBooks Desktop. This will normally be your Sales or Sales of Product Income account - and would be the same as what you'd choose if you were to manually create this product in QuickBooks Desktop. **Default QuickBooks Inventory Asset Account for New Products** This option applies only for when/if you use our sync to push inventory items from WooCommerce to QuickBooks Desktop to save you time instead of manually creating them in QuickBooks Desktop. This will normally be your Inventory Asset account - and would be the same as what you'd choose if you were to manually create this product in QuickBooks Desktop. **Default QuickBooks COGS Account for New Products** This option applies only for when/if you use our sync to push inventory items from WooCommerce to QuickBooks Desktop to save you time instead of manually creating them in QuickBooks Desktop. This will normally be your Cost of Goods Sold account - and would be the same as what you'd choose if you were to manually create this product in QuickBooks Desktop. **Default QuickBooks Shipping Item** This option sets the product used for the QuickBooks Desktop order line item when shipping is charged on a WooCommerce order. Normally this will be a product named Shipping / Handling in your QuickBooks Company, but the name may vary. If you don't charge shipping in WooCommerce, you can set this to anything as it will never be used. **Default QuickBooks Discount Item** This option sets the product for the QuickBooks Desktop invoice line item when a discount is used on a WooCommerce order. Normally this will be a Discounts or Coupons product in your QuickBooks Desktop, but the name will vary. If you don't use Coupons in WooCommerce, you can set this to anything as it will never be used. [For more information on how MyWorks can sync orders with discounts, we have a helpful doc here.](https://support.myworks.software/*/articles/13538499) ## Order This section contains settings relevant to syncing WooCommerce Orders. **All of these settings are optional and can be left as is, other than settings you'd like to utilize.** **Sync WooCommerce Orders as** This option is where you choose **how** you'd like your WooCommerce orders to be synced to QuickBooks Desktop: as Sales Receipts, Invoices, Sales Orders, Estimates **or** on a Per WooCommerce User Role/ Per Payment Gateway basis. **Sync Sales Order to QuickBooks with order** If enabled, in addition to the WooCommerce order which will be synced to QuickBooks Desktop, MyWorks Sync will sync a Sales Order to QuickBooks. This is for users who already sync orders as Invoices / Sales Receipts or Estimates **and additionally require** MyWorks Sync to sync a Sales Order with that WooCommerce Order. **Sync Purchase Order to QuickBooks with order** If enabled, in addition to the WooCommerce order which will be synced to QuickBooks Desktop, MyWorks Sync will sync a Purchase Order/s to QuickBooks. [Check out our documentation on syncing purchase orders here.](https://support.myworks.software/*/articles/13538497) **Block syncing orders before ID** This option is a safety catch-all to stop our sync from syncing orders before a certain ID. Although our sync will only **automatically sync new** orders, this prevents us from syncing orders before a certain ID if the order is accidentally edited or pushed in (Push > Orders in our sync) - for example - last years orders when you already closed the books. **Sync Order Notes to QuickBooks as** Choose to sync WooCommerce Order Notes to QuickBooks to the specified field. Blank by default. **Sync Customer Name to Statement Memo** Off by default , once enabled MyWorks Sync will sync the customer name to the QuickBooks Statement Memo field. **Use next QuickBooks Order #** Off by default, as MyWorks Sync will use the WooCommerce Order ID as the transaction number when syncing an order to QuickBooks. If enabled, MyWorks Sync will instead first check QuickBooks for the next available QuickBooks Order # and use it in place of the WooCommerce Order ID. [Check out our documentation on managing order # handling here.](https://support.myworks.software/*/articles/13538326) **Sync all orders to one QuickBooks Customer** [By default, MyWorks Sync will automatically map existing and sync new customers as needed.](https://support.myworks.software/_questions/1920062) If this setting is enabled, MyWorks Sync is able to instead sync all WooCommerce orders to a single QuickBooks Desktop customer - or multiple, based on the role of the WooCommerce customer placing the order. When enabled, a list of all your WooCommerce user roles will appear on the left and the dropdown on the right allows you to either sync orders to individual customers for that user role as per our default, or alternatively to select a single QuickBooks customer from the dropdown to sync these WooCommerce Orders to. **Billing Address Format (Max 5 Line)** Allows customizing which fields, and how MyWorks Sync will format a billing address when it syncs an order to QuickBooks. **Default fields are as follows: {_billing_first_name} {_billing_last_name} {_billing_company} {_billing_address_1}, {_billing_address_2} {_billing_city} {_billing_state} {_billing_postcode} {_billing_country} Available fields listed on the setting. Shipping Address Format (Max 5 Line)** Allows customizing which fields, and how MyWorks Sync will format a billing address when it syncs an order to QuickBooks. Default fields are as follows: {_shipping_first_name} {_shipping_last_name}**{_shipping_company} {_shipping_address_1}, {_shipping_address_2} {_shipping_city} {_shipping_state} {_shipping_postcode} {_shipping_country} Available fields listed on the setting. Sync Meta Data to Line Item Description** Off by default, enable to add WooCommerce Custom Order line item meta into Invoice /Sales Receipts Line Item Description. [Helpful doc on order line item meta here.](https://support.myworks.software/*/articles/13538485) **Add Product SKU after Line Item Description** If enabled, MyWorks Sync will add the product SKU directly after the line item description when syncing WooCommerce Orders to QuickBooks. **Use QuickBooks Item descriptions instead of WooCommerce Product name** Off by default, as the name of the WooCommerce product in the order is used for the QuickBooks description field for the order. Enable this setting to let the QuickBooks item descriptions be used in the QuickBooks order's Description column instead when syncing orders into QuickBooks. **Only sync orders if they are a specific status** This option controls when an order is automatically triggered to sync to QuickBooks. By default, MyWorks Sync will sync orders when they reach the status "Processing" or "Completed" which are the two order statuses where payment is made/ checkout is successful. However, you can add/remove any order status to this list should you wish MyWorks Sync to trigger a sync for any orders which reach the status specified. Custom order statuses are also supported here. This setting will always trigger an order to sync, when it reaches the trigger order status and the "Order" switch is in the on position in MyWorks Sync>Settings>Automatic Sync. **Sync a value to the "Other" QuickBooks order field** Allows you to sync a set value to the "other" field on a QuickBooks transaction. **QuickBooks Rep to be assigned to all orders** Allows you to assign a QuickBooks Rep to all WooCommerce Orders MyWorks Sync syncs to QuickBooks. **QuickBooks Class to be assigned to all orders** Allows you to assign a QuickBooks Class to all WooCommerce Orders MyWorks Sync syncs to QuickBooks. **QuickBooks Template to be assigned to all orders** Allows you to assign a QuickBooks Template for all WooCommerce Orders MyWorks Sync syncs to QuickBooks. If you set Sync WooCommerce Orders as>Per Role in Settings>Order you can also assign QuickBooks Templates on a per WooCommerce User Role basis. **Use today's date for QuickBooks order date** By default MyWorks Sync uses the WooCommerce Order Date as the QuickBooks order date when syncing an order to QuickBooks. Once enabled, instead the date of sync will be the date the order synced to QuickBooks. **Sync discounts within original product line item** Syncs the item discount within the original product line item. [See our documentation on discounts.](https://support.myworks.software/*/articles/13538499) **Sync discounts in separate line per product - using original QuickBooks item** Discounts are synced as an additional line on a per QuickBooks Line Item basis. [See our documentation on discounts.](https://support.myworks.software/*/articles/13538499) **Change WooCommerce order status after syncing into QuickBooks** Allows you to specify an order status a WooCommerce Order should be changed to after it syncs to QuickBooks. Off by default. **Use existing customer's QuickBooks Billing Address for order BillTo address** Instead of using the Billing Address on the order, if enabled MyWorks Sync will use the customer's existing QuickBooks Billing Address. **Set order To Be Printed when synced** Once a WooCommerce Order syncs to QuickBooks, the QuickBooks "To Be Printed" checkbox will be checked allowing users to pull a list of "To Be Printed" orders. **Set order To Be Emailed when synced** Once a WooCommerce Order syncs to QuickBooks, the QuickBooks "To Be Emailed" checkbox will be checked allowing users to pull a list of "To Be Emailed" orders. **Add Subtotal line item at the end of order** Allows you to specify a QuickBooks Product as the subtotal line item at the end of a WooCommerce Order synced to QuickBooks. **Add the above subtotal line before shipping / tax line** If checked the subtotal line item (must be enabled) will be synced before the Shipping and Tax lines. **Date for QuickBooks Order** Set to Order Date by default, allows you to specify from the dropdown a value to sync as the Date for the QuickBooks Order. **Mark invoice as Pending in QuickBooks when synced** If enabled, MyWorks Sync will mark invoices as pending in QuickBooks once synced. **Value for QuickBooks Payment Reference Number** Set to Transaction ID by default, allows you to specify from the dropdown a value to sync as the QuickBooks Payment Reference Number **Do not sync shipping line item with orders, if shipping is $0** If enabled, MyWorks Sync won't sync zero dollar shipping lines. **Add a blank line between each line in the QuickBooks order** Double spacing for line items in QuickBooks. ## Product This section contains settings relevant to syncing **new** products between WooCommerce and QuickBooks. **The WooCommerce Product Field on the left can be assigned a corresponding QuickBooks product field in the Dropdown on the right. All of these settings are optional and can be left as is unless desired to be adjusted.****WooCommerce Product Name** Allows you to specify which QuickBooks field to match with WooCommerce Product Name when syncing products. **WooCommerce Product SKU** Allows you to specify which QuickBooks field to match with WooCommerce Product SKU when syncing products. **WooCommerce Product Description** Allows you to specify which QuickBooks field to match with WooCommerce Product Description when syncing products. **WooCommerce Product Short Description** Allows you to specify which QuickBooks field to match with WooCommerce Product Short Description when syncing products. **WooCommerce status for new products** Choose the product status that products will be set to when synced into WooCommerce from QuickBooks Desktop. Draft* by default. ## Customer This section contains any relevant settings when syncing a customer from WooCommerce to QuickBooks. **All of these settings are optional and can be left as is unless desired to be adjusted.** **QuickBooks Rep assigned to new customers** Allows you to specify a QuickBooks Rep assigned to new customers **Customer Type assigned to new customers** Allows you to specify a QuickBooks Customer Type assigned to new customers. **Payment Term assigned to new customers** Allows you to specify a payment term to assign to new customers. **Payment Method assigned to new customers** Allows you to specify a payment method to assign to new customers. **Price Level assigned to new customers** Allows you to specify a price level to assign to new customers. **Sync new customers with appended user/order ID to name if the same name exists in QuickBooks, but email does not match.** Allows you to append a WooCommerce user/order ID to a QuickBooks Customer Name to force a unique customer to sync if the same name already exists in QuickBooks but email does not match. **Recognize inactive QuickBooks customers.** MyWorks Sync won't see inactive QuickBooks customers by default, enabling this setting allows MyWorks Sync to recognize inactive customers in QuickBooks. **Skip Country Field For 'US' Country** Skips including the Country field in addresses for customers and order, if "United States". ## Taxes This section contains settings relevant to tax settings for syncing WooCommerce Orders. The first two options are required - setting a QuickBooks Taxable and Non-Taxable code. **QuickBooks Taxable Code** Specify your QuickBooks Taxable Code. Normally: "Tax" **QuickBooks Non-Taxable Code** Specify your QuickBooks Non-Taxable Code. Normally: "Non" **Sales Tax Mapping Format** *Item* for United States of America, *Code* for outside USA. **Sync WooCommerce Order Tax as a Line Item** Only to be enabled if you use an Automated Sales Tax service in WooCommerce - and supports syncing the accurate tax to QuickBooks as a line item. [We have a helpful doc on this here.](https://support.myworks.software/*/articles/13538331) ## Mapping This section contains settings relevant to the mapping operations of our plugin. **All of these settings are optional and can be left as is unless desired to be adjusted.** **QuickBooks Display Name format for new customers** Allows you to specify the WooCommerce customer name values MyWorks should use for **both creating and identifying existing customers in QuickBook**s - for the "Display Name" field of a QuickBooks customer. **Available tags: {firstname} , {lastname} , {companyname} ,{email} ,{display_name}, {phone_number} *Choose either first/last name OR Company name. You cannot select both.* Determine matching customers by** Allows you to set the order of logic that will be followed to determine if a customer already exists in QuickBooks when syncing an order, or if a new customer should be created. The selected option will work with the above setting to set the display name of new customers created as well. **WooCommerce Customer Name formatting in Mapping pages** Allows you to specify the format in which you would like the WooCommerce customer name to be displayed on the Map > Customers page. Does not affect how data is synced. **QuickBooks Customer Name formatting in Mapping pages** Allows you to specify the format in which you would like the QuickBooks customer name to be displayed on the Map > Customers page. Does not affect how data is synced. **Enable Custom Mapping in Map -> Shipping Method Page** Check to enable custom mapping in Map -> Shipping Method page. Allows specification of WooCommerce Shipping Method Text **Block Automatically Syncing Any New Customers in to QuickBooks** Prevents syncing any new customers into QuickBooks. Helpful for cases where new customers are only manually created in QuickBooks - and prevents our sync from automatically creating new customers in QuickBooks if not desired. ## Pull This section contains settings relevant to the operations of pulling data from QuickBooks to WooCommerce. **All of these settings are optional and can be left as is unless desired to be adjusted.** **QuickBooks Product Price to sync pricing** Allows you to specify the QuickBooks field to use when syncing pricing up from QuickBooks into WooCommerce. Set to "Price" by default - only select another option if the specific custom field exists already in your QuickBooks, or you wish to use a Price Level instead. **QuickBooks Product Sale Price Field to pull from** When syncing pricing from QuickBooks to WooCommerce, a custom QuickBooks field can be chosen here if you'd like to manage/ sync "on sale" pricing from QuickBooks > WooCommerce. Blank by default. **QuickBooks inventory calculation format** Control the formula used for calculating inventory when syncing inventory from QuickBooks into WooCommerce. **Use "Max" inventory value when syncing inventory for Inventory Assembly Items** If enabled, MyWorks Sync will use the "Max Available to be Built" value when syncing an inventory value of an Inventory Assembly item to WooCommerce, instead of the "available quantity on hand" value. ## Automatic Sync MyWorks Sync can automatically sync **new data** between WooCommerce and QuickBooks. Existing/past data (customers, products, orders) will never be automatically synced - but can be easily pushed / pulled within MyWorks Sync. **By default, only new customer, order and payment syncing is enabled. **All other data types that can be configured for automatic sync are off by default but can be easily enabled to match your syncing requirements. **When will data sync?****You can use the Intuit Web Connector to both run a manual sync, and set the web connector to automatically run, every 30 minutes, for example: [Using the Intuit QuickBooks Web Connector](https://support.myworks.software/*/articles/13538292) WooCommerce > QuickBooks Desktop** By default, MyWorks Sync is configured to automatically sync Orders, Customers and Payments from WooCommerce to QuickBooks Desktop. MyWorks Sync can also automatically sync new Products and Variations from WooCommerce to QuickBooks Desktop.** QuickBooks Desktop > WooCommerce ** The options in this section control syncing data from QuickBooks Desktop to WooCommerce. MyWorks Sync can automatically sync changes in inventory and pricing information, as well as newly added products - from QuickBooks Desktop to WooCommerce. These are off by default to protect your data, but can be easily enabled when desired - and would take effect the next time the Web Connector is run. --- ## How the sync queue & logging works (WooCommerce and QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13538286-how-the-sync-queue-logging-works-woocommerce-and-quickbooks-desktop > How MyWorks Sync>Queue and MyWorks Sync>Log function Since QuickBooks Desktop doesn't have a standard API to use for integrations, [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) uses a combination of our proprietary WordPress plugin + the Intuit Web Connector. For more information on how [MyWorks Sync works, read our article here.](https://support.myworks.software/*/articles/13538290) ## Queuing MyWorks Sync uses a queue structure to sync data from WooCommerce to QuickBooks. This means that when an order, customer, product, or more is added or updated in WooCommerce, a syncing activity is added to our plugin queue. Our queue can be viewed at any time in MyWorks Sync > Queue. Once a sync activity is added to the queue, this activity will be synced into QuickBooks the next time the QuickBooks Web Connector application is run. This can be done manually by clicking Update Selected, or you can set the QuickBooks Web Connector to “Auto-Run” every X minutes. A recommended value for this is every 10-60 minutes. [Read more on the QuickBooks Web Connector here.](https://support.myworks.software/*/articles/13538292) The default view of the Queue page is set to show the Pending queue activity waiting to be synced into QuickBooks. You can clear this activity by clicking the Clear queue button at the bottom, or by clicking the trash icon next to a specific activity. You can also view Previous (already synced) or All activity using the filter on the top. ## Logging When the QuickBooks Web Connector runs (either manually or during auto-run), it will first log a "successfully authenticated" entry in your Log, which is found in MyWorks Sync > Log. Then, it will capture the current pending Queue activity and sync it into QuickBooks. The queue will then be emptied, however, you can view Previous queue activity by using the filter on the top of the Queue page – or by visiting MyWorks > Log to see the log of syncing activity that has taken place. All sync successes and errors will be recorded on this Log page. The error description usually details a specific reason why the specific syncing activity errored out. Once the error has been resolved, you may visit the Push section of the plugin to push the related data into the queue for syncing again. --- ## How to configure Mapping - WooCommerce and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538285-how-to-configure-mapping-woocommerce-and-quickbooks-desktop > Explore how to map your customers, products, payment methods, tax rates and more in MyWorks Sync for QuickBooks Desktop The mapping section of [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) allows you to 'match' data that exists in both WooCommerce and QuickBooks Desktop. Your mappings must be set after you install the helper plugin and connect to QuickBooks Desktop, and before you can begin syncing. Your mappings can be changed at any time. **"What do I need to Map?"** You only need to map data (customers, products, etc) that exists in both WooCommerce and QuickBooks. If data exists just in WooCommerce, and not in QuickBooks, you can either leave it unmapped, or push it to QuickBooks in MyWorks Sync > Push (which will also then automatically map it for you). ## Before You Map Ensure you have refreshed your data in our Refresh Data tab to pull in your latest customers, products, accounts and more from QuickBooks Desktop. [Read more about this here.](https://support.myworks.software/*/articles/13538291) If you have made any changes in QuickBooks Desktop (added a product, modified an account, etc) - make sure you Refresh Data to reflect this new data in the Settings and Mapping pages. ## Customer Mapping **Want to sync all WooCommerce orders into one single QuickBooks Desktop customer? You won't need to map your customers then. Visit our Settings page to correctly set the QuickBooks customer to sync all orders to.** This page allows you to map existing WooCommerce customers to existing QuickBooks Desktop customers. This should be done right after you activate the plugin and refresh your data initially. It's not a requirement to map your existing customers! Since MyWorks always checks QuickBooks before syncing each order to see if a customer exists already in QuickBooks, it's only necessary to map customers if they are in both WooCommerce and QuickBooks, AND do **not** have a matching email address or name between them. If a customer is already in WooCommerce and QuickBooks and has a matching email or name, they can be left unmapped, as we'd automatically find that existing customer in QuickBooks as we sync their next order. **Only existing customers will need to be mapped after you activate the plugin. When new customers are created in WooCommerce from this point forward, they will be automatically synced to QuickBooks Desktop AND mapped in this page.** Choose the Filter option to search for a specific customer, and use the dropdown on the top right to display 20 or more entries per page. The table on the page shows WooCommerce customers on the left and QuickBooks Desktop customers in a dropdown on the right. If a dropdown on the right is blank, it means a customer is not mapped. If a customer is not mapped, the next time an order is placed under that customer, MyWorks Sync will attempt to create the customer in QuickBooks Desktop, then sync the order over. **If the customer already exists in QuickBooks Desktop but is not mapped on this page, an error will result.** To map your customers, simply choose a QuickBooks Desktop customer in the dropdown in the right column and select it. You can also search for a customer in the dropdown field. Then scroll to the bottom and click save. ### Automapping For companies with a lot of customers - individually mapping customers is not a viable solution. This is where our AutoMap solution will assist with this process. Simply scroll to the bottom of the page, and click the button to **Automap Customers By Email**. This will automatically match WooCommerce customers to QuickBooks Desktop customers based on their email address. **Automapping customers will clear any current customer mappings you have in place. Be sure before you AutoMap customers, unless this is your first time and all customers are not mapped.** ## Product Mapping This page allows you to map existing WooCommerce products to existing QuickBooks Desktop products. This should be done right after you activate the plugin and refresh your data initially. **Only existing products will need to be mapped after you activate the plugin. When new products are created in WooCommerce from this point forward, they will be automatically synced to QuickBooks Desktop AND mapped in this page.** Choose the Filter option to search for a specific product, and use the dropdown on the top right to display 20 or more entries per page. The table on the page shows WooCommerce products on the left and QuickBooks Desktop products in a dropdown on the right. If a dropdown on the right is blank, it means a product is not mapped. **If a product is not mapped**, when an order is placed or pushed that contains that product, the line item will default to the *Default QuickBooks Product* set in Settings. The column on the far right for QuickBooks Class represents class support. If this dropdown is blank, you don't have class support enabled in QuickBooks Desktop and can safely ignore. To map your products, simply choose a QuickBooks product in the dropdown in the right column and select it. You can also search for a product in the dropdown field. Then scroll to the bottom and click save. ### Automapping For companies with a lot of products - individually mapping products is not a viable solution. This is where our AutoMap tool will assist with this process. Simply scroll to the bottom of the page, and click the button to **Automap Products By SKU**. This will automatically match WooCommerce products to QuickBooks Desktop products **based on their SKU.** **Automapping products will clear any current product mappings you have in place. Be sure before you AutoMap products, unless this is your first time and all products are not mapped.** ## Payment Gateway Mapping This page allows you to map & configure WooCommerce payment gateways for when orders are synced to QuickBooks Desktop. This should be done right after you activate the plugin and refresh your data. This page is organized by Payment Gateway and Currency. Each payment gateway represents a row on the page, and for each currency you have enabled, a column will show with individual settings to configure the payment gateway for a specific currency. If you only have one currency enabled, only one column will be present. Each gateway has a number of options to choose from, and these options are detailed below. ***Enable Payment Syncing*** This is the master setting to enable payment syncing for this gateway. If this option is off, payments made through this gateway will not be synced to QuickBooks Desktop. ***QuickBooks Payment Method*** Choose the payment method in QuickBooks Desktop that this gateway corresponds to. This is purely aesthetic, and you can add or modify payment methods in QuickBooks Desktop Lists. ***QuickBooks Desktop Bank Account*** This is the bank account in QuickBooks Desktop that the payments made through this gateway will be deposited into when the payment is synced. ***Terms Mapping*** If you wish to specify a specific Term to an invoice or sales receipt that's synced over to QuickBooks Desktop through this payment gateway, this would be set here. Otherwise, default is to leave blank. ***Only Sync Payment when Order is Marked As…*** This setting applies to COD type payment gateways only - where the payment is not actually made on checkout - like wire transfer or mail in check. When you mark the order as this status in WooCommerce, that will trigger the payment to sync into QuickBooks. **For most gateways, you may leave this blank.** Don't forget to scroll to the bottom of the page and Save! ## Tax Mapping This page allows you to map WooCommerce tax rules to existing QuickBooks Desktop tax rules. This should be done right after you activate the plugin and Refresh Data. The table on the page shows WooCommerce tax rules on the left and QuickBooks Desktop tax rules in a dropdown on the right. If a dropdown on the right is blank, it means a tax rule is not mapped. If a tax rule is not mapped, and an order is placed that includes that tax rule, an error will most likely occur. Each row represents one tax rule. There is an extra row under each tax rule with a + sign. This represents support for Dual Tax Rates. In this row, you would choose a dual rate that exists in your WooCommerce store, and map this to the QuickBooks Desktop dual tax rate that corresponds to this. To map your tax rules, simply choose a QuickBooks Desktop tax rule in the dropdown in the right column and select it. Then scroll to the bottom and click save. ## Coupon Code Mapping This page allows you to map existing WooCommerce coupon codes to existing QuickBooks Desktop products - that would act as a discount in an Invoice or Sales Receipt line item. This should be done right after you activate the plugin and Refresh Data. Choose the Filter option to search for a specific coupon code, and use the dropdown on the top right to display 20 or more entries per page. The table on the page shows WooCommerce Coupon Codes on the left and QuickBooks Desktop Products in a dropdown on the right. If a dropdown on the right is blank, it means a coupon code is not mapped. If a coupon code is not mapped, the next time an order is placed that includes that coupon code, it will be synced using the default fallback Coupon Code product you chose in settings. The column on the far right for QuickBooks Class represents class support. If this dropdown is blank, you don't have class support enabled in QuickBooks Desktop and can safely ignore. To map your coupon codes, simply choose a QuickBooks Desktop product in the dropdown in the right column and select it. You can also search for a product in the dropdown field. Then scroll to the bottom and click save. ## Shipping Method Mapping This page allows you to map existing WooCommerce shipping methods to existing QuickBooks Desktop products - that would represent this shipping charge in an Invoice or Sales Receipt line item. This should be done right after you activate the plugin and Refresh Data. Choose the Filter option to search for a specific shipping method, and use the dropdown on the top right to display 20 or more entries per page. The table on the page shows WooCommerce Shipping Methods on the left and QuickBooks Desktop Products in a dropdown on the right. If a dropdown on the right is blank, it means a Shipping Method is not mapped. If a Shipping Method is not mapped, the next time an order is placed that includes that Shipping Method, it will be synced using the default fallback Shipping Product you chose in settings. The column on the far right for QuickBooks Class represents class support. If this dropdown is blank, you don't have class support enabled in QuickBooks Desktop and can safely ignore. To map your Shipping Methods, simply choose a QuickBooks Desktop product in the dropdown in the right column and select it. You can also search for a product in the dropdown field. Then scroll to the bottom and click save. --- ## Pushing data from WooCommerce to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538283-pushing-data-from-woocommerce-to-quickbooks-desktop > Gain an understanding of how to efficiently push data from WooCommerce to QuickBooks Desktop and streamline your accounting workflow. [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) push section allows you to manually push data from WooCommerce into QuickBooks Desktop. Normal/recommended use for this section is to either push over historical data that existed before our plugin was installed, or to re-push over data that encountered an error when syncing to QuickBooks Desktop. ### "When do I need to Push?" The Push Section allows you to push data that exists in WooCommerce, but not in QuickBooks Desktop - into QuickBooks Desktop. If you have data (customers, products, etc) that already exists in both QuickBooks and WooCommerce, you simply need to map it in MyWorks Sync > Map. ## Customer Push In this tab, you can select and push customers to QuickBooks Desktop. Choose the Filter option to search for a specific customer, and use the dropdown on the top right to display 20 or more entries per page. **It is important to note, that when customers are manually or automatically pushed/synced to QuickBooks Desktop, they will be automatically mapped for you in the Map > Customers tab.** Once you've selected the customers you wish to push over, scroll to the top and click **Push Selected Clients. **This will add the customers you wish to push to the Queue in MyWorks Sync>Queue. A status window will pop up where you can track the queue addition progress. If you encounter any errors, be sure to check the Log page for further clarification. Once added to the queue, **the next time your QuickBooks Web Connector is either run manually - or on autorun, these customers will be synced into QuickBooks Desktop.** ## Order Push In this tab, you can select and push orders from WooCommerce to QuickBooks Desktop. Choose the Filter option to search for a specific customer or date range, and use the dropdown on the top right to display 20 or more entries per page. **It is important to note that before pushing orders, you should check and verify ALL of the customer and product mappings in your Map tab to ensure they are correct.** Once you've selected the orders you wish to push over, scroll to the top and click **Push Selected Orders. **This will add the orders you wish to push to the Queue in MyWorks Sync>Queue. A status window will pop up where you can track the queue addition progress. If you encounter any errors, be sure to check the Log page for further clarification. Once added to the queue, **the next time your QuickBooks Web Connector is either run manually - or on autorun, these orders will be synced into QuickBooks Desktop.** When pushing orders over, an invoice will be created in QuickBooks Desktop. Do not forget to also push the payment over after pushing over orders, if you so desire. ## Product Push In this tab, you can select and push products and variations from WooCommerce to QuickBooks Desktop. Choose the Filter option to search for a specific product, and use the dropdown on the top right to display 20 or more entries per page. **It is important to note that before pushing products, you should verify that the Default Product Accounts are correct in Settings.** Once you've selected the products you wish to push over, scroll to the top and click **Push Selected Products. **This will add the products you wish to push to the Queue in MyWorks Sync>Queue. A status window will pop up where you can track the queue addition progress. If you encounter any errors, be sure to check the Log page for further clarification. Once added to the queue, **the next time your QuickBooks Web Connector is either run manually - or on autorun, these products will be synced into QuickBooks Desktop.** ## Inventory Push In this tab, you can select and push inventory levels from WooCommerce to QuickBooks Desktop. Choose the Filter option to search for a specific product, and use the dropdown on the top right to display 20 or more entries per page. **It is important to note that you can only push inventory levels for products/variations that are already mapped in MyWorks Sync > Map > Products. ** Once you've selected the inventory levels you wish to push to QuickBooks Desktop, scroll to the top and click Push Selected Inventory. This will add the inventory you wish to push to the Queue in MyWorks Sync>Queue. A status window will pop up where you can track the queue addition progress. If you encounter any errors, be sure to check the Log page for further clarification. Once added to the queue, **the next time your QuickBooks Web Connector is either run manually - or on autorun, these inventory levels will be synced into QuickBooks Desktop.** ## Payment Push In this tab, you can select and push payments from WooCommerce to QuickBooks Desktop. Choose the Filter option to search for a specific customer or date range, and use the dropdown on the top right to display 20 or more entries per page. **It is important to note that before pushing payments, you should check and verify the mappings in Map > Payment Methods are correct.** Once you've selected the payments you wish to push over, scroll to the bottom and click **Push Selected Payments. **This will add the payments you wish to push to the Queue in MyWorks Sync>Queue. A status window will pop up where you can track the queue addition progress. If you encounter any errors, be sure to check the Log page for further clarification. Once added to the queue, **the next time your QuickBooks Web Connector is either run manually - or on autorun, these payments will be synced into QuickBooks Desktop.** **When pushing payments over, an invoice must already exist in QuickBooks Desktop**, or it will error out. Push the invoices over first by going to Push > Orders. --- # Common Questions --- ## Default Fields & Sync Direction Summary - WooCommerce and QuickBooks Desktop Sync **URL**: https://support.myworks.software/en/articles/13538336-default-fields-sync-direction-summary-woocommerce-and-quickbooks-desktop-sync > Review the default fields uses when MyWorks is syncing, and explore which data is able to be synced in each direction ## Summary [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) has a lot of different options when it comes to syncing data, and this article helps share what direction data syncs, whether new or updated data syncs, and what fields are synced by default. Below are a list of the default fields synced/mapped already in our sync. Custom field mapping is supported, and is handled on a case by case basis over support ticket. Additional WooCommerce plugins that add extra functionality/fields would not conflict with our sync, but may need custom mapping if their fields need to be used by our sync. ## WooCommerce -> QuickBooks Desktop **Customer (new)** - First Name - Last Name - Company Name - Email - Phone Number - Address Line 1 - Address Line 2 - City - State - Postcode - Country **Order (new and updated)** - Can be synced as Invoice, Sales Receipt, Sales Order, or Estimate - Order Number (can be WooCommerce order ID, custom order number, or next QuickBooks number) - Associated Customer - Billing Address - Shipping Address - Order Date - Due Date (If invoice) - Class - Product/Service line items - SKU - Description - Quantity - Amount - Class - Inventory Site (with Advanced Inventory) - Shipping Amount - Discount - Tax - Memo - Custom Fields (custom mapping handled on a case by case basis) **Product (new)** - Item Name/Number (uses WooCommerce SKU if exists, otherwise WooCommerce name) - Description (optional) - Inventory Level (if inventory product) - Price **Variation** **(new)** - Item Name/Number (uses WooCommerce SKU if exists, otherwise WooCommerce name) - Description (optional) - Inventory Level (if inventory product) - Price **Payment (new)(if invoice)** - Related invoice - Payment Date - Payment Method - Reference No. (Transaction ID or WooCommerce order number) - Amount Received **Refund (new)** - Syncs as Credit Memo with optional CreditCardRefund record - Refund Date - Payment Method - Class - Reference No. (Transaction ID or WooCommerce order number) - Amount Refunded - Items Refunded ## QuickBooks Desktop -> WooCommerce **Product (new)** - QuickBooks Item Name/Number - Sales Description - Purchase Description - Inventory Level - Price - *Created as a simple product in WooCommerce, with choice of status as Published, Draft or Pending Review* **Inventory Level (any updates)** - Inventory Level - Quantity on Hand, or, - Available Quantity (Quantity on Hand - Quantity on Sales Order) **Pricing (any updates)** - Regular Product Price *Syncs any changes from the QuickBooks Price field to the "Regular Price" field in WooCommerce.* - Sale Product Price *Syncs any changes from the QuickBooks Price field to the "Sale Price" field in WooCommerce - which represents the price a product is "on sale" for. * - Custom support available for syncing Pricing Levels, if supported in WooCommerce The QuickBooks product price fields our sync reads can be set in MyWorks Sync > Settings > Pull - and can be the following fields: - Regular Sales Price field in the QuickBooks Item - A custom field in the QuickBooks Item named "SalesPrice" - A custom field in the QuickBooks Item named "Retail Price" - A *per-item* "Price Level" present in QuickBooks --- ## Switching from QuickBooks Desktop to QuickBooks Online with MyWorks Sync (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538509-switching-from-quickbooks-desktop-to-quickbooks-online-with-myworks-sync-woocommerce > Easily change MyWorks Sync plans when moving from Quickbooks Desktop to QuickBooks Online. Are you currently using QuickBooks Desktop and needing to change to QuickBooks Online? Since MyWorks Sync supports both QuickBooks Online and QuickBooks Desktop, this shouldn't be a disruption to how you sync with WooCommerce. We've compiled a list of helpful tips below to consider as you plan your move from QuickBooks Desktop to QuickBooks Online. *Since there is a large difference in features between QuickBooks Desktop and QuickBooks Online, we always recommend carefully considering all the consequences of switching, as QuickBooks Desktop has many features that are not present in QuickBooks Online.* - MyWorks sync supports connecting with both QuickBooks Online and QuickBooks Desktop. When ready to stop syncing with QuickBooks Desktop, and begin connecting to QuickBooks Online, simply: Remove our QuickBooks Desktop sync helper plugin from your site, - Add a QuickBooks Online sync plan to your account from within the My Plans menu in your account, - Follow the prompts to install our QuickBooks Online helper plugin on your site and proceed with connecting to QuickBooks. - Whether you migrate your QuickBooks Desktop company to QuickBooks Online, or start fresh with QuickBooks Online, you would need to re-set up our QuickBooks Online sync on your site, as settings/mappings from within our QuickBooks Desktop sync would not be able to be carried over. - We have excellent [documentation on our QuickBooks Online sync setup/usage here](https://support.myworks.software/_categories/446118)! --- ## How Syncing Works - WooCommerce and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538337-how-syncing-works-woocommerce-and-quickbooks-desktop > Understand the basics of syncing MyWorks with QuickBooks Desktop! Our [WooCommerce Sync for QuickBooks Desktop integration](https://myworks.software/integrations/woocommerce-quickbooks-sync/) has been crafted by our team with an "it just works" goal at the center of our development. We've taken years of industry experience with QuickBooks integration and combined that with everything we know about accounting and syncing best practices to accomplish a robust and automatic sync solution. So, how does it work? MyWorks Sync will be able to automatically sync **new** data (like customers, orders, and more) after it has been set up. Any past/historical data will **not** be automatically synced, but is very easy to "push" through our sync to QuickBooks Desktop. ## After Activation Once our helper plugin is activated and configured in WooCommerce- no existing data will be automatically synced - only new data. Unlike other solutions, our sync doesn't automatically push past data into QuickBooks Desktop - creating a confusing mess of duplicate and inaccurate data. Once our sync is configured - automatic syncing will be active. This means that any new data created from that point on will be automatically synced to QuickBooks Desktop as the web connector runs. It's as easy as that! :) ## How Syncing Works Syncing data is an easy process: - Add data (customers, orders, etc) to our Queue (in MyWorks Sync > Queue in your WooCommerce admin). This can happen automatically for new data - like customers, orders, etc - and is controlled in MyWorks Sync > Settings > Automatic Sync. - You can also manually add any data to the queue either via MyWorks Sync > Push, or next to an order in WooCommerce > Orders, by clicking "Add to Queue". - In the QuickBooks Web Connector application on your QuickBooks computer, click Update Selected (or set it to automatically run). This is what actually processes/runs the sync to sync any data currently in the queue. This means that when an order, customer or product is added in WooCommerce, a syncing activity is added to our plugin queue. Our queue can be viewed at any time in MyWorks Sync > Queue. Once added to the queue, this activity will be synced into QuickBooks Desktop the next time the QuickBooks Web Connector application is run. This can be done manually by clicking Update Selected, or you can set the QuickBooks Web Connector to "AutoRun" every X minutes. A recommended value for this is every 30-60 minutes. * Once the QuickBooks Web Connector runs, it will capture the queue activity and sync it into QuickBooks Desktop. The queue will then be emptied, and sync activity can be easily viewed by visiting MyWorks > Log. ## Automatic Sync (new data) You can control automatic sync in MyWorks Sync > Settings > Automatic Sync. Once automatic sync has been turned on here, our sync will automatically sync the below data types to QuickBooks Desktop as they occur - when the Web Connector next runs a sync: **Customers*** When a customer is created in WooCommerce, it will be created in QuickBooks Desktop. If it already exists in QuickBooks Desktop, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur. ***Orders*** When an order is created in WooCommerce, it will be created in QuickBooks Desktop. ***Payments*** When an order payment is made in WooCommerce (typically occurs at time of checkout), it will be synced to QuickBooks Desktop. ***Products*** When a product is created in WooCommerce, it can be created in QuickBooks Desktop. The opposite direction is also supported - products added in QuickBooks Desktop can be automatically synced to WooCommerce. ***Inventory*** When an inventory level is updated in QuickBooks, its inventory will be updated in WooCommerce. ***Price*** When a product's price is updated in QuickBooks, its price will be updated in WooCommerce. ## Manual Sync (past data) Now that you have Automatic syncing setup, you're ready to rock and roll from here on out! Congrats! But...how about past customers, orders or even products that are in WooCommerce that haven't made it into QuickBooks Desktop? That's where our Push & Pull pages come in. Using these pages (explained in detail in our documentation) - you can manually select and push any historical WooCommerce data into QuickBooks Desktop. To access, simply visit MyWorks Sync > Push to sync data from WooCommerce to QuickBooks; or MyWorks Sync > Pull to pull products up from QuickBooks to WooCommerce! --- # Web Connector --- ## Adding MyWorks Sync to additional QuickBooks Desktop computers (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538539-adding-myworks-sync-to-additional-quickbooks-desktop-computers-woocommerce > Easily setup MyWorks Sync on multiple QuickBooks Desktop computers for more flexible control running the sync. MyWorks Sync can be used to sync on more than one QuickBooks Desktop computer by adding our sync to the Web Connector on each computer. The below steps can be followed to add MyWorks to the QuickBooks Web Connector on each desired QuickBooks computer - following these steps once for each computer. * Tip: The Web Connector should not have Auto-Run enabled on more than one QuickBooks computer at a time to prevent an overlap/conflict in syncing. - Ensure QuickBooks Desktop is open with the company you intend to connect to. You do not need to be logged in as the QuickBooks Admin, as long as MyWorks is already connected on at least one QuickBooks computer. - On the QuickBooks computer you're adding our sync to, log into your WooCommerce website's admin area. In MyWorks Sync > Connection in your Wordpress Admin, click the Generate QWC file* button on the lower left. - Double click the resulting downloaded file to open it in the Web Connector and finalize connecting to your QuickBooks Company. - Once you see the MyWorks application in the Web Connector, copy the Web Connector Password from MyWorks Sync > Connection on your site - to the Password field in the web connector. --- ## Syncing with MyWorks using the Web Connector while QuickBooks Desktop is closed (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538342-syncing-with-myworks-using-the-web-connector-while-quickbooks-desktop-is-closed-woocommerce > How to correctly configure MyWorks to sync with the Web Connector while QuickBooks Desktop is closed yncNormally, it's most common that when syncing with [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/), the QuickBooks company you're syncing with be **open**, and the QuickBooks Web Connector be **open** as well. There are a few advanced scenarios where you can sync with multiple QuickBooks companies, or sync with your QuickBooks company even if it's closed. There are a few requirements QuickBooks has for the Web Connector: - You cannot run the Web Connector while **more than one **QuickBooks company is open. (QuickBooks Enterprise) - If a QuickBooks company is open, and you're running the Web Connector, the company that is open must be the one that was originally connected to when setting up our sync. A different QuickBooks company cannot be open. If the above requirements are not followed, running the web connector will result in an error. ## Syncing with QuickBooks while closed It is possible to sync with QuickBooks while the entire QuickBooks application (and company) is closed - keeping only the Web Connector application open. - In your QuickBooks company, press control + 1 to open a diagnostic window. This will show the full QuickBooks company file path.**​ - In MyWorks Sync > Connection in your WooCommerce or Shopify admin, area enter this full company file path in the field on this page. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996119813/9a920a20a8349ba01e37abafb44c/upload_4251140806414697580.png?expires=1788544800&signature=38e9f0204985876c83106a987be4063b0f1139057a7aa5cfe85678d436aba28a&req=dSkuEMh%2FlIleWvMW3nq%2BgSGSEOoMaq4M6XBrD%2F4ooOkka7WaHcY1j7Y5xOeM%0ApeqEWgBkabq2WxLaG2KgsRqA14k%3D%0A) Once this is entered, the web connector will be able to run the sync even while the QuickBooks company is closed. Common issues:** - If the web connector fails to connect once the above is in place, ensure that the ".qbw" extension of your company file is present in the full file path entered above. It should also be lowercase, not uppercase. - If the web connector still fails to connect, QuickBooks may not be running as a service on your computer. Try opening the QuickBooks application, but not opening any company. If the web connector then runs, this confirms that QuickBooks is not set up to run as a background service on your computer. ## Updating QuickBooks Web Connector Permissions In addition to the above step, QuickBooks does need to have permissions enabled for the Web Connector to connect to QuickBooks when the QuickBooks company is closed. This is chosen in the screen you see when first connecting MyWorks to QuickBooks - but can also be changed below in your QuickBooks preferences. **Edit > Preferences > Integrated Applications > Click “Properties” next to MyWorks.** ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996119833/39c323a4a0e03d13af8622fdbfd0/upload_1259155286474548437.png?expires=1788544800&signature=194640bf168d6e974166548a22b7c7612d2cb78865ea2d2b3c2ad2579d0d5993&req=dSkuEMh%2FlIlcWvMW3nq%2BgVhU8L29SIE4vc0eke28q7z9I0nGn7u5AysJrMq3%0AXkmZ1Okv3RTdGcKhWF0HqCPgGMM%3D%0A) --- ## Using the Web Connector with multiple computers/users (WooCommerce and QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13538339-using-the-web-connector-with-multiple-computers-users-woocommerce-and-quickbooks-desktop > How to configure MyWorks Sync on multiple Web Connectors The Intuit QuickBooks Web Connector is a Windows application developed by Intuit, included with your QuickBooks install - that allows data exchange with QuickBooks Desktop and is how [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) connects WooCommerce with QuickBooks Desktop. [For general information on using the Web Connector with MyWorks Sync, you may visit our documentation article here.](https://support.myworks.software/*/articles/13538292) Sometimes you may have multiple users (with their own computer or user account) in your company who would like to use the Web Connector to sync data from your site with your QuickBooks company. Since our application is installed in the Web Connector on a per user/account basis - this is possible, but just requires adding our application to each desired QuickBooks computer. It's also important to note that we recommend only one Web Connector should be running a sync at the same time. ## Adding our application to multiple Web Connectors - Visit MyWorks Sync > Connection in your wp-admin, on the user's computer you wish to connect to MyWorks Sync. - Click the Generate QWC file button to download a connection file on their computer. - Double click this connection file and proceed through the prompts to add it to their QuickBooks. #### Important Notes/Tips - Only one user should be running a sync at a time. We recommend you only have the Web Connector open on one computer at a time to ensure this. - The username/password set in MyWorks Sync > Connection on your site must remain the same and unchanged when generating QWC files for multiple users. If it is changed at any time, you will receive unexpected results and authentication errors for some users, and would need to regenerate the connection file for all users. --- ## Re-Connecting MyWorks after upgrading QuickBooks Desktop Company versions (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538035-re-connecting-myworks-after-upgrading-quickbooks-desktop-company-versions-woocommerce > Learn how to easily reconnect MyWorks after upgrading your QuickBooks Desktop Company versions. Need to re-connect [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) to your QuickBooks company after you've upgraded your QuickBooks Desktop version? The simple steps below will help with this - which is only necessary if you've performed a version upgrade of your QuickBooks Desktop application - for example, from v23 to v24. ## 1. Open your QuickBooks Company Once your upgrade is complete, open your QuickBooks Desktop Company, and log in as the **admin** user. ## 2. Open your Web Connector Then, open your QuickBooks Web Connector application on your QuickBooks computer. MyWorks should still be present in it, and it should look like the example below. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108089/0c0c2108d60694a7306bacf273ab/upload_10039933196262951581.png?expires=1788544800&signature=11e028d160d4435a7359dc763ad2957477a440bc65aede6d9b326ad050db4fe0&req=dSkuEMh%2BlYFXUPMW3nq%2Bgfpexf6oVmfU31lU18WrW9RdHIZ6UK1EGmP7ePPe%0ArS6IPWkYYZ9dCUhAW6e1bRFwjEA%3D%0A) ## 3. Run the sync and authorize in QuickBooks Then, simply run the sync normally by clicking Update Selected in the Web Connector. As it runs, you may get a popup in your QuickBooks to authorize connecting to this updated QuickBooks company file. Simply approve the authorization. Then, you're all set to go! You can continue using MyWorks while logged in to QuickBooks as any user, not just the admin user. Are you using the Web Connector to sync while QuickBooks is closed? [Check out our instructions here](https://support.myworks.software/*/articles/13538342) to update your QuickBooks company file path in our sync if it changed during the upgrade. --- ## Using the Intuit QuickBooks Web Connector (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538292-using-the-intuit-quickbooks-web-connector-woocommerce > how to use the Intuit QuickBooks Web Connector ## What is the Intuit QuickBooks Web Connector? The Intuit QuickBooks Web Connector is a Windows application developed by Intuit that allows data exchange with QuickBooks Desktop and is how [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) connects WooCommerce to QuickBooks Desktop. It can be downloaded [here.](https://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector) Since QuickBooks Desktop doesn't have a standard API to use for integrations, our syncing solution uses a combination of our proprietary Wordpress plugin + the Intuit Web Connector to sync data. For more information on how our [sync works, read our article here.](https://support.myworks.software/*/articles/13538290) Although we detail how to setup the QuickBooks Web Connector in our [installation instructions here](https://support.myworks.software/*/articles/13538263), the purpose of this article is to clarify and recommend everyday use practices for using the QuickBooks Web Connector with our syncing solution. ## Initial Use / Setup After installing the QuickBooks Web Connector application on your computer, as shown in our installation instructions, you'll download a connection file from our sync in your WooCommerce admin area and Add it as an Application to the QuickBooks Web Connector. Right-click the QuickBooks Web Connector icon in your Windows task bar to pin it to the task bar for easy future access! * ## During Setup: During setup, and while running the first few initial updates/syncs, we recommend you keep the AutoRun checkbox off, and instead select the checkbox to the left of the application, then click the Update Selected button on the top of the window to manually initiate a sync. This gives you more control over the interval of the syncing as you get comfortable doing the [initial data refresh](https://support.myworks.software/*/articles/13538291) - then syncing your first data with our plugin. ## Running the Web Connector - You can open the web connector from within QuickBooks Desktop by visiting: File > (App Management) > Update Web Services ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996117419/8ee98d43868c655bd1620d981213/upload_1026397271854162406.png?expires=1788544800&signature=ff0ff750648216747fda7725c7a48c6ea1cbad3ea987090607d2e9baacfff859&req=dSkuEMh%2FmoVeUPMW3nq%2BgQV%2BnXMlSnP%2FAcF9OtW3alDN%2FDktJVgew%2FN6NzVT%0A36yrDQGfvxq3J4QpY7DNYQaezeI%3D%0A) Or alternatively, search for "Web Connector"* in the Windows Search Bar: ​ * - Once it is opened, you want to check the box next to your company name, and then hit "Update Selected" * ​ * - You may also configure the Web Connector's auto-run feature. This will let the web connector run every 15 (or more) minutes while the QB company file is open. After selecting the feature you will see the schedule on the bottom of the page.* ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996117490/df3ce2f42498d9b1653c4e85a8b8/upload_3676135209723913151.png?expires=1788544800&signature=9df676065f91f3cc4a502dd6ba386aff8f0f25aa5dfe439f26c42033bb43e644&req=dSkuEMh%2FmoVWWfMW3nq%2BgTqQV1hySvRl6iZOAO5BIa40P%2B%2B42C53DzpbZcig%0AlQLFJREkD%2B4Z2SazS6oFCPnhAFc%3D%0A) ## Ongoing Use - Using Autorun vs. Manually Running If you wish to have more control over when data is synced into QuickBooks through the Web Connector, you may leave the AutoRun box unchecked and simply click Update Selected whenever you wish to run a sync. Our plugin will simply [build up activity in the plugin Queue](https://support.myworks.software/*/articles/13538286) since the last sync was performed - so it's perfectly fine to manually run the sync whenever you'd like. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996117515/f647bcd407f7a67e7aa1f86556d4/upload_9055321684441256070.png?expires=1788544800&signature=a1d0be341104a92be2be53e30642c8c1063cda492924095d3fac970ae7c10c4a&req=dSkuEMh%2FmoReXPMW3nq%2BgbJofgqSF42B3jk3kx9blVqmOROvHies8zxnNj7C%0A8ocHov5tFVfDlPXCeCjiaXa6ysg%3D%0A) However, if you would like data to be synced more regularly or in near-realtime to QuickBooks, this is where the AutoRun feature comes in. To have the QuickBooks Web Connector automatically connect to our plugin and sync data to QuickBooks on a regular basis, check the AutoRun box, and set a value (in minutes) for how often you'd like the sync to run. Our recommended values are between 10 - 60. You can set it lower than 10 for closer to a real time sync, however this depends on the volume of data that would be queued in 10 minutes - you want to ensure the Web Connector finishes the sync before a new one starts. ## Multiple Computers Sometimes you may have multiple users (with their own computer) in your company who would like to use the web connector to sync data from your site with QuickBooks. [You can read about best practices for this scenario here.](https://support.myworks.software/*/articles/13538339) --- # Taxes --- ## Syncing Sales Tax in WooCommerce Orders with Xero - Global **URL**: https://support.myworks.software/en/articles/13537797-syncing-sales-tax-in-woocommerce-orders-with-xero-global MyWorks makes it as easy as possible to handle accounting for the sales tax collected in WooCommerce orders from any country where you choose to collect sales tax in WooCommerce. ## Setting up sales tax MyWorks allows you to easily map your WooCommerce sales tax rates to the sales tax rates present in your Xero company. There are two areas in MyWorks to manage this. ### Settings > Tax In MyWorks Sync > Settings > Tax, you can set your Xero tax rate that should be applied to items that are **not taxed** in your WooCommerce orders. This is usually a tax rate named “Tax Exempt” ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099826/0456abad76c27b7cbe75cea1944a/upload_13336828309839820494.png?expires=1788544800&signature=3e1f1836b3664b910e0cf4a4d6745019ac63c1209e2fe69c191863d1294d2a9e&req=dSkuEMl3lIldX%2FMW3nq%2BgWXeVUFDpyYS%2BZkLGHNBT%2BnxX6Of964PE%2F1rkoLO%0AXmh563wjru0LJQMk241yjRWylwM%3D%0A) ### Map > Tax Rates In MyWorks Sync > Map > Tax Rates, you can view your WooCommerce tax rates and select the matching Xero tax rate for each country that you charge tax in. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099850/436a80b2192618b628acfd135b2b/upload_5735150843362430197.png?expires=1788544800&signature=5ec75db8e5a9c1c3a1b854ef59d4043217fc466bd9a80a1067175c8edd78416c&req=dSkuEMl3lIlaWfMW3nq%2BgQaLUJn9jfbiZHwX90G6LUbDOcNucfQ5Y4echkoL%0AWSZXTV3igA9VRI1IJsxPp7Ss2%2BM%3D%0A) ## Syncing tax as a line item Alternatively, if you do not wish to use the sales tax area in Xero, and/or have sales tax turned off in Xero, you can sync tax as a line item in the Xero order instead. You can enable the setting to sync sales tax as a line item in MyWorks Sync > Settings > Tax, and the Sales Tax collected in the WooCommerce order will instead be passed into a **line item **in Xero. This item can be created in your Xero and assigned to your "Sales Tax Payable" account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099883/97f908c7446f6618e6b3fba62892/upload_14715192038532056884.png?expires=1788544800&signature=6a876134fd27b385375091ef32de3251e73681d45e96642b42353e4f05d2b0aa&req=dSkuEMl3lIlXWvMW3nq%2BgSt7cofEe7VKbb4c1yFQTM%2FXm1LmP1U7O%2FiA3W0R%0AdZVLDALG2NgY3pjcIbV4YgWO1j8%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099910/aa2b8308aced9b73c25b8c9c1aee/upload_3728744195561893494.png?expires=1788544800&signature=0ea27ae9c091718988d070501daff289da495ec986b4f6a5288ca64ebd94b35a&req=dSkuEMl3lIheWfMW3nq%2BgZl3qusbOQpvmBDSrR8Ou4LTDFkrTvJ5LqFB2OLP%0ALf0%2B8%2Bad6CYRpDLRwWLvF9o%2BzdE%3D%0A) --- ## Syncing Sales Tax in WooCommerce Orders with Xero - United Kingdom **URL**: https://support.myworks.software/en/articles/13537802-syncing-sales-tax-in-woocommerce-orders-with-xero-united-kingdom MyWorks makes it as easy as possible to handle accounting for the sales tax collected in WooCommerce orders from the United Kingdom. We'll automatically sync the tax charged on the order into Xero as we sync the order: all that's needed is mapping your UK VAT tax rate(s) in WooCommerce to their corresponding tax rates in your Xero. ## Setting up sales tax for UK If your Xero company locale is in the UK, you'd manage your UK VAT in Xero in your Tax > Sales Tax tab. MyWorks allows you to easily map your WooCommerce sales tax rates to the sales tax rates present in your Xero company. There are two areas in MyWorks to manage this. ### Settings > Tax In MyWorks Sync > Settings > Tax, you can set your Xero tax rate that should be applied to items that are **not taxed** in your WooCommerce orders. This is typically a tax rate named “Tax Exempt”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100019/2837ff51230f68f136abda561b55/upload_8671741831639183286.png?expires=1788544800&signature=0a571f618de01b2c5a6df53fde44304564605cb0df7b27baac878c99fa9dc1ac&req=dSkuEMh%2BnYFeUPMW3nq%2BgX7GG7EF%2BPjLw7AFYob1hSRMzym1i%2BoNmrJ1Fdd9%0AdsQNvln2Iw9P4TaGH%2F%2B6bMs6P0E%3D%0A) ### Map > Tax Rates In MyWorks Sync > Map > Tax Rates, you can view your WooCommerce tax rates and select the matching Xero tax rate for each. - The 20% VAT rate for the UK can be mapped to its corresponding 20% rate in Xero- usually named “20% S”. - Any additional territory where you charge separate/additional tax in WooCommerce can be mapped accordingly to another rate in Xero. This is less common to see. ![Screenshot of Map>taxes](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100050/ae1f7cde5e47dd0f95ebde9498e5/upload_13310076713384196582.png?expires=1788544800&signature=57467394cb7dd8c12c742948b3703e10b15c9529d3b6a98b5b14168845631815&req=dSkuEMh%2BnYFaWfMW3nq%2BgbAPyegX6vRJZyTt3KexjQnFOWAUBb6TpOeiU0va%0Ap4sb4D9LX14BUTdBYhEXhw%2BaSEY%3D%0A) ## Syncing tax as a line item Alternatively, if you do not wish to use the sales tax area in Xero, and/or have sales tax turned off in Xero, you can sync tax as a line item in the Xero order instead. You can enable the setting to sync sales tax as a line item in MyWorks Sync > Settings > Tax. This will cause the Sales Tax collected in the WooCommerce order to be passed into a **line item **in Xero. This item can be created in your Xero and assigned to your "Sales Tax Payable" account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100082/2ee95b485767ec35b69fd72d40a8/upload_17008856847603860490.png?expires=1788544800&signature=8d2790125489d9f3f1e8bfacb19cab0d50de075223386b0df1a5633eeb1ac970&req=dSkuEMh%2BnYFXW%2FMW3nq%2BgTEx1U%2FfPLQDl%2Fo73oPYR%2FrMo5B6XRIb09MTrJ7f%0AVyl4e%2FEC%2F86nmn%2Fb19iTwN%2Fep8A%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100098/f139c70d319fb986eae62c3ea205/upload_9397416325093723775.png?expires=1788544800&signature=33b4d72e72acf203f88e8927185a936088e8e48c10cc9c00f042efaea6f7cb5a&req=dSkuEMh%2BnYFWUfMW3nq%2BgUZNLIMRSwJEZjzxfGNtfaYSZh3xaWQc2CXmTVsG%0A5eMgp8UBE5BEFki17j%2F%2F6yPEugM%3D%0A) ​ --- ## Syncing Sales Tax in WooCommerce Orders with Xero - Australia/NZ **URL**: https://support.myworks.software/en/articles/13537806-syncing-sales-tax-in-woocommerce-orders-with-xero-australia-nz > Learn how to seamlessly integrate and synchronize sales tax data from WooCommerce orders with Xero in Australia and New Zealand. MyWorks makes it as easy as possible to handle accounting for the sales tax collected in WooCommerce orders from Australia and New Zealand. We'll automatically sync the tax charged on the order into Xero as we sync the order. All that's needed is to map your VAT tax rate(s) in WooCommerce to their corresponding tax rates in Xero. ## Setting up sales tax MyWorks allows you to easily map your WooCommerce sales tax rates to the sales tax rates present in your Xero company. There are two areas in MyWorks where you can manage this. ### Settings > Tax In MyWorks Sync > Settings > Tax, you can set your Xero tax rate that should be applied to items that are **not taxed** in your WooCommerce orders. This is normally a tax rate named “Out of Scope”, or “Exempt”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100178/77d3c021a887f6c4818933035851/upload_7802549267686348049.png?expires=1788544800&signature=0fc06d2e5908f5c90c5719a2fa1061f1d7eb5c6c8b09d40b76a0dec4f6936306&req=dSkuEMh%2BnYBYUfMW3nq%2BgVD79lGvQwuy3poERKqjF6nsD62PUiQJZzKNchHw%0AfQXtMvYbnxIiP58haoUFC7iThYE%3D%0A) ### Map > Tax Rates In MyWorks Sync > Map > Tax Rates, you can view your WooCommerce tax rates and select the matching Xero rate for each. - The 10% GST rate for Australia can be mapped to its corresponding 10% rate in Xero, typically named “10% GST”. - Similarly, with New Zealand, simply select the matching GST rate in Xero. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100217/ca6629617416eca9f1f95b25c297/upload_11301122671759268703.png?expires=1788544800&signature=891e3b2931c4bb85d4dc40007971a709de13a194d5d3374a6a62a28b6b7c7fa7&req=dSkuEMh%2BnYNeXvMW3nq%2BgbpPy29XIve%2BH6taB19lFKZN2pwRLbIwQH5aqUip%0Axsx6txLowo7g5R1y96bgJrJzIfA%3D%0A) --- ## Syncing Sales Tax in WooCommerce orders with Xero - Canada **URL**: https://support.myworks.software/en/articles/13537836-syncing-sales-tax-in-woocommerce-orders-with-xero-canada > Learn how to automatically sync your sales tax in WooCommerce orders with Xero for Canadian businesses. MyWorks makes it as easy as possible to handle accounting for the sales tax collected in WooCommerce orders from Canada. We'll automatically sync the tax charged on the order into Xero as we sync the order. All that's needed is to map your Canada tax rates in WooCommerce to their corresponding tax rates in Xero. ## Setting up sales tax for Canada If your Xero company locale is in Canada, you'd manage your Canada Xero tax rates manually in Xero>Tax > Sales Tax. MyWorks allows you to easily map your WooCommerce sales tax rates to the sales tax rates present in your Xero company. There are two areas in MyWorks where you can manage this. ### Settings > Tax In MyWorks Sync > Settings > Tax, you can set your Xero tax rate that should be applied to items that are **not taxed** in your WooCommerce orders. This is usually a tax rate named “Tax Exempt”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101326/b4de2acacf36eb83d80b81fddd0b/upload_12371886346121977403.png?expires=1788544800&signature=94d2f05ad357884e704c01a4a62fc9360cfc68ccfa79f200bf49786cf12139cf&req=dSkuEMh%2BnIJdX%2FMW3nq%2BgaxgslkdqOSU7uoSbuBQWi2qlevD4HQploiJX1Gd%0A3t93oiMJoH5vjrdLhnhqaFJgJcs%3D%0A) ### Map > Tax Rates In MyWorks Sync > Map > Tax Rates, you can view your WooCommerce tax rates and select the matching Xero tax rate for each. - The Canada GST rate would be shown first - and should be mapped to your 5% GST rate, as shown below. - Any province you're charging sales tax for in WooCommerce can then be mapped to its corresponding Xero tax rate, like in the example below. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101355/ef5f696b615152f2e5f7b0a06ed4/upload_7497379238501849534.png?expires=1788544800&signature=04ed5b35b39912274a7844e11010408fa0a8f9c0ccbb30c7b82cdb9cffd0253d&req=dSkuEMh%2BnIJaXPMW3nq%2Bgf%2FszEapKZ2h6LSCWmrLFWuCKzzce2FLj1%2BhmDKD%0Asbix%2BhrCJuUqd0X%2FDVvLIdaBtFc%3D%0A) --- ## Syncing Sales Tax in WooCommerce orders with Xero - United States **URL**: https://support.myworks.software/en/articles/13537841-syncing-sales-tax-in-woocommerce-orders-with-xero-united-states > Learn how to seamlessly sync sales tax in WooCommerce orders with Xero accounting software for business in the United States. MyWorks makes it as easy as possible to handle accounting for the sales tax collected in WooCommerce. We'll automatically sync the tax charged on the order into Xero as we sync the order; no setup required on your part! MyWorks is compatible with auto sales tax enabled in Xero. Additionally, Myworks Sync can also be used alongside any automated sales tax plugin in WooCommerce, or simply by configuring your tax rates manually in both WooCommerce and Xero. ## When using Auto Sales Tax in Xero (US) If your Xero account is in the United States, you will have the option to either enable auto sales tax in Xero or to set up manual tax rates: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101476/832a5b006510fccee41b9c26fff3/upload_12735076669127066126.png?expires=1788544800&signature=a02c11b5ad1930061c126aabffccc57fc5fbfed40a14fd7dfbab33a7142862b7&req=dSkuEMh%2BnIVYX%2FMW3nq%2BgTOXuuxQTClSzTTHNHrkbVmaRQK%2FAA0MAdznrXcE%0AlG0Zzn4KplLj1oqTKRiU59m6%2FwY%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101503/413d82703896c1b9f5966833d162/upload_5432632344102814084.png?expires=1788544800&signature=11187e3f13c48a470cbb8ba8beff6a50d595678175094fa4ada66ea97b26afa6&req=dSkuEMh%2BnIRfWvMW3nq%2BgR%2BjBhWVvBDNrlVye5Loi6%2FETx7e9GgvqUHfvwTX%0AZ6K3Ecbq%2FkMbdXCxJUZQCoZR8uI%3D%0A) The Sales Tax collected in the WooCommerce order will be passed into the "Total sales tax" subtotal field in Xero. This will always match what's collected in the WooCommerce order, and you can use reporting in Xero to report on sales tax collected. ## Syncing tax as a line item Alternatively, if you do not wish to use the Xero Automated Sales Tax feature, and/or have sales tax turned off in Xero, you can sync tax as a line item in the Xero order instead. You can enable the setting to sync sales tax as a line item in MyWorks Sync > Settings > Tax. This will cause the Sales Tax collected in the WooCommerce order to be passed into a **line item **in Xero. This item can be created in your Xero products and assigned to your "Sales Tax Payable" account. This is recommended in scenarios where an automated sales tax plugin is being used in WooCommerce. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101527/7c53c5e3d93520a61890612cc271/upload_16724019446084611349.png?expires=1788544800&signature=b32472b9e46ecc84b5eb7e750926c1e10e4a1cbd88fe9a73fe2794e2f7f1a2fe&req=dSkuEMh%2BnIRdXvMW3nq%2BgaUvjwUWktHQPPx44EZTm54dkIdaPk8fzEb8ChYC%0AOWl6x6rRQIJgkLHvuAWEAxsWnuc%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101535/9bf564650981ff6163b499d42af0/upload_13057252470856627944.png?expires=1788544800&signature=fe17128d4b57c2eabc769aaf8f1d485948a3de78b49f36025c560ffd782fff3d&req=dSkuEMh%2BnIRcXPMW3nq%2BgdVoiVEJkhb%2FjJM9Yj8r%2F2NhTzriChhgt8Mgp3Ip%0AOBIgrRSCjjifJGkpWgM%2BvHOdzBw%3D%0A) ## Mapping WooCommerce and Xero Manual Tax Rates: If you have manually configured your tax rates in both WooCommerce and Xero, you can also map these rates together in MyWorks Sync>Map>Taxes. These tax rate mappings determine which Xero rates will be applied based on the WooCommerce tax rates specified in the order. The Xero non-taxable rate in MyWorks Sync > Settings > Tax controls the non-tax rate in Xero applied in scenarios where a WooCommerce order is not taxed. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101545/d1600f7b5c82fafac14bf05e30c1/upload_17051220081433451809.png?expires=1788544800&signature=ac2e0f4f77a7464ae25acd9a11214fb3de68f548bb60b89650c990fe52d71c8d&req=dSkuEMh%2BnIRbXPMW3nq%2BgRc%2F6xgZ6FdMxgBEFPWsZsAjK36waUdD8t9apZjT%0A5nl5dNxDi0UY7lsGAPmGnUAv9Fw%3D%0A) --- # Common Questions --- ## Default Fields and Sync Direction Summary (WooCommerce and Xero) **URL**: https://support.myworks.software/en/articles/13538552-default-fields-and-sync-direction-summary-woocommerce-and-xero > A helpful overview of the fields and record types synced between Xero and WooCommerce with MyWorks [MyWorks Sync](https://myworks.software/integrations/woocommerce-xero-sync/) has a lot of different options when it comes to syncing data, and this article helps share what direction data syncs, whether new or updated data syncs, and what fields are synced by default. Below are a list of the default fields synced/mapped already in our sync. Custom field mapping for order fields is supported, and is handled on a case by case basis over support ticket. Additional WooCommerce extensions that add extra functionality/ fields would not conflict with our sync, but may need custom mapping if their fields need to be used by MyWorks. ## WooCommerce -> Xero ### Customer (new) - First Name - Last Name - Company Name - Email - Address Line 1 - Address Line 2 - City - State - Postcode - Country ### Order (new) - Can be synced as Invoice - Order Number (can be WooCommerce order ID, custom order number, or next Xero number) - Reference Number - Associated Customer - Issue Date - Due Date - Tracking Category (up to two) *(coming soon)* - Product/Service line items SKU - Description - Quantity - Amount - Account - Discount - Tax - Tracking Category (up to two) - Shipping - Discount / Coupons - Taxes - Order Note ### Product & Variation (new) - Item Code - Name - Type (Inventory or Non-Inventory) - Description (optional) - Inventory Level (if inventory product) - Price ### Payment (new)(if invoice) - Related invoice - Payment Date - Payment Method - Reference No. (Transaction ID or WooCommerce order number) - Amount Received ## Xero -> WooCommerce ### Product (new) - Item Code - Name - Type (Inventory or Non-Inventory) - Description (optional) - Inventory Level (if inventory product) - Price ### Inventory (updated) - Inventory Level ### Pricing (updated) - Core / Sales Price ### Payment (new) - Updates WooCommerce order status when Xero invoice is paid. --- ## How do I switch to connect to a different Xero company? (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538549-how-do-i-switch-to-connect-to-a-different-xero-company-woocommerce > Learn how to quickly and easily connect MyWorks to a different Xero company. Sometimes in the course of using [MyWorks Sync](https://myworks.software/integrations/woocommerce-xero-sync/)- you may need to connect to a different Xero company - Here are the steps to do so. - Visit your account with us, and click on your plan in the Plans tab in your account. - On that page, click Disconnect to disconnect from your Xero company. - Click the connect button to connect to the correct Xero company. If you've connected to a **different **Xero company, you may need to ensure that no data is still stored from the previous Xero company in our sync, so we need to refresh your data, then proceed with checking your settings and mappings to ensure they're using data from your newly connected Xero company. - To Refresh Data, which will recognize the correct data from your new Xero company into MyWorks, visit MyWorks Sync > Dashboard and click *Refresh Customers & Products.* - Then, visit MyWorks Sync > Settings. Review your settings here and adjust any blank settings as needed, then save. - Then, visit MyWorks Sync > Map. Review your Product, Payment Method and Tax Rate mappings to make sure they're mapped as desired, then save. --- ## What is the difference between mapping and pushing data? (WooCommerce and Xero) **URL**: https://support.myworks.software/en/articles/13537950-what-is-the-difference-between-mapping-and-pushing-data-woocommerce-and-xero > Gain an understanding when to map and when to push data and the distinct purposes of each. During the setup of [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/), a common question we receive is understanding the difference between mapping data (in MyWorks Sync > Map) and pushing data (in MyWorks Sync > Push). ## When to map data? If data like customers and products exist already in WooCommerce and Xero, they should be mapped in MyWorks Sync > Map. This helps match the WooCommerce record with the corresponding Xero record. This should be done before any orders are synced to ensure accurate syncing. ## When to push data? If you have customers and products that only exist in WooCommerce, and you would like them to also be in Xero, you may push them in MyWorks Sync > Push. When pushing customers or products, they will be automatically mapped to the resulting Xero customer/product in MyWorks Sync > Map, so there is no need to map them after pushing. Note: it is not generally necessary to push customers, as we will always automatically sync over a customer if necessary when a related order is being pushed or synced. --- ## Syncing multiple WooCommerce Stores to a single Xero Company **URL**: https://support.myworks.software/en/articles/13538143-syncing-multiple-woocommerce-stores-to-a-single-xero-company > How to connect multiple WooCommerce stores to one Xero Company. Our [WooCommerce Sync for Xero](https://myworks.software/integrations/woocommerce-xero-sync/) supports syncing multiple WooCommerce stores to one Xero company. As a reminder, you'll need one active plan for each WooCommerce site you'd like to sync with Xero. There are a couple of tips that come up when configuring our sync for this type of scenario. ## Connecting to Xero In your MyWorks account, simply ensure you have a plan for each WooCommerce store you wish to connect to Xero. You can add additional plans to your account by clicking Add Plan in the My Plans menu. Then, inside each plan, ensure your WooCommerce store URL is correct, and then click Connect to Xero to choose your Xero company within each plan. ## Order number conflicts Now that orders from multiple sites are being synced into Xero, there is a greater possibility for conflicting order numbers - for example: order number #545 existing on both systems, and attempting to sync to Xero from both. In this case, the sync would error out in the second install that attempts to sync this order over to Xero, as it already exists in Xero under a different client - as a different order. To mitigate this possibility of conflict, we have several best practices to choose from and adhere to: - Using our WooCommerce Sequential Order Numbers Pro compatibility addon. By using this plugin combination in each WooCommerce store, you can add a store-specific prefix to each order number, which our sync will sync over to Xero accurately. **​ - Use the [“Next Xero #” setting](/*/articles/13538218) when syncing orders to Xero. By default, we’ll sync orders from WooCommerce into Xero using the WooCommerce order ID as the Invoice number in Xero. However, if it’s necessary to sync orders into Xero without relying on any number from WooCommerce**, we have an advanced setting that supports syncing orders into Xero using the **next Xero invoice/sales receipt **number – not relying on any WooCommerce order number. Although this results in the WooCommerce order number not matching your Xero order number, this will ensure there are no order number conflicts in Xero going forward. --- ## Changing WooCommerce sites / domain names - Xero Sync **URL**: https://support.myworks.software/en/articles/13538551-changing-woocommerce-sites-domain-names-xero-sync > Tips to correctly reconnect MyWorks after changing your WooCommerce domain name. Sometimes when using [MyWorks Sync](https://myworks.software/integrations/woocommerce-xero-sync/), you may need to move your site to a different host or copy a staging site you've been working on to the live instance. When doing so, all of your plugin-side settings & mappings will be saved, as long as your database is copied over with the site, and MyWorks is not deleted from your WordPress install during migration. Once migrated to the new site/server, there are only a few steps you have to take to reconnect to Xero. - Visit your MyWorks Account - and click into your Xero Sync plan in the My Plans menu. - Click the Disconnect button to Disconnect from Xero. - Reconnect to Xero - entering your new/correct domain name first. - Optional: If you did not reconnect to the **same** Xero company, ensure you Refresh Customers & Products to pull in the correct data from your new Xero company into MyWorks. Visit MyWorks Sync > Dashboard and click *Refresh Customers and Products* to do so. --- # Customers --- ## Syncing some or all WooCommerce orders to a single Xero customer **URL**: https://support.myworks.software/en/articles/13537944-syncing-some-or-all-woocommerce-orders-to-a-single-xero-customer > Explore how WooCommerce orders can sync to Xero customers: either to their own individual customer, or to a "catchall" customer By default, MyWorks will sync each WooCommerce order to its **corresponding** Xero customer: searching Xero for a matching customer by name or email, and creating a new customer in Xero if a match isn't found. However, it's also possible to instead sync some, or all WooCommerce orders to a **single** Xero customer, or, to separate Xero customers if you use custom WooCommerce user roles! This can be helpful in the below scenarios, for example: - Your customers generally order only one time, and you don't want to create a separate customer for them in Xero, as there likely won't be future customer history for them. - Your Xero customer list is already quite big, and you don't want new customers added to continue to grow this list. - Some or all of your WooCommerce orders contain **no customer information** (for example, WooCommerce POS orders) - so they need to sync to a single Xero customer. ## Setting up This can be easily enabled in MyWorks Sync > Settings > Order in your WooCommerce Admin. - Enable the setting to Sync WooCommerce Orders to one Xero Customer. - In the area that appears below, you'll see either one option, or multiple, if you have custom user roles created for your WooCommerce customers. - Choose the desired Xero customer that orders in each WooCommerce user role should sync to. Choose “Individual” if orders should sync to a matching Xero customer by name or email. - Or, choose one of the specific Xero customers in the list to sync all orders from a specific WooCommerce user role into a single Xero customer. ## Example In the below example, orders from those in the “Shop Manager” WooCommerce user role are syncing to a single QuickBooks customer named “Backend Login”. And all the other WooCommerce User roles are syncing to their own individual customers in Xero (based on a matching email or name). ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104950/eddc5177ee5c1f60e37be3d9fba5/upload_16085566228923465643.jpeg?expires=1788544800&signature=66eeb55a3e2e608818756e4ddbae32191f439ff5db2ebeb27aa6709652da73a9&req=dSkuEMh%2BmYhaWfMW3nq%2BgeNRlrmwG%2FOT1p8SZEFCBRugyKJYqiWx3FN%2B23iI%0AtqtkCac4a%2B2Klnu9%2Bqv%2BupRN%2BXM%3D%0A) --- # Products --- ## Mapping WooCommerce products, variations, and categories to Xero **URL**: https://support.myworks.software/en/articles/13538191-mapping-woocommerce-products-variations-and-categories-to-xero > How to easily map WooCommerce products, variations, and categories to Xero for seamless bookkeeping. After installing MyWorks, one of the most helpful steps as you begin syncing data is **mapping**, or linking - your existing WooCommerce products, variations, or categories to their matching Xero products or accounts. The mapping process is very straightforward, and ensures that when MyWorks is syncing orders from WooCommerce > Xero, that your desired Xero products and accounts are used in the line items of each order in Xero. This also then enables MyWorks to sync inventory / prices from Xero > WooCommerce for any product that's mapped - if enabled in our settings. ## Mapping Products & Variations When your products are already in both WooCommerce and Xero, it can be simple to map them together by visiting the Products or Variations tabs in MyWorks Sync > Map in your WooCommerce admin area. *Tip: If your products are only in either WooCommerce or Xero, visit our Push or Pull pages if you wish to sync them to the other platform.* There are two ways to map your products or variations together: - Automatically, using the Automap tool. If your WooCommerce and Xero products have a matching name or SKU, you can use the Automap tool in the upper right of the page to automatically match together any of your products with a matching name or SKU, saving time from manually selecting each one.**​ - Manually, by selecting a Xero product in the dropdown for the desired product. Both of the columns on this page are optional: Xero Product:** This is a dropdown of your products in Xero. Choose the Xero product that corresponds to the WooCommerce product, to be used when an order containing that WooCommerce product is synced to Xero. If left empty, the Default Product set in MyWorks Sync > Settings > Default will be used. **Xero Account: **This is a dropdown of your accounts in Xero. Choose the Xero account that corresponds to the WooCommerce product, to be used when an order containing that WooCommerce product is synced to Xero. If left empty, the Xero account that the product is assigned to in Xero will be used. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996113390/b852a86ae3828523434250f573f1/upload_3302101080669194523.png?expires=1788544800&signature=32d93f37ce3874a5a69351daed413b9000771af790132a1635bc1c1d889e458f&req=dSkuEMh%2FnoJWWfMW3nq%2BgahtbWmTwq78E01uW8GKdZGn3oa46McH46Iefu0u%0AxFZUpidNThK2RE9VlGwC2ndpBtE%3D%0A) ## Mapping Categories For WooCommerce stores with hundreds or thousands of products, it can be difficult to map all your existing products one by one, especially if they do not yet exist in Xero, and if you don't need them all to be present in Xero. So, as an alternative to mapping your individual products and variations together, you can instead match your WooCommerce Categories to a corresponding Xero Product and/or Account - meaning that when an order is synced to Xero; any (unmapped) product or variation within that category will follow this mapping. Thus, for example, instead of mapping all 50 products in the same WooCommerce category to the same Xero product; they can be mapped in one click here in Map > Categories. Both of these columns are optional:**Xero Product:** This is a dropdown of your products in Xero. Choose the corresponding product you'd like used in an order created in Xero for products within this category. **Xero Account: **This is a dropdown of your accounts in Xero. Choose the corresponding account you'd like used in an order created in Xero for products in this category. If left blank, the account the Xero product is assigned to will be used. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996113421/4b07437ffe0fcf78513e258df2c6/upload_14184516481505389353.png?expires=1788544800&signature=a6e46f113e9533f4b758309778bec47b675eba1c91cf8c5604628b6e16ae3558&req=dSkuEMh%2FnoVdWPMW3nq%2BgWWnza7VdwJ5DB8AL1rDsjxhr2X4keuxENyy0HP2%0A6XiPHQy17uMTuTtLInYjQq488oM%3D%0A) --- # Payments --- ## Syncing Transaction Fees with Xero (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538554-syncing-transaction-fees-with-xero-woocommerce > Tips on easily syncing transaction fees with Xero for your WooCommerce orders. [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) can support syncing transaction fees for any WooCommerce gateway that records them in the WooCommerce order. Stripe and PayPal are both well-known for doing an excellent job recording transaction fees in the WooCommerce Order. When a WooCommerce gateway correctly records this data in a WooCommerce order, the order can look like this example below: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996128540/8549d386066577ec2783413f1c5f/upload_17447651025700556206.png?expires=1788544800&signature=8e749378a4bdac5fa0aaf8105f155205767cb33328ef5c6d644ba54ce7d5ea93&req=dSkuEMh8lYRbWfMW3nq%2BgQNhdRz7cGhIyQz2Hwa2pmsN%2BsxpBXedlF3H86nk%0AuCPQXP1sErF1SVo78Bqr%2BQRmXmA%3D%0A) As long as your payment gateway stores transaction fees in the WooCommerce order, MyWorks can sync these transaction fees to Xero as a **Negative Line Item** within the order, and this can be enabled at MyWorks Sync > Map > Payment Method in our sync on your site. - Visit MyWorks Sync > Map > Payment Methods. - Turn ON the setting to Sync Transaction Fees as a negative line item, and choose a line item in Xero that should be used for this line (this should not be an inventory item): ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996128554/db0827b2eba6072256cb3050de7f/upload_5099179256396058158.png?expires=1788544800&signature=28a077dfffbb1243ba47bfa46e14100a4819b51f3067806c9170cd6510f7f258&req=dSkuEMh8lYRaXfMW3nq%2BgYxZSQNxGPTA%2B93DWh89sJ3tW6xRzIeREIsxrn2c%0AFPYpaoiPzewl4RYEw6aJR1lFQ5Y%3D%0A) Once enabled, it will sync into Xero with the transaction fee as a negative line item, as shown here: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996128560/3ec123705f2dd799a57f72b692f1/upload_5078500669359285407.png?expires=1788544800&signature=a75656cceb260771aa69bab4beaa324afbe737086363947e8b9d5deebc45998a&req=dSkuEMh8lYRZWfMW3nq%2BgTf%2F1XbaWHogM9oVAM33VH8zizUo2OivC07Jqki1%0Af7VFbzyRMNNkbIbOmQtISwsUaQY%3D%0A) --- ## Mapping a changed / new WooCommerce Payment Gateway in MyWorks Sync (Xero) **URL**: https://support.myworks.software/en/articles/13538546-mapping-a-changed-new-woocommerce-payment-gateway-in-myworks-sync-xero > Learn how to map a new or changed WooCommerce payment gateway within MyWorks Sync. In MyWorks > Map > Payment Methods, the mapping for any active payment gateway on your WooCommerce store can be managed at any time - directing MyWorks where to sync the payment for each order within Xero. By default, the section for each WooCommerce payment method on your site on this page is turned off, giving you the control to map these to the Xero bank account of your choice. So, suppose you've recently added or changed payment methods/gateways in WooCommerce. In that case, it can be important to remember to visit this page to correctly link these to the Xero bank account of your choice, as new payment methods activated in WooCommerce will be off by default on this page in MyWorks. If this is the case, you'd simply need to visit our sync at MyWorks Sync > Map > Payment Methods and update the section for your payment method accordingly. Only the payment methods that are **currently active **in your WooCommerce store are shown on this page below. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996128178/b072253139c30ed61826b620ab8a/upload_7967656930017306040.png?expires=1788544800&signature=a7e8dd2eecc021b003cb22921e7e9ecb30f63fdf7cf8cfc3ad15d93a4a9e81fa&req=dSkuEMh8lYBYUfMW3nq%2BgblwLVtbg7TlOkqj6%2BUHuquErLhJrqA4Nf2yJUIg%0Arl9XdiDLLgzhjFvR%2BROKEKXCmeA%3D%0A) --- ## Syncing non-immediate WooCommerce payment gateways (COD, Wire Transfer) to Xero **URL**: https://support.myworks.software/en/articles/13538545-syncing-non-immediate-woocommerce-payment-gateways-cod-wire-transfer-to-xero > Tips syncing payments for WooCommerce orders paid by non-immediate WooCommerce payment methods When an order is placed in WooCommerce, most of the time it's with a payment gateway like PayPal, Stripe - or a different 3rd party gateway where **the payment must take place as the order is being placed.** In cases like this, once the order is created, MyWorks Sync will automatically sync the order and payment over to Xero, normally as an Invoice + Payment (depending on what's chosen in Settings > Orders). However, when orders are placed in WooCommerce where a payment is **not** immediately recorded for the order, then **only the invoice (or quote)** can be automatically synced to Xero - not the payment. Some example payment gateways that fall into this range would be: - Bank Transfer - Wire Transfer - Purchase Order - Cash on Delivery Here's some guidelines for how to handle syncing if your WooCommerce store has gateways that don't have an immediate payment recorded. You can set orders to sync over as Invoices or Quotes in MyWorks Sync > Settings > Order. For orders placed in WooCommerce where the payment isn't immediately recorded (like COD, Wire Transfer, Purchase Order, Bank Transfer), MyWorks can sync only the invoice (without payment) to Xero, or sync the order as a Quote to Xero. Here's a few tips on how to fit this well with your workflow! - You can keep the invoice open in Xero until payment is received, then simply record the payment in Xero to close the invoice out. This ensures accounting transparency by not recording a payment in Xero until it's actually received. - You can set what the "status" should be of this invoice we create in Xero: Draft, Submitted for Approval, or Approved - in MyWorks Sync > Settings > Order. - MyWorks can change the status of the Xero invoice / sync a payment into Xero for this invoice in the below ways: When the WooCommerce order status is changed to a specific status, MyWorks can sync a payment for this invoice into Xero - by enabling this setting in MyWorks Sync > Map > Payment Methods. - In the widget in the WooCommerce order, the Xero Invoice status can be changed as desired. --- ## Using a holding / clearing account in Xero to manage credit card deposits + fees (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538544-using-a-holding-clearing-account-in-xero-to-manage-credit-card-deposits-fees-woocommerce > Learn how to use a holding account in Xero to easily manage and track credit card deposits + transaction fees. Typically, when dealing with credit card batch deposits in Xero, it's common to use a separate Xero account like Undeposited Funds or a holding/clearing bank account to "hold" payments as they're in-transit to your bank account. ## Using a holding account in Xero for credit card sales This method involves creating a separate Bank Account in Xero to act as a holding account for funds until they're deposited into your physical bank account by your card processor. This can be called "Credit Card Holding Account", for example. Then, in MyWorks Sync > Map > Payment Methods, MyWorks Sync can be set to sync payments into this holding account. Orders will then be synced into this account in Xero, and instead of "Matching" transactions in the Banking feed in Xero, they can be "Transferred" from this holding account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996128077/c06194cdaebf4c495dbd86571aec/upload_3119641277800639173.png?expires=1788544800&signature=83a39d38cbde9aa49f4f4c04c17cff405f703be04369ba0c36ee2af7c339e3e9&req=dSkuEMh8lYFYXvMW3nq%2BgeFXXzQXVFNv7g%2F9Dv6uUgdA09YH3B9EfLEPehPh%0AayJlX9jleMRug0TvT53YdsPuGo4%3D%0A) This results in your "holding" account containing a remaining balance of the difference between your gross sales for the day and the net sales sent to your bank account - which would represent the transaction fees for these sales. Or, transaction fees can be included in each order as a negative line item, so there's no different left in this account. ## Transaction Fee Handling With this method, transaction fees can be accounted for by MyWorks as well. Transaction fee syncing can be enabled in MyWorks Sync, which will sync transaction fees into Xero in each order as a negative line item. This would result in the order in Xero having a total of the “net” amount you receive, and be able to correctly reconcile with the deposit sent to your bank account from your processor. ## Example For example, if you had $550 of orders on Monday, these would be synced into Xero automatically by MyWorks Sync - and if transaction fee syncing is enabled in MyWorks, would result in this holding account having a balance of $507.97, for example: the net amount (gross sales minus transaction fees). Then, on Wednesday, your credit card processor deposits the net amount (gross sales minus transaction fees) for Monday's sales into your bank account - which is $507.97, for example. This amount can then be "transferred" from your holding account in Xero in your Banking feed. This then leaves your holding account with a balance of $0. --- ## Syncing Refunds from WooCommerce to Xero **URL**: https://support.myworks.software/en/articles/13537850-syncing-refunds-from-woocommerce-to-xero > MyWorks Sync support for syncing credit notes to Xero to account for refunds *Automatic refund syncing is enabled by default in WP-Admin>MyWorks Sync>Map>Payment Methods>Enable Refund Syncing.* MyWorks Sync has made managing refunds issued in WooCommerce very easy to sync to Xero. When a refund is issued in WooCommerce, MyWorks will sync a separate transaction (a credit note) into Xero. This will be tied to the Xero Bank Account specified in our Payment Method Mappings [WP-Admin>MyWorks Sync>Map>Payment Methods]. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101810/013d770ba3aff67b0aa30f9bfedf/upload_7630314715478212434.png?expires=1788544800&signature=356107203189ce8f561548d9f7424fddbbff2d6db6935df8678bfadfb628eb32&req=dSkuEMh%2BnIleWfMW3nq%2BgV2G6DlbGUTUHKaJ6s29UYgPUWxrmRR6VMjrnbJx%0AkIRcUSW8u9jiepmUbG0itf6Gbs8%3D%0A) ## Syncing refunds automatically or manually MyWorks Sync enables automatic refund syncing by default when our sync is activated. Creating a refund in WooCommerce would result in MyWorks Sync automatically syncing that refund to Xero for you. Past orders/refunds can be synced by visiting MyWorks Sync > Push > Orders in your WP-Admin area. ## Accurately recording the refund in WooCommerce When issuing a refund in WooCommerce, it's essential to ensure that you are correctly completing the **Qty, Total, Sales Tax, **and** Shipping fields.** MyWorks Sync will always honor these values when syncing the credit note to Xero. Entering these values correctly when issuing a refund in WooCommerce ensures that this refund is synced to Xero accurately. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101829/3c33e445e5f7d6401916dc224817/upload_13006735846256969038.png?expires=1788544800&signature=9f4e3e5189b92cd85a24a247c20d2d6ead567108f0f338510451dd2234fec689&req=dSkuEMh%2BnIldUPMW3nq%2BgcgHDgOPp6NYVezDGk6Ops4BCup5K589CEWT1ECc%0AJuROy1cHoquEn%2ByBq5%2BugoDkGCc%3D%0A) --- ## How to update WooCommerce order statuses when a payment is received in Xero **URL**: https://support.myworks.software/en/articles/13538055-how-to-update-woocommerce-order-statuses-when-a-payment-is-received-in-xero > Learn how MyWorks can update your WooCommerce order statuses whenever a payment is received in Xero, streamlining your business processes an If your WooCommerce orders are being synced to Xero as invoices using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/), and there's no payment being made in WooCommerce when the orders are placed (using gateways like wire transfer, bank transfer, cash on delivery, etc) - the order will be synced to Xero as an open invoice. In cases like this, it's very common to proceed in the below way: - The order would sync to Xero as an open invoice, and MyWorks can be set to automatically email the invoice from Xero to the customer. The customer can the pay the invoice manually or pay through Xero. - When the invoice in Xero is marked as paid, MyWorks is able to update the original WooCommerce order's status - to “Complete”, for example. **​ ## Setup - In MyWorks Sync > Settings > Automatic Sync, turn on the Payment switch in the Xero > WooCommerce direction. - In MyWorks Sync > Settings > Pull, there are two settings that will now show: Update order to this status when payment is added in Xero: **This setting controls what the WooCommerce order status* will be changed to* by MyWorks Sync, once a payment for that order is added in Xero. - **Don't update orders in these statuses: **This setting controls which order statuses should not be changed by MyWorks Sync, if the order is in this status when the payment is made in Xero. The common options to set here would be Completed (if you don't want completed orders to have their status changed), or Cancelled (if you don't want cancelled orders to have their status changed) - if a payment is applied to those orders in Xero. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108806/984c2ad57201c242e0b2e41a9c6d/upload_14826218784826933634.png?expires=1788544800&signature=053ac8fb55177073ea32d82ab6256aa2180250d18d7cf4bc829bedf5b32c9c29&req=dSkuEMh%2BlYlfX%2FMW3nq%2BgVAKLVFOQMy0n1dSmBrrG5%2BqktrfquGk46JqFLxA%0AsdtrkHdksqISw0VB6GsdnaewtfY%3D%0A) Once the above has been configured, when an invoice we've synced to Xero has been fully paid in Xero, we will automatically update the status for the related WooCommerce order, following the settings above. --- # Orders --- ## Support for WooCommerce Custom Order Line Item Meta Data (Xero) **URL**: https://support.myworks.software/en/articles/13538241-support-for-woocommerce-custom-order-line-item-meta-data-xero > Syncing WooCommerce order line item metadata into orders in Xero. Are you using a plugin/customization that adds metadata to your product line items in WooCommerce orders? If so, then your orders may contain additional metadata in line items like this example below: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996114821/fc03383409deb7bac29f8998b024/upload_14072929043355139700.png?expires=1788544800&signature=208185bc12fd8d132e8c877c852109b3a38d63c6f057485da681e0c94ec90370&req=dSkuEMh%2FmYldWPMW3nq%2BgR1eDl%2FCPPGfDVvsGLObvL3kY8LeSnGppmrAVZBJ%0AsDemJa0KkbTyZKNraF9y8tHkfYQ%3D%0A) [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) does have support to bring this metadata into Xero - as part of the Description field for the Xero line item. To accomplish this, enable this setting in our sync following these steps: - Visit MyWorks Sync > Settings > Order - Enable the ‘Add WooCommerce Custom Order Line Item Meta Into Xero Line Item Description’ setting. - If desired, enter the name(s) of the specific line item meta fields to be sent to the Xero Description; otherwise if left blank, all line item meta information will be sent through. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996114840/7db1fb508a4e9b0a2f67b7f48451/upload_6884750652862813714.png?expires=1788544800&signature=422da92c246d7ad9285647f5564ba16eb8753a9662063d51d841978d1e8ec6a4&req=dSkuEMh%2FmYlbWfMW3nq%2BgYGUIXlze61uQaQxVkBrAag1EtZEsusfkWS5rBN4%0ADCt%2FiR769atUCwz7h69Gad21uB8%3D%0A) This will add the WooCommerce Custom Order line item meta into the Invoice Line Item Description, and it will look like this: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996114869/1643f7f2880bb645504a77ece4ab/upload_16639124468733016664.png?expires=1788544800&signature=1956dd80902c4e988ed12bdc3ef1e83025cc22f2c89c1bdca998ab0ac2cca61c&req=dSkuEMh%2FmYlZUPMW3nq%2BgQGF7%2Bs8yKP8Q3imjr5w8LIXvLLTf1g7G0kq37En%0A1ACfMfqDgsADiMP2c7uPSrT0qIQ%3D%0A) --- ## Setting Invoice and Due Date fields in Xero Invoices (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538230-setting-invoice-and-due-date-fields-in-xero-invoices-woocommerce > Tips on customizing invoice and due dates in invoices synced to Xero. When [MyWorks ](https://myworks.software/integrations/woocommerce-xero-sync/)syncs an order from WooCommerce into Xero as an Invoice, both the issue date and the due date of the invoice in Xero will match the WooCommerce order date, by default. However, it can be helpful to customize the due date to a different date as well, for example, 30 days from now, if Xero is used to track upcoming due invoices. This can be easily adjusted, on a per-WooCommerce-gateway level, in MyWorks Sync > Map > Payment Methods. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996114454/3872bb2d07d4d30f5b0b3dc73f11/upload_14464764422598141265.png?expires=1788544800&signature=2eea95d23d9c6fff8f0d1fd4a50f753b95f07b0370c9e4b1b58b1c29d1e35aa3&req=dSkuEMh%2FmYVaXfMW3nq%2BgYq5FD5zlW2FnqYQQx9SkjoAc6pe47Qk4pG3%2FtEX%0AMHDnX6jVYY8Fp53ou3Lr3OI6C5U%3D%0A) --- ## Using the next Xero # when syncing WooCommerce orders **URL**: https://support.myworks.software/en/articles/13538218-using-the-next-xero-when-syncing-woocommerce-orders > We have an advanced setting that supports syncing orders into Xero using the next Xero invoice/quote number. By default, [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) will sync orders from WooCommerce into Xero using the WooCommerce order ID as the Invoice/Sales Receipt number in Xero. Alternatively, we can sync orders using a different number from the WooCommerce order, if you're using a plugin like Sequential Order Numbers Pro. See [this doc on alternatives](https://support.myworks.software/*/articles/13538213) to syncing orders into Xero with different numbers/formats to avoid conflicts. If it's necessary to sync orders into Xero **without relying on any number from WooCommerce**, we have an advanced setting that supports syncing orders into Xero using the **next Xero invoice/quote **number. This is especially helpful if other orders are being manually entered in Xero in addition to orders synced from WooCommerce to Xero. **This feature is available to all paid plan users - and requires the Custom Transaction Number setting (below) in Xero to be off.** ## Example - John creates an invoice manually in Xero - after saving, the number is #1261. - Order #103 is placed in WooCommerce, and synced to Xero. The Xero invoice is #1262. - Sarah creates an invoice manually in Xero - after saving, the number is #1263. - Order #104 is placed in WooCommerce and synced to Xero. The Xero Invoice is #1264. ## Setup steps In your WooCommerce admin area, visit MyWorks Sync > Settings > Orders, and enable the *Use Next Xero # *setting. Any orders synced to Xero from this point forward will follow the next Xero number as the order is created in Xero. ## Common Questions - With this setting enabled, WooCommerce orders will **not** have the same numbers as Xero invoices/quotes. - Our "sync status" badges will still correctly function with this setting enabled - as the Xero ID of the invoice/ is stored in the WooCommerce order meta for us to use when checking sync status. - The "sync status" for **past **orders synced before this setting was enabled may change to show as *not synced* in WooCommerce - even though the order itself is in Xero. This is normal and can be ignored. --- ## Syncing "fee line items" to Xero with MyWorks Sync (WooCommerce) **URL**: https://support.myworks.software/en/articles/13538015-syncing-fee-line-items-to-xero-with-myworks-sync-woocommerce > Review syncing WooCommerce order fee line items with Xero using MyWorks Sync Occasionally, we will see [MyWorks Sync](https://myworks.software/pricing/#woocommerce+quickbooks_online) users make use of various WooCommerce extensions that add an "additional" or "extra" order fee line item to the WooCommerce order - which shows as its own line item, although not an actual product, or shipping type of line. This would typically display in the order like the example below: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996107369/f7d3491eed331ab5264040072183/upload_17544365152526983985.png?expires=1788544800&signature=f842bc309d003f7b0c54bece63d23ea6e448480e6a3340331183bc54a5c01833&req=dSkuEMh%2BmoJZUPMW3nq%2Bgc3G85oCdrxxej%2BNtRtMob00ZbC8R18iNm%2FhMuf1%0AgaazZrp1n%2FqbP5pswAEmghUXl%2B0%3D%0A) MyWorks Sync has helpful options to support syncing these line items, and this can be configured in the MyWorks Sync > Compatibility menu in your site's admin area, in the WooCommerce Order Fee Line Items section. In this area, this compatibility may be enabled, and a specific Xero product can be set to be used as the line item for these lines on the synced Xero transaction. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996107395/e3e9b6b6604570b2edcf9ce9708c/upload_9604510688354160613.png?expires=1788544800&signature=1de21accb9fdfe886628898086c6424ea8ef8f18e96bf9cee62c64a6d7822712&req=dSkuEMh%2BmoJWXPMW3nq%2BgU86uD2zI5Qwj%2BOxVbS81T3aLpx%2BYexPosQPJ5XQ%0AxGzLPGPZbnlY3fmG5ZcpqBfdbLc%3D%0A) --- ## Syncing WooCommerce Orders with Multiple Currencies to Xero **URL**: https://support.myworks.software/en/articles/13537792-syncing-woocommerce-orders-with-multiple-currencies-to-xero > How to handle Multi-Currency when syncing with WooCommerce and Xero Although WooCommerce supports a single currency by default, it's pretty common for there to be a need to offer multiple currencies within a WooCommerce store, using a 3rd party plugin. Because Xero also supports multiple currencies - MyWorks has excellent support for handling multiple currencies as well. This support would allow specific currencies in WooCommerce to be linked to specific and separate bank accounts in Xero on a per-payment method basis so that WooCommerce orders can be sent to Xero: - With the correct currency, matching the currency of the WooCommerce order. - Into the correct Xero bank account with the same currency as the WooCommerce order. **The only requirement is that the same currencies be enabled in both WooCommerce and Xero.** ## Setup In MyWorks Sync > Settings > Default, there will be a Currency option if MyWorks detects multiple currencies in use on your WooCommerce store. In this option, select the currencies you accept orders from in WooCommerce. (these currencies should also be enabled in Xero) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099689/0b5412571a58b5bb339f27ed89c6/upload_13436270029661921107.png?expires=1788544800&signature=59c295ed2298e932a925525f529d25f52412441dc91c3f1b3637e0096e10fca7&req=dSkuEMl3lIdXUPMW3nq%2BgUrmk6uUbvd%2FZS2qnCgARy78WD%2B0rUt2QEo46pnx%0ANU2ODDGNju02Eiph6E9UPT5SGWE%3D%0A) In MyWorks Sync > Map > Payment Methods, there will then be one column for each currency selected in our settings, which will allow you to them map each gateway to a different Xero bank account based on the currency(s) that the gateway accepts in WooCommerce. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996099715/1062e56ccf586dba208c962a14a7/upload_7501324380653104212.png?expires=1788544800&signature=81fc5d1409f155614e7a4b4ca0f048d921cc7043028ce232f175a7fa9018b0cb&req=dSkuEMl3lIZeXPMW3nq%2BgdTXXcRpU8RY%2BzhmwVbTWyX3TDnsqVwCLMquDtvg%0AYxAmCPsXPhgPqb1mEHDTjCEcr4k%3D%0A) --- ## Syncing WooCommerce orders with Discounts to Xero **URL**: https://support.myworks.software/en/articles/13538274-syncing-woocommerce-orders-with-discounts-to-xero > Tips on syncing WooCommerce orders containing discounts to your Xero accounting system for efficient automation of business operations. [MyWorks Sync](https://myworks.software/integrations/woocommerce-xero-sync/) supports syncing orders containing discounts/coupon codes into Xero, utilizing the Discount column within the Xero invoice or quote. ## Syncing Discounts to the Xero "Discount" column By default, MyWorks Sync will sync any discounts in a WooCommerce order to the **Xero column field for Discounts**. These can be present in the WooCommerce order as either a “discount” field within one or more line items - or as a coupon in the order itself. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996116533/aaa17bb1b785aed7a609e21fce20/upload_13670408278845690911.png?expires=1788544800&signature=e17efeed6cb6a1c6af9d6b38f4b819932957622686fd1d52ea366303580751ae&req=dSkuEMh%2Fm4RcWvMW3nq%2BgcFuiicTlHFfq1EMDJo5Oks3m8y8UmsDt7tePQdU%0Ap%2FcBnNIiSVIzQnpBqNZgHxdHrhg%3D%0A) This would be shown in the Xero order in the following example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996116561/65dc3e4dfa14ef836f1368dfd78e/upload_6303751881882184536.png?expires=1788544800&signature=063aff10e1c2d6bdea6b9a7f3bb1cc836542f3d21f5334e2d6bc00065cbe0e4d&req=dSkuEMh%2Fm4RZWPMW3nq%2BgftVZE3TZ4e0uljlI01FVEeAvNgFK8LNFO1V3Xid%0AbmGPQ%2BNeNNKfye6t5NVKQ07Glus%3D%0A) --- ## Finding/ Reporting on WooCommerce orders synced to Xero **URL**: https://support.myworks.software/en/articles/13538543-finding-reporting-on-woocommerce-orders-synced-to-xero > Tips on syncing WooCommerce Orders to Xero in specific ways for accurate reporting and tracking. One question we see from [MyWorks Syn](https://myworks.software/integrations/woocommerce-xero-sync/)c users is to ask for suggestions on better identifying/grouping the orders that MyWorks Sync sends to Xero from WooCommerce - and telling them apart from other orders already in Xero - or, how to best locate an order we've synced to Xero if they're having trouble finding it. The following practices can be helpful tips on how to best segment / report / identify orders MyWorks syncs into Xero - although we always suggest including an accountant on decisions like this, as they'd most likely be able to suggest the best practice you adopt. ## Finding Synced Orders ### Using the "Xero Status" widget in WooCommerce If you have a WooCommerce Order you can't find in Xero, you can use the "Xero Status", which shows both on the WooCommerce > Orders page, and within each order to both easily see if the order is synced or not - which you can **click** to go directly to the transaction in Xero. ### Using the Xero Transaction Filter You can also use the Xero Invoices Search feature to filter by transaction type (unsent / or including deleted/void order). MyWorks would sync orders to Xero as **Invoices** or **Quotes**- which can be controlled in MyWorks Sync > Settings > Order. You can then further narrow your search by selecting a custom date range and searching for the date the order was placed or further narrowing your search by filtering using the amount or Contact or number of the invoice (MyWorks Sync uses the WooCommerce order number by default) * ## Reporting in Xero ### Using Tracking Categories for reporting By default, MyWorks Sync does support setting a Xero Tracking Category to sync all WooCommerce orders to in MyWorks Sync > Settings > Order > Xero Tracking Category to be assigned to all orders*. Often users will create a tracking option called "web sales" in Xero, for example, and then build out their Xero reporting based on this option they set to be used for orders synced to Xero by MyWorks. ### Using custom fields MyWorks Sync supports custom field mapping - which can send a value, or specific WooCommerce order field - into a specific field or line item in a Xero order (for example, "Notes"). Some users opt to have a value like "Web Sale" be custom mapped to an order field in Xero - OR as an additional line item, in which case Xero reporting can be filtered utilizing this specific field. A similar example of using custom fields would be to have the WooCommerce Order ID be synced to one of the above-mentioned fields in Xero - and Xero reporting can then be used based on whether or not this field contains a value for an order. --- ## What if my WooCommerce order numbers already exist in Xero - as different orders? **URL**: https://support.myworks.software/en/articles/13538213-what-if-my-woocommerce-order-numbers-already-exist-in-xero-as-different-orders > How to manage order numbers with MyWorks Sync if those order numbers are already taken in Xero When considering using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) to sync your orders between WooCommerce and Xero - one of the items to consider is the current state of your WooCommerce Order numbers, and how they relate to the orders currently in your Xero company. If your Xero company is brand new, typically you won't have an issue with order number conflicts. However, if you've been using Xero for a while - and you're either syncing a brand new WooCommerce store in to it; or you're syncing an existing WooCommerce store into an existing Xero company - it's a good idea to review the numbering of your WooCommerce orders to see if they conflict with the current numbering of your Xero invoices. How are numbering conflicts caused? While it's not common, numbering conflicts can occur if there are invoices in Xero with the same number as a current or future order in your WooCommerce store that would be synced into Xero. However, we have several solutions that work very well to either prevent this from occurring or resolve this type of scenario if it does occur. Firstly, here are a few essential tips to be aware of: - Xero allows an order number to be used only once - so you can't have two invoices with the same order number, for example. - If orders are being manually entered in Xero in addition to WooCommerce Orders synced through MyWorks - the best way to avoid conflicts is using Option A below - syncing WooCommerce orders to use the next available Xero order #. ## Solutions If your WooCommerce orders conflict with existing Xero invoices/ quotes with the same number in Xero, we can recommend three alternate solutions. ### A. Use the "Next Xero #" when syncing orders to Xero By default, we’ll sync orders from WooCommerce into Xero using the WooCommerce order ID/# as the Invoice number in Xero. However, if it’s necessary to sync orders into Xero **without relying on the order number from WooCommerce**, we have a setting that supports syncing orders into Xero using the **next Xero invoice / quote **number - not relying on any WooCommerce order number. Although this results in the WooCommerce order number not matching your Xero order number, this will ensure there's no order number conflicts going forward - especially if other orders are manually being entered into Xero. The WooCommerce order number can always be custom mapped to a different field in Xero so it's still present in the Xero order for reference. [You can enable this setting by following this doc here.](/*/articles/13538400) ### B. Sync WooCommerce Orders as the opposite data record (invoice vs quote). This solution is usually the most efficient/easiest to implement, and would allow you to sync old/existing WooCommerce orders that may have previously conflicted with order numbers. If Order #1000 is placed in WooCommerce, we'll try syncing that over to Xero as Invoice #1000. If Invoice #1000 already exists in Xero, however, Xero won't accept the order. This is where this solution comes in. By going to MyWorks Sync > Settings > Order, and setting MyWorks Sync to sync orders as a quote, for example, we will then sync the order over as a quote- which would then not conflict with Invoice #1000 in this example. Of course, the opposite applies as well. If quote #1000 already exists in Xero, then by switching the above setting to sync orders as "Invoices", we would sync orders over as Invoices - thereby avoiding the conflict with quote #1000. ### C. Prefix/Renumber your WooCommerce Orders to be non-conflicting with Xero If it is important to you that: - Your WooCommerce order numbers match the order number of the order we sync to Xero, - Other orders are **not** being manually added to Xero, and - You only need this to apply to future orders going forward (aka, not existing orders) then this solution is a helpful fit. By giving your upcoming WooCommerce Orders a custom order number (that purposely don't yet exist in Xero), this will ensure they're able to sync to Xero without an issue. Firstly, you'll need to install a plugin that gives your WooCommerce Orders custom order numbers - like the [WooCommerce Sequential Order Numbers Pro](http://woocommerce.com/products/sequential-order-numbers-pro/?aff=13810&cid=1573456) plugin from WooCommerce.com. This will allow you to either set a new/different/higher starting number for your WooCommerce orders or add a prefix (like WC- ) to your WooCommerce Orders. We recommend adding a prefix. Since we have built-in compatibility with most WooCommerce extensions that do this, there's nothing else you'll need from us. Once you've configured the Sequential Order Numbers Pro plugin in your WooCommerce admin - you need to visit **MyWorks Sync > Compatibility**, and ensure that the switch for Sequential Order Numbers Pro or Custom Order Numbering is enabled. Then, for new orders placed in your WooCommerce store going forward - they will have this new order numbering sequence, which will be honored by MyWorks Sync as we sync the order to Xero. --- ## Why can't orders sync backwards from Xero into WooCommerce? **URL**: https://support.myworks.software/en/articles/13538209-why-can-t-orders-sync-backwards-from-xero-into-woocommerce > Learn how to troubleshoot when orders are not able to sync backwards from Xero into WooCommerce. A pre-sales question we often encounter from potential or new users regarding syncing orders backwards: From Xero into WooCommerce. [MyWorks Sync](https://myworks.software/integrations/woocommerce-xero-sync/) will sync new and updated orders from WooCommerce into Xero automatically - but it does not currently have support for syncing orders in the opposite direction - from Xero into WooCommerce. There are a few reasons for this, and these are detailed below. Typically this sounds like a helpful ability, but in real-world workflows, there's generally very little need/logic for syncing orders in this direction. - It’s rare that this even makes sense in an accounting/order workflow. If you’re creating orders (as an invoice or sales receipt) in Xero, there’s seldom a logical reason to need them in WooCommerce, because the purpose of WooCommerce is to allow users to place new orders. If you want your customers to be able to see these orders in their WooCommerce account, that’s what our feature to ['View Xero invoices in WooCommerce account area'](/*/articles/13538385) is for. - It’s also technically very challenging/not straightforward to sync an order backwards into WooCommerce due to how the data is structured differently in Xero - for example: which customer should the order be tied to in WooCommerce, and what if the customer isn’t in WooCommerce? Because of this, even if MyWorks Sync were able to sync an order back into WooCommerce, 99% of the time, there would be an accuracy issue with it, based on how Xero would feed us this information. - For users needing orders to show in WooCommerce, we recommend entering the order manually in WooCommerce first and letting MyWorks sync them into Xero. There are also many plugins that make this process easier/faster in WooCommerce (aka for phone orders). - **Most importantly,** even though we don’t sync the **order** backwards into WooCommerce, we **can **sync the inventory that was changed in Xero by that order back into WooCommerce. So, for example, if an order is created in Xero for two widgets, the Xero inventory will go down by 2, and even though that order won’t sync to WooCommerce, MyWorks will sync that inventory change into WooCommerce, so the inventory is always accurately reflected. --- ## How are WooCommerce orders placed by guests synced to Xero? **URL**: https://support.myworks.software/en/articles/13538204-how-are-woocommerce-orders-placed-by-guests-synced-to-xero > The logic MyWorks Sync uses syncing a WooCommerce guest order to Xero A standard option in WooCommerce stores is allowing a user to choose whether to create a user account when placing an order, or order as a guest user - without creating an account. This is intended as an expeditious option in checkout, to reduce the number of fields a user must fill out when placing an order. Since the WooCommerce order isn't associated with a user account, a common question is how [MyWorks Sync](https://myworks.software/integrations/woocommerce-xero-sync/) handles syncing orders placed by a guest. Luckily, the answer is simple. We're perfectly compatible with all WooCommerce orders - and we handle the syncing of guest orders seamlessly. When our sync syncs a WooCommerce order to Xero that isn't tied to a user account (which can be mapped/linked to a corresponding Xero customer record in our **MyWorks Sync > Map > Customers** tab), it first scans Xero to check if the guest customer already exists - using the email address as the key identifier. If the customer does exist in Xero with the same email, the WooCommerce order will be synced over to that customer. If the customer does not exist in Xero, our sync will first create it in Xero using the customer details provided in the order - and then sync the order over automatically to this new customer in Xero. This handling logic brings a new level of ease and automation to your accounting/ordering process, so you don't have to worry about guest orders not syncing correctly. --- # Getting Started --- ## Setting up MyWorks & Connecting WooCommerce to Xero **URL**: https://support.myworks.software/en/articles/13538272-setting-up-myworks-connecting-woocommerce-to-xero > How to get MyWorks Sync up and running quickly and efficiently. Congrats on taking the first step to automatically sync your WooCommerce store with Xero using MyWorks Sync! This doc will take you through the easy steps of setting up MyWorks Sync for the first time and help you get started. Check out our handy setup video we've also made to help guide you through these setup steps! ## 1. Connect to Xero In your [MyWorks Account](https://dash.myworks.software/my-plans), visit your Xero Sync plan where you can connect to your Xero company by following the steps below: - Enter your WooCommerce Store URL (ex. [https://mystore.com](https://mystore.com)) - Click “Connect to Xero” to sign in and connect to your Xero company - Copy the Connection Key on this page, for Step 2 below ## 2. Add MyWorks to your site Next, easily add the MyWorks helper plugin to your WooCommerce store. If you haven't installed it yet, it's easy to find in Plugins > Add New in your store admin - by searching for "MyWorks" (You can also download the .zip file from within your account with us.) ​ Once activated, visit MyWorks Sync > Connection on your store to add your Connection Key from step 1. ## 3. Set Default Settings Now that MyWorks is active, it's time to review your settings! Some settings will be automatically set for you! ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996116396/6e094d6e68e9a9f35d661fb9d6f8/upload_17784902891631919157.png?expires=1788544800&signature=d1734de7ae6b88eedf54df316f403c21f3483302d9b7728d841c160570db8692&req=dSkuEMh%2Fm4JWX%2FMW3nq%2BgR1KFJ4cpROQ9lCwz3PI90aBLTNhIkpBTQFpTSuX%0AqHAYMYzN%2FXY3lEFcFLY0KnDOONY%3D%0A) ## 4. Map existing data Now that your settings are confirmed, the last step is to review your mappings, which can be found in MyWorks Sync > Map in your WooCommerce admin. ### Customers Normally, you don't need to map your customers together, even if they exist in both WooCommerce and Xero. MyWorks automatically will check Xero for an existing customer each time an order is synced. The only time to map a customer is if you would like that to act as an override - linking a WooCommerce customer to a Xero customer with a different name or email. ### Products & Variations You can map your WooCommerce products, variations, or categories to corresponding Xero Products and/or Accounts. This ensures that when MyWorks is syncing orders from WooCommerce > Xero, that the desired Xero products and accounts are used in the line items of each order in Xero. This also then enables MyWorks to sync inventory / prices from Xero > WooCommerce for any product that's mapped - if enabled in our settings. Products and variations can be mapped in two ways: - Automatically, by using the Automap tool (if names/SKUs match) - or, - Manually, by selecting a Xero product in the dropdown for the desired product. Once a product/variation is mapped, it will remain mapped until/unless deleted in WooCommerce or Xero - or unmapped on this page. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996116425/08300072e157e6c82ef943131969/upload_17440653879909608822.png?expires=1788544800&signature=a277d5f6bcbdfe6679b1f088663a9d4a66ef187f650faa522e6e08af4f9065bd&req=dSkuEMh%2Fm4VdXPMW3nq%2Bgbn20dx8gY%2BW4eHgWoJn75INhpJJVnabugEJn0D%2B%0AwklyA38eGIE62MQ765nzPhUWqpY%3D%0A) ### Payment Methods Mapping your WooCommerce payment methods ensures that as orders sync from WooCommerce to Xero, the payments are sent to the desired bank account in Xero. Additionally, you can enable the option to sync transaction fees as a negative line item; and set a specific due date for the Xero Invoice here as well. On this page, there will be a section for each payment method that's currently active on your WooCommerce store. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996116441/d76b3e63ee5163535b9352a7f6c0/upload_2865452506828463043.png?expires=1788544800&signature=e226cc64e2e33a110f9fe890e4f39570b7630c6c8e37caa2fb5da39ef6ffbafb&req=dSkuEMh%2Fm4VbWPMW3nq%2BgYmeMQ9tY4x%2BGC1At4%2F%2FSqYCSHxjr5yYXpLQiBmf%0AIU8HnPb%2B9ugBYKsx4pzTG%2FtSBOE%3D%0A) ### Tax Rates If you're charging tax in WooCommerce, you'll be able to map each WooCommerce tax rate to a corresponding Xero rate on this page. This ensures taxed orders are correctly syncing to Xero using the corresponding Xero tax rate. If you're using an automated sales tax tool in WooCommerce - like Avalara or TaxJar, you can instead sync tax as a line item. This can be enabled in MyWorks Sync > Settings > Tax. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996116463/e54ea9331da27190aed86f67d651/upload_8809297876781399677.png?expires=1788544800&signature=c0941575c0be6d008eaaa885ac83da4a1e0a753e5699fdab54188068056583dd&req=dSkuEMh%2Fm4VZWvMW3nq%2BgUsKM18mOajuBfdciUs%2BNOnbABD3eF%2FLQTSTHmos%0ANmpxoCqAOk0Rqr1IHQ6dVGIh4LI%3D%0A) --- ## How does MyWorks Sync work with WooCommerce and Xero? **URL**: https://support.myworks.software/en/articles/13538259-how-does-myworks-sync-work-with-woocommerce-and-xero > Learn the basics behind how MyWorks syncs with Xero and how to get started. Our [WooCommerce Sync for Xero](https://myworks.software/integrations/woocommerce-xero-sync/) has been crafted by our team with an "it just works" goal at the center of our development. We've combined years of industry experience with WooCommerce development, accounting software integration and accounting best practices to accomplish something no other solution in this market has - a 360° syncing solution focused on accounting accuracy and time-saving efficiency. So, how does it work? MyWorks Sync is an "event-driven" sync, which means that we constantly watch for new or updated orders, products, inventory levels, and more - and sync them in real-time when the changes occur - so there's no need for any "scheduled" sync, which can be inaccurate in the periods between the sync. ## When MyWorks Sync is activated Once MyWorks Sync is activated and setup is complete - no existing data will be immediately forced to sync. Unlike other solutions, MyWorks Sync **does not ***automatically* push random data into Xero or pull random data into WooCommerce when you activate it, creating a confusing mess of duplicate and inaccurate data. Once MyWorks Sync is activated, and you have completed setup - only any **new** data moving forward (like customers, orders, payments, etc.) will be automatically synced - based on the settings you have enabled in Settings > Automatic Sync. It's as easy as that! :) ## Automatic Syncing Once MyWorks Sync is activated, and setup is completed, as mentioned above, automatic "event-driven" syncing will take effect for any new data from that point forward. This happens automatically in the background, as frequently as every 5 minutes. You can configure what new data will automatically sync, and how often in MyWorks Sync > Settings > Automatic Sync. ## Manual Syncing In addition to how MyWorks automatically syncs new data above; it's also quite easy to manually push or pull existing data. This can be helpful if you need to sync past orders to get up to date, or sync products from one system to be created in the other. ### Push Using the Push section in MyWorks Sync > Push, you can manually select and push any/all historical data in WooCommerce to Xero. This includes customers, orders, payments, products/variations & inventory. If an instance of this data already exists in Xero and is mapped correctly in MyWorks Sync > Map, it will be **updated** in Xero, and never duplicated. ### Pull Using the Pull section in MyWorks Sync > Pull, you can manually select and pull products from Xero into WooCommerce. Currently, it's not recommended/common use to pull customers or orders from Xero to WooCommerce, as this isn't a common use case and has technical shortcomings. ## What can be synced? ***Customers*** When a customer is created or updated in WooCommerce, it will be automatically created or updated in Xero. If it already exists in Xero, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur. When an order is synced to Xero, if the customer doesn't exist, we'll automatically create it. ***Products/Variations*** When a product/variation is created or updated in WooCommerce, it will be automatically created or updated in Xero. If it already exists in Xero, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur. When an order is synced to Xero, we do not automatically sync a product in the order if it doesn't exist in Xero, so all necessary products should be mapped first. ***Inventory*** When a product's inventory is updated for any reason in Xero, its inventory will be automatically updated in WooCommerce. This also automatically occurs when orders are synced from WooCommerce > Xero: inventory for the items in these orders would be affected in Xero as soon as the invoice is created in Xero. ***Orders / Payments*** When an order is created or updated in WooCommerce, it will be automatically created in Xero / its corresponding invoice or quote will be updated in Xero If an invoice or quote for this order already exists in Xero, it will not be duplicated, as we use enhanced data-matching methods to ensure duplication does not occur. --- # Troubleshooting --- ## Error: Company file is locked by another client **URL**: https://support.myworks.software/en/articles/13538277-error-company-file-is-locked-by-another-client > Tips to unlock your QuickBooks POs company file and avoid this occurring in the future. Is the Web Connector failing with the below message when syncing with QuickBooks POS? #### Error Message: Update aborted. Company file is locked by another client COMPUTER_NAME #### Cause This can be caused by AutoRun being set to run **too frequently, or being closed while in the middle of a sync**. In your Web Connector, either turn AutoRun off, or set it for a larger value. This error is caused by this value being set too low (aka 10 minutes), and the Web Connector not having enough time to finish the previous task before starting the next sync. We recommend 45 or 60 minutes+ for the AutoRun value. It's recommended to not force quit the Web Connector while it's running. Make sure the web connector has completed a sync before closing, if needed. #### Resolution The QuickBooks Company file will usually automatically unlock itself within a few hours, however, the below steps can also help force this unlock: - Restarting the QuickBooks POS computer(s). - Switching QuickBooks POS into Single User mode (File menu on the main QuickBooks POS company computer) - then back into Multi User mode. - Removing the MyWorks application from the Web Connector and then re-adding it. If the above steps do not help unlock the QuickBooks POS company (aka, the same error above is occurring), you'll need to contact our support to help manually unlock the QuickBooks company file (with instructions we've received from QuickBooks POS Support). **Tools:** - [POS SDKTest Application](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14314/3262017/1687427563743-SDKTest.zip) - [Unlock.xml file](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14314/3262022/1687427665706-unlock.zip) ​ --- ## Error Number:20004 - The receipt is not balanced. Undefined amount is XXX **URL**: https://support.myworks.software/en/articles/13538449-error-number-20004-the-receipt-is-not-balanced-undefined-amount-is-xxx > How to resolve this error when syncing an order to QuickBooks POS. Keep getting this error when pushing an order to QuickBooks POS using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error Number:20004 - The receipt is not balanced. Undefined amount is '-0.01'.* *(*)Usually this difference is only $.01 or $.02 - or a larger amount.* ## Cause This error normally occurs when the total of the WooCommerce order does not match to the total that QuickBooks is calculating that the order should be when it syncs, so QuickBooks is rejecting the order. Almost always, this is caused by a conflict with how the tax is handled in the order, and usually involves one of two different issues: 1. If the amount difference is .01-.02 - this is caused by a difference between how WooCommerce is rounding the tax when placing the order, and how QuickBooks is rounding the tax as the order is synced in. 2. If the amount difference is a larger amount - this can be caused by the tax rate settings or mappings not being correctly set in our sync on your site. ## Resolution 1. If the amount difference is .01 or .02 as mentioned above, this can be resolved by turning ON the below setting in WooCommerce > Settings > Tax > Rounding: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996124535/b291037ea8de286c462b23d6396b/upload_15065961198809986705.png?expires=1788544800&signature=2cc6d5e7bc71b8905be5ed2f51fbebf9aaa4d6357593b30de937ef795fe4f02a&req=dSkuEMh8mYRcXPMW3nq%2BgR%2B9ohyb7VflRsngHhIx4AM6Tw%2B6goQnK8uxdGSV%0AvDWUJfNtXx7DX93DfiDXIRHh%2FSU%3D%0A) This will force WooCommerce to round tax the same way as QuickBooks in these scenarios, and bypass occasions where this would fail to sync due to the tax totals not matching. 2. If the amount difference is greater, as mentioned above, this can be resolved by ensuring: - Your tax codes are set in MyWorks Sync > Settings > Tax. - Your tax rates are correctly mapped in MyWorks Sync > Map > Tax Rates. --- ## Error Number:20038 Error:Internal error (Node SalesReceiptItemAdd - '' is not a valid integer value) **URL**: https://support.myworks.software/en/articles/13538477-error-number-20038-error-internal-error-node-salesreceiptitemadd-is-not-a-valid-integer-value > Tips to troubleshoot the "not a valid integer" value from QuickBooks POS Keep getting this error when syncing a WooCommerce order to QuickBooks POS using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error: Error Number:20038 Error:Internal error (Node SalesReceiptItemAdd - '' is not a valid integer value) ## Cause: This error usually happens when both of the two conditions below are met, and can be resolved by adjusting one of them: 1. A product in the order isn't mapped, and 2. There's nothing set as a QuickBooks POS department at MyWorks Sync > Settings > Default - this means that there is nothing we can use for that line item in the order. ## Resolution: - In MyWorks Sync > Settings > Default - set a default QuickBooks POS department. This is necessary for us to be able to add a product into QuickBooks POS. - Or, In MyWorks Sync > Map > Products - make sure the products on this order are correctly mapped. --- ## Error: You must have QuickBooks 2015 or greater to install the QuickBooks Webconnector **URL**: https://support.myworks.software/en/articles/13538438-error-you-must-have-quickbooks-2015-or-greater-to-install-the-quickbooks-webconnector > Troubleshooting "You must have QuickBooks 2015 or greater..." error for the QuickBooks Web Connector Seeing this error in the QuickBooks Web Connector as you try to connect to QuickBooks POS? ## Error You must have QuickBooks 2015 or greater to install the QuickBooks Web Connector ## Cause QuickBooks POS requires that a specific version of the Web Connector be used when connecting to it, unlike QuickBooks Desktop. As we note in our [before you install documentation](), this version is 2.1.0.30. The only version of the web connector that will work when syncing with QuickBooks POS is v2.1.0.30. ## Resolutions All that's necessary is to ensure the version of the Web Connector on your QuickBooks computer is v2.1.0.30. This is usually done by either downgrading to v2.1.0.30 or uninstalling your web connector, and re-installing v2.1.0.30. ### Downgrading to v2.1.0.30 - On [Intuit's site](), download v2.1.0.30 of the web connector. - Close the Web Connector, and any open version of QuickBooks on your computer. - Run the installer for v2.1.0.30 above, by right clicking it and selecting Run as Administrator. *If the installer prompts you to repair or remove the Web Connector, first select remove, then run the installer again to run a fresh install.* - Wait for the installer to finish, and then open the web connector. It should now be v2.1.0.30. *If it is not v2.1.0.30, proceed to the next section below.* ### Uninstalling, then re-installing v2.1.0.30 - On your QuickBooks computer, close the Web Connector, and any open versions of QuickBooks. - Visit the C Drive, and delete the following folder: C:Program Files (x86)\Common Files\Intuit\QuickBooks - and delete the *QBWebConnector* folder. - On [Intuit's site](https://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector#download-and-install-the-quickbooks-web-connector), download v2.1.0.30 of the web connector. - Run the installer for v2.1.0.30 above, by right clicking it and selecting Run as Administrator. - Wait for the installer to finish, and then open the web connector. It should now be v2.1.0.30. --- # Inventory --- ## Syncing inventory between WooCommerce and QuickBooks POS **URL**: https://support.myworks.software/en/articles/13538280-syncing-inventory-between-woocommerce-and-quickbooks-pos > Helpful tips to successfully sync inventory between WooCommerce and QuickBooks POS [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) supports automatically syncing any changed to inventory levels from QuickBooks POS into WooCommerce. Inventory changed by orders placed in WooCommerce is already accounted for as we sync the order from WooCommerce to QuickBooks POS. Syncing inventory levels from QuickBooks to WooCommerce be done automatically by enabling the inventory switch in MyWorks Sync > Settings > Automatic Sync. **Before inventory levels can automatically sync, you must ensure all relevant products (and variations, if applicable) are mapped in MyWorks Sync > Map > Products. ** ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996116821/c0ac97164faab8ea91aa4440baca/upload_6670215244658294075.png?expires=1788544800&signature=c9e6949bbb8f3ed75bd4a3daf6e08e088e9380f6df1a2d31dafe6254356063e7&req=dSkuEMh%2Fm4ldWPMW3nq%2BgRCqUgL4ggWDefDgvbyYkvEzomODIQSzrRmSePov%0An4FNhxU5jCx3IL1jd%2FnZz3muF5Y%3D%0A) ## Automatic Sync In MyWorks Sync > Settings > Automatic Sync, you can enable inventory level syncing in the lower section - from QuickBooks > WooCommerce. As long as a product is mapped in our sync, and has the Manage Stock option enabled in WooCommerce, it will support syncing inventory when this setting is enabled. ### QuickBooks > WooCommerce As soon as an inventory level is updated in QuickBooks, it will be automatically synced into WooCommerce the next time the web connector runs. Anytime the web connector runs, it will automatically sync inventory levels from QuickBooks into WooCommerce, as long as it is enabled in our Settings > Automatic Sync. --- # Products --- ## Syncing products between WooCommerce and QuickBooks POS **URL**: https://support.myworks.software/en/articles/13538492-syncing-products-between-woocommerce-and-quickbooks-pos > Learn how to easily sync product data between WooCommerce and QuickBooks POS. [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) supports syncing new products both directions - from WooCommerce in to QuickBooks POS, and from QuickBooks POS in to WooCommerce. This can occur automatically for *new* products created - by enabling the related settings in Settings > Automatic Sync. - Since only WooCommerce supports a variable product structure, when dealing with variations, they should be created in WooCommerce first and synced to QuickBooks POS, as a variation cannot be synced from QuickBooks POS into WooCommerce. - Existing products can be pushed/pulled from one platform to be created in the other platform by using the Push and Pull pages in the MyWorks Sync menu. - MyWorks Sync > Settings > Products allows control over which WooCommerce and QuickBooks product fields are linked together when a new product is synced. - Once a product is in both WooCommerce and QuickBooks, and mapped in MyWorks Sync > Map > Products, MyWorks can automatically keep inventory and pricing levels in sync. ## Mapping attributes When syncing products between WooCommerce and QuickBooks POS, MyWorks does support mapping WooCommerce Attributes to the two system fields in QuickBooks POS: "Size" and "Attribute". Once mapped in MyWorks Sync > Settings > Pull, the values in these attribute fields will sync when a product is synced from one platform to the other. Attributes must first be created in your WooCommerce store - in Products > Attributes before mapping in our settings. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996125998/1358c99c76fafcfe3f805238ba14/upload_9652356801072855945.png?expires=1788544800&signature=af95951a0fdd2803a6464394200f47eab3fd546c5d93ed22084f0d8172c2c701&req=dSkuEMh8mIhWUfMW3nq%2BgRVvaNJLc3vjWZDFkw00zuV94y8uoOA4ezPU9qtn%0Av5yu8wUw%2F3bhBSVIpagroPzZpx0%3D%0A) ## Mapping price fields MyWorks supports syncing the regular sale price of a product as well as the sales price of a product between QuickBooks POS and WooCommerce. This can be controlled in MyWorks Sync > Settings > Pull. Since QuickBooks POS does not have a core field for sales price (the price of a product when on sale) like it does for the regular/sale price of a product - MyWorks supports using a custom field of a QuickBooks POS product to manage/sync the sales price, if desired. ## Syncing new products automatically MyWorks can automatically sync products either direction between WooCommerce and QuickBooks POS when the settings to do so are enabled in MyWorks Sync > Settings > Automatic Sync. As seen in the settings below, new products can be synced from WooCommerce to QuickBooks POS, and new or updated products can be synced from QuickBooks POS to WooCommerce. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996126024/ad666096bc0032f9862ab7c7b894/upload_15833617950717590700.png?expires=1788544800&signature=56edd26531d37a2bf9f20cfe681d9dbaf25bfd896140b43630c7d4ed5c14024b&req=dSkuEMh8m4FdXfMW3nq%2BgcZsBXToYI5ctCHAX1iu8zQ%2Fec07ZyDBp7CtMZQJ%0AqkR81pAbrajoagN25B%2BlnUop%2B6o%3D%0A) ## Syncing existing products While existing products are not synced automatically from one platform to create them in the other - MyWorks Sync does have the ability to "push" or "pull" them between WooCommerce and QuickBooks POS to create them in the opposite platform. - If a product is already in both WooCommerce and QuickBooks, it does not need to be pushed or pulled. It should be mapped together in MyWorks Sync > Map > Products. - MyWorks can automatically sync product, inventory and pricing updates from QuickBooks POS > WooCommerce once a product is in both platforms and mapped together. ### Pushing products from WooCommerce to QuickBooks Need to "push" existing products from WooCommerce to create them in QuickBooks POS? Visiting MyWorks Sync > Push > Products allows you to select some/all of your simple products or variations in WooCommerce, and push them to create them as items in QuickBooks POS. Simply selecting the items to push, and clicking "Push Selected Products" will add this activity to our sync Queue - which will be synced when the Web Connector runs next. ### Pulling products from QuickBooks to WooCommerce Need to "pull" existing products from QuickBooks to create them in WooCommerce? Visiting MyWorks Sync > Pull > Products allows you to select some/all of your items in QuickBooks, and pull them to create them as **simple** products in WooCommerce. Simply selecting the items to pull, and clicking "Pull Selected Products" will add this activity to our sync Queue - which will be synced when the Web Connector runs next. --- # Getting Started --- ## Before You Install - QuickBooks POS Sync **URL**: https://support.myworks.software/en/articles/13538282-before-you-install-quickbooks-pos-sync > Tips before beginning setting up MyWorks Sync for QuickBooks POS Congratulations on making the step to sync your WooCommerce store with QuickBooks POS Basic, Pro or Multi-Store - v8 (2008) or later using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)! There's a few requirements we'll want to confirm before we begin with your setup/configuration. This can be done on the setup call with us or on your own before the call. [Already scheduled a setup call? Read more about what to do before your setup call here.](/*/articles/13538242)**You can schedule a setup call with us from within your account after you sign up. ## Requirements: - An active QuickBooks Desktop POS file on one of the following versions. Admin access is required to initially connect to QuickBooks. Any global edition (US, UK, CA, etc.) of QuickBooks Point of Sale (v8 or later) - The Web Connector / install process must be done on the main/server** QuickBooks POS computer, if multiple computers are using QuickBooks POS. - An active WooCommerce store (running V4.x or V5.x of WooCommerce) **with a valid SSL certificate.** Ensure your database password does not contain the following special characters + / # % ‘ ? (all others are compatible). *This is not something you should have to check first, as our sync will display a warning during activation if this is something you need to check.* - Ensure that there is a valid SSL certificate installed on your WooCommerce site, and your admin area is being accessed over https. The QuickBooks Web Connector requires an HTTPS connection. - **v2.1.0.30** of QuickBooks Web Connector. It is important that this version is the one installed on your computer, as later versions will not work with QuickBooks POS. If you can't find the Web Connector on your computer, [it can be downloaded on Intuit's site here](https://developer.intuit.com/docs/0200_quickbooks_desktop/0100_essentials/quickbooks_web_connector), and [installation or downgrade instructions can be found here as well](/*/articles/13538438). Once the above requirements are confirmed, you may schedule a complimentary setup call with us, or move right into the [easy installation/configuration steps on your own](/*/articles/13538262). --- ## Default Fields & Sync Direction Summary - QuickBooks POS Sync **URL**: https://support.myworks.software/en/articles/13538206-default-fields-sync-direction-summary-quickbooks-pos-sync > A summarized list of the default fields and the direction they can sync and whether this applies to new or updated data ## Summary [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) has many different options for syncing data, and this article helps share what direction data syncs, whether new or updated data syncs and what fields are synced by default. Below is a list of the default fields synced/mapped already in our sync for QuickBooks POS. Custom field mapping is supported and is handled on a case-by-case basis with our support team. Additional WooCommerce plugins that add extra functionality/fields would not conflict with our sync but may need custom mapping if their fields need to be used by MyWorks Sync. ## WooCommerce -> QuickBooks POS **Customer (new only)** - First Name - Last Name - Company Name - Email - Address Line 1 - Address Line 2 - City - State - Postcode - Country **Order (new only)** - Can be synced as Sales Receipt or Sales Order - Associated Customer - Billing Address - Shipping Address - Order Date - Product/Service line items - Item Name - Description - Quantity - Amount - Shipping - Discount - Tax **Product (new only)** - Image - Name - SKU (Can use Item Number, UPC or ALU field in QuickBooks) - Description - Inventory Level (if inventory product) - Price - Weight - Category (mapped to Department in QuickBooks POS) - Attribute (map up to two attributes to QuickBooks "Attribute" and "Size" fields) **Variation** **(new only)** - Note: Variations will sync as standard products into QuickBooks POS - Image - Name - SKU (Can use Item Number, UPC or ALU field in QuickBooks) - Description - Inventory Level (if inventory product) - Price - Weight - Category (mapped to Department in QuickBooks POS) - Attribute (map up to two attributes to QuickBooks "Attribute" and "Size" fields) ## QuickBooks POS -> WooCommerce **Inventory Level (any updates)** - Inventory Level - Quantity on Hand, or, - Available Quantity (Quantity on Hand - Quantity on Order) **Pricing (any updates)** - Regular Product Price *Syncs any changes from the QuickBooks POS Price field to the "Regular Price" field in WooCommerce.* - Sale Product Price *Syncs any changes from the QuickBooks POS Price field to the "Sale Price" field in WooCommerce - which represents the price a product is "on sale" for. * The QuickBooks product price fields our sync reads can be set in MyWorks Sync > Settings > Pull - and can be one of the following fields: - Regular Sales Price field (Price1) in the QuickBooks Item - The Price2 - Price5 fields in the QuickBooks Item - The "WebPrice" field in the QuickBooks Item - A custom field in the QuickBooks Item named "Online Price" - A custom field in the QuickBooks Item named "Sale Price" - A custom field in the QuickBooks Item named "Custom Field 1, 2, 3, 4, or 5" **Product (new and updated)** - **Note: QuickBooks products always sync into WooCommerce as simple products.** - Image - Name - SKU (Can use Item Number, UPC, or ALU field in QuickBooks) - Description - Inventory Level (if inventory product) - Price - Weight - Category (mapped to Department in QuickBooks POS) - Attribute (map QuickBooks "Attribute" and "Size" fields to WooCommerce attributes) --- ## How Syncing Works - QuickBooks POS **URL**: https://support.myworks.software/en/articles/13538233-how-syncing-works-quickbooks-pos > A helpful overview of how MyWorks syncs between WooCommerce and QuickBooks POS - and how to configure what is automatically synced. Our [WooCommerce Sync for QuickBooks POS Integration](https://myworks.software/integrations/woocommerce-quickbooks-sync/) has been crafted by our team with an "it just works" goal at the center of our development. We've taken years of industry experience with QuickBooks integration and combined that with everything we know about accounting and syncing best practices to accomplish something no other solution in this market has: **automatic real-time syncing.** So, how does it work? Our sync works in **two** different methods - **Automatic** and **Manual**. But first, a quick note about triggers, and what happens as soon as you activate our sync. ## Upon Sync Activation Once our sync is activated and configured - nothing will be forced to sync. Unlike other solutions, our sync doesn't automatically push random data into QuickBooks POS - creating a confusing mess of duplicate and inaccurate data. Once our sync is activated and configured - automatic real-time syncing will be activated. This means that any data created from that point on will be automatically real-time synced to QuickBooks POS. It's as easy as that! :) ## How Syncing Works Since QuickBooks POS doesn't have an API for us to use, we pair our proprietary WooCommerce sync with the Intuit QuickBooks Web Connector to accomplish near-real-time connectivity with QuickBooks POS. In order to do so, we structure syncing activity on a **queue basis** in our sync. In short, this means syncing is a two-step process: - Ensure your automatic sync settings are set correctly. New activities will be added automatically to our queue (either automatically, or manually in our push/pull pages). - Once your settings are set / data is added to the queue, click Update Selected in the Web Connector - or set it to “AutoRun”. This is what actually processes/runs the sync to sync the data currently in the queue. This means that when an order, customer or product is added or updated in WooCommerce, a syncing activity is added to our sync queue. Our queue can be viewed at any time in MyWorks Sync > Queue. Once added to the queue, this activity will be synced into QuickBooks POS the next time the QuickBooks Web Connector application is run. This can be done manually by clicking Update Selected, or you can set the QuickBooks Web Connector to "AutoRun" every X minutes. A recommended value for this is every 10-60 minutes. * Once the QuickBooks Web Connector runs, it will capture the queue activity and sync it into QuickBooks POS. The queue will then be emptied, however you can view Previous queue activity by searching this on the top of the Queue page - or by visiting MyWorks > Log to see the log of syncing activity that has taken place. ## Syncing - Automatic Real Time You can control real-time sync in MyWorks Sync > Settings > Real Time Sync. Once real-time sync has been turned on here, our sync will automatically sync the below data types in real time to QuickBooks POS. **Customers*** When a customer is created or updated in WooCommerce, it will be created or updated in QuickBooks POS. If it already exists in QuickBooks POS, it will not be duplicated if it's correctly mapped to the WooCommerce customer. ***Orders*** When an order is created in WooCommerce, it will be created in QuickBooks POS. ***Products*** When a product is created or updated in WooCommerce, it will be created or updated in QuickBooks POS. If it already exists in QuickBooks POS, it will not be duplicated if it's correctly mapped to the WooCommerce product. ***Inventory*** Depending on the settings in Settings > Automatic Sync, when an inventory level is updated in WooCommerce, its inventory will be updated in QuickBooks POS when the web connector runs. This also occurs for the direction of QuickBooks POS to WooCommerce: if inventory sync is turned on in our Automatic Sync Settings. ## Syncing - Manually (push or pull) Now that you have Automatic Real-Time Syncing setup, you're ready to rock and roll from here on out! Congrats! But...how about all the customers, orders or even products that are in WooCommerce that haven't made it into QuickBooks POS? That's where our Push pages come in. Using these pages (explained in detail in our documentation) - you can manually select and push any historical WooCommerce data into QuickBooks POS. To access, simply visit MyWorks Sync > Push. Need to sync products up to WooCommerce from QuickBooks POS? That's just as easy to do by visiting MyWorks Sync > Pull > Products - you'll be able to select and pull any products you'd like from QuickBooks up to WooCommerce. --- ## Changing WooCommerce sites / domain names - QuickBooks POS Sync **URL**: https://support.myworks.software/en/articles/13538203-changing-woocommerce-sites-domain-names-quickbooks-pos-sync > Moving website while using MyWorks Sync Because [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) connects QuickBooks POS directly with your website, there are a few steps involved in moving sites or domain names, most commonly in the below scenarios: - Moving from a dev/staging site to a live site - Changing the domain name of your live WooCommerce site Simply follow the steps below to ensure the move to your new domain name is seamless and error-free! [See our article here to connect to a new/different QuickBooks company.](/*/articles/13538221) ## Refresh your License Key Log into your MyWorks account and visit your license page. Next to the Domain, click the Change Site button to open your license up to be activated on a new domain. Then, log into your new (target) WordPress Admin, visit MyWorks Sync > Connection and enter/save your license key. ## Re-Connect QuickBooks to the new site Once our sync is licensed on your new site it's time to set the QuickBooks Web Connector to connect to the new site. - Ensure QuickBooks POS is open, with Multi-User mode enabled, and you're logged in as an admin. - Open your QuickBooks Web Connector, and remove our current application using the Remove button on the far right. - In MyWorks Sync > Connection, click the *Generate QWC file* button on the bottom left. - Double click the resulting downloaded file to open it in the Web Connector and finalize connecting to your QuickBooks Company. --- ## Connecting to a different QuickBooks POS company **URL**: https://support.myworks.software/en/articles/13538221-connecting-to-a-different-quickbooks-pos-company > Changing QuickBooks POS company files with MyWorks Sync Need to connect [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) to a new QuickBooks company? It's nice and easy, following the steps below. This usually is necessary if you: - Are using a staging/test QuickBooks company to test our sync - Need to switch to a new/different QuickBooks company - Have upgraded your QuickBooks company to a recent version - Have changed computers/servers that your QuickBooks company is on [See our article here to connect your QuickBooks company to a new domain name.](/*/articles/13538203) ## 1. Remove the current connection Open the QuickBooks Web Connector on your computer. Do you still see our application present? Click Remove to the far right of our application to remove it. Note: The original QuickBooks company you connected to must be open if you need to remove the application. If your original QuickBooks company isn't available to open any longer, you can [follow these steps](https://help.developer.intuit.com/s/article/QBD-QBWC-force-removal) to force-remove an application from the Web Connector. ## 2. Reconnect to QuickBooks - Ensure QuickBooks POS is open with the company you intend to connect to. - In MyWorks Sync > Connection in your WordPress Admin, click the *Generate QWC file* button on the bottom left. - Double-click the resulting downloaded file to open it in the Web Connector and finalize connecting to your new QuickBooks Company. ## 3. Refresh data and configure settings (if different company file) Is the new QuickBooks company you're connecting to a duplicate/copy of the old QuickBooks company file? If so, there is no need to refresh your data or change/set your Settings & Mappings - this data will be retained and applicable with the new QuickBooks company. However, if your new QuickBooks company is not a copy/duplicate of your old QuickBooks company file, you will need to follow our [Setup Steps](/*/articles/13538251) again to refresh data and correctly update your settings to work with your new QuickBooks company. --- ## Requirements before a setup call **URL**: https://support.myworks.software/en/articles/13538242-requirements-before-a-setup-call > Helpful tips on what to be aware of before a setup call with MyWorks, to make the call as productive as possible. Congratulations on taking the step to sync your WooCommerce store with QuickBooks POS using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)! We have plenty of documentation to help you with setup, and we also include a complimentary setup call with all our plans. [Read more about the requirements for your WooCommerce and QuickBooks before you install.](/*/articles/13538282) If you decide to schedule a setup call with us, there a few steps you'll want to make sure are in place **before** your call with us, to ensure that our call time is efficient. If your accountant or developer would like to join the setup call with us, they are more than welcome to do so. If not, you should consult with them beforehand to ensure they have your sync installed, and your QuickBooks set up how it needs to be. ## Requirements: - QuickBooks POS V12 or later, with admin access. - v2.1.0.30 of the QuickBooks Web Connector installed on your computer. [This can be found and downloaded on Intuit's site.](https://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector#download-and-install-the-quickbooks-web-connector) - An active WooCommerce store with an SSL certificate and admin access. - Our sync installed and activated on your WooCommerce store. - Reviewing the commonly asked questions below. ## Commonly Asked Pre-Setup Questions: ### Products **Q: Where should my products be as I start getting set up?** A: We recommend you at least start with all your products in WooCommerce, and each should have a unique SKU (not required, though). If all of your products are in QuickBooks, that's fine - you can export them into a CSV, then import them into WooCommerce through the built-in importer. ### Banking **Q: How do my payment methods and bank accounts need to be set up?** A: You should have at least one payment gateway set up in WooCommerce. You'll be able to map this to a corresponding payment method in QuickBooks POS. ### Team & Access **Q: Who should be on the setup call?** A: If your accountant or developer would like to be on the call, that will be helpful. Typically your accountant will be able to answer questions like mapping bank accounts and handling products and tax rates. **Q: How do I install the sync?** A: You can visit Plugins > Add New on your site, download the sync from your account with us, and select it in the Add New tab in your site admin. This should be installed and activated **before** the call. **Q: What type of access will we need on the setup call?** A: You should have admin access to WooCommerce and QuickBooks. QuickBooks Admin access is required, only during setup, to initially connect to QuickBooks. That's it! We look forward to assisting you with setup, and getting you up and running! *Please note: if the above steps are not completed or reviewed before the call, we may ask you to reschedule.* --- ## Initial Setup & Configuration - QuickBooks POS Sync **URL**: https://support.myworks.software/en/articles/13538251-initial-setup-configuration-quickbooks-pos-sync > Finishing the MyWorks setup and beginning to sync, once connected to QuickBooks POS Congratulations - now that you've installed [MyWorks WooCommerce Sync for QuickBooks POS](https://myworks.software/integrations/woocommerce-quickbooks-sync/), you can begin with the initial setup / configuration of your settings and mappings! [Haven't connected to QuickBooks yet? Here's how to initially connect to QuickBooks.](/*/articles/13538262) ## 1. Refresh Background Data Once you're connected to QuickBooks POS, the first step is to pre-load our sync with your current QuickBooks customers/products. This data is used in your settings / mappings, and when we sync new data to QuickBooks. Refreshing data doesn't sync anything, we're just preloading our integration with your existing QuickBooks company products/customers. - Go to MyWorks Sync > Refresh Data. - Turn on the switches for the data you wish to refresh, then save. If this is your first time connecting to QuickBooks, all the switches should be turned on. - Visit the QuickBooks Web Connector on your computer, and click Update Selected to run a sync. You'll see a log of activity in MyWorks Sync > Log, while you wait for the progress bars to complete. - Once the refresh data finishes, visit MyWorks Sync > Refresh Data and turn all the switches off. For more information on how the Refresh Data works, and when you need to refresh data, [see our article here.](/_questions/1920146) ## 2. Configure Default Settings Now that all QuickBooks data is loaded in our integration, it's time to review your settings! - Visit MyWorks Sync > Settings to view your settings panel. - Set and save the Dropdowns in the first Default tab. All of these must be filled out. - Check the Automatic Sync tab to choose the data you would like to be automatically added to the Queue to sync into QuickBooks when the Web Connector runs. **All other settings are optional and can be left as is, unless specific extra functionality is required, and you understand the functionality of a setting you're enabling.** ## 3. Map Existing Data Now that your settings are confirmed, the last step is to map your **existing** data, like, products, and payment gateways, then you'll be all set to go! You only need to map products that already exist in both WooCommerce and QuickBooks. If a product only exists in WooCommerce, it can be left unmapped, and you may push it to QuickBooks POS later if desired. - Visit MyWorks Sync > Map > Products. Only products/variations that exist in both systems need to be mapped, as we can automatically sync over future products/variations. You can use the AutoMap by Name/SKU buttons to automatically map all products/variations that have a matching name or SKU in both systems.**​ - Visit MyWorks Sync > Map > Payment Methods. For each active gateway in WooCommerce, there will be shown a section to enable payment sync. Simply choose a matching payment method in QuickBooks for orders placed by this gateway to be synced into in QuickBooks. ​ - Charging taxes in WooCommerce? You can easily map these in MyWorks Sync >Map > Tax Rates. Congratulations! Configuration is now complete. New orders will be automatically added to the queue to sync to QuickBooks, and you may also push over past orders in MyWorks Sync > Push.** ## Check Your Logs Now that you're ready to sync, don't forget to keep an eye on your logs in MyWorks Sync > Logs to see the syncing activity that takes place. For more information about the Logs, go to our [logging documentation.](/_questions/1920140) ## Review Sync Settings We also recommend you take a moment to familiarize yourself with how our integration syncs data to and from QuickBooks! You can control what data we're automatically syncing in MyWorks Sync > Settings > Automatic Sync. ## Pushing existing data to QuickBooks You can push existing data into QuickBooks using our Push pages in MyWorks Sync > Push. --- ## Installation & QuickBooks POS Connection **URL**: https://support.myworks.software/en/articles/13538262-installation-quickbooks-pos-connection > Install MyWorks on your site, and connect to QuickBooks POS, completing the first part of setup. Now that you have an active license of our [WooCommerce Sync for QuickBooks POS](https://myworks.software/integrations/woocommerce-quickbooks-sync/), the first step in setup is to install our sync and connect it to your QuickBooks POS company! Note: Ensure you've checked our [Requirements before you install](/*/articles/13538282) - before getting started below. ## In your WordPress Admin - Download the latest version of MyWorks Sync from your account with us. - Log into your WordPress Admin, go to Plugins > Add New, and click Upload Plugin. - Select the .zip file you downloaded from your account with us, and choose Install Plugin. - On the following screen, click Activate. - Congratulations! Our sync is now installed. You will see a new tab on your WordPress sidebar - called MyWorks Sync. - Visit MyWorks Sync > Connection in your WordPress admin. - Enter in your license key (can be found in your confirmation email from us, or the download page in your account with us). - Click Save and Generate QWC file on the lower left of the page. You may leave the randomly generated username and password in place on this page - you'll need the password in the next step. - This file will be downloaded to your Downloads folder. ## On your Windows Computer > Web Connector - Open the QuickBooks Web Connector. QuickBooks POS requires it be v2.1.0.30, but if this isn't already installed on your computer, you can [download and install v2.1.0.30 from Intuit's site here.](https://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector#download-and-install-the-quickbooks-web-connector) - Open your QuickBooks POS company on your **main/server** QuickBooks POS computer, and log in as an administrator. Ensure that QuickBooks POS is in Multi-User mode as well. - Click Add Application, and select the QWC file you downloaded from our sync above. - Continue through the security prompts to select your QuickBooks POS server and confirm connecting to your QuickBooks POS company. If you receive a popup as shown in the example below, select the correct QuickBooks POS server, and click OK. This server information can also be set in MyWorks Sync > Connection to auto-select this and prevent the popup from displaying each time the sync runs.**​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996115752/621ce6e465b477e0c4652246a217/upload_5997482682855056391.png?expires=1788544800&signature=94479b8069440d1ec7cedc121cb2c524093bc0e645deedbf12fb69c0d8802711&req=dSkuEMh%2FmIZaW%2FMW3nq%2BgV4fZMaw8B4okG2sxepd0ucYUrT1LTFaPOh4rNDv%0Ad%2F%2BqGIG4th9OA5br370MYzG5UgI%3D%0A) Tips - having trouble connecting? Here's some tips to check:** - Ensure you're adding our QWC file on your main/server QuickBooks POS computer. This is the only computer the Web Connector is able to run on. - Ensure the version of the web connector is v2.1.0.30. This is the correct version (per QuickBooks support) that should be used to connect with QuickBooks POS. - Ensure your QuickBooks POS computer is in "Multi User" mode, which can be confirmed in the File menu within QuickBooks POS. Once added, the Web Connector will look like the below. Ensure the password saved in that field is the same one generated earlier in MyWorks Sync > Connection. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996115779/ec7c608770edf25eb52fd721c3c7/upload_12398122986914335390.png?expires=1788544800&signature=365ea55b8ddf02cc4780aca3da12746b1eb5ead805008b549e2c101f8781c1bc&req=dSkuEMh%2FmIZYUPMW3nq%2BgXDvXjaqWXaClotRVScNOqqWVlkJzJGpKXF9DrXy%0AgzmoTEslYFP29CNmCXsKBhgi%2FsY%3D%0A) Congratulations - you have completed setup. QuickBooks Web Connector is now connected to our sync on your WooCommerce site. [At this point, you may move on to our general usage documentation - to proceed with setup.](/*/articles/13538251) The next steps before syncing are[ refreshing your data](/_questions/1920146) and configuring your settings and mappings. --- # Payments --- ## Syncing Shopify transaction fees with QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538161-syncing-shopify-transaction-fees-with-quickbooks-online > A helpful guide on syncing Shopify transaction fees into QuickBooks Online with orders MyWorks has the ability to sync your Shopify Payment transaction fees into QuickBooks, making it easy to correctly record these expenses, and reconcile/match your sales with the deposit Shopify sends to your bank. These can be synced to QuickBooks in one of two ways: - Within a Payout that MyWorks syncs to QuickBooks for each Shopify payout - As a negative line item inside each QuickBooks order ​ ## Syncing fees within a Payout This is the more common approach, as this helps correctly record the Shopify transaction fees in QuickBooks for each Payout sent to you by Shopify; without having each QuickBooks order containing a negative line item. To enable this, simply visit MyWorks Sync > Settings > Payment Methods, and enable the Payout Syncing setting - then select the QuickBooks Expense account to record these fees to. [You can learn more about our Payout Syncing feature here.](https://support.myworks.software/en/articles/13537926-syncing-shopify-payouts-to-quickbooks-online-with-myworks) When Payout syncing is enabled, MyWorks will sync a journal entry to QuickBooks each time a Shopify payout is sent to your bank. This will correctly record the deposit amount in QuickBooks as well as the transaction fees associated with the payout. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112374/ea2b470fce57647d6500476f5069/upload_11481816646237612144.png?expires=1788544800&signature=f85e8eac274382c01740e3db680420fda9ed0b20b784826269197321fef27560&req=dSkuEMh%2Fn4JYXfMW3nq%2BgYER%2FW%2BwGPp69GvtPdOpfosFkOUrV9dUDJqmlpxi%0AmDi9shNcTc%2F76Yunjnqwp1RRDSA%3D%0A) ## Syncing fees as a negative line item Visit MyWorks Sync >Settings > Payment Methods, and enable the setting to sync transaction fees as a negative line item. In the dropdown option below this setting, choose the product in your QuickBooks that should be used as this negative line item in each order. Don't have a product in QuickBooks for this yet? See below for a helpful example to easily create one. Tip: if you've just created this product in QuickBooks, you may have to rescan your QuickBooks products using the Rescan Data button. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112388/fcf3e43ffb5513bf509081bd5b14/upload_11668945076589361483.png?expires=1788544800&signature=808cd94d20ad6cf6eb1a95179129ffe57aafaac066a1963ec3e40d7452f3db82&req=dSkuEMh%2Fn4JXUfMW3nq%2BgRcwEjUKMzXxA4J1Fn0%2BM0S6hrZhbkUhdbkRszFc%0AnKsJcGiQQpebmXsfvXsetnGKwIg%3D%0A) Then, in orders synced to QuickBooks, the transaction fee will be present as a line item, and the order/payment total in QuickBooks would be the “net” amount you receive from the Shopify order. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112405/853f61bdbd225af879a819df9ac8/upload_16759614344049424109.png?expires=1788544800&signature=69ce9e98bb45a80b5d6c507556103af62ef5e3771a043e249463c4f0ef06409e&req=dSkuEMh%2Fn4VfXPMW3nq%2BgUqqcVeRowAz9KjRB0qughDF7F750JMWQ29qn46A%0AezOARDopn%2BqfyoQ9itMLcYesEx4%3D%0A) ## Creating an item in QuickBooks Don't yet have an item in QuickBooks to use for this transaction fee line item? No problem, it's easy to create one yourself! Here's the steps, and a helpful video that show how to easily create this in QuickBooks. - In QuickBooks, visit your Products & Services - and create a new product. You can name this anything you'd like, but normally it would be named Transaction Fee or Shopify Fees. ​ - In the “Income Account” section of the product, select the expense account in your QuickBooks Chart of Accounts that these fees should be recorded to. This may be an account already in your QuickBooks Chart of Accounts, otherwise you can create your own! This account is normally named something like Bank Fees, Transaction Fees, or Credit Card/Merchant Fees. See the below video to see these steps in action! --- ## Syncing Payments between Shopify and QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538157-syncing-payments-between-shopify-and-quickbooks-online > Explore how MyWorks can sync full and partial payments between Shopify orders and QuickBooks Online Invoices When syncing orders from Shopify into QuickBooks Online, MyWorks can sync the payment into QuickBooks as the Shopify order is paid. When syncing orders to QuickBooks as **invoices**, MyWorks supports syncing both full or split/multiple/partial payments. [MyWorks also supports syncing full or partial payments from QuickBooks back into Shopify orders as well.](https://support.myworks.software/en/articles/13538074-updating-a-shopify-order-status-when-an-invoice-is-paid-in-quickbooks-online) **Example 1:** A Shopify order is paid partly by cash, and partly by credit card. MyWorks will sync an invoice to QuickBooks with two payments; one representing the cash payment, the other representing the card payment. **Example 2:** A Shopify order is placed and fully paid. MyWorks will sync that invoice and payment into QuickBooks. Later, the Shopify order is updated to add an item. MyWorks will sync an update for that invoice into QuickBooks, where there will then be a balance due. The customer pays that balance by check; and it's recorded in QuickBooks as a 2nd payment to the invoice. MyWorks will sync that into Shopify to record the payment in Shopify and mark the order as paid. You can control how the order and payment are synced to QuickBooks Online for paid orders in MyWorks Sync > Settings > Payment Methods, separately for each payment method you offer in your Shopify store! Once you visit MyWorks Sync > Settings > Payment Methods, you'll see a section on the page for each payment method present in your store. This includes the default Shopify Payments option and any custom payment methods you have present on your store for recent orders. Additionally, the last section is named “Other” to apply to any orders that have no payment method in Shopify. In this area, you can control: - The QuickBook “Payment Method” label used as the Payment Method in QuickBooks - The Bank Account in QuickBooks that these payments should be recorded to - based on location and currency (if applicable) in your Shopify store - Syncing the transaction fee in the QuickBooks order* (if present in the Shopify order. This is available for Shopify Payments only.)* - Syncing refunds from Shopify to QuickBooks - Syncing the Shopify Payout into QuickBooks [(learn more here) ](https://support.myworks.software/*/articles/13537926) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112310/ae71cc9fca4e1361c9d9a72dd67c/upload_5632466204471114120.png?expires=1788544800&signature=39c776499516b7e485e2ae813784c24ef51a5bc1ec01b1c5550300776f021faa&req=dSkuEMh%2Fn4JeWfMW3nq%2BgelKiolk%2FmqcyGDBmDsm0slamsomYuiMQ8K6wqZe%0A5DIMGTXWctcNfQvRye6poBKcDEY%3D%0A) --- ## Syncing payments from QuickBooks Online to Shopify **URL**: https://support.myworks.software/en/articles/13538074-syncing-payments-from-quickbooks-online-to-shopify > This article focuses on syncing payments from QuickBooks invoices back to their corresponding Shopify orders 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. ](https://support.myworks.software/*/articles/13538072) 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. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109402/bf229464895a4ff68cb62d6f78a3/upload_10451170717899357500.png?expires=1788544800&signature=3f1c1f45fa54c358da29e1e67da3491ed1d6a757129e9d04b0894a5014807e76&req=dSkuEMh%2BlIVfW%2FMW3nq%2BgfQd%2BTcjQZEK5hG8u5oEcB4xJvyOFvipEkOJaCIa%0AWc6tCZWiRu2C0t%2F7r4LXAXFBd%2Bc%3D%0A) ## 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). ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109423/be44d914c8f77d421d2b55b673df/upload_1691791883722847886.png?expires=1788544800&signature=054cdf224c47a1983b3c3f4540f320f7dc78b682ea3896f41f41f5e841d6f12e&req=dSkuEMh%2BlIVdWvMW3nq%2Bgdtf2VtQ1skG2%2FcvvQq%2BOuC7INe9NKosqLYmxyRi%0Aq8UyC2Z5GMfmZe4FNwtStj6dNaY%3D%0A) --- ## Using MyWorks to automate and sync unpaid Shopify orders **URL**: https://support.myworks.software/en/articles/13538072-using-myworks-to-automate-and-sync-unpaid-shopify-orders > Explore how MyWorks can help with syncing unpaid Shopify orders, and additional settings that can help with various non-immediate payment workflows If some of your Shopify orders are not paid in Shopify as they're being placed but instead are paid at a later point, MyWorks can help automate this process in several different ways, as shared below. When Shopify orders are placed, but not paid, MyWorks is able to specially handle several different elements in these orders that can help automate how these orders are handled after they're placed. ## Syncing the Terms & Due Date [As shared in this article,](https://support.myworks.software/*/articles/13538118) MyWorks is able to sync the terms and due date from a Shopify order into a QuickBooks invoice. ## Updating the Shopify order status when the QuickBooks invoice is paid [As shared in this article,](https://support.myworks.software/*/articles/13538074) MyWorks can sync full or partial payments into the Shopify order, as an invoice we've synced to QuickBooks has payments recorded to it in QuickBooks Online. ## Emailing an invoice to the customer from QuickBooks MyWorks can be configured (MyWorks Sync > Settings > Order) to send the QuickBooks invoice to the customer once an order is synced - just as if the “Save and Send” option was clicked in the QuickBooks invoice manually. ## Using the QuickBooks customer's email(s) for the invoice email field MyWorks can also be configured to use the QuickBooks customer's email (or multiple emails, comma separated) in the email field of the invoice we create in QuickBooks- instead of the Shopify order's email. This can be helpful for cases where the QuickBooks invoice needs to be emailed to multiple contacts. ## Syncing a payment to QuickBooks at a later point If the Shopify order is initially unpaid when it's placed, MyWorks can sync it to QuickBooks as an open invoice. Then, if the Shopify order is marked as paid at a later point, MyWorks will sync a payment to that invoice in QuickBooks. ## Displaying QuickBooks customer transactions in the Shopify customer storefront MyWorks is also able to [display the QuickBooks customer transactions](https://support.myworks.software/*/articles/13537938) (invoices, payments, sales receipts, and more) within their customer account in the storefront of your Shopify store. This can be helpful to give the customer visibility into their past transactions with you, but also allow them to view and even pay open invoices from this area. --- ## Syncing Payments to separate QuickBooks Online accounts based on Shopify order Location **URL**: https://support.myworks.software/en/articles/13537985-syncing-payments-to-separate-quickbooks-online-accounts-based-on-shopify-order-location > Explore how payments can sync into QuickBooks Online for different Shopify locations When syncing orders from Shopify into QuickBooks Online as invoices or sales receipts, you can choose in MyWorks which QuickBooks bank accounts an order's payment should sync in to. This is controlled in MyWorks Sync > Settings > Payment Methods in the MyWorks app in Shopify. One helpful option in this area is the ability to sync payments to different QuickBooks bank accounts, based on the Shopify Location an order is routed to. This can be quite helpful for scenarios where multiple Shopify Locations are present in a single Shopify store; but payments need to be tracked separately in QuickBooks for each Shopify Location. This is commonly seen in scenarios where each Shopify Location is a separate franchise, store, or entity that needs their payments tracked separately from other Shopify Locations. MyWorks streamlines this process by allowing a different QuickBooks bank account to be selected in our payment settings, as shown below; based on each Shopify Location present in a Shopify store. When selected, order payments will follow these settings as orders are synced to QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106221/dabcf8bd7f7204bad18924b4f7bf/upload_8937129932954203861.png?expires=1788544800&signature=a67e55781df91325b9bda7037f1801e5ece8b9930c38af2019cd7147dff61ff7&req=dSkuEMh%2Bm4NdWPMW3nq%2BgWc8hPlvik3TzTY4KZdah5qVd3x%2Ftqt1MXHCxjh7%0ALI06T%2BuMlAN4jMD8V6Li9rMBY9U%3D%0A) --- ## Using a "clearing" account in QuickBooks to manage Shopify payouts + fees **URL**: https://support.myworks.software/en/articles/13538137-using-a-clearing-account-in-quickbooks-to-manage-shopify-payouts-fees > Learn how to effectively manage Shopify payouts and fees by utilizing a holding account in QuickBooks Typically, when dealing with credit card sales/deposits from your Shopify store, it's common to use a separate QuickBooks bank account and treat it as a “clearing” account to "hold" payments for orders from your Shopify store - so they can be correctly marked as paid in QuickBooks, even if the funds aren't sent to your QuickBooks bank account by a Shopify Payout yet. Using a clearing account in QuickBooks is especially common when using the [Payout Syncing feature](https://support1.myworks.software/*/articles/13537926) in MyWorks, to most easily reconcile/match your deposits in QuickBooks. ## Using a clearing account in QuickBooks This can be easily set up by creating a separate Bank Account in QuickBooks to act as a holding account for funds until they're deposited into your physical bank account by your card processor. This can be called "Shopify Clearing Account", for example. Then, in MyWorks Sync > Settings > Payment Methods, this account should be chosen as the account for MyWorks to sync orders to. If you have multiple payment methods in Shopify, like PayPal or Authorize.net, for example - you could create one clearing account for each payment method in QuickBooks to keep them separated! ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111600/fd164ba0437cfd48d933aa068a42/upload_18282830284356423683.png?expires=1788544800&signature=ea4c5c7537458c009c00ec301033c37eb28153c10f9fe563ae0e9a799e84e9ee&req=dSkuEMh%2FnIdfWfMW3nq%2BgVkxezlcj4ghPBTGFUuMGSMf0C8pi6cjGft6hJCJ%0Aj4tRbSj0gjjQttDFrxLbarLb7%2FQ%3D%0A) Orders will then be synced into this bank account in QuickBooks, and if it's a Shopify Payment/Payout, MyWorks can sync the Payout into QuickBooks to be easily “matched”! ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111616/ab2ea0269b96c12011a4403f3b04/upload_17116025721853901489.png?expires=1788544800&signature=fd8cbe1f53b26b6d0d9d6e4feeb14005f5e2299220a313853d2f948cd3d36980&req=dSkuEMh%2FnIdeX%2FMW3nq%2BgfEoeYUbaRZxJYIKWBBEWp%2BcAcgO1p%2B5oFTl8L4l%0ANXPqXiJ%2F5vzDLlYP9E4yNpNP5nw%3D%0A) Or, if the deposit is from a 3rd party processor; when the deposit reaches your bank account in real life, it can be "Transferred" from this clearing account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111630/2c3b514c65048a235f0336554ae8/upload_11707259019011907574.png?expires=1788544800&signature=7861fed2a9c6d08f180f17f54191a64db559da2c94ddfc749e4b5d696357487e&req=dSkuEMh%2FnIdcWfMW3nq%2BgS7G04a9KdPh5Nq6jh%2Fy4mvCzMj0Y0UopBFp7rLy%0A3vn2RFgAWFbkw%2BzuMcHdxDxWbBw%3D%0A) This results in your "clearing" account having a balance of only the sales/funds that have not yet cleared your bank account in real life: the amount that's still “on its way” to your bank from Shopify or your payment processor. ## Transaction Fee Handling Transaction fees can also be easily handled by MyWorks - either by including in the Payout we sync to QuickBooks or as a negative line item, [which we cover in this doc.](https://support1.myworks.software/*/articles/13538161) --- ## Syncing Refunds from Shopify to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538027-syncing-refunds-from-shopify-to-quickbooks-online > Learn more about syncing refunds from Shopify to Quickbooks Online MyWorks Sync makes handling refunds issued in Shopify easy to sync to QuickBooks Online! When a refund is issued in Shopify, MyWorks will sync a separate transaction (a Refund Receipt) into QuickBooks. This will be include the line items refunded in Shopify and recorded to the QuickBooks Online Bank Account specified in MyWorks Sync > Settings > Payment Methods. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996107775/6c304cff3220998408bfe6dc4eba/upload_13626524820158200280.png?expires=1788544800&signature=724cb283de2ec3d997eacdd1501f760d330be43388b921414cd7f0e99cc634a3&req=dSkuEMh%2BmoZYXPMW3nq%2BgbqkVwRLLxCSpTzTYJi7uR91vRlK3ID7KwNRcUjM%0AlzeBrWYU45x58jCKg39Xe6bpQlU%3D%0A) ## Syncing refunds automatically or manually Refund syncing can be enabled within each payment method in your Shopify store by visiting MyWorks Sync > Settings > Payment Methods. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996107813/d5e41bc170320835418cf85c7e25/upload_13016849509204548534.png?expires=1788544800&signature=2b0f06aeda26e85a80481f66cda9df6c42b7a286a94070c77defdcab978a5498&req=dSkuEMh%2BmoleWvMW3nq%2BgQxrJNulCfdrwdQ5LM3YFMK7XoHyUeJx%2BMzSsxva%0A6EmNP%2BaAT2%2FM4NqOOuD4StEbi9k%3D%0A) Once enabled, MyWorks will automatically sync new/future refunds issued in Shopify into QuickBooks. Additionally, it's also possible to sync past refunds from Shopify into QuickBooks by visiting the MyWorks Sync > Push > Orders page. Pushing an order will also sync the refund for it, if it exists in Shopify. --- ## Syncing Gift Card purchases and redemptions from Shopify to QuickBooks **URL**: https://support.myworks.software/en/articles/13538041-syncing-gift-card-purchases-and-redemptions-from-shopify-to-quickbooks > Learn how to seamlessly sync Shopify orders with gift card purchases or redemptions into QuickBooks Online MyWorks has full support for the built-in gift card functionality in Shopify, allowing you to accurately track both **purchases** of gift cards as well as orders paid by **redeeming** gift cards - as we sync them from Shopify into QuickBooks Online or Desktop. ## Setting up a Gift Card product All that's necessary for MyWorks to handle orders containing gift cards is to ensure you have a single Gift Card product created in QuickBooks. We'll use this product **both** in orders containing gift card purchases as well as redemptions, to accurately record these to a liability account you'd set up in your QuickBooks company. Here's an example of what this product could look like in QuickBooks Online, if you haven't yet created one. You'd create this product in QuickBooks Desktop in the same way. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108295/37bfb4966e64d12bb196e16a6470/upload_7654123446942193760.png?expires=1788544800&signature=83a85d66a20c9cd2d7fba91a2d50ede20bc5571776b1d885c9e5c69e4f426b02&req=dSkuEMh%2BlYNWXPMW3nq%2Bgfx4JP%2FqDc8eEihKv7EYoaA5UU0k%2FcnC09i%2BG3bX%0Adon7X2ubSRFqCbO6cQSRLwJBHoI%3D%0A) ## Gift Card Redemptions When a gift card is used in Shopify to partially or fully pay for an order, MyWorks Sync will include that redemption in the QuickBooks order synced - as a negative line item, using the Gift Card product in QuickBooks. This simply needs to be set in MyWorks Sync > Settings > Payment Methods - in the Gift Card section on this page. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108316/78eec55410619aeceaf918bdb079/upload_17643750212341705659.png?expires=1788544800&signature=7d1904d966b895ee0c2d90e2fd561534393a81501620ff2693c845b3326fef66&req=dSkuEMh%2BlYJeX%2FMW3nq%2BgcudTLJVR1YV8meeQtG91iaZBUIDCMZsSOSYGLhY%0AY4kgJL2zzgIV3oLGDTcl0i6E83E%3D%0A) This would ensure the redemption correctly records to the same liability account mentioned above in the QuickBooks order. An example of this in an order in QuickBooks Online is shown below. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108341/f9f67e2fd480ca87e4ba344956de/upload_9358872409718108114.png?expires=1788544800&signature=240d3e0349656fb17d33c29d9360b3d8392fe8ad6a27dd1ab653cf3b36334c04&req=dSkuEMh%2BlYJbWPMW3nq%2BgYx%2FzeVU0UgduUUc%2BFJ3nV5ZI%2BZeNlLVIXLUWXdj%0AGc%2F4FnNoe%2F5Ku3TAQ5hFAp4gapo%3D%0A) ## Gift Card Purchases All that's necessary in MyWorks to accurately track orders where a gift card is purchased is to simply set the gift card item in the above area in MyWorks Sync > Settings > Payment Methods. Once this has been set, orders where gift cards are purchased would be accurately synced to QuickBooks, recording this revenue in the Gift Card liability account this product is assigned to in QuickBooks. --- ## Syncing refunds & orders containing Store Credit from Shopify to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13537770-syncing-refunds-orders-containing-store-credit-from-shopify-to-quickbooks-online > Learn how to seamlessly sync Shopify orders with gift card purchases or redemptions into QuickBooks Online MyWorks supports handling Shopify Store Credit in several different scenarios: - When a Shopify order is refunded to Store Credit - When Store Credit is used to partially or fully pay for a Shopify Order ## Setting up Store Credit in MyWorks All that's necessary for MyWorks to handle syncing Store Credit in refunds and orders is to correctly set a QuickBooks account and item in the Store Credit section in MyWorks Sync > Settings > Payment Method. - QuickBooks Account: This will be used for refunds to store credit that we sync to QuickBooks as Refund Receipts, as well as the payment account for orders fully paid by Store Credit. Since QuickBooks doesn't allow payments to be recorded to a liability account in QuickBooks, this account needs to be an asset or bank account, which would act as a contra-liability account. ​ - QuickBooks Item: This would be an item in your QuickBooks that can be linked to the above Store Credit account. This is used (as a negative line item) in orders that are partially paid by Store Credit. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098437/20c405148e251f6d0f5a0dc4f982/upload_6105754584793104437.png?expires=1788544800&signature=618de18e50bd0e2860ccebcbb077f489d622415f1e2b77268df3d09c37ebd72a&req=dSkuEMl3lYVcXvMW3nq%2BgWI83Z8Dg1jsNU61UzvFSayDXHAXb1W62XTCDdWT%0AKDlgXkJXKebsMaZDbNtd%2Bk157Xk%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098465/941b0488432124ea24acf77d25ab/upload_13809131524679381341.png?expires=1788544800&signature=b05519cb8e94b8b478c61f599f2ed7f793cf9dc8a3c7b4274c756884dcf19198&req=dSkuEMl3lYVZXPMW3nq%2BgbMZEHFmxchlZ7v7qOIPhCBxdyh8DGBO1R1ZaK0y%0AxiB9o%2FFgcSKd5tAhWAtg6d4KNw0%3D%0A) ## Refunds to Store Credit When a refund occurs in a Shopify order that's issued to Store Credit, instead of the original payment method, MyWorks will sync it to QuickBooks as a Refund Receipt - and that refund will be recorded to the Store Credit account selected above. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098491/5bb28fe3992bfe60636aa5210ea6/upload_18144987680034383778.png?expires=1788544800&signature=8c67afe8e4933a524cbdc12746cefae1d9247d0cd6411b2939b8d1ae54dc1f5b&req=dSkuEMl3lYVWWPMW3nq%2Bgb5DBnaizL%2Bb8Z1YS2Iv6NdwoM%2F6bT7xXr9wQYIb%0AAg7BSXgckJu84kn0EM4MDDO6vDA%3D%0A) ## Store Credit used to pay an order When Store Credit is used in Shopify to partially or fully pay for an order, MyWorks Sync will include that redemption in the QuickBooks order synced. - If partially paid with store credit, as a negative line item, using the Store Credit product in QuickBooks. - If fully paid with store credit, recorded to the Store Credit bank account in QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098541/b7cf347259eb3e92f4f1fc5401fd/upload_9297197214553332022.png?expires=1788544800&signature=3ee7947312a2c521ffb9458c07f867b228c7cc57d93edda4732015fa8bc52740&req=dSkuEMl3lYRbWPMW3nq%2BgbFMtkccHa9l8Jm%2BHIWE5zhR9VLY0jMjvRdnoZXg%0AvWyklSLJuQ2pA3%2FONH9lH2pmj48%3D%0A) --- # Troubleshooting --- ## Error 6140: Duplicate Document Number Error. You must specify a different number. This number has already been used. **URL**: https://support.myworks.software/en/articles/13538561-error-6140-duplicate-document-number-error-you-must-specify-a-different-number-this-number-has-already-been-used > How to resolve the 6140 error caused by duplicate order numbers in QuickBooks Keep getting this error when pushing orders to QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/)? ## Error Error:6140: [Duplicate Document Number Error, Duplicate Document Number Error : You must specify a different number. This number has already been used.] ## Cause A record (invoice, sales receipt, credit memo, etc) already exists in QuickBooks with the same **number** as the order you're attempting to push over. ​ This error ONLY will occur if you have the *Custom Transaction Numbers* setting turned on in QuickBooks, which allows you to edit transaction numbers manually. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996128968/a6e492784414fa845d3b96a6cc29/upload_12131995116671131844.png?expires=1788544800&signature=bed5fdd18576e8c54158e59f54a678913424d9180579c2030ba0682db3dd7dca&req=dSkuEMh8lYhZUfMW3nq%2BgVqTw8y6%2BvaaTTtN28iEc6PY8fCQUP3aCsDTylkQ%0ApFq25cF%2Fi%2FHAWgexTCQDMEu9bkE%3D%0A) ## Resolution - Search QuickBooks for the order number that has this error. Most likely, you'll find a record already in QuickBooks with this number. - Remove/re-number the offending entry. - In MyWorks Sync > Settings, click "Rescan Data > Rescan QuickBooks Other Lists". - The order should push over correctly to QuickBooks. --- ## Error:6000: [A business validation error has occurred while processing your request, Business Validation Error: Inclusive Tax Type is not allowed] **URL**: https://support.myworks.software/en/articles/13537968-error-6000-a-business-validation-error-has-occurred-while-processing-your-request-business-validation-error-inclusive-tax-type-is-not-allowed Receiving this error when syncing Shopify orders to QuickBooks Online or Desktop using [MyWorks Sync](https://apps.shopify.com/quickbooks-sync-by-myworks)? ## Error Error:6000: [A business validation error has occurred while processing your request, Business Validation Error: Inclusive Tax Type is not allowed]** Error Number 530: Error: The field “IsTaxIncluded” is not supported by this implementation. ## Cause This error from QuickBooks normally means that you may have incorrectly enabled “Inclusive Tax” in your Shopify Store tax settings**, and you're located in the United States. When this is enabled in Shopify, this changes your Shopify order's tax to be inclusive in your product's price - which is not common in the United States, or supported by the US version of QuickBooks Online. As the "Learn More" link shares under this setting in Shopify, this setting is not meant for use in US stores, and is normally only applicable for stores in countries like the UK, where the price already includes the sales tax you're charging for a product. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996105587/81a8ff7d6d4eb31b3d721e91e285/upload_341862092541268486.png?expires=1788544800&signature=46343168982b4e87d633814f1c604cb4b23e34d68b080f3548966476fe113e6b&req=dSkuEMh%2BmIRXXvMW3nq%2BgfeLAz06x8K4DRwBdSAmhFQPMqVv1tymoNfMwCpd%0AxgZFpnECXwAcPVLRb1Dwir%2Bh0tY%3D%0A) ## Resolution Luckily, the resolution here is easy! Simply **turn off** the above setting in your Shopify sales tax settings. Once disabled, orders placed while this setting is off would be able to sync successfully to QuickBooks. --- ## How to review recent sync activity in the MyWorks Log **URL**: https://support.myworks.software/en/articles/13538178-how-to-review-recent-sync-activity-in-the-myworks-log > See recent sync activity and troubleshoot errors in the MyWorks Sync > Log menu. Whenever MyWorks syncs any data with your Shopify store, we'll log an activity of this in the MyWorks Sync > Log page: whether it's a successful sync, or if an error occurred. If an error occurred, we'll show it in red, along with more information around why this happened and what caused it, so it can be resolved. Have questions about an issue? Our support team is always happy to help! ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112867/65b6fba1a18e07ae0ba42b25f6ec/upload_13815045758525004069.jpeg?expires=1788544800&signature=996637e4bee1fa152f63acd3168ff54e304a78fb6118da526855298032d1d335&req=dSkuEMh%2Fn4lZXvMW3nq%2Bgf%2BF9NbbHs8mwQHSqwM%2FY7EHxUdoXh%2Fw%2FSGgq0A4%0Ay5C8YOF84cjKIQ6qd2b3H12gQKY%3D%0A) --- # Payouts --- ## Syncing Shopify Payouts to QuickBooks Online with MyWorks **URL**: https://support.myworks.software/en/articles/13537926-syncing-shopify-payouts-to-quickbooks-online-with-myworks > Discover how to effortlessly sync your Shopify payouts with QuickBooks Online using MyWorks for seamless reconciling. In addition to syncing orders from Shopify to QuickBooks Online (as individual orders, or daily summaries) - MyWorks also includes the ability to sync a Shopify Payout into QuickBooks, making it even easier to reconcile deposits received in your bank account from your Shopify sales with the individual orders MyWorks creates in QuickBooks. This feature is included in our Grow, Scale, and Soar plans. ## Overview Since MyWorks already syncs individual orders from Shopify into QuickBooks; the sale/payment is already correctly recorded in QuickBooks. By syncing a Shopify Payout into QuickBooks in addition to these orders; this helps **more easily** **reconcile** these individual orders in QuickBooks with the single deposit you receive in your bank account from Shopify several days later. When Payout Syncing is enabled in MyWorks, a Journal Entry will be created in QuickBooks each time a Payout is created/sent to your bank account by Shopify. This will correctly record the amount of the payout to your QuickBooks Bank account, removing the funds from your clearing account in QuickBooks and correctly recording the transaction fees: making it simple to “**match**” once the Shopify Payout reaches your bank account in real life. MyWorks supports syncing both deposit and withdrawal Payouts sent to your bank through** Shopify Payments.** ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104178/37a8f431d7081768fdda802afbe0/upload_4182477066149122460.png?expires=1788544800&signature=51b49256917ecd0fbdf370367dcd9ef1a58d60eaa51ce0b096b83b34bb6dd610&req=dSkuEMh%2BmYBYUfMW3nq%2BgZ6hSxjHi%2FvxnJAR9GwKi1rC287RCClAyml1ZMNr%0ATkJVBzVM5LDBBk1slsQIjZ%2FxF2g%3D%0A) ## Steps to enable Visit MyWorks Sync > Settings > Payment Methods, and enable the option for Payout Syncing. - Set a QuickBooks Bank account to record the payout to - which should be your Checking account where these deposits are received in real life. - Set a Transaction Fee Expense account - which is where the Shopify transaction fees will be recorded. - Ensure the first “QuickBooks Online Bank Account” is set to a “clearing account” bank account in QuickBooks like a bank named “Shopify Clearing Account”. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2075555493/2441b1d031009a7cc58023fc088b/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-02-17+at+2_30_08+PM.png?expires=1788544800&signature=c8c60d3086a3d946e368cc204d6c3f18afc2864aa080199449a7ccaeb5f0d92c&req=diAgE8x7mIVWWvMW3nq%2BgenxaDd%2F99VUnl%2BgukyI4ReR2%2BqsQkd1OPLywvgr%0AttmHB91bL3bdypOWYNDrVFPZ%2B08%3D%0A) ## Syncing new payouts automatically Once the above Payout syncing is enabled in MyWorks Sync > Settings > Payment Methods; payouts can sync to QuickBooks in two ways - automatically, and manually. To automatically sync **new** Payouts as they're sent to your bank from Shopify; visit MyWorks Sync > Settings > Automatic Sync, and enable the Payout option. Then, when a new payout is sent to your bank from Shopify, MyWorks will automatically record this in QuickBooks for you. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104208/715598e71fff36957c454b9a923d/upload_8759159507759905210.png?expires=1788544800&signature=0c5855fee328eb1d2cc6b01c13203611c76eae31cece9268213f54f908987058&req=dSkuEMh%2BmYNfUfMW3nq%2BgXdC%2BIz0rrcL2Rj9yLpTJurniSyrqIPXO14GiPG7%0AsEo2LH5Mg3O86JyDLm9yoXrmIjc%3D%0A) ## Pushing payouts manually It's also possible to push payouts manually to QuickBooks - which can be helpful if you're syncing past orders into QuickBooks to “catch up”. This can be easily done by visiting MyWorks Sync > Push > Payouts, where you'll see a list of past Shopify Payouts and can easily select and push these to QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104232/930e48c127faa86c6a9e8e8d0f04/upload_10977085729079172894.png?expires=1788544800&signature=6c3292a8fcf465e77037f84462f2f4114e9f72efd4aadad6e60afcd393d18679&req=dSkuEMh%2BmYNcW%2FMW3nq%2BgfvwIZAXXp5MJsjH8ZQjeQ%2FYzn%2FCwEzohIh9NbqO%0Az5YLeAxavhpgClUDfawEX5UGgVM%3D%0A) ## Example Below is an example of a Payout sent from Shopify for three sales on April 7th. MyWorks synced all three sales to QuickBooks, recorded to the Shopify Clearing account - and the Payout helped correctly record the funds being deposited to the Checking account in QuickBooks, less the transaction fees. Before the payout syncs to QuickBooks: | ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104252/2a5f73c608bcba27dac1cbc0778b/upload_12877066476114662932.png?expires=1788544800&signature=bfae3a195a3c60b075317b05ccd070c2df067b6b08ccc7bead16e3ab6e64638d&req=dSkuEMh%2BmYNaW%2FMW3nq%2Bgca2MzvACVE82r7Gg6F%2FP47llyOZM6HL%2BA4fqDVO%0A64NR49cL1LVHHGJNMurbbY38qkc%3D%0A) | ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104265/95a8d146077d01aa1b7721067685/upload_13468356106797570306.png?expires=1788544800&signature=1de963085539ef8bb8eab27d10b74a12fd5fd12a691d603c262cd60cc31dc566&req=dSkuEMh%2BmYNZXPMW3nq%2Bgfy%2FmP50G%2FqlWmYrBkJ97939y44FjigTHGRmwt5C%0AeH0%2F2T3tIgmbQPvido20aGh4TEc%3D%0A) | ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104286/2e57ca19f02ce1807350afe01809/upload_17202506494635503711.png?expires=1788544800&signature=90a6603c4736a3183222e7e614d155429fbaab36b3c1054b996eaed9c82d52da&req=dSkuEMh%2BmYNXX%2FMW3nq%2BgRhpgJtUrL1Lbb5F4TtTvAtAB487Ug%2FV6Tjy8QMB%0A6C%2BB%2BwWDX8CFwlj6nLbw5quaCBQ%3D%0A) | After the payout synced to QuickBooks: | ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104300/5adc9a8aba46c6f3beeae74ca6be/upload_4182477066149122460.png?expires=1788544800&signature=463f0fd18f133d20ae2feb98246f4662cf82e726f8e38ffafdd060281576180b&req=dSkuEMh%2BmYJfWfMW3nq%2BgYOI%2FytclcDGI68JgXZ4VF1KSYQXXnwZkKsmZ1uw%0A7laXV2%2Bvd4Yam4Ub7dhUHYDYIIE%3D%0A) | ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104310/d58e569ddf4a8c2d9f78dcf650d2/upload_14087229291791383634.png?expires=1788544800&signature=f1d33d2b13408f3975513e5df099a0cbc382569e6f9b95952a717207f41a8aa8&req=dSkuEMh%2BmYJeWfMW3nq%2BgQM3QNB%2FWwGENcQSpBxSe1gS0csfrsJStXG9LE0W%0AmSqbo3PsMWgjjt2yNwLxKBe5v00%3D%0A) | ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104328/40882348e4c1362b8188fb2172e2/upload_10370865095223270686.png?expires=1788544800&signature=aa1c915c8972dae5c228cd53dd6d53bf2fe07e31f942340dc22f9ca3aa070064&req=dSkuEMh%2BmYJdUfMW3nq%2Bgft7N%2F4TIrJ6fePNncL5WbcFBHx%2BAe9Ixt7HeXJA%0Avi1Q4tX55ezEC0JpY9DZ7pC8%2FOY%3D%0A) | ## Tips - Payouts will only sync to QuickBooks for orders paid by Shopify Payments, not any 3rd party payment methods like PayPal or Authorize.net. - As soon as the Shopify Payout is created by Shopify, it would show in the Finance > Payouts area of your Shopify store - and would be synced to QuickBooks by MyWorks shortly after that. - Payout syncing includes support for changed orders and refunds, as each Shopify Payout would be accurately re-created in QuickBooks, including any charges, refunds, or fees that are part of that Payout. --- # Storefront --- ## Showing QuickBooks Online transactions in the Shopify customer account area **URL**: https://support.myworks.software/en/articles/13537938-showing-quickbooks-online-transactions-in-the-shopify-customer-account-area > Learn how to show your QuickBooks transactions in the Shopify account area A helpful feature in [MyWorks Sync for QuickBooks Online](https://myworks.software/integrations/shopify-sync-for-quickbooks/) is a setting to show QuickBooks customer records - like Invoices or Sales Receipts, in a menu in your customer's Shopify storefront accounts. This feature is available to all Scale and Soar plan users and is ***only available when syncing with QuickBooks Online***. This feature follows the customer's mapping in MyWorks (in either Map > Customers or Companies) - to display the customer's QuickBooks transactions directly in a tab of their Shopify customer account. ## How it Works When enabled, this area shows the transactions that are currently present in the QuickBooks customer's account, in a tab in their Shopify Storefront account. This includes their total balance due - with buttons to both View a QuickBooks PDF of the invoice, and Pay - allowing the customer to pay the invoice -either through QuickBooks (based on the Credit Card and/or ACH payment options enabled within the QuickBooks invoice), or through a separate link you provide. This makes it easy for the Shopify customer to view/download an invoice PDF - and even pay the invoice online through QuickBooks or another provider. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2304677741/bb6729ce1f30ae17b7f9218ef8d7/Transactions+-+MyWorks+Demo+Store+-+Account+2026-04-21+at+6_11_17+PM.png?expires=1788544800&signature=105623b82282f6520d72a698e4a33e7108d1fc6e1f74c6ffde8fdb161a4817b4&req=diMnEs95moZbWPMW3nq%2BgdCrA0QfmmNHEdcng6NxjJYfT4Qf5kwG59dlKfUX%0AqGA97HTMAZ9JFuWx2Z%2FfsXebyT4%3D%0A) ## Steps to enable - Visit MyWorks Sync > Settings > Order, and enable the setting to “Display QuickBooks transactions in the Shopify customer storefront area” - and choose what transactions you'd like to be displayed, and how the Pay button should work - either linking to QuickBooks, or a 3rd party like Bill360 or a custom link you provide. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2304683886/ed2f8ef4cd48f97b4254517a2be0/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-04-21+at+6_14_43+PM.png?expires=1788544800&signature=6a18d980f97fe9e6f03ce8adb8adbed7abc347891d559f10d1d9d822bc1c555d&req=diMnEs92nolXX%2FMW3nq%2BgS2d7Qw%2FTW6I4PxE4tfJ8B4dG0fLtNGhQCZTtERO%0AqZkuRafG8DqlB42jI8%2BjCY01wDo%3D%0A) Next, ensure that you're using the new Shopify Customer accounts version, which can be confirmed in your Shopify Store settings.**​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104740/2f60ade801295e3dd44f2726af35/upload_17249370070753727122.png?expires=1788544800&signature=6102c23367cb334cf5229418328abb76f57999ddad1417e0fe9aaf25643344f9&req=dSkuEMh%2BmYZbWfMW3nq%2BgebI9w24gjkyagBwDFF2LLpmjBuCTti2s62Xet3f%0Ar2GI%2BmSMJjKKdnZ118DUyz6sm1o%3D%0A) ​ 2. Then, in your Shopify theme settings, follow the steps or example below to add this App Extension to your Shopify Customer Accounts area. - Visit your Online Store channel, and click Customize for your current theme. - Then, in the top bar, click to select the “Checkout and customer accounts”. - Then, click to edit the Profile menu. - On the left sidebar, click Apps, and then add the “Invoices” app extension from MyWorks. - Shopify will prompt you to add a menu, which you can name anything you'd like. - Click Save! Now, this tab will show in all customer Storefront accounts in Shopify. When a Shopify customer is mapped to a QuickBooks customer in MyWorks Sync > Map > Customers or Companies, any transactions in their QuickBooks account will show on this page when they log in. If the checkboxes for Credit Card Payment and/or Bank Payment are enabled for an invoice in QuickBooks**, the Pay button will be present for that invoice in the Shopify account area tab, otherwise the Pay button will not show. When clicked, the Pay button will bring the user to QuickBooks to pay for the invoice, just as if the invoice had been emailed to them to pay through QuickBooks. --- # Shopify B2B --- ## Support for Company records in Shopify B2B (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538047-support-for-company-records-in-shopify-b2b-quickbooks-online > Use Shopify B2B Company Name or Location fields within MyWorks when syncing customers & orders into QuickBooks Online. MyWorks includes additional support for Shopify B2B stores that use Companies in Shopify for customers associated with Shopify orders. When MyWorks syncs a new customer into QuickBooks, you can control how MyWorks determines a matching customer in QuickBooks; and how new customers are created in QuickBooks with the Display Name field. ## Setup In MyWorks Sync > Settings > Mapping, the two below fields are supported for Shopify Plus stores, in addition to the default name and company fields: - **{shopifyplus_companyname}** - This will use the company name field from the Shopify Company that a customer is associated with in Shopify: to search for a matching customer in QuickBooks and/or for the Display Name in QuickBooks when we create a new customer. - **{shopifyplus_companylocationname}** - This will use the Location name field from the Shopify Company that a customer is associated with in Shopify: to search for a matching customer in QuickBooks and/or for the Display Name in QuickBooks when we create a new customer. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108468/ec7fd2b088f748b354df87bef4fe/upload_3549609220483204634.png?expires=1788544800&signature=a2fb2ee907b19e77733dbc6605d37341f1ad7b6eb3dbf9edd84c6e079aeff37b&req=dSkuEMh%2BlYVZUfMW3nq%2BgeAUfEYvv69GuSGcUZEz6RhxEQYEmfiF5njPPNk4%0AmbONAO4e4XiI0zExl9G5mX0JkF4%3D%0A) ## Example In the example Shopify Order below, the Company the customer is associated with is Acme Incorporated. In QuickBooks, MyWorks will search for this customer, and if not present, will create a new customer with the display name of Acme Incorporated. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108499/547459040932e06d3edc272a3857/upload_17758362720334741005.png?expires=1788544800&signature=ec84107c33113cc0a25d67d4b397d1a3027254ebd97d742d2aaae32e6e25f92c&req=dSkuEMh%2BlYVWUPMW3nq%2BgaGpOZ4%2Fy053KEUQNl8JAcjEAEOA878kVdjKjhhg%0AH%2FrEBKvzFa%2FmFkdcLBv6aaKicrg%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108533/63c5ab3b8fdf528edcc292e199a8/upload_8015205319005068923.png?expires=1788544800&signature=b80d1079655a6d163fedd567cafd5dc54d2f2fc0c53e91bad1c9b50817fed3c9&req=dSkuEMh%2BlYRcWvMW3nq%2BgUBDI%2FwmWIMVofGfdBpyRRNNi7YosjitQg8v7V0x%0ATPb5K%2FBTBMtfhyZProTLUqe6qgY%3D%0A) --- ## Syncing the PO Number field from an order into QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538049-syncing-the-po-number-field-from-an-order-into-quickbooks-online > Learn how to streamline your invoicing process by automatically syncing the purchase order number field from your order management system di For Shopify stores on Shopify Plus, Shopify includes a system field named “PO Number” in orders placed by a customer within a “Company” on your Shopify store. When this is present, MyWorks supports syncing this PO Number field in Shopify orders into a custom field of your choice in QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108609/dd71c29efdd31cc1d2724e837538/upload_4373979358197850751.png?expires=1788544800&signature=88524b858e1006dcff2383c97ff0d3f2c57fcaffd9e8a11a9db56a07a0a6fe31&req=dSkuEMh%2BlYdfUPMW3nq%2BgQc0QpGlV%2B7%2FEqtwWnHBJc8kfZ3GnrVnbOVETlmW%0AemhxL4u3K%2BPT3nzDsapuzJxy4u0%3D%0A) This can be easily set in MyWorks Sync > Map > Custom Fields, as shown in the example below. Not on Shopify Plus? It's still possible to add a Metafield to your Shopify order and map that to a field in the QuickBooks order in the same way. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108636/705761db0911c86ae3fabe7a417c/upload_18358266915874459054.png?expires=1788544800&signature=91427d86d4603e579b5c6f9859e82d07e2f60b9100e16520fdcb8aeaf78eb541&req=dSkuEMh%2BlYdcX%2FMW3nq%2BgY6BOg6rTahUzb5pFXMj%2B%2BvzgpYopv1zixdwXln%2F%0ArCWXOy7D7sldqKcODMEgOPOzCS0%3D%0A) --- # Customers --- ## Syncing some or all Shopify orders to a single QuickBooks Online customer **URL**: https://support.myworks.software/en/articles/13538152-syncing-some-or-all-shopify-orders-to-a-single-quickbooks-online-customer > Explore how Shopify orders can sync to QuickBooks customers: either to their own individual customer, or to a "catchall" customer By default, MyWorks will sync each Shopify order to its **corresponding** QuickBooks customer: searching QuickBooks for a matching customer by name or email, and creating a new customer in QuickBooks if a match isn't found. However, it's also possible to instead sync some, or all Shopify orders to a single QuickBooks customer, or, to separate QuickBooks customers if you use custom Shopify customer Segments! This can be helpful in the below scenarios, for example: - Your customers generally order only one time, and you don't want to create a separate customer for them in QuickBooks, as there likely won't be future customer history for them. - Your QuickBooks customer list is already quite big, and you don't want new customers added to continue to grow this list. - Some or all of your Shopify orders contain **no customer information** (for example, Shopify POS orders) - so they need to sync to a single QuickBooks customer. ## Setting up This can be easily enabled in MyWorks Sync > Settings > Order in your Shopify Admin. - Enable the setting to Sync Shopify Orders to one QuickBooks Customer. - In the area that appears below, you'll see either one option, or multiple, if you have custom Segments created for your Shopify customers. - Choose the desired QuickBooks customer that orders in each Shopify customer segment should sync to. Choose “Individual” if orders should sync to a matching QuickBooks customer by name or email. - Or, choose one of the specific QuickBooks customers in the list to sync all orders from a specific Segment into a single QuickBooks customer. - The last option is “Other” - If you recently created a new customer in QuickBooks to use in the above setting, you may need to visit MyWorks Sync > Settings to click the “Rescan QuickBooks Customers” button to ensure our sync is aware of your latest QuickBooks customer list. ## Example In the below example, orders from customers in the “Wholesale” Segment are syncing to their own individual customers in QuickBooks (based on a matching email or name); and any *Other* orders that don't contain any customer information are syncing to a single Shopify customer named “Shopify Orders”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112022/d9352b9cfb276c2e9fd7744afdc5/upload_5113916478352921750.png?expires=1788544800&signature=c40007b729fae37512b38c4bd929ed788f72d77aca6011971e6d1eef4179fc44&req=dSkuEMh%2Fn4FdW%2FMW3nq%2BgVBBW4QurI7ZQk%2FIrZwIFEsjXQwOaUdXiQuke%2FCf%0APjVtXOZ90WlGV6Tazx5NyCl1i0c%3D%0A) --- # Taxes --- ## Mapping override tax rates with Shopify and QuickBooks Online **URL**: https://support.myworks.software/en/articles/15437326-mapping-override-tax-rates-with-shopify-and-quickbooks-online > Sync Shopify orders containing tax overrides (reduced or zero rates on specific products) to the correct tax rates in QuickBooks Online. Some products are taxed at a different rate than your region's standard rate - like reduced VAT on food in France, books in Canada, or zero-rated children's clothing in the UK. Shopify supports this with "tax overrides", which can be configured in your Shopify store's Settings > Tax > [Country] area. MyWorks supports mapping these override rates to the correct corresponding rate in QuickBooks, so each line item in your QuickBooks order uses the correct tax rate. ## Before you start - Each tax rate used in Shopify (standard and override) needs a matching tax rate set up in your QuickBooks Online company - in the Sales Tax tab in QuickBooks. - This applies only to non-US QuickBooks companies. US QuickBooks companies using Automated Sales Tax don't use tax rate mapping. ## Mapping your override rates In MyWorks Sync > Map > Tax Rates, the **Override Tax Rate Mapping** section at the bottom of the page allows you to map each override rate used in your Shopify store. Click **Add** to create a mapping, and complete the three fields: - **Shopify Tax Name**: the name of the tax rate, exactly as it appears in your Shopify order (e.g. "VAT"). *Open a recent order in Shopify to confirm the exact name shown on the order's tax line.* - **Tax %**: the override tax percentage applied in Shopify (e.g. 2 for a 2% rate). - **QuickBooks Tax**: the QuickBooks Online tax rate that should be applied when this override rate is present. Once saved, orders containing an override rate applied to any products will sync into QuickBooks Online with each line item using its correct tax rate. Products taxed at your standard rate continue to follow your regular tax rate mapping. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2466259037/be3ebd6c34f669fb75a8f17eee7e/Joseph-s+%C2%B7+Orders+%C2%B7+%2368207+%C2%B7+Shopify+2026-06-09+at+3_32_29+PM.png?expires=1788544800&signature=e8b54cfb5e15430d070e8178c9558939e9c3f9ac75664ac73c640a9c2778da12&req=diQhEMt7lIFcXvMW3nq%2BgZLs55fW8KhvZ79ItdKkF8z7e1flSl8Cj29LkTQQ%0A7klylYzYm5PtH%2FT3zyAeKl%2F0bJU%3D%0A) ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2466257506/ba84551d683589aa1cc831f7bc4e/Joseph-s+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-06-09+at+3_31_58+PM.png?expires=1788544800&signature=843264bef0c21e756e2cb3e6a064f03929fad7c508739030c60e88c88d5f225a&req=diQhEMt7moRfX%2FMW3nq%2BgdTX1HWdrt4fqBm7QbWA2lrXw3JZEp%2BjKUQkwVBH%0AT0ZyF%2BqUn4kQ2FMtonzmXh8zILo%3D%0A) ## Tips - If an order's tax syncs at the wrong rate, the most common cause is a name or percentage mismatch - re-check the tax name and rate in the Shopify order against your override mapping. --- ## Syncing Shopify orders containing "Marketplace Tax" (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13537953-syncing-shopify-orders-containing-marketplace-tax-quickbooks-online > Learn how to easily sync Shopify orders with Marketplace Tax for efficient tax management and accurate financial reporting. When selling on additional marketplaces outside of your Shopify store - like Meta, or the Shop app; orders may be charged sales tax by the marketplace; meaning the order is taxed; but you're not responsible for filing or paying the sales tax - since the marketplace withholds this tax from the order payout sent to you, as they file/pay the sales tax on their end. In some cases, the order is imported into Shopify with no sales tax - and is then synced normally/correctly into QuickBooks by MyWorks. However, in other cases, the order is brought into Shopify by the marketplace with sales tax. MyWorks helps spot these cases, and for Shopify orders that contain “Marketplace Sales Tax”, we'll sync those orders into QuickBooks *without the tax -* helping ensure you're not over-reporting the tax you are responsible for collecting/paying in QuickBooks. This happens automatically in MyWorks, and there's no additional action necessary. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996105233/9bac5a69776fc7aff3612a05c8b6/upload_5498581048445576764.png?expires=1788544800&signature=f59db7ff4df7449418458816a7fc78fdcd4e659898b1b5791202e1a4fbbad3f0&req=dSkuEMh%2BmINcWvMW3nq%2BgRb%2Bkqxz42PXKwYr6e5EKPi7ebp1htD%2BAsgnkKFY%0AVM%2FLwXs9F%2FeRzcWkNgBtRXJPcWk%3D%0A) --- ## Syncing Sales Tax in Shopify orders with QuickBooks Online - Australia / NZ **URL**: https://support.myworks.software/en/articles/13537868-syncing-sales-tax-in-shopify-orders-with-quickbooks-online-australia-nz > Learn how to seamlessly integrate sales tax data from Shopify orders in Australia or New Zealand into QuickBooks Online for accurate financi MyWorks makes it as easy as possible to handle accounting for the sales tax collected in Shopify orders from Australia and New Zealand. We'll automatically sync the tax charged on the order into QuickBooks Online as we sync the order: all that's needed is mapping your VAT tax rate(s) in Shopify to their corresponding tax rates in your QuickBooks. ## Setting up sales tax MyWorks allows you to easily map your Shopify sales tax rates to the sales tax rates present in your QuickBooks company. There are two areas in MyWorks to manage this. ### Settings > Tax In MyWorks Sync > Settings > Tax, you can set your QuickBooks tax rate that should be applied to items that are **not taxed** in your Shopify orders. This is normally a tax rate named “Out of Scope”, or “Exempt”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102306/4165523b5b9058dbdb585149996a/upload_10026318737131816978.jpeg?expires=1788544800&signature=cc05fc254323f99c03fc66eb8a02be6b7be12969dfd98f3a758b1f506ac41b9c&req=dSkuEMh%2Bn4JfX%2FMW3nq%2BgRvO78DAZvKFLtIaveZUQj97DhwQTulpKOEjzFff%0AmDm0kuDKAWm8JOFhpaGlijYRf90%3D%0A) ### Map > Tax Rates In MyWorks Sync > Map > Tax Rates, you can view your Shopify tax rates and select the matching QuickBooks tax rate for each. - The 10% GST rate for Australia can be mapped to its corresponding 10% rate in QuickBooks- normally named “10% GST”. - Similarly with New Zealand - simply select the matching GST rate in QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102334/e1f7f5a6e9062f43fb36d5a28897/upload_7017103233655995951.png?expires=1788544800&signature=43171ae79cff3f3f4b9437930973d1fd30bbc42ed9f407826bd85c84937391e2&req=dSkuEMh%2Bn4JcXfMW3nq%2BgWm9SUci5R99P74wx9%2FHEeUTciickLTxssaeGVsF%0AFRB3bDjFUTyEuivcW5psbDJwr3o%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102363/b8a0dc69f203900e73f4a5f95105/upload_17341193058908274202.png?expires=1788544800&signature=e35426de59754b947433b94c794e8877832106cc02ee55d0225ae9248c496a18&req=dSkuEMh%2Bn4JZWvMW3nq%2BgZgo%2FNCrhsD4o%2BV6%2F25a5NbcM%2BaxSGwUER829e1Y%0ARr2bdgMtLLlUdhU8nTbDAjXSogM%3D%0A) ## Syncing tax as a line item Alternatively, if you do not wish to use the QuickBooks Online Automated Sales Tax feature, and/or have sales tax turned off in QuickBooks, you can sync tax as a line item in the QuickBooks order instead. You can enable the setting to sync sales tax as a line item in MyWorks Sync > Settings > Tax, and the line item used in QuickBooks can be controlled in several different ways: - You can select a single QuickBooks product to be used for the sales tax line in QuickBooks. This is the item that will be used by default, unless a QuickBooks product is selected for the country/region in the section below. - In the section below, you can select a specific/different QuickBooks item to use for the sales tax based on the country or region of the order. This can be helpful to track sales tax collected in separate accounts in QuickBooks based on the country, US state, or Canadian Province that the sales tax was collected for. If a country or province is **not assigned** to a QuickBooks item in the below section, MyWorks will follow its tax rate mapping instead, in MyWorks Sync > Map > Tax Rates. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102393/6129a333b35f8c139c44aeb31215/upload_8870261444263966020.png?expires=1788544800&signature=9b8621bb00ebaa604afb43a37629325d982714831ef8e4c25339c4135e0e76e3&req=dSkuEMh%2Bn4JWWvMW3nq%2BgfqIGQroDSU12%2FHUwlfEW7ffhe6ej0WZ%2B1yk2iIC%0AYWt9BCpURG3GmA6mIfBuEA8ODNY%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102425/c29cbcd63db2e7302c1380eb3a6c/upload_228168514412494070.png?expires=1788544800&signature=f902f29356110873c3106ef5ae89eae99643f12edd26894c80dc08aa3798bd78&req=dSkuEMh%2Bn4VdXPMW3nq%2BgT%2F%2Bgouz1TDWVsCzfHo8no9i62YUpHulQUUunaC3%0AdxSsMI%2F7t57j8vNBEX9xSg0Zu9M%3D%0A) Once enabled, the Sales Tax collected in the Shopify order will be synced as a **line item **in the order in QuickBooks Online, as shown in the below example: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102457/ca00f33a724a999f7eac4edec21b/upload_4429790027856100188.png?expires=1788544800&signature=7cb489420358d5aca7869d2ba9d8e3d03f8d562397be37e17a2bf806e307f761&req=dSkuEMh%2Bn4VaXvMW3nq%2Bga5NqgkYvA1IaRV63qUMez3pdW1Or9J7HF%2FlvFFJ%0AZLGd6cftGNkwkmo%2FASPuPGOTgzA%3D%0A) --- ## Syncing Sales Tax in Shopify orders with QuickBooks Online - United Kingdom **URL**: https://support.myworks.software/en/articles/13537871-syncing-sales-tax-in-shopify-orders-with-quickbooks-online-united-kingdom > Learn how to seamlessly integrate sales tax data from Shopify orders in the United Kingdom into QuickBooks Online for accurate financial rep MyWorks makes it as easy as possible to handle accounting for the sales tax collected in Shopify orders from the United Kingdom. We'll automatically sync the tax charged on the order into QuickBooks Online as we sync the order: all that's needed is mapping your UK VAT tax rate(s) in Shopify to their corresponding tax rates in your QuickBooks. ## Setting up sales tax for UK If your QuickBooks Online company locale is in the UK, you'd manage your UK VAT in QuickBooks in your QuickBooks Tax > Sales Tax tab. MyWorks allows you to easily map your Shopify sales tax rates to the sales tax rates present in your QuickBooks company. There are two areas in MyWorks to manage this. ### Settings > Tax In MyWorks Sync > Settings > Tax, you can set your QuickBooks tax rate that should be applied to items that are **not taxed** in your Shopify orders. This is normally a tax rate named “Out of Scope”, or “Exempt”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102590/c409cc0165c97abcfd8dcba79e79/upload_6016604709399362299.jpeg?expires=1788544800&signature=1f097144f115bb9513e37cf8da87a49f496a584b5ce453e068030eaa09ae8910&req=dSkuEMh%2Bn4RWWfMW3nq%2BgQf6tu5Ti3v62TtdmuTYHzDVwGz679T00HhaA8ZH%0Al0SP6ObcEEoT9sIeKhAR7owlPI4%3D%0A) ### Map > Tax Rates In MyWorks Sync > Map > Tax Rates, you can view your Shopify tax rates and select the matching QuickBooks tax rate for each. - The 20% VAT rate for the UK can be mapped to its corresponding 20% rate in QuickBooks- normally named “20% S”. - Any additional territory where you charge separate/additional tax in Shopify can be mapped accordingly to another rate in QuickBooks. This is less common to see. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102619/ac9aed4ed3ee263d6d26148b9d26/upload_5793554128288627566.png?expires=1788544800&signature=9b1038381249384e73d44c49c0c9ea4ab5a7ea9e16b4226117bef2f37547a5d1&req=dSkuEMh%2Bn4deUPMW3nq%2BgSnq5ncaZnYIrvRwadgiJcwqsWuUcRHlVfoMVAWP%0A8bwEZKNOG1CXIJ5hYeL770oFwKE%3D%0A) ## Syncing tax as a line item Alternatively, if you do not wish to use the QuickBooks Online Automated Sales Tax feature, and/or have sales tax turned off in QuickBooks, you can sync tax as a line item in the QuickBooks order instead. You can enable the setting to sync sales tax as a line item in MyWorks Sync > Settings > Tax, and the line item used in QuickBooks can be controlled in several different ways: - You can select a single QuickBooks product to be used for the sales tax line in QuickBooks. This is the item that will be used by default, unless a QuickBooks product is selected for the country/region in the section below. - In the section below, you can select a specific/different QuickBooks item to use for the sales tax based on the country or region of the order. This can be helpful to track sales tax collected in separate accounts in QuickBooks based on the country, US state, or Canadian Province that the sales tax was collected for. If a country or province is **not assigned** to a QuickBooks item in the below section, MyWorks will follow its tax rate mapping instead, in MyWorks Sync > Map > Tax Rates. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102655/38815e4cfa72e1cf6e439536867f/upload_9528473237719212463.png?expires=1788544800&signature=e204782adef0a2e4e5424ebfd56d5fe83d97f9706f7a8d8db6984cedfc5f66aa&req=dSkuEMh%2Bn4daXPMW3nq%2Bga1up6euFkFL%2F%2FhAzuWapnbylHoQlERplAUO3asD%0Agzxh4yd%2BKz2EszAQF%2Be%2BdM4QPhA%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102678/6c9eadb0f3978c8c4802c17d365c/upload_17175673014372014457.png?expires=1788544800&signature=45010bd5f562a93cfefe7d4a14fb8ab10c6cdb013169a0fca194540870e25ea3&req=dSkuEMh%2Bn4dYUfMW3nq%2BgQkfWRMP6uilvwStTfVo5Fdrkw5YL%2FqwvfHs66lj%0AWfz4I%2BkIsY4Hv5UyunWsSaODMv4%3D%0A) Once enabled, the Sales Tax collected in the Shopify order will be synced as a **line item **in the order in QuickBooks Online, as shown in the below example: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102711/798fd9ad01eb18f803dfcc9bf62c/upload_10752093763390530096.png?expires=1788544800&signature=2a82ae6f48863e4b5239c1cc7aac99c29b6067b2b834cf46e2d876caa17f161d&req=dSkuEMh%2Bn4ZeWPMW3nq%2Bgfrnzy5RPcRi8%2Bi9o7VLVc%2FvUJ%2FWLxKWOiVOGrac%0As%2FGAKd9%2F4o8fXRRap%2BTJzLe59C0%3D%0A) --- ## Syncing Sales Tax in Shopify orders with QuickBooks Online - Canada **URL**: https://support.myworks.software/en/articles/13537878-syncing-sales-tax-in-shopify-orders-with-quickbooks-online-canada > Learn how to seamlessly integrate sales tax data from Shopify orders in Canada into QuickBooks Online for accurate financial reporting. MyWorks makes it as easy as possible to handle accounting for the sales tax collected in Shopify orders from Canada. We'll automatically sync the tax charged on the order into QuickBooks Online as we sync the order: all that's needed is mapping your Canada tax rates in Shopify to their corresponding tax rates in your QuickBooks. ## Setting up sales tax for Canada If your QuickBooks Online company locale is in Canada, you'd manage your Canada QuickBooks tax rates manually in your QuickBooks Tax > Sales Tax tab. MyWorks allows you to easily map your Shopify sales tax rates to the sales tax rates present in your QuickBooks company. There are two areas in MyWorks to manage this. ### Settings > Tax In MyWorks Sync > Settings > Tax, you can set your QuickBooks tax rate that should be applied to items that are **not taxed** in your Shopify orders. This is normally a tax rate named “Out of Scope”, or “Exempt”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102826/24cc3c78dae950f9344d7e0f74a9/upload_14855275978839634702.jpeg?expires=1788544800&signature=9219b726fe601b2a8ac8ba81ff03a9e6ea4425a5ae959ede20561bba584f96c1&req=dSkuEMh%2Bn4ldX%2FMW3nq%2BgUbMh6AVSQgFRtnX7nRsdG35FLAjMqjYPcDtSbvu%0A14EfExroxUZcjMSbLlv3CGDzQE8%3D%0A) ### Map > Tax Rates In MyWorks Sync > Map > Tax Rates, you can view your Shopify tax rates and select the matching QuickBooks tax rate for each. - The Canada GST rate would be shown first - and should be mapped to your 5% GST rate, as shown below. - Any province you're charging sales tax for in Shopify can then be mapped to its corresponding QuickBooks tax rate, like in the below example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102860/be4b33ba61b195451c4b3dbcb877/upload_6497835201037466931.png?expires=1788544800&signature=aa28f34437a418d4e8200261b46e8d84623d386ac17a3379c685bc7f6af083b1&req=dSkuEMh%2Bn4lZWfMW3nq%2BgV6Jnwj62PgEYBhBnNnCDfx%2BImYvG%2FfbDgKymfNm%0AobblWdH8LpftdtCwz9qqZO9dqtg%3D%0A) MyWorks also supports compound mapping, like in the below example where GST + QST for Quebec would be charged in the same order - to map these rates in Shopify to the correct **combined** rate in QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102889/a3ad73d1cef9107bcb2b990b0882/upload_8581550807736498966.png?expires=1788544800&signature=70bf9e80fed9849e325e886537f3d5b21188a6fb9b07fe42a16686626c609f80&req=dSkuEMh%2Bn4lXUPMW3nq%2BgdQoEragOsQwP50RY6NHcCLuEBRVzEquhrTJAbDz%0APjLQFUwVtV9eE1xgzZlwP776oRg%3D%0A) ## Syncing tax as a line item Alternatively, if you do not wish to use the QuickBooks Online Automated Sales Tax feature, and/or have sales tax turned off in QuickBooks, you can sync tax as a line item in the QuickBooks order instead. You can enable the setting to sync sales tax as a line item in MyWorks Sync > Settings > Tax, and the line item used in QuickBooks can be controlled in several different ways: - You can select a single QuickBooks product to be used for the sales tax line in QuickBooks. This is the item that will be used by default, unless a QuickBooks product is selected for the country/region in the section below. - In the section below, you can select a specific/different QuickBooks item to use for the sales tax based on the country or region of the order. This can be helpful to track sales tax collected in separate accounts in QuickBooks based on the country, US state, or Canadian Province that the sales tax was collected for. If a country or province is **not assigned** to a QuickBooks item in the below section, MyWorks will follow its tax rate mapping instead, in MyWorks Sync > Map > Tax Rates. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102913/77441480ed9fd437964e72dea208/upload_18138230810301363616.png?expires=1788544800&signature=753ed4f462b42d21309baaaa6a1e1b1fb65bdffb16270e53a4bbdf937b0b719b&req=dSkuEMh%2Bn4heWvMW3nq%2Bge7DDGo7Q0SgGQWHJNwkXVZgakDw7ntvto9OuQp3%0A87ZB1JFHt8tNBjHiE12TW4v4jK0%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102931/ad8f1a01db3f24412a5971a317c6/upload_12653425542066752627.png?expires=1788544800&signature=305e2549353842989f0a849af1e00f931329323c3c2b6985894fba302b8970c8&req=dSkuEMh%2Bn4hcWPMW3nq%2BgXZFH9SSvYob8CvrAY5r1PUO9rmI4swLm8pwcZvm%0AhBwsq0gtuRch%2ByGurrI7SdeGJ6I%3D%0A) Once enabled, the Sales Tax collected in the Shopify order will be synced as a **line item **in the order in QuickBooks Online, as shown in the below example: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102951/dc2ede5afb40cb1dd7cd0c84a54e/upload_9059397842873920858.png?expires=1788544800&signature=45a83080ddadb307d8b9088674acf9db852773ff9c2d224971c5876f022fc2b0&req=dSkuEMh%2Bn4haWPMW3nq%2BgZ59ACqkrr2BsZtL%2FwboICjMQEKHEaqq3hOSS7D0%0ATEIplu3Vn19CG%2FR5daENI%2Btq6rE%3D%0A) --- ## Syncing Sales Tax in Shopify orders with QuickBooks Online - Global **URL**: https://support.myworks.software/en/articles/13537865-syncing-sales-tax-in-shopify-orders-with-quickbooks-online-global > Learn how to seamlessly integrate sales tax data from global Shopify orders into QuickBooks Online for accurate financial reporting. MyWorks makes it as easy as possible to handle accounting for the sales tax collected in Shopify orders from any country where you choose to collect sales tax in Shopify. If you're in the United States, [see our doc on this specifically here. ](/*/articles/13538155) ## Setting up sales tax MyWorks allows you to easily map your Shopify sales tax rates to the sales tax rates present in your QuickBooks company. There are two areas in MyWorks to manage this. ### Settings > Tax In MyWorks Sync > Settings > Tax, you can set your QuickBooks tax rate that should be applied to items that are **not taxed** in your Shopify orders. This is normally a tax rate named “Out of Scope”, or “Exempt”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102123/36d15e64558e86edd14ef5d1b8d0/upload_13374365927955109273.jpeg?expires=1788544800&signature=801e1a11b54a451d2bf8a12674158da057d8c1a312d4244451cdde1ee0502bb5&req=dSkuEMh%2Bn4BdWvMW3nq%2BgTWOOVPZeDSzsJmDuuaQuLp5SAS9KUzoPQYqj2FR%0An4VrY7%2FL%2BAn64fZGkEQc3UIJw%2Bw%3D%0A) ### Map > Tax Rates In MyWorks Sync > Map > Tax Rates, you can view your Shopify tax rates and select the matching QuickBooks tax rate for each country that you charge tax in. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102150/76266a4cf0d1d52c94fc67257815/upload_13959746775982870353.png?expires=1788544800&signature=5f02151e627e4097ef1d7a26f65e08ffc3e9210e843deaa508df5627d35938bc&req=dSkuEMh%2Bn4BaWfMW3nq%2BgXWeMfc9zq9S9bH4%2BxO3BvlisMeT7zaWnZvllJnl%0APPtTMGhhLeahq8b7GrFtgyUjneY%3D%0A) ## Syncing tax as a line item If you're collecting sales tax in different countries/regions (for example, in the US, Canada, and the UK), or have sales tax turned off in QuickBooks, you can sync tax as a line item in the QuickBooks order instead. You can enable the setting to sync sales tax as a line item in MyWorks Sync > Settings > Tax, and the line item used in QuickBooks can be controlled in several different ways: - You can select a single QuickBooks product to be used for the sales tax line in QuickBooks. This is the item that will be used by default, unless a QuickBooks product is selected for the country/region in the section below. - In the section below, you can select a specific/different QuickBooks item to use for the sales tax based on the country or region of the order. This can be helpful to track sales tax collected in separate accounts in QuickBooks based on the country, US state, or Canadian Province that the sales tax was collected for. If a country or province is **not assigned** to a QuickBooks item in the below section, MyWorks will follow its tax rate mapping instead, in MyWorks Sync > Map > Tax Rates. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102172/5fbf3fab78ae16aa1d9b59ac0dbc/upload_7640365723820884811.png?expires=1788544800&signature=d616f763d354e72ff2c846b9be428f97daee9a9c60fa5e865493d721f045fca9&req=dSkuEMh%2Bn4BYW%2FMW3nq%2BgaPG4QBENcs%2Bfuc7PEOB4Fi7PRGwLRytSHOUDlRA%0A8%2BgcPtBFeULzuZFXtljZS9TT1Lc%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102193/068b47b73caf909f140584cb8e1e/upload_17135500838217965588.png?expires=1788544800&signature=82fa2fb75c6b45973441573d9c5ac5d9cd87a2f5e455dca53ba4410ba7ae5943&req=dSkuEMh%2Bn4BWWvMW3nq%2Bgap2BB8FAy7e4QS0o4nZ2J1zE9I0jFtW85ntVBfE%0AJgtK%2Bpx%2FKOR3ikGS2mw2qlz%2FrEk%3D%0A) Once enabled, the Sales Tax collected in the Shopify order will be synced as a **line item **in the order in QuickBooks Online, as shown in the below example: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102215/c7cc882246db5c039cf5d982942f/upload_8603199571990566709.png?expires=1788544800&signature=5c72277a737b0412c8b4214f0a4555d580f01482900d67280bbe102a38d9aaa1&req=dSkuEMh%2Bn4NeXPMW3nq%2BgRDZO99fT7USpghIcmySiI46K7xkb945DVhkW1rY%0Af%2BiLH3DC5ceQWZDTjx75iY3EfFU%3D%0A) --- ## Syncing Sales Tax in Shopify orders with QuickBooks Online - United States **URL**: https://support.myworks.software/en/articles/13538155-syncing-sales-tax-in-shopify-orders-with-quickbooks-online-united-states > Learn how to automatically sync sales tax data in your Shopify orders with QuickBooks Online for accurate financial reporting. MyWorks makes it as easy as possible to handle accounting for the sales tax collected in Shopify. We'll automatically sync the tax charged on the order into QuickBooks Online as we sync the order: no setup needed on your part! In the US, Automatic Sales Tax is normally enabled in QuickBooks Online, which would look like the below example in your QuickBooks Sales Tax Overview: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112112/ff1d5c0a8c345c8b6c2d3dce8481/upload_16299358091744088795.png?expires=1788544800&signature=2c0b89103f0875f4a71d4c60605704fe7a764fd1f735f38726b32acfcd18c19e&req=dSkuEMh%2Fn4BeW%2FMW3nq%2BgWUf9t9rV5M1P%2Bsu0JL7tf76A4lVrMAo%2FNtB42Hj%0AshKlE%2FHHt0YJ%2FMf3hZlQhff%2BMes%3D%0A) MyWorks is also compatible with the automated Shopify Tax service in Shopify, or manual rates, if you choose to create them in Shopify. When enabled in Shopify, MyWorks will sync the accurate sales tax collected on the order into QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112134/fe1087d90e52e3d01d9d9e3449bf/upload_4063801600503603618.png?expires=1788544800&signature=190b68dc9623b58e9fe764002a70ad5fcb75a3d5812249e4f883e47715111516&req=dSkuEMh%2Fn4BcXfMW3nq%2BgS2wQaT9%2B3on4KD5sAPTQfNbNtM7qFW2pYeMpsZp%0ArjnEw6GS5iJQLZ%2Fi8keCjdDM3rI%3D%0A) ## When using Automated Sales Tax in QuickBooks Online (US) If your QuickBooks Online company is in the United States, you likely have Automated Sales Tax enabled. The Sales Tax collected in the Shopify order will be passed into the "Sales Tax" subtotal field in QuickBooks Online. This will always match what's collected in the Shopify order, and you can use reporting in Shopify and/or QuickBooks Online to report on the detail/regions for sales tax collected. There's nothing to configure in MyWorks to accomplish this - tax will sync automatically! ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112153/9187dd207397a992cf0ff133be6a/upload_9255067805182612659.png?expires=1788544800&signature=fd12e7be0b42dff9116feaaf1c449471ef23b4634acc5f7abb29bb9ebd9c452b&req=dSkuEMh%2Fn4BaWvMW3nq%2BgeaC4MuQrB%2BzXTceRWrewYTAKdtsrkfEUyd%2BrCiw%0AITIb63d9jI9thb%2FvOaUd%2ByZzZr8%3D%0A) ## Syncing tax as a line item Alternatively, if you do not wish to use the QuickBooks Online Automated Sales Tax feature, and/or have sales tax turned off in QuickBooks, you can sync tax as a line item in the QuickBooks order instead. You can enable the setting to sync sales tax as a line item in MyWorks Sync > Settings > Tax, and the line item used in QuickBooks can be controlled in several different ways: - You can select a single QuickBooks product to be used for the sales tax line in QuickBooks. This is the item that will be used by default, unless a QuickBooks product is selected for the country/region in the section below. - In the section below, you can select a specific/different QuickBooks item to use for the sales tax based on the country or region of the order. This can be helpful to track sales tax collected in separate accounts in QuickBooks based on the country, US state, or Canadian Province that the sales tax was collected for. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112167/9a8af1afbaa5397d76bf4f52571a/upload_7209686628978348243.png?expires=1788544800&signature=1ad8c77e37962ca2bb059cf1b4b162aaa0e88ecc083bcaf716ba8699974515c9&req=dSkuEMh%2Fn4BZXvMW3nq%2BgRa4YH3viE6fXQND8gpNU7KVtL6gkm5Ad%2BvvmkJN%0A3VtTtFVLVcEiA6MK2597eVz7nqA%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112186/b73e7a2b0f9c101c1f1c76932ae9/upload_279498095295387827.png?expires=1788544800&signature=7edb6a8ed5330216f24a966935d5f73e4701433a0753f054c8f6f769f4a5a15d&req=dSkuEMh%2Fn4BXX%2FMW3nq%2BgUAWuh3ple2kepHPORlxk8uCiRpSnj4KZcXm0Aj4%0AeNynYUN2uasf1MTKdZ3AMhv6HBc%3D%0A) Once enabled, the Sales Tax collected in the Shopify order will be synced as a **line item **in the order in QuickBooks Online, as shown in the below example: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112211/3296ee077e9620d451079af15c43/upload_14261395303155906702.png?expires=1788544800&signature=4d88b4a34f0531b5768e5b0df8f8cfd790052f94d370d645a48e2a810e6df497&req=dSkuEMh%2Fn4NeWPMW3nq%2BgW75kf0Ep7LVXeH0JeaOoi7%2B6Q5bJ2J8FTs0HAtW%0AtLD1viamM%2BOUukpS60pHeb3kMiY%3D%0A) --- # Daily Summaries --- ## Syncing orders from Shopify to QuickBooks Online as a Daily Summary **URL**: https://support.myworks.software/en/articles/13537913-syncing-orders-from-shopify-to-quickbooks-online-as-a-daily-summary > Explore how to sync orders from Shopify to QuickBooks as a single daily or monthly summary, instead of individual invoices or sales receipts. MyWorks supports syncing Shopify orders to QuickBooks as either individual transactions (sales receipts or invoices) - or as a single Daily Summary. This doc guides you through using MyWorks to sync Shopify orders to QuickBooks as a single Daily Summary. ## Overview A daily summary in QuickBooks is a single transaction - a journal entry; that records the total of all sales & transactions that occured in that day. Although this records only the totals for the day; these are separated by QuickBooks account type to still accurately separate different types of sales/transactions, including: - Payments (separated by payment method) - Sales of Products (to a single income account, or separated by Shopify Collection) - Shipping Income - Discounts given - Sales Tax - Refunds (separating product, shipping, discount & sales tax) - Cost of Goods Sold - Accounts Receivable (unpaid orders & orders paid later) - Gift Cards (to a corresponding liability account) - Tips This can be enabled by visiting MyWorks Sync > Settings > Order in the MyWorks app - and selecting Daily Summary. Need some orders to sync as Daily Summaries, but others to sync as individual transactions? No problem: choose “Based on Order Tag” to select how each order should sync based on the Shopify Order Tag(s) that it contains. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2587999821/960931c2bc1dcac65ee7a150efd5/MyWorks+QBO+Test+-Staging+App-%E2%80%A6orks+Sync+-+Preview+%C2%B7+Shopify+2026-08-05+at+11_58_01+AM.png?expires=1788480000&signature=2c140cad7ed4f249df61e621e10b71fc9a5672c07312c44413b329db7cf95756&req=diUvEcB3lIldWPMW3nq%2Bgedes%2Bc39eixjAvhASTjJjiL2ewdiRLms%2Ful11pD%0AknZgvCYU0LJJcVAxPqbP3e2SPNU%3D%0A) ## Setup ### Settings > Order Once Daily Summary is selected in Settings > Order; there's a few other accounts that will need to be selected; allowing MyWorks to accurately sync each summary in to QuickBooks. These are: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103920/4d30cc8b81c651a852e04d450b02/upload_2411830278138483151.png?expires=1788480000&signature=3be9d4f05886daad8efd69faee6d0c994f64932ddf8423cdd4a12b0180c0b013&req=dSkuEMh%2BnohdWfMW3nq%2BgRyV%2BNMUtRiIOR%2F9%2FBDji471WoWTN91lJTNmRsQg%0AIP9w5oqkYiEIKN0EwcfAo5VytLQ%3D%0A) - Default Sales Account: where product sales will be recorded. Sales can also be mapped to different QuickBooks income accounts by Shopify Collection - in Map > Collections. **​ - Default Discount Account: where discounts in Shopify orders will be recorded ​ - Default Shipping Account: where shipping income in Shopify orders will be recorded ​ - Default Sales Tax Account: where sales tax collected in Shopify orders will be recorded ​ - Default A/R Account: the QuickBooks Accounts Receivable account where unpaid orders and orders paid later will be recorded ​ - Default Gift Card Account: the QuickBooks liability account where gift card sales and redemptions will be recorded ​ - Default Tips Account: the QuickBooks income account where tips in a Shopify order will be recorded ### Settings > Payment Method In MyWorks Sync > Settings > Payment Method, you can select the QuickBooks bank accounts that payments for Shopify Orders should sync to. This is normally a clearing account or Undeposited Funds account in QuickBooks - and can be selected separately for each different payment method used in Shopify. ​ In addition to syncing Shopify order payments to QuickBooks within the daily summary, it can be helpful to sync Shopify Payments Payouts into QuickBooks as well to assist with reconciling, and this can be seen in the below example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103941/b6798452fa5ebb9cb8d54e4abf63/upload_8425399109699394724.png?expires=1788480000&signature=4484d86d3fa7213e9ec14ffa910af19a0d29440e75fe19683dd2d76603ea0aaa&req=dSkuEMh%2BnohbWPMW3nq%2BgUhAwQlCqMHH9V%2BNWgHp%2FkQ3MmL%2BXUhQBUlmmghW%0AFj1t4mHL57HZsgSITS9%2B2XLNA7U%3D%0A) ## Choosing Daily or Monthly summaries By default, MyWorks creates one summary journal entry per day. If you'd rather record one journal entry per calendar month, set Summary Frequency** to **Monthly** in MyWorks Sync > Settings > Order. This option appears when **Sync Shopify Orders as** is set to **Daily Summary** or **Based on Order Tag**, and is available on every plan that supports summary syncing. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2588000463/17ae0d4ed2cd3ddfc72c3206eae1/Updating+Jumpshare+2026-08-05+at+11_58_17+AM.png?expires=1788480000&signature=8515d4fc43f49f95b330dfbd19eb37b03194e845fd5d59d7c8fc7922b4412010&req=diUvHsl%2BnYVZWvMW3nq%2BgaVfctYp0dJ3VtVv4HHXdfpJu0RveQIAOpTqdOlk%0AqM7DDeps1j%2BqSeDpPkfHYiK7O4k%3D%0A) With Monthly selected, MyWorks creates a single journal entry at the start of each month, covering the entire previous calendar month and dated the last day of that month. It records the same totals the daily summaries would - just combined into one entry, including Cost of Goods Sold if you've enabled it. If you switch to Monthly partway through a month, automatic syncing begins with the next full calendar month - the current month can be pushed manually from MyWorks Sync > Push > Summary once it ends. ## Syncing Daily Summaries Once setup is complete; MyWorks will begin automatically syncing Daily Summaries to QuickBooks, beginning from today onwards! Here's some helpful tips: - Past summaries can also be pushed to QuickBooks by visiting MyWorks Sync > Push > Summary. ​ - Daily Summaries include order payments for the day; and it's usually helpful to also enable [Payout Syncing](https://support.myworks.software/*/articles/13537926) - so when a Shopify Payout is sent to your bank, it can be easily matches. ​ - The Daily Summary follows the time zone of your Shopify store, as set in your Shopify store settings. ​ - The orders within each summary count towards the monthly order sync limit in the MyWorks plan you're currently on. ## Syncing Cost of Goods Sold If you're not tracking individual products in QuickBooks but still need to accurately track COGS in QuickBooks; MyWorks can help easily track Cost of Goods sold in each daily summary synced to QuickBooks. Simply enable this option in Settings > Order, and set your desired Cost of Goods Sold account & Inventory Asset account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103957/265fcd5410335950bf4eccec9ac9/upload_8513402073831706260.png?expires=1788480000&signature=ec77e2ee9379090224ef34bc1057889edec68f70f838bd17484bf10078f73c40&req=dSkuEMh%2BnohaXvMW3nq%2Bge16v%2FDKeiXXzJWsWjHQnj8HbyeQ6u4t5l%2FGD5RM%0ACkuUnKykV3KSIUWTtYwQVUkKIKg%3D%0A) ## Example When a Daily Summary is synced to QuickBooks, it would look similar to the below example. As shown, it helps correctly record the sales & transaction totals for the day, separating the detail of the sales & transactions between their respective accounts. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103974/f3e2a4d0434a019aa184363bd84b/upload_11445752940024553472.png?expires=1788480000&signature=1066dae71b05a25f996060ce4f62dbc6a403d0be2470c737fb2a517261504f9f&req=dSkuEMh%2BnohYXfMW3nq%2BgYfHIx8W45ktXdkg4gT4VNBy35Kd3tPcz7J0gF%2BB%0A1%2F1ptTwdpFko%2BXqd4dnCVIAChxw%3D%0A) --- ## Including Cost of Goods Sold in Daily Summaries (Shopify & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13537906-including-cost-of-goods-sold-in-daily-summaries-shopify-quickbooks-online > Review how COGS can be synced to QuickBooks in Daily Summaries from Shopify When syncing Shopify sales into QuickBooks as a single daily Summary; it can be helpful to include the Cost of Goods Sold for the transactions that occured that day to record the accurate COGS in QuickBooks, especially if you're not tracking individual products in QuickBooks and managing inventory only in Shopify. For cases like this, MyWorks easily supports syncing Cost of Goods Sold into QuickBooks within each Daily Summary, and this can be enabled in MyWorks Sync > Settings > Order by setting a QuickBooks Cost of Goods Sold and Inventory Asset account. * When enabled, the Cost of Goods Sold would be included in the QuickBooks Daily Summary journal entry, as shown in the below example - using the cost of the Shopify products that were sold during that day: correctly debiting the Cost of Goods Sold account, and crediting the Inventory Asset account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103758/7a461e02205cbf6de30910ba2092/upload_18235068898096364103.png?expires=1788480000&signature=209acd27e92eee9fd8484776df0ca6eb2f90e8b91a445eb71c3eded09b2b4159&req=dSkuEMh%2BnoZaUfMW3nq%2BgcdxmoiJNI7%2FVX1GMyrT%2BmCa1phLpJxgsdcgBYvv%0AEVQR4JMpGsGkOsN5nO9jIkJ9Ufg%3D%0A) Cost of Goods Sold follows your **Summary Frequency** setting in Settings > Order: with **Monthly** selected, MyWorks records one Cost of Goods Sold journal entry covering the entire previous calendar month, dated the last day of that month. This applies when your orders sync to QuickBooks as a Daily Summary. If you sync orders individually, see [Tracking COGS when syncing individual orders to QuickBooks Online](https://support.myworks.software/en/articles/13537754)* - and if you manage purchasing in our free [Stockroom](https://apps.shopify.com/stock-room) app, *[Syncing Cost of Goods Sold from Shopify (Stockroom) to QuickBooks Online](https://support.myworks.software/en/articles/16170838)* is the most accurate option. --- ## Tracking QuickBooks Classes in Daily Summaries (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/15964995-tracking-quickbooks-classes-in-daily-summaries-quickbooks-online > Assign QuickBooks Classes to the lines of the Daily Summary journal entry synced to QuickBooks, based on Shopify order tags or product tags. If you use Class tracking in QuickBooks, MyWorks can assign QuickBooks Classes to the lines of each [Daily Summary](https://support.myworks.software/*/articles/13537913) synced to QuickBooks - so your class-based reports (like a Profit & Loss by Class) stay accurate even when orders sync as a single daily journal entry. This doc guides you through the two ways classes can be assigned: based on Shopify Order Tags, or based on Shopify Product Tags. ## Overview This feature is available on our Scale and Soar plans, and can be enabled in MyWorks Sync > Settings > Order, under the Daily Summary settings - using the "Assign QuickBooks Classes to Daily Summary lines" option. There are two ways to assign classes, depending on how your business is organized: - **Based on Shopify Order Tags**: best when whole orders belong to a class - for example, separating retail vs. wholesale orders, sales channels, or store locations. The day's orders are grouped by matched order tag, and every line in each group (income, shipping, tax, discounts, payments, refunds, COGS, and more) carries that group's QuickBooks Class.**​ - Based on Shopify Product Tags**: best when classes follow your products - for example, separate brands or product lines sold together in the same orders. Product income and Cost of Goods Sold lines are split by class, while the remaining lines in the summary use the default class you select. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2549159848/76c8d7021ac235320fdc95f33bba/MyWorks+QBO+Test+-Staging+App-%E2%80%A6orks+Sync+-+Preview+%C2%B7+Shopify+2026-07-16+at+6_42_39+PM.png?expires=1788544800&signature=4a533f0a8c040ec4ad54f88fe07fc2e04f855e415e8ced4e5c18c16edb2464a6&req=diUjH8h7lIlbUfMW3nq%2BgSrD5WxKNpbsocXpPBcBilXz5zW0avxWMZYtLCKT%0AbJEL9RBJ2D2aw54KM%2Bf1kOCeBSs%3D%0A) ## Based on Shopify Order Tags Once "Based on Shopify Order Tags" is selected, a mapping table will appear where the Shopify order tag(s) for each QuickBooks Class can be entered. Here's how it works: - Multiple tags can be comma separated in each row - an order matching any tag in the row will be included in that row's class group. If an order matches more than one row, the first matching row wins. ​ - Every line in a class group carries that group's QuickBooks Class - and each group balances on its own, so a Profit & Loss report filtered by class stays accurate. ​ - Orders that don't match any row are always still included in the summary - under the Default QuickBooks Class if one is selected, or with no class if not. ​ - These mappings apply only to the Daily Summary. They're separate from the [Order Tag to Class or Location mapping](https://support.myworks.software/*/articles/13537889) used when syncing individual orders - so if some of your orders sync individually and some sync in the summary, the same tag can carry a different class in each. 💡 Tip: the free [Shopify Flow app](https://support.myworks.software/*/articles/13538024) can automatically add tags to your orders - including based on the order's POS or fulfillment location, sales channel, or customer type - making it easy to drive class tracking without tagging orders manually. ## Based on Shopify Product Tags Once "Based on Shopify Product Tags" is selected, a mapping table will appear where the Shopify product tag(s) for each QuickBooks Class can be entered. Here's how it works: - Multiple tags can be comma separated in each row, and the first matching row wins when a product matches more than one row. ​ - Product sales (income) lines and Cost of Goods Sold lines in the summary are split by class - even when a single order contains products across multiple classes. This works alongside [tracking product sales by Shopify Collection](https://support.myworks.software/*/articles/13537893), so income can be separated by class and income account together. ​ - The remaining lines in the summary (shipping, tax, discounts, payments, refunds, gift cards, and tips) can't be attributed to an individual product - so these use the Default QuickBooks Class. ​ - Products that don't match any row are always still included - under the Default QuickBooks Class if one is selected, or with no class if not. ## Default QuickBooks Class With either option, a Default QuickBooks Class can optionally be selected. This class is used for any orders or products that don't match a mapping row - and with product tag mapping, it's also used for the order-level lines like shipping, tax, and payments. Leaving it empty simply includes those lines with no class - nothing is ever left out of the summary. ## Helpful notes - Class assignment doesn't change the totals in your Daily Summary - it's still a single journal entry per day, with the same amounts, just organized into class-tracked lines. ​ - Class tracking must be turned on in your QuickBooks company (Settings > Advanced > Categories in QuickBooks) for classes to be available to select in MyWorks. ​ - Refunds and payments included in a summary follow the current tags on their order - so a refund processed a few days after the order will be classed with the rest of that order's group when using order tags. When using product tags, refund lines use the Default QuickBooks Class. ​ - If you're also [syncing Cost of Goods Sold in your summaries](https://support.myworks.software/*/articles/13537906), COGS lines are class-tracked as well - by order group with order tags, or per product class with product tags. --- ## Including Shopify Refunds in Daily Summaries (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13537908-including-shopify-refunds-in-daily-summaries-quickbooks-online > Review how refunded orders in Shopify are accurately included in daily summaries synced to QuickBooks As part of the Daily Summary that MyWorks syncs to QuickBooks; any refunds issued in Shopify orders will be accurately included in a section of the QuickBooks journal entry. An example of this is below, showing how the different details of the refund are also separated to their correct QuickBooks Accounts - which can all be set in MyWorks Sync > Settings. - The refunded payments to a QuickBooks Bank Account - The refunded product sales to an Income Account - Any refunded shipping to an Income Account - Any refunded tax to a Sales Tax Payable Account - Any refunded discounts to an Income Account - The COGS related to any refunded products - to the appropriate COGS and Inventory Asset Accounts ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103829/c11b84b4d6f55a48a1850fe71458/upload_9601375695129362126.png?expires=1788544800&signature=b9cc88ff8779540d6a35e686609f56ad2a47b663a3676791b72d79593e3249c5&req=dSkuEMh%2BnoldUPMW3nq%2BgcO5v%2BO4nuMASzwSXxcadthiFPxgaKO6hnJst%2FSl%0AuH6mBcz4EU9ZCuF7X5aCzKuRsK8%3D%0A) --- ## Including Shopify Gift Card Purchases and Redemptions in Daily Summaries (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13537903-including-shopify-gift-card-purchases-and-redemptions-in-daily-summaries-quickbooks-online > Review how Gift Cards that are purchased and redeemed in Shopify will be reflected in the daily summary synced to QuickBooks MyWorks supports syncing both Shopify gift card purchases, and redemptions, within the daily Summary that's synced to QuickBooks each day. In MyWorks Sync > Settings > Order, you can select which QuickBooks Liability account is being used to track gift card sales and redemptions: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103664/37b7894b55c5495efd29ae0ab77c/upload_12223307793988468778.png?expires=1788544800&signature=1255e471f178f252c46bd95c84d88c38b3f5508716d6574bf13240991ae95b62&req=dSkuEMh%2BnodZXfMW3nq%2BgRWs6V%2FgdT%2FHYRUIU6G0OmeVu1reg%2BkbHKa6cpvb%0ABfpOm295xwRRdbWXvJYGb6ymKUo%3D%0A) Then, when gift cards are sold or redeemed in a day's transactions, that will be correctly reflected in a section in the QuickBooks Daily Summary like shown in the below example: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103678/5d98f06e26de00d068b2cea29802/upload_629023644464723274.png?expires=1788544800&signature=6c313c1f73c842ca90ac81ae35320c3fb32ac24490a1a4f45bc5a4ab3ac2b3f7&req=dSkuEMh%2BnodYUfMW3nq%2BgfRcea%2BANLvidV8MrA4RlWwHoKHf3CrFJkUGs%2FkW%0Aoc2iqEokzB9auUdQeWf6vwKCx%2FQ%3D%0A) --- ## Including Unpaid Shopify Orders and post-order Payments in Daily Summaries (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13537900-including-unpaid-shopify-orders-and-post-order-payments-in-daily-summaries-quickbooks-online > Review how unpaid orders and payments made to orders on terms in Shopify are accurately recorded in a Daily Summary in QuickBooks In the Daily Summary that MyWorks syncs to QuickBooks for Shopify orders that are placed and paid at the same time; MyWorks also supports correctly recording the Accounts Receivable (A/R) activities for two other scenarios: - Orders placed today, but not yet paid; - Orders placed previously, and paid today. In both of the above scenarios, either sales income (but no payment) needs to be recorded; or a payment (but no sales income). The desired A/R account can be easily set by visiting MyWorks Sync > Settings > Order, as shown below. MyWorks also requires a customer to be present in QuickBooks with “Shopify” in the customer name, to use in the Journal Entry in QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103601/6da33e2234fb8885614b2948fbcd/upload_3555557499098331721.png?expires=1788544800&signature=617a920c16e833a03958191ed1a2a58932c04469362c5a7c485609af83a8714c&req=dSkuEMh%2BnodfWPMW3nq%2BgZFLLZqZh8St4v9c%2FDCKwLWxKOEoWfHE9t%2FdisDw%0AxbTngDbyJloIqwDYxvm7xTkjZXc%3D%0A) MyWorks correctly handles these scenarios in the Daily Summary by adjusting your Accounts Receivable in QuickBooks accordingly: - Orders placed today, but not yet paid, will have their sales correctly recorded to the appropriate income accounts, and the balance debited to Accounts Receivable. - Orders placed on previous days, but paid today, will have their payment correctly recorded to the corresponding bank account in QuickBooks, and credit the Accounts Receivable by that amount. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103615/f062c9cfb31257650809c3cb46da/upload_9840377224703024029.png?expires=1788544800&signature=f2b7d00c62fdad5c24bbaa921cf1546ac090b30e670c85fbc58f014d323a1b70&req=dSkuEMh%2BnodeXPMW3nq%2BgbUNxBaBDwfeRe1de%2BW9mgAPkeuudSUBcn8DxXJ8%0A03tCOEVmy27EZNRKkIo98tXVkhQ%3D%0A) --- ## Including Shopify order payments in Daily Summaries (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13537897-including-shopify-order-payments-in-daily-summaries-quickbooks-online > Review how the payments for Shopify orders are recorded in the daily summary synced to QuickBooks Online As part of the daily Summary that MyWorks syncs into QuickBooks, payments made to Shopify orders through the day will be correctly recorded in the journal entry created in QuickBooks. Payments made through Shopify Payments, and any other payment methods, are supported! Payments from each different payment gateway can be recorded to separate bank accounts in QuickBooks; which can be set in MyWorks Sync > Settings > Payment Methods. The QuickBooks bank account to select in this area should most often be a “clearing” account in QuickBooks, not your actual QuickBooks checking account. This can be a separate QuickBooks Bank Account named something like “Shopify Clearing” - or an existing account like “Undeposited Funds”. Further below in this article, we share how syncing the Shopify Payout to QuickBooks helps correctly reconcile these payments in a Daily Summary with the Payout sent from Shopify to your bank several days later. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103487/fab567e6aa6751849c88b048c9c1/upload_2853369794725058138.png?expires=1788544800&signature=2acd45f29da3f6fdbcb5ad4dd05db7f319202edfc7c31e61fcc94c2e10950dcb&req=dSkuEMh%2BnoVXXvMW3nq%2BgZgrf3zma72cUSi3FnUo63QNobPwFl1%2FfLzi7inG%0AcDqBGdv2EVLZARtoGVucu4I7TbM%3D%0A) And, the below example shows how this would look in the Daily Summary we sync to QuickBooks as a journal entry: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103502/3d9686c4ecec8316e495c7b1fdd0/upload_4975412600155618353.png?expires=1788544800&signature=f4f398ae8e85b238732d4ef361cd1be1f89d5edeffc60250b8c267f1074faa7e&req=dSkuEMh%2BnoRfW%2FMW3nq%2Bgaw%2BCXAhS2l0Kil7fh9HU5OCCOfvza2Cc8B8llEb%0ALMzQ0M1kgUktJNNtgyErbXtDdI8%3D%0A) ## Syncing Shopify Payouts Since the payments we sync to QuickBooks in a daily summary reflect the payments for the sales made in a particular day; it's usually also helpful to use MyWorks to [sync your Shopify “Payouts” to QuickBooks](https://support.myworks.software/*/articles/13537926) in addition to syncing daily summaries. Here's a brief explanation of the difference between the Daily Summary and a Shopify Payout that MyWorks can sync to QuickBooks: - Daily Summary: records the sales, discounts, taxes, cogs, refunds and more for a specific day's transactions within a 24 hour period based on the timezone of your Shopify store - and includes all payments for orders - paid through Shopify Payments or any other payment method. ​ - Payout: Only for Shopify Payments - is synced to QuickBooks when Shopify sends a payout to your bank for your Shopify Payments transactions, and records the movement of the funds from your “clearing” bank account in QuickBooks into your QuickBooks checking account, while correctly recording the transaction fees Shopify charges: resulting in a “match” when this deposit shows in your QuickBooks Bank Transactions feed. Payout syncing can be enabled in MyWorks Sync >Settings > Payment Methods, as shown in the below example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103525/e54395d8e1bf9d9d14e9bc69a09f/upload_10111993605079505099.png?expires=1788544800&signature=0ed5860ffd81fbb7bb084508efb0faa79fb62310c0179c94c08cb90b7482c752&req=dSkuEMh%2BnoRdXPMW3nq%2BgSf%2FgHLm4Zq8qLrS8lrjWA0Rf53dIvATBMU4vCg%2F%0AtQyM4eJjDsKzUe7jCpQh6fwMvlk%3D%0A) Based on the above example Daily Summary, here's what the Payout would look like in QuickBooks once synced by MyWorks: - The total payments for this payout ($998.07) are removed “credited” from the Shopify clearing account bank in QuickBooks - where they were originally added by the Daily Summary. ​ - The actual amount sent to your Bank Account ($963.20) is added “debited” to your corresponding “Checking” account in QuickBooks. ​ - The remaining Shopify Transaction Fees are recorded to the Bank Charges expense account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103538/800405074ccffdf087fcbe0388cf/upload_16716550519786057587.png?expires=1788544800&signature=a4e997328ed400882cd671be589b35bc899cad356ba559a583299612a5426fef&req=dSkuEMh%2BnoRcUfMW3nq%2BgQiI2yNav%2B0GJsHMsSQVylVqblk1By0Ljd%2B4R1RQ%0AzVpzdW%2FTHMA2J4AIZCDxTDqbxFk%3D%0A) When the Shopify Payout's deposit clears your bank account several days later; it then shows up as a Match in your QuickBooks Bank Transaction feed. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103555/0f43a58f973c9eac9b1ee4f34950/upload_13081318681386095081.png?expires=1788544800&signature=7f05760b8565150b3262d3ea98f04a8646318234c5b0574536a80ddc42c18107&req=dSkuEMh%2BnoRaXPMW3nq%2BgcSXQw7PL%2BBMEKjgA1jdcDPFh42fEZtJ7TPP69yf%0AMpk21j5CwWxCa88tnEAJjMX3y%2FE%3D%0A) --- ## Tracking Shopify product sales in Daily Summaries (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13537893-tracking-shopify-product-sales-in-daily-summaries-quickbooks-online > Review how to track Shopify product sales in the daily summary synced to QuickBooks. As MyWorks syncs Daily Summaries into QuickBooks from the Shopify sales that occured from a specific day; there's several ways to control how product sales are recorded to Income Accounts in the journal entry we create in QuickBooks. ## Default Sales Account In MyWorks Sync > Settings > Order, you can select a QuickBooks Sales Account, which we'll use by default for the product sales we sync in to QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103390/ecb36ee2adb14e7d4790f0d54230/upload_1339362083674473077.png?expires=1788544800&signature=2adc83594799fb6fd280401c94d8ec5baff3f9d511c9c18852ae097568009e0b&req=dSkuEMh%2BnoJWWfMW3nq%2BgbmLnMVLi1x%2FJs5lB8b6TBb8iHWF7t4WW3Z%2Ff2tB%0AsYETkqTHHlXm9MTSjz8%2Fazhr%2BnA%3D%0A) ## Mapping Shopify Collections Additionally, you can map Shopify Collections to different QuickBooks Income Accounts, which can be quite helpful if you'd like some product sales recorded to different income accounts than other product sales. Visit MyWorks Sync > Map > Collections to easily map each Shopify Collection to a QuickBooks Income Account of your choice. If a Collection is left unmapped, MyWorks will use the default Income account set above when syncing a daily summary. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103428/1e4f194070f51d1f4f4f9cc43977/upload_6519966024756223664.png?expires=1788544800&signature=41d11a2c47db96b9af52d9fbf81b15f80cb308fc3e9b2163d2462b37b2361f9d&req=dSkuEMh%2BnoVdUfMW3nq%2Bgffxs9bhCnjwh0EFFocm02GEPZyLw7XJnsEpPYOk%0AUTxmG2kbv1C2wGc8VxQ9XHH25QU%3D%0A) ## Example Below is an example that shows how the Shopify order product sales would reflect in the QuickBooks Daily Summary - along with any shipping, tips, sales tax and discounts in those Shopify orders. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103435/16776786859e4dc141e3f7cbabea/upload_8522702322530463316.png?expires=1788544800&signature=b880b535e2e217873639380fc4bc97ffb4614a857302906adaf28f37dbc54a09&req=dSkuEMh%2BnoVcXPMW3nq%2BgU2lcDLdmKHC5rL2pIVdQBN90oo%2F9yE9mxVOrr%2FK%0ARG8cLyHMsPem3tNCTfTyBVZ7Oo8%3D%0A) --- # Products --- ## Mapping Shopify Collections to QuickBooks Online Products, Classes, or Locations **URL**: https://support.myworks.software/en/articles/13538120-mapping-shopify-collections-to-quickbooks-online-products-classes-or-locations > Explore how to effectively map your Shopify collections to QuickBooks products, classes, or locations, streamlining your order management an The mapping section of MyWorks Sync allows you to 'match' your Shopify collections, products or variations in Shopify to corresponding products in QuickBooks Online. This article focuses on the ability to map your Collections in Shopify to QuickBooks products, classes, and/or locations. Mapping your Shopify Collections can be helpful in several different scenarios: - You don't need each individual Shopify product in QuickBooks, - You only need to track sales separately in QuickBooks by your Shopify Collections - You use Classes or Locations in QuickBooks to handle reporting for different Shopify Collections When a Collection is mapped to a Shopify product, class, or location, MyWorks will honor that mapping as we sync Shopify orders to QuickBooks: controlling the QuickBooks item, class, and location used for the line items and order detail for the order in QuickBooks. It's not required to map your Shopify Collections, so they can be left blank by default. For example, if you don't want all your Shopify products in QuickBooks, that's quite alright, and you can either leave them unmapped, or map multiple Shopify products to a single QuickBooks product. ## Mapping your Shopify Collections Mapping your Shopify Collections to QuickBooks Online is as easy as “connecting the dots”! Visit the Collections tab in MyWorks Sync > Map in your Shopify admin area. On the left side, you can see your Shopify Collections - and in the columns on the right; a list of your QuickBooks Online products, classes, and locations. Each column is optional, and you can leave them blank as desired. Note: If a product or variation is mapped to a QuickBooks product in Map > Products, or Map > Variations, that mapping will override any mapping for the Collection that product is in. Once a Collection is mapped, it will always remain mapped unless it's deleted in Shopify. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111187/678f639b60697b655df352049fd2/upload_11756637865707132873.jpeg?expires=1788544800&signature=00e02fc3104276d026ac75d0433bad3dfb485203ea16f6bf07e713daeb307c92&req=dSkuEMh%2FnIBXXvMW3nq%2BgUPNLyDIvto%2BZpyC45pV9H9R1DxHLbdafV%2FSRtwV%0ALK1J3XnYm7sDGZzGS23SYaYY3k4%3D%0A) --- ## What is the "Default for Unmatched Products" setting? **URL**: https://support.myworks.software/en/articles/13538175-what-is-the-default-for-unmatched-products-setting > Helpful information to explain what the "Default for Unmatched Product" is used for in MyWorks When using MyWorks Sync, you may see the QuickBooks product "Default for Unmatched Products" - either used in an order we sync to QuickBooks, or in a setting in MyWorks Sync > Settings > Default. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112777/f720574ce97bac03d2f20195d572/upload_7021782545815209867.jpeg?expires=1788544800&signature=283664870bf7c6c10b77f3affe7563bdc88c0bf527697f7a466b194a7cdd8d6c&req=dSkuEMh%2Fn4ZYXvMW3nq%2BgXsNwNJiYPOhBWI%2Bt0h%2F928L2yzi3QR5cnQAos0D%0A0U2rS2RXZhbJh2iHmu33vT46ySY%3D%0A) This is the name of a product that MyWorks will create in your QuickBooks company when MyWorks is first connected. In short, this product/setting is meant to be used only for orders that contain a Shopify product that is **not** mapped to a corresponding product in QuickBooks. While the above setting can be changed to use any other default/general sales product in your QuickBooks that you'd like to be used instead - this setting is **only** used if MyWorks is syncing an order to QuickBooks that contains a product that's not mapped together. You can easily check and assign product mappings in MyWorks Sync > Map > Products. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112796/b917a046e1de689b5fb169abf9f9/upload_10541352400181173338.jpeg?expires=1788544800&signature=b33911e96d99bc28afd6c743ff7c857749d99cc97b4f272b5f8a9a7cb9b16703&req=dSkuEMh%2Fn4ZWX%2FMW3nq%2BgS7sEZEnSeT91OadijTA1XkO6LTkP1TcjC4sQcXZ%0A%2FffkOsgpqdZEDbFd%2Bl9aNW0GzUI%3D%0A) --- ## Syncing product prices between Shopify and QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538010-syncing-product-prices-between-shopify-and-quickbooks-online > Learn how to seamlessly update and manage product prices across Shopify and QuickBooks Online to streamline your e-commerce accounting proce MyWorks supports syncing product pricing either/both directions between Shopify and QuickBooks Online. This can be quite helpful if you frequently change product prices in one platform or the other - and/or want your Shopify and QuickBooks Online product prices to match. As a reminder; the product or variation must be mapped in MyWorks Sync > Map before we'll sync pricing for it. ## Determining which direction to sync pricing Before enabling pricing; first determine which platform should be the “master” for pricing. *For example, if your Shopify products have the correctly price currently, and you normally make changes to pricing in Shopify, not QuickBooks; you should enable the Pricing switch in the Shopify > QuickBooks Online section. This would update QuickBooks products with your current Shopify pricing; and keep pricing in sync when any changes happen to prices in Shopify in the future. * ## Enabling syncing pricing Once you've determined which direction you'd like prices to sync; you can visit MyWorks Sync > Settings > Automatic Sync to easily enable this. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996107134/cc5168716bf1dc339f870d208813/upload_11165187982585547546.png?expires=1788544800&signature=2a0c03d30ef66dfaf1791d8208e2a2ba21fad425d1ff591066c36bb514e55027&req=dSkuEMh%2BmoBcXfMW3nq%2BgTHX%2BWtmQ%2BE5cbuNgRhnO%2FQRJ%2Fm4uwAuSQ%2FEf8Wl%0AbxZBOuTUAlK7wbx3Bsyx7%2FSAmfI%3D%0A) --- ## Using Bundled products in Shopify and/or QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538038-using-bundled-products-in-shopify-and-or-quickbooks-online > How to manage bundled products in Shopify or QuickBooks Online while syncing with MyWorks MyWorks supports the use of bundled products in either Shopify, QuickBooks Online, or both. This article will cover some examples of common use cases involving bundled products - and how to handle these correctly when using MyWorks. ## Using a bundled product in QuickBooks A simple and common scenario of using bundles is having a single simple product or variation in Shopify that represents an actual bundle of products you're selling to a customer. For example, this could be a gift basket, or a “pack of 10” candles. In this example, you don't need to have each item within the bundle as a separate product in Shopify; you've simply set up a single product in Shopify that represents the bundle you're selling. However, in QuickBooks, you have each product in the bundle separated, and would like the QuickBooks order to show each item within the bundle. In this case, simply visit MyWorks Sync >Map > Products (or Variations) to map your Shopify product or variation to a corresponding QuickBooks bundle product you've created, that contains each separate product in QuickBooks. Then, when this product is ordered in Shopify, the order we sync to QuickBooks would contain the QuickBooks bundle product, showing each item in the bundle. ### Ensuring the QuickBooks total matches the Shopify order Since a Bundle product in QuickBooks doesn't allow a specific price to be set; QuickBooks uses the total price of the QuickBooks products inside the bundle to determine the total price of the bundle when used in an order in QuickBooks. If this matches the total the product in the Shopify order was sold for, there's no additional action MyWorks would take. However, if the Shopify line item was sold for a different price than the total of the QuickBooks bundle, MyWorks will add an “adjustment” line item to the order in QuickBooks to ensure that the QuickBooks order total matches Shopify. This would look like the below example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108163/dbf018c38106ca8fb616a258b957/upload_6902684618639824174.png?expires=1788544800&signature=18a888e1e1e0d2ab5b723216dadb4d11e491af953546999fb1c884ca7f9131c4&req=dSkuEMh%2BlYBZWvMW3nq%2BgWLAtT0IDYxv2rTAMBVi9S79BW7BHqqbV64bUxXp%0AJEvjjPDsKbVieuKDKuQ0u2M4Yv4%3D%0A) A different approach would be to create a product in QuickBooks with a negative price; and add that product to the QuickBooks bundle, which would result in the QuickBooks bundle having the same total price as it's sold for in Shopify. This approach can be helpful in cases where it's necessary to more specifically record the “discount” resulting in the products being sold as a bundle. This would look like the below example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108199/3dd0727b18070014aa2a23b96345/upload_5122446040210952638.png?expires=1788544800&signature=c225d1140241493e6fed2841b5ad0454fc59ae8c9937cdc4a03b56b0bada7c44&req=dSkuEMh%2BlYBWUPMW3nq%2BgaHuiQz6GBwHJOV0Y0b2654%2FQCTHI0auk9Z%2BxcPW%0AGbeDD70rMlBw6sDfFdWPnNikCfI%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996108220/895cda486be4204bd1bc48969305/upload_16668330171368728276.png?expires=1788544800&signature=121d1db1b27906209a3ebaf189d94c7b6179bad3d28c39a12859465716806a43&req=dSkuEMh%2BlYNdWfMW3nq%2BgaoKIqAO0pYw8aSAVhQ8nVVlSurtmN0mEmhqUsY9%0AYrcaV%2Bg%2Fv6rlvktXIfVJdHWIg9k%3D%0A) ## Using a bundled product in Shopify Another common example is if you're using a Bundled Products app in Shopify, like the below example built by Shopify: [https://apps.shopify.com/shopify-bundles](https://apps.shopify.com/shopify-bundles) In this case, you can create a bundle product in Shopify as well. Examples of common use cases here would be: - Selling an individual product as well as a “pack of 10” in Shopify. You can create an individual product in Shopify, and then create a separate bundle product in Shopify that's a “bundle” of 10 of the original Shopify product.**​ - Selling a bundle of different individual products in your Shopify store. In cases like this, you can visit MyWorks Sync >Map > Product (or Variations) and easily map this Shopify bundle to either a single QuickBooks item, or a bundled product in QuickBooks that contains the same items. ## Syncing inventory levels for bundled products In either of the above examples, it's also possible to sync inventory levels for items inside bundles, if you're managing inventory levels for them in both Shopify and QuickBooks. This can happen in two ways: Syncing inventory for child products****Simply ensure that the “child” **products inside a bundle are correctly mapped together between Shopify and QuickBooks - in MyWorks Sync > Map > Products or Variations. Once mapped, MyWorks can keep inventory levels in sync for them based on the inventory syncing enabled in MyWorks Sync > Settings > Automatic Sync. ** Syncing inventory for parent/bundle items** MyWorks can sync inventory for a QuickBooks "parent" bundle product, to Shopify - even though a bundle product in QuickBooks doesn't track inventory. This will occur when a QuickBooks bundle product that contains inventory items is mapped to a Shopify inventory product, and inventory syncing is enabled from QuickBooks > Shopify. When MyWorks syncs inventory, it will calculate the most quantity of the bundle that can be sold, based on: - The inventory levels of the inventory items inside the QuickBooks bundle - The quantity of each item used when a bundle is sold This helps prevent overselling in Shopify by keeping Shopify inventory levels up to date based on the product with the lowest quantity within the bundle in QuickBooks. Example: A“Gift Basket” bundle in QuickBooks contains 1 qty of a jam item, and 3 qty of a cracker item. If there's 10 jam items in stock in QuickBooks, and 15 cracker items in QuickBooks, the inventory that MyWorks will sync to the mapped Shopify product for the bundle will be 5 - as the most that can be sold are 5 bundles, based on the 3ea. of the cracker items. --- ## Mapping products & variations between Shopify and QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538164-mapping-products-variations-between-shopify-and-quickbooks-online > Helpful guide and tips to easily map products and variations between Shopify and QuickBooks Online The mapping section of MyWorks Sync allows you to 'match' your Shopify collections, products or variations to corresponding products in QuickBooks Online, assuming your products are already in both Shopify and QuickBooks Online. Are they not in QuickBooks yet? [See here](/*/articles/13538182) how to push products into QuickBooks Online. Mapping your products allows you to control how MyWorks syncs two important areas: - Orders: ensuring we're creating orders in QuickBooks with the correct line items, based on how your products are mapped. - Inventory: ensuring we're syncing inventory levels accurately from QuickBooks into the corresponding Shopify products. However, it's not required to map your products, if the two above areas aren't related to how you've set up Shopify and QuickBooks. For example, if you don't want all your Shopify products in QuickBooks, that's quite alright, and you can either leave them unmapped, map multiple Shopify products to a single QuickBooks product, or [map your Shopify Collections to a QuickBooks product](/*/articles/13538120). ## Mapping your products or variations Mapping your products from Shopify to QuickBooks Online is as easy as “connecting the dots”! Visit the Product or Variation tab in MyWorks Sync > Map in your Shopify admin area. On the left side, you can see your Shopify products - and in the dropdown on the right, a list of your QuickBooks Online products. Simply select the matching QuickBooks product that corresponds to the Shopify product to map them together, or read on to automatically match them together if they have a matching name or SKU! Once a product is mapped together, it will always remain mapped unless it's deleted in Shopify or QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112466/f502b0b8d12a382fff36f5eee8f4/upload_884641531845410002.jpeg?expires=1788544800&signature=46385cd66a8171c2e52da6c9a21c0b4b7c7653355c524f165da5ca2777c1e62d&req=dSkuEMh%2Fn4VZX%2FMW3nq%2BgQ2XO2WXmg294AkI%2FXj0yL2w7OQho%2BjwqGrg6eDu%0AmUm6qX9ZbUl%2FT1NlACs1PPfZVwA%3D%0A) ## AutoMapping If your products or variations are already in both Shopify and QuickBooks Online, and they have a matching name or SKU, you don't have to manually match them together in our mappings! Use the automap tool to easily let MyWorks match your existing products together by telling us which fields match in your products. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112482/c07e948de35dfd3a8d8dde24f0ee/upload_11979686745114385789.jpeg?expires=1788544800&signature=8d48a8cdaa7388df16895a40d17708d22c736565fb8837e938ef82bf0dcfe0a9&req=dSkuEMh%2Fn4VXW%2FMW3nq%2BgXIlBa%2FGpU4srzugR1fQszBdhNWYO8J%2FF61df47N%0AuzThf%2FjnJHDR7Q6zi3Eb8x4fI10%3D%0A) --- # Purchase Orders --- ## Syncing Purchase Orders from Shopify (Stockroom) to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13537973-syncing-purchase-orders-from-shopify-stockroom-to-quickbooks-online > Learn how to seamlessly sync purchase orders from the MyWorks Stockroom Shopify app to QuickBooks Online for efficient inventory and payables management. MyWorks supports syncing Purchase Orders created in our [Stockroom app](https://apps.shopify.com/stock-room) into QuickBooks Online, which helps automate the flow of Purchase Orders and reduce manual entry in QuickBooks Online. This feature is included in MyWorks' Scale and Soar plans. Shopify is discontinuing the **Stocky** app as of August 31, 2026. MyWorks will continue to support Stocky as long as it's online - but we suggest you switch to our **[Stockroom app](https://apps.shopify.com/stock-room).** It's free, a one-click migrate from Stocky, and will quickly grow in features to support your business long-term. **Note:** Shopify's API does not yet support API access for any app to interact with Purchase Orders created directly in Shopify. When Shopify releases access for this, MyWorks will also support syncing Purchase Orders created directly in Shopify. ## Overview MyWorks can sync new Purchase Orders from Stockroom into QuickBooks Online in a few different formats, shown below: - A Purchase Order This can be helpful in scenarios where the Purchase Order is needed in QuickBooks to then manage, eventually receive inventory for, and create a Bill from - at a later point. - A Purchase Order & a Bill This can be helpful in scenarios where both the Purchase Order and Bill are needed in QuickBooks to record the PO, as well as the Bill to eventually pay + track as an expense. - A Bill This is helpful in scenarios where only the Bill is needed in QuickBooks to track the expense and make it simple to record a payment to the vendor for the PO. When a new Purchase Order is created in Stockroom, MyWorks will automatically sync it to QuickBooks, in one of the above formats, as selected in our settings. MyWorks uses the name of the supplier in the Stockroom Purchase Order to determine the matching QuickBooks Vendor the Purchase Order/Bill should sync in to. This Vendor would need to be already present in QuickBooks, exactly matching the Supplier name of the Purchase Order in Stockroom. | * | ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996105704/ffc1fef49e2866be38dc8b78c352/upload_14943092346104562636.png?expires=1788544800&signature=d4582ddf4fc47edcece4ef7d1cfd95de61b7fcbd5bd9b0b76a869397745fa6f3&req=dSkuEMh%2BmIZfXfMW3nq%2BgTxi71c%2FTzWs%2FZ8ZJpNBBuDGlKR08C14o1x7wAyv%0ANCeG0YoIUTdnVvS%2FNmkvulHvoO0%3D%0A) | ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996105729/f4e751a078ae80ffa9886c198edf/upload_16430608850253654385.png?expires=1788544800&signature=79b3a30f5c78d57d379aacc228a01412d058e27ff8ac9b65a613ff828d384624&req=dSkuEMh%2BmIZdUPMW3nq%2Bga99NswnpTz9oj26z7GEE5%2BiTcRpgYvjJnRldjoc%0AU32YxiZ%2BtneQ0G4rrSfYt4peH6c%3D%0A) ## Getting Started First, visit MyWorks Sync > Settings > Automatic Sync, and enable the setting to automatically sync Purchase Orders into QuickBooks. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2580532000/27e4dd53b39b18e39270f4e92fce/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-08-01+at+10_31_03+AM.png?expires=1788544800&signature=d22561adfe744de73395abd623fd36ee3bd8e3000fbf3ced39fe3237c46624de&req=diUvFsx9n4FfWfMW3nq%2Bgc2MKBhBK8u8KnZ0WkypKPjBetfYqOQ4LYgZZkvK%0A%2BJIcrfrCEnYP3nms76oRwUar%2B3E%3D%0A) ## Settings Once purchase order syncing is enabled, visit the Settings > Order tab in your MyWorks App. There, you'll see a section that allows you to control how Purchase Orders are synced into QuickBooks. These settings include: - Syncing the purchase order as either a Purchase Order, a Purchase Order + Bill, or a Bill. - Setting the A/P account that a Bill should sync to. - Setting whether the Purchase Order in QuickBooks should be Open or Closed. - Setting an optional prefix for the Purchase Order and/or Bill in QuickBooks - Choosing the Stockroom status at which the Purchase Order and the Bill should sync - covered in the next section. - Choosing whether received purchase orders keep one Bill per purchase order, or create a separate Bill for each receive - covered below. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2534006117/060d65dcb76428893cca604d3ab6/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-07-10+at+5_48_25+PM.png?expires=1788544800&signature=21ddcf44b27deeb57b44f1ced92c6f41d7c58b223e2be93e0f9e289c8a0d71c2&req=diUkEsl%2Bm4BeXvMW3nq%2BgXqr2Vag0dbsbj63RfWOZiCw0M8ysj50rNIHV0Yx%0AmYAq4Zu7PJkmFGrB8a3wVIHE1X4%3D%0A) ## Receiving Items & Keeping QuickBooks Updated MyWorks keeps the QuickBooks copy of a Stockroom Purchase Order up to date as it changes. When you edit a Purchase Order or receive items against it in Stockroom, MyWorks automatically updates the already-synced Purchase Order and/or Bill in QuickBooks to match - no duplicates are created. The same applies when you push a Purchase Order again by hand - from Push > Purchase Order in MyWorks, or from the Purchase Order in Stockroom - the existing QuickBooks document is updated with the latest details. Two settings in **Settings > Order** control when each document first syncs: - **Sync Purchase Orders at this Stockroom Status** - the Purchase Order syncs to QuickBooks once it reaches this status in Stockroom: **Ordered**, **Partially Received** or **Received**. - **Sync Bills at this Stockroom Status** - the Bill syncs once the Purchase Order reaches this status. With **Partially Received** or **Received**, the Bill contains the quantities you've actually received in Stockroom, and updates as more items are received. Charges like shipping are always included on the Bill in full. With **Ordered**, the Bill contains the full ordered quantities. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2580532738/506f10dc7e4a7906d76bddaca609/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-08-01+at+10_31_51+AM.png?expires=1788544800&signature=c7ae9981846e6ee8e8e3db8224c910a40d2ace31e3ccbe4451ddb8507ca6eec2&req=diUvFsx9n4ZcUfMW3nq%2BgT0e55TbKfcWh1e4wziC%2FwnrCp6GGuJfl1PSgqs2%0A97i%2FMfVwK77bjv6Cgp4F1oy%2BmoU%3D%0A) Once the Purchase Order is fully received (or closed) in Stockroom, MyWorks marks the Purchase Order in QuickBooks as **Closed**. ## One Bill for Each Receive By default, MyWorks keeps one Bill per purchase order, updated as items are received. If your purchase orders arrive in multiple shipments - each with its own supplier invoice - you can set **Bills for received purchase orders** in **Settings > Order** to **One bill per receive**. Each receive you record in Stockroom then syncs to QuickBooks as its own Bill, containing just the items, quantities and costs from that receive. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2599672295/214cdd7f8bb584a0c9ea5e048193/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-08-10+at+4_01_40+PM.png?expires=1788544800&signature=18ceca1ed65c493e8e8346368707576138d45d18fa4d5859ac8d4d2b77e596a1&req=diUuH895n4NWXPMW3nq%2BgXbOWjQyg%2Bg6Ge%2BBYegIw2s%2FNN2j51UGEVB6S0fk%0A6t6mshy0dO97hKbOCVj6xl9Snlk%3D%0A) - The Bill's number is the **Invoice #** entered on the receive in Stockroom. If a receive doesn't have one, MyWorks numbers the Bill from the purchase order number and the receive - for example, PO-1003-R81. - The Bill is dated the day the items were received, and QuickBooks fills in the due date from the vendor's default payment terms. - A note on the receive syncs as the Bill's memo. - Voiding a receive in Stockroom deletes its Bill in QuickBooks - so correcting a receive (void, then re-receive) replaces the old Bill with a new one. If a Bill can't be deleted - for example, it's already been paid - the receive shows a sync error until that Bill is removed in QuickBooks. - Charges like shipping aren't included on per-receive Bills, as they belong to the whole purchase order rather than a single shipment. - Purchase orders that already have a Bill in QuickBooks keep updating that single Bill - the setting applies to purchase orders billed after you switch. ## Syncing Past Purchase Orders MyWorks will only automatically sync **new** Purchase Orders from Stockroom that have been created **after** enabling purchase order syncing in our settings. However, it's also possible to push past Stockroom Purchase Orders into QuickBooks by visiting the Push > Purchase Order area in MyWorks, once this setting is enabled above. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996105780/3fd1e38d75909af9eebd7bcb3057/upload_18249279245691844452.png?expires=1788544800&signature=12009c077359eff702cece8290f3b28a5c985fa26c021c49eb401fe843679e5f&req=dSkuEMh%2BmIZXWfMW3nq%2BgSab0A26mkAepzx%2FfaHTfnEpum149AfAGM85LYWh%0AgxKy9RTvcwOKw6o3xmvkAsSdwLo%3D%0A) ## Troubleshooting There's only a few factors that might cause a Purchase Order to be unable to sync to QuickBooks, but they can be helpful to be aware of: - A Vendor must be present in QuickBooks with a matching name or email to the Supplier in Stockroom - The Purchase Order Number must not already be used in QuickBooks for a Bill or PO. - The QuickBooks products that are used in the Purchase Order or Bill we create in QuickBooks must have the “I purchase this product from a vendor” box selected, otherwise QuickBooks will not allow the product to be used in an expense transaction. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996105807/439bb7d92696a086e0d3294cde00/upload_8245999183578668925.png?expires=1788544800&signature=2061a8b28c4c5c0675d1199233ed1ff398e0e13592f56e7bba9e30546bc73eba&req=dSkuEMh%2BmIlfXvMW3nq%2BgRghG3WvPvpQQWa0K0Ak6rpnGS%2F9TMmDO2FWieKD%0AcSrCSkPZkopb14I0Zm9k7JT%2B42Q%3D%0A) ## Good to know - Draft Purchase Orders in Stockroom never sync - a Purchase Order first syncs once it reaches the status you've chosen in our settings. - MyWorks matches the QuickBooks Purchase Order and Bill by their document number (including any prefix set in our settings) - avoid changing these numbers in QuickBooks, so updates continue to reach the right documents. - Updates apply even if the Bill has already been paid in QuickBooks - the Bill will reflect the latest Purchase Order details. - If you’ve closed a Purchase Order by hand in QuickBooks, syncing updates to it won’t reopen it. - Syncing Stockroom inventory adjustments too? See [Syncing Inventory Adjustments from Shopify (Stockroom) to QuickBooks Online](https://support.myworks.software/en/articles/15989847-syncing-inventory-adjustments-from-shopify-stockroom-to-quickbooks-online)*. --- # Advanced --- ## Tips while using the Shopify Flow app with MyWorks Sync (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538024-tips-while-using-the-shopify-flow-app-with-myworks-sync-quickbooks-online > Explore helpful suggestions for how the Shopify Flow app can automate processes in your Shopify store, when used along with MyWorks Sync While using MyWorks to sync your Shopify store with QuickBooks, it can sometimes be helpful to automate certain workflows or fields in your Shopify store, especially if they overlap with how you'd like MyWorks to sync a certain record with QuickBooks. In this case, the [Shopify-built Flow app](https://apps.shopify.com/flow) can be a powerful complement when used alongside MyWorks! You can also read more [about Flow on Shopify's blog.](https://www.shopify.com/enterprise/blog/ecommerce-automation-software-shopify-flow) ## Examples - Using the Flow app to add/remove a specific tag to a Shopify customer, which can then be used to place them in a specific Shopify Segment. MyWorks can then be used to map/sync orders specifically to QuickBooks based on the Shopify Segment the customer is in. ​ - Using the Flow app to add/remove a specific tag to a Shopify order, which can then be used within MyWorks to control when an order is synced to QuickBooks. ​ - Using the Flow app to recognize when the `Synced to QuickBooks` tag is added to a Shopify order (which occurs when the order is synced to QuickBooks) - to then automate other actions in Shopify. ​ - If a custom order field in a Shopify order needs to be synced to a QuickBooks order field; a Shopify Order Metafield could be created; then a Shopify “Flow” can populate this metafield with the exact values desired to be sent to the QuickBooks order field. ## Example Setup Since there's no one-size-fits-all for custom workflows in Flow, the first step is determining what you want to automate, and the result you'd like to end up with. Then, install the [Flow app ](https://apps.shopify.com/flow)to your Shopify store, and jump in to create an example workflow! You can experiment with the Shopify fields and triggers that are available. Here's an example of a simple workflow that adds a “Faire” tag to a customer imported into Shopify through the Faire channel/marketplace; which can then be used to place that customer in a specific Shopify Segment. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996107669/c5d39147460385ecd0fc070b9845/upload_15648771304788328415.png?expires=1788544800&signature=8548b6ca6f7bfb9a63bc64ddd3cfe76f117c70583ba828572780f9a49d3e7e1d&req=dSkuEMh%2BmodZUPMW3nq%2BgWT8H6PHV%2FH1efxyIAoT3xQeyWzg7rdhAKwRWDMT%0Asc9E8VMqIJLUc0f%2Fj0fpFYVhPpY%3D%0A) --- ## Syncing multiple Shopify Stores to a single QuickBooks Online Company **URL**: https://support.myworks.software/en/articles/13538032-syncing-multiple-shopify-stores-to-a-single-quickbooks-online-company Our Shopify Sync supports syncing multiple Shopify stores to either a single QuickBooks Online company; or each to their own. As a reminder, you'll need to install our app in each Shopify store you'd like to sync with QuickBooks. There are a couple of tips that can be helpful as you sync multiple Shopify stores to a single QuickBooks Online company. ## Order number conflicts Since orders from multiple stores are being synced into QuickBooks Online, there is a greater possibility for conflicting order numbers - for example: order number #1093 existing on both stores, and attempting to sync to QuickBooks Online from both. In this case, since QuickBooks Online doesn't allow multiple orders with the same number; one of these orders would not sync to QuickBooks. To avoid this possibility of conflict, there's several approaches we recommend considering: - Setting a custom order number prefix or suffix in your Shopify settings for each store - and enabling our setting in Settings > Order to use the Shopify Custom Order number. - Setting a prefix in our sync in MyWorks Sync > Settings > Order - differently for each store - which we'll then use to ensure order numbers in QuickBooks are unique between multiple stores. - Using our [“Next QuickBooks #” setting](/360008529834-Orders/360047991234-Using-the-next-QuickBooks-Online-when-syncing-orders). This is the best option if you're also entering orders manually in QuickBooks as well! This results in the Shopify order being created in QuickBooks using the next available number in QuickBooks, instead of the Shopify order number. The result would be your QuickBooks order numbers being perfectly sequential, regardless of which Shopify store they were synced from, or if they were also entered manually in QuickBooks. --- # Individual Orders --- ## Syncing Shopify order duties to QuickBooks Online **URL**: https://support.myworks.software/en/articles/16399343-syncing-shopify-order-duties-to-quickbooks-online > If your store charges import duties or tariffs at checkout, sync that amount to QuickBooks Online as its own line item - separate from sales tax. If your store charges import duties or tariffs at checkout, Shopify collects that amount separately from sales tax. MyWorks can sync it into QuickBooks Online as its own line item, so the QuickBooks order total matches what the customer actually paid. This is off by default. Until you turn it on, duties collected in Shopify aren't included in the QuickBooks order — so the QuickBooks total will be short by the duty amount on any order that charged one. ## Turning on duties syncing Go to MyWorks Sync > Settings > Order in our app in Shopify, and enable **Sync Shopify Order Duties as a line item**. You'll find it just below the shipping line item settings. ## Choosing the QuickBooks product Once the setting is enabled, a second option appears: **QuickBooks Product for Duties line item**. This is the QuickBooks product that will represent duties on the order. - We recommend creating a dedicated non-inventory or service item in QuickBooks — for example "Import Duties" — pointed at whichever account your accountant wants duties tracked in. That keeps duties reportable separately from your product sales. - If you leave this blank, MyWorks will use your default order product instead, so the order still syncs with the correct total. ## What it looks like in QuickBooks The duty amount is added as a single line on the QuickBooks order, described as **Shopify Order Duties**, with a quantity of 1 and a rate equal to the total duties collected on the Shopify order. If your QuickBooks company requires a tax code on each line, the duties line is set to your non-taxable / zero-rated code. Duties have already been collected by Shopify, so this makes sure QuickBooks doesn't calculate tax on top of them a second time. ## Which orders this applies to The duties line is added to Invoices, Sales Receipts and Estimates created from your Shopify orders. If you sync orders as an invoice per fulfillment, duties are added to the **first** fulfillment's invoice only. Duties are charged once on the order as a whole, not per shipment, so an order that ships in three parts will still show the duty amount once across the three invoices. ## Multi-currency orders If you sell in multiple currencies, the duties line is synced in the same currency the rest of the order syncs in — so a duties line on a CAD invoice is the CAD amount your customer was charged, not a converted home-currency figure. ## Refunds Duties sync as the amount outstanding on the order at the time it syncs to QuickBooks. If you fully refund an order before it has synced, no duties line is added. If duties are refunded *after* the order has already synced, the Credit Memo we create in QuickBooks for that refund won't include a duties line — you'd need to add that adjustment in QuickBooks manually. Refunded duties are uncommon, so we've kept the refund path unchanged for now. ## Using QuickBooks Desktop? The same option is available in MyWorks Sync for Shopify and QuickBooks Desktop, under Settings > Order, with the same name and behavior. --- ## Syncing Shopify orders as different transaction types based on order tag (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/15437602-syncing-shopify-orders-as-different-transaction-types-based-on-order-tag-quickbooks-online > Use Shopify order tags to control whether each order syncs to QuickBooks Online as a Sales Receipt, an Invoice, an Estimate, or a Daily Summary. Most stores sync all of their orders to QuickBooks as a single transaction type. But if you'd like some orders to sync as Sales Receipts, others as Invoices or Estimates, or some rolled into a Daily Summary, the **Based on Order Tag** option gives you that control by using Shopify order tags. A common example: wholesale orders syncing as Invoices, while retail orders sync as Sales Receipts. ## Availability Based on Order Tag is available on our Scale and Soar plans. ## How it works In MyWorks Sync > Settings > Order, set **Sync Shopify Orders as** to **Based on Order Tag**. In the section that appears below, enter the Shopify order tag(s) that should sync as each transaction type - Sales Receipt, Invoice, Estimate, or Daily Summary. When an order syncs, MyWorks checks the order's tags in Shopify and creates the matching transaction type in QuickBooks Online. * ## Important: orders need a matching tag to sync An order that doesn't have one of the tags you've entered in this setting won't sync. If you'd like every order to sync, make sure each order receives one of your configured tags. The easiest way to do this automatically is with the free **Shopify Flow** app - creating a workflow that adds a tag to each new order based on conditions like payment status, customer segment, or sales channel. For example: a Flow that tags paid orders with one tag (set to sync as a Sales Receipt) and unpaid orders with another (set to sync as an Invoice). We recommend setting up your tags (and any Flow workflows) **before** enabling this setting, so orders aren't left unsynced in the meantime. ## Tips - Tags are matched by their exact name in Shopify, and case sensitive - enter them in this setting exactly as they appear on the order. - If an order has tags matching more than one transaction type, it syncs as the first matching type - checked in this order: Sales Receipt, then Invoice, then Estimate. - Estimates are non-posting transactions in QuickBooks - an order synced as an Estimate won't post revenue or Cost of Goods Sold to your books unless you convert it to an invoice in QuickBooks. - This setting is separate from the tag option in Order Sync Rules, which is used to exclude* orders from syncing automatically - not to control the transaction type. - Changing this setting only affects orders synced going forward - it won't change orders already synced to QuickBooks. - Need to sync orders to QuickBooks as multiple records - like an estimate, and an invoice? Add a tag to the order for it to sync as an estimate first, then remove that tag and add a tag for the order to sync as an invoice. (Shopify Flow can automate this as well). --- ## Tracking COGS when syncing individual orders to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13537754-tracking-cogs-when-syncing-individual-orders-to-quickbooks-online > Explore how to correctly track Cost of Goods Sold in QuickBooks when syncing orders to QuickBooks as individual invoices or sales receipts There are a few ways to record Cost of Goods Sold (COGS) in QuickBooks when syncing Shopify orders as individual transactions. Which one fits depends on where your costs live: - **Your products are inventory items in QuickBooks, and purchases (bills/POs) are entered in QuickBooks** (or synced in from Stockroom) - QuickBooks records COGS itself on every synced order. Nothing extra to enable. - **Costs aren't tracked in QuickBooks, and you use our Stockroom app for purchasing** - use *[COGS (Stockroom) syncing](https://support.myworks.software/en/articles/16170838)*: an accurate daily or monthly COGS journal entry calculated from your real purchase costs (Soar plan). - **Costs aren't tracked in QuickBooks, and you keep a cost on each Shopify product** - use our **Daily COGS Journal Entry**: a simple daily estimate of each Shopify product's current cost multiplied by the units sold or refunded that day. Enable only **one** of these - combining them would record COGS twice. ## When your inventory items exist in QuickBooks This is the most common scenario we see with our users. As long as your products are present in QuickBooks as inventory items, and mapped to your Shopify products in MyWorks Sync > Map > Products, QuickBooks will correctly record the Cost of Goods Sold for each order when we create the invoice or sales receipt for that order in QuickBooks. There's no additional action MyWorks takes aside from creating the invoice or sales receipt in QuickBooks. A couple helpful tips to be aware of in this scenario: - QuickBooks handles inventory costing on a FIFO basis, meaning that the inventory cost is recorded on a "first in - first out" basis: so the "oldest" inventory levels (and the associated cost they had when originally recorded in QuickBooks) are used up first. - **The cost that a QuickBooks inventory level is initially recorded with is super important.** If the product was created in QuickBooks with an inventory level of 5 but a $0 cost, QuickBooks will treat those 5 quantities as having a $0 cost when they're ordered in the future. ## When you use Stockroom for purchasing If our free [Stockroom](https://apps.shopify.com/stock-room) app manages your purchase orders and receiving, it knows your true costs - and MyWorks can post an accurate COGS journal entry per day or month, with a product-level CSV attached as evidence. This is the most accurate option when QuickBooks isn't tracking inventory itself. See *[Syncing Cost of Goods Sold from Shopify (Stockroom) to QuickBooks Online](https://support.myworks.software/en/articles/16170838)*. ## The simple option: a daily COGS journal entry from Shopify costs If neither of the above fits, MyWorks can post one journal entry per day estimating COGS as **each Shopify product's current cost, multiplied by the units sold or refunded that day** - debiting your COGS account and crediting your Inventory Asset account. Enable it in MyWorks Sync > Settings > Inventory & COGS, under **Daily COGS Journal Entry (Shopify Costs)** - and set the correct COGS and Inventory Asset accounts for us to use. Because it uses each product's *current* Shopify cost, it's an estimate - cost changes apply from that day forward, and products without a cost in Shopify contribute $0. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996097866/a4ddeaea9314b784b9e369a5e871/upload_17624860562167391559.png?expires=1788544800&signature=acc87cbee661dac82a93b7d11bf08c0c01d57ca7722e747810c785d06b00be70&req=dSkuEMl3molZX%2FMW3nq%2BgSSQLxfkUZ%2FKtlzD5Fdjcbol5GN7UWw7O%2B5EC2Af%0AgY%2FzNNg3sTq8wXG45nLTh3bhIik%3D%0A) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996097894/1d9780aeddd7e9a4096e26cb7b16/upload_11873497097367989357.png?expires=1788544800&signature=2a1749092b0a21118108c8575a8646c67c84cf2f65dbcefd218f346bed1a50ce&req=dSkuEMl3molWXfMW3nq%2BgQvf7rJgODqhjHUQUKicuh6VvAxdSz22Yh9rnHuI%0AiDRhW6oKqFpYcEfryPoqC05zNQ4%3D%0A) ## Related articles - [Syncing Cost of Goods Sold from Shopify (Stockroom) to QuickBooks Online](https://support.myworks.software/en/articles/16170838) - [Including Cost of Goods Sold in Daily Summaries (Shopify & QuickBooks Online)](https://support.myworks.software/en/articles/13537906) - [Should I sync Shopify orders as Individual orders or as a Daily Summary? (QuickBooks Online)](https://support.myworks.software/en/articles/13538181) --- ## Mapping custom order fields with Shopify and QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538128-mapping-custom-order-fields-with-shopify-and-quickbooks-online > Learn how to effectively map custom fields for orders synced from Shopify to QuickBooks Online, ensuring seamless integration of important d The ability to map custom fields when syncing **orders** is included in our [MyWorks Sync](https://apps.shopify.com/quickbooks-sync-by-myworks) for QuickBooks Online paid plans (Grow and above). This supports mapping any field in a Shopify order to a field in a QuickBooks order as we sync the order from Shopify to QuickBooks. Normally, the custom fields we can support to map would be a text or date field in Shopify and QuickBooks. If the target field in QuickBooks is a dropdown of pre-set values, it's typically not possible to simply map these together, and a more advanced mapping may be needed. For fields/scenarios where a more advanced mapping is necessary, our support team can assist with further review - reach out to us! ## Examples MyWorks is very flexible around the Shopify and QuickBooks order fields we're able to sync with. Basically any text order field made available to us by Shopify and QuickBooks can be used. A few examples of popular Shopify fields MyWorks supports are: - Order Notes - Order Tags - PO Number (only in Shopify Plus) - Order Phone Number / Email - Custom Shopify Meta Fields - Note Attributes - Any other text field in the Shopify order - A set text string - like {Shopify} A few examples of popular QuickBooks fields MyWorks supports are: - Order / Due Date - QuickBooks Online Custom Fields (more info on this below) - Extra / blank line item within the QuickBooks order - Statement Memo and Invoice/Sales Receipt Message ## Getting Started To map a custom field for Shopify orders as they sync to QuickBooks, simply visit MyWorks Sync > Map > Custom Fields in your Shopify admin! * ## Mapping Shopify order metafields Shopify supports adding custom metafields to orders in Shopify, and MyWorks also supports mapping these to QuickBooks. They can be set in Map > Custom Fields as a custom text field, and should be formatted as shown below - with a metafield_* prefix before them. - Example Shopify Order Metafield: *custom.delivery_date* - Name used in Map > Custom Fields: *metafield_delivery_date* ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111352/1bfa3f89a91c48b24316d664b0a7/upload_7633520740623308282.png?expires=1788544800&signature=03e169c0921f3ec11e23692e0d5e15d322b0ae36c951b919e1955f3e660766ea&req=dSkuEMh%2FnIJaW%2FMW3nq%2BgUXsCIoz3fX8M1JG7m7rFA9sTmVfg0MHk9kCd%2Fuk%0A7hh%2BYNnKpzsYFgr3kKz7ctAKPH0%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111386/14fe15d7e250096ec1f2d1f71460/upload_11905468414259944297.png?expires=1788544800&signature=5fd5741dc9aed0bcfa213e4cecf5040bd2fc3d4d52243be0b3c53b49d9ea9435&req=dSkuEMh%2FnIJXX%2FMW3nq%2BgYTN%2FR290ur42GGcThmiu6hvDLCINBV1JDLChiBr%0A%2BJBChhyZmBu18elu8mrzKkx9itc%3D%0A) ## QuickBooks Custom Field Tips - If you've recently added or changed a custom field in your QuickBooks company and it's not yet showing in MyWorks, you can tell MyWorks to re-check your QuickBooks custom fields by clicking Rescan Data > Rescan QuickBooks Other Lists. --- ## Syncing Shopify orders as Invoices by fulfillment (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/15705837-syncing-shopify-orders-as-invoices-by-fulfillment-quickbooks-online > Create a separate QuickBooks Online invoice for each fulfillment in a Shopify order, so customers are only invoiced for items that have shipped. By default, MyWorks syncs each Shopify order to QuickBooks Online as a single invoice containing all of the order's line items. With the **Invoices split by fulfillment** option, MyWorks instead creates a separate QuickBooks invoice for *each fulfillment* in a Shopify order - so you can invoice customers only for the items that have actually shipped. This is helpful for teams that: - Recognize revenue only when items ship, rather than when the order is placed. - Bill or charge customers per shipment. - Fulfill larger orders in multiple stages over time. **Note:** This option is available on the **Scale** and **Soar** plans, for Shopify → QuickBooks Online. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2512344426/6de6e9b03fae678b4198773bd4a1/MyWorks+Plus+Store+%C2%B7+MyWorks+Sync+Staging+%C2%B7+Shopify+Plus+2026-06-30+at+12_53_30+PM.png?expires=1788544800&signature=7dae9e3b25914edb06dfd2ec24704dc4cfea9a468a4eeafb8018e2ee196144af&req=diUmFMp6mYVdX%2FMW3nq%2BgcyxT31Zl2gq945a07dSv3InD1j2gxFGWYRPSPGr%0A1K5HLZjeQfWFur3By%2BcG0%2FZjXlI%3D%0A) ## How it works In **MyWorks Sync > Settings > Order**, set **Sync Orders As** to **Invoices split by fulfillment**. When enabled, each new fulfillment in a Shopify order creates its own QuickBooks invoice containing only the items — and quantities — included in that fulfillment. - As additional fulfillments are created in Shopify, MyWorks syncs a new invoice for each one. - Each invoice uses your normal invoice number with the fulfillment number appended — **F1**, **F2**, and so on — so it's clear which shipment each invoice represents. Your invoice prefix is still controlled by your existing invoice number settings. - Items that are not yet fulfilled are not yet invoiced. **Example:** A Shopify order has 9 products. - 2 products ship today (fulfillment #1) → MyWorks creates an invoice ending in **F1** with those 2 items. - 3 products ship tomorrow (fulfillment #2) → MyWorks creates an invoice ending in **F2** with those 3 items - with an invoice date of tomorrow. - 4 products remain unfulfilled → no invoice is created for them until they ship. If every item is fulfilled at once, you'll simply get a single invoice (ending in F1) containing the whole order. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2512360412/8bcb67ab89ceff84bc9e8e8bf175/Customer+-+Ayumu+Hirano+2026-06-30+at+12_58_56+PM.png?expires=1788544800&signature=103d43c0b290ace59f8b4155db01d2471b5f8ddcedbb513b8e5f7ee99799351d&req=diUmFMp4nYVeW%2FMW3nq%2BgTRxzsZCrlJierps0TCQ%2FkRQS3I4M2%2FxDLOpZUWt%0AFo05TECrmNwGVvpzypDA1AyTZpk%3D%0A) ## When to use this vs. other order modes | Mode | What it does | Best for | | **Standard (single invoice)** | One invoice per order, containing all items, synced when the order syncs. | Most stores — invoicing the full order up front. | | **Only fulfilled line items** | One invoice per order; items are added to that same invoice as we update it when they're fulfilled in Shopify. | Keeping a single invoice per order, but only reflecting shipped items. | | **Invoices by fulfillment** | A separate invoice for each fulfillment, containing only that shipment's items. | Recognizing revenue and billing per shipment, where each fulfillment should stand on its own. | If your goal is to defer revenue until items ship but still keep a single order document, you may also want to review our article on recognizing/deferring revenue based on shipment status. ## Partial fulfillments, discounts, and shipping Each fulfillment becomes its own invoice containing only the items and quantities in that specific shipment. Partial quantities are fully supported — if 3 of 10 units of a product ship in a fulfillment, that invoice shows a quantity of 3. Discounts, taxes, shipping, and other charges are split onto the right invoice whenever they can be tied to specific line items in a fulfillment. Anything that can't be attributed to a specific fulfillment — such as order-level discounts, shipping, tips, and transaction fees — is placed on the **first** fulfillment invoice synced for the order. ## Payments Shopify lets customers pay only for the items being shipped, so an order may have a separate payment for each fulfillment. MyWorks records each payment in QuickBooks and applies it to the correct fulfillment invoice, so each invoice reflects the payment that corresponds to its shipment. ## Refunds Refunds continue to sync to QuickBooks exactly as they do for any other order — as separate refund receipts. Refunds are not linked to a specific fulfillment invoice. ## Important notes - **Applies going forward only.** Selecting this option doesn't retroactively split orders that already synced as a single invoice - it only affects orders synced from that point on. - **Automatic sync statuses.** Make sure the relevant order statuses (such as Pending / Fulfilled / Partially Fulfilled) are included under **Settings > Order** so MyWorks picks the order update up as each fulfillment occurs. --- ## Recognizing/Deferring Revenue for orders based on shipment status in Shopify (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13537761-recognizing-deferring-revenue-for-orders-based-on-shipment-status-in-shopify-quickbooks-online > MyWorks can help you recognize revenue in QuickBooks only when the items in an order have shipped - by recording an item to Deferred Revenue MyWorks makes it possible to delay recognizing revenue in QuickBooks until items in an order have shipped: letting you sync the order to QuickBooks right away, but recording revenue for unshipped items to a Deferred Revenue account until the item in the Shopify order is shipped. This can be helpful for several scenarios, including: - Pre-orders/ product launches - where you're collecting orders now for products that will ship later. - Backorders/stockouts with future ship dates - where you're waiting for product to arrive before you ship it. - Made to order or long-lead-time products - where you're building the product once ordered. Want to sync one invoice into QuickBooks for each fulfillment in the Shopify order? [Check out our setting on this here.](https://support.myworks.software/en/articles/15705837-syncing-shopify-orders-as-invoices-by-fulfillment-quickbooks-online) ## Getting Started It's quite simple to enable this setting in MyWorks! - In QuickBooks, ensure you have a product created to be used for items not yet shipped, recording the deferred revenue. This would normally be assigned to a Liability account in your QuickBooks, to track the deferred revenue, like the below example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098014/31f016237d22121a8b960f40a8c4/upload_1873848060860862713.png?expires=1788544800&signature=9d547117a85682bd93c13fee4eb19e641ced00938407106c7e17e7fe48dcb584&req=dSkuEMl3lYFeXfMW3nq%2BgeqmswYcvmtAA%2Bv%2FKO5CHFhUBals1Vt8voHbvSg%2B%0AVgjrlqD%2Bj4XN4l%2FrnXLpZ3DgKNg%3D%0A) 2. In MyWorks Sync > Settings > Order, enable our setting to track Deferred Revenue, and select the above QuickBooks product. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098038/516cabaa663ee0ab256bc45b25ed/upload_12484572805515486062.png?expires=1788544800&signature=b35ee3a48c23cc53795eb3c68e9a474f27bbe21ed07fd0a5f70de52d03ff18a5&req=dSkuEMl3lYFcUfMW3nq%2BgRdxHlHzwEiyxUUQNTEMarNNta0cUOPfAIcjwGFr%0ACHj2Ai99Gi9QwB9RnZyvzT4EVXU%3D%0A) 3. In MyWorks Sync > Settings > Order, ensure the setting to control the QuickBooks Order Date is set to the Shopify Order Fulfillment Date. This ensures that when the order is shipped in Shopify, the QuickBooks order date is updated to reflect this, instead of using the original Shopify order date. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098066/f91e1055a4ffac620fd233b65ae9/upload_699126155240176045.png?expires=1788544800&signature=d9a6f04879dc5f0ec1dd0138752d033a025ae67cbed5a31052c72e64134174b0&req=dSkuEMl3lYFZX%2FMW3nq%2BganWpMrSWgF1X28IoyU0IXKEqJV3XcvDWD2AvmZS%0AoEX5UMhKatSoF2ohUyq27HTuPYs%3D%0A) ## Tracking Deferred Revenue in QuickBooks Once the above is configured, orders will sync normally to QuickBooks, but will use the Deferred Revenue item for any unshipped line items in the order. Once the item in the order is fulfilled in Shopify, an update for the order will sync to QuickBooks- and will use the actual mapped QuickBooks product; resulting in the income being correctly recorded in QuickBooks, as well as the inventory/cogs, if it's an inventory item in QuickBooks. Here's an example as an order is placed in Shopify, progressing to when some, then all, items have shipped. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098099/16b60bb601cf9a4f841f86128e97/upload_9294695416709973578.png?expires=1788544800&signature=0d97c0febe91e1356fdc155e0c80eb84c29a4d7acd7db5356d5f6a03e636e1d5&req=dSkuEMl3lYFWUPMW3nq%2BgckLiJyR3tJLmr71pZC8y5sAohOZPaNB6NgBw8X9%0Aonkhm4s5sxO02kIThCAdLzn%2F9eQ%3D%0A) In QuickBooks, the Deferred Revenue item is used for these items, as none are shipped yet. This ensures these sales are not yet recorded as income in QuickBooks, but instead to the Deferred Revenue Liability account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098139/80bf8fa0c1cfdf2caa5c578b4f06/upload_79011185363944843.png?expires=1788544800&signature=461a28f79730a10427442d47da0071feee0da67b1f1867f115b7f78bec756d61&req=dSkuEMl3lYBcUPMW3nq%2BgUHr75mMiqlK58OweHMs%2FayoVOj2YXU3Uc%2B4d7AB%0ANjgticOU5Pho6WNQYk2DUaNVzaw%3D%0A) Later, 2 of the 3 items in the Shopify order are fulfilled. An order update then syncs to QuickBooks, updating these line items to use the actual mapped QuickBooks item, instead of deferred revenue. This would continue updating in QuickBooks until all the items in the Shopify order are fulfilled! ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098178/164a06f9bcc4dffa2ea9ec263807/upload_14096344205241109367.png?expires=1788544800&signature=eb3f28ef0ba9cca56d7f422307f778f8531ff6bd7f1b1994f45052de7d5f4469&req=dSkuEMl3lYBYUfMW3nq%2BgQQwOC%2B%2F0u7%2BgfyeOSvj2700ckD7EvHG01muo5Hk%0A5SbO9CS%2BSQSSxOttLg4vOwEeRJU%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996098202/b3ed9d21c23fb773103c40484edd/upload_2736118623359989004.png?expires=1788544800&signature=84e05cdd3b0d56798213571d0fb847edf90ae75716196f5a336bbc84faa535c2&req=dSkuEMl3lYNfW%2FMW3nq%2Bgd8mTD%2FymH8jXF0OapsdmVgbiOKo55E8krnO7Bmv%0AJTnYcljYjJcorQfI46yzIHdeVdo%3D%0A) --- ## Syncing orders to QuickBooks Online with only fulfilled line items **URL**: https://support.myworks.software/en/articles/13537752-syncing-orders-to-quickbooks-online-with-only-fulfilled-line-items > Explore how to sync orders to QuickBooks with only the line items in the order that have been fulfilled in Shopify Although MyWorks normally syncs an order into QuickBooks with all the line items in the Shopify order, there are some cases where it's helpful to only sync the fulfilled line items into the QuickBooks order. Examples of scenarios where this is helpful are: - The invoice needs to be synced to QuickBooks right away for invoicing/payment purposes. - You don't want revenue to be tracked in QuickBooks for items until they're fulfilled in Shopify. - Your customers are being billed/charged only when the items in an order ship. This is simple to enable in MyWorks by visiting MyWorks Sync > Settings > Order - and enabling the below setting. When enabled, we'll only sync the fulfilled line items in an order to QuickBooks when the order is synced. Want to sync one invoice into QuickBooks for each fulfillment in the Shopify order? [Check out our setting on this here. ](https://support.myworks.software/en/articles/15705837-syncing-shopify-orders-as-invoices-by-fulfillment-quickbooks-online) As items are updated & fulfilled in the Shopify order, we'll sync updates to the QuickBooks order to include now-fulfilled items. Important: Enabling this option will result in unfulfilled line items in a Shopify order not syncing to QuickBooks - which can also prevent the full order from syncing if no item is yet fulfilled. It's important to only enable this setting if this behavior is intentional/desired. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2304172860/fb5ee63b7aaa5801f54efe6fe41f/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-04-21+at+2_47_38+PM.png?expires=1788544800&signature=bc67b8822caa8a72e06b24b1c7b03cd5345f6bfb73d40ab83d005faa7eafae8b&req=diMnEsh5n4lZWfMW3nq%2BgcaqKphap41qKfcljBlgRna2TlGIK%2F9QopuAwB8N%0AX6vZHqYsB2hvbqW%2FSaQanSAwlHI%3D%0A) --- ## Troubleshooting duplicate orders in QuickBooks Online **URL**: https://support.myworks.software/en/articles/15437845-troubleshooting-duplicate-orders-in-quickbooks-online > Seeing duplicate orders in QuickBooks? Learn how to check which app created a transaction, review your connected QuickBooks apps, and resolve duplicates. If you're seeing an order twice in QuickBooks Online, it usually doesn't mean MyWorks synced it twice - once MyWorks syncs an order, later changes will *update* that same transaction in QuickBooks, rather than creating a new one. Duplicates almost always mean a **second app is also syncing orders into your QuickBooks company**. The most common culprit is Intuit's free, basic QuickBooks connector apps - like the **QuickBooks Shopify Connector** (previously known as **Shopify by OneSaas**) or the **WooCommerce Connector** - which are easy to connect without realizing while setting up QuickBooks. ## How to tell which transaction MyWorks created - In MyWorks, you can click the Synced badge for a direct link to its QuickBooks transaction - open it from there to identify the order MyWorks created. - Checking MyWorks Sync > Log, you can search the order number to confirm exactly what MyWorks synced for that order. - Transactions created by other apps will often look slightly different: a different order number format or prefix (e.g. "Woo-1234"), a different transaction type, different products in the order, or text in the memo line; or one copy showing paid while the other is unpaid. - Clicking the More > Audit History option inside of the QuickBooks invoice or sales receipt will show exactly when it was created in QuickBooks, and by which QuickBooks user. ## Checking the apps connected to QuickBooks You can view every app currently connected to your QuickBooks company here: [https://qbo.intuit.com/app/appcenter/myapps](https://qbo.intuit.com/app/appcenter/myapps) - Review the list for any other app that imports sales or orders - especially the QuickBooks Shopify Connector (Shopify by OneSaas) or another e-commerce connector. - For Intuit's own connector apps, you can open the **Integration transactions** page to see the transactions it has created in QuickBooks. This Integration Transactions page in QuickBooks is reserved only for Intuit's connector apps, and can be limited & confusing. No other app adds transactions here. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2466378963/695702aa20bbb6582a1ebe03b66b/My+integrations+2026-06-09+at+4_44_38+PM.png?expires=1788544800&signature=b6a4a85fd862a315274ee1b3b2007030c32360ded390b6aafd549662cf8bfca0&req=diQhEMp5lYhZWvMW3nq%2Bga7WpuAPaZq0LeUc3I9MiC%2Fvka%2FuZMDnhB6fgsGe%0A%2BjyYXQR7%2FNgU8rOla1tC14wTBjY%3D%0A) ## Resolving the duplicates - Disconnect the other app (or disable its order importing), so only MyWorks syncs your orders to QuickBooks. - Delete the duplicate transactions the other app created - checking the Audit Log or transaction details first if you're unsure which copy to remove. - Going forward, MyWorks will keep your orders in sync without duplicates. If you're unsure which app created a transaction, or which copy to keep - reach out to our team. We're happy to take a look with you! --- ## Controlling when new Shopify orders & order updates sync automatically to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13537749-controlling-when-new-shopify-orders-order-updates-sync-automatically-to-quickbooks-online > Explore how to control exactly when new orders, and order updates should automatically sync to QuickBooks Online - and when they should not. MyWorks includes several different ways to be able to control when new orders should automatically be synced to QuickBooks- and separately, when order updates should, and should not - sync to QuickBooks as well. This can be managed in MyWorks Sync > Settings > Order. ## Syncing New Orders You can control in three different ways when MyWorks should automatically sync a new order to QuickBooks - in the Order Sync Rules section in Settings > Order. - By status: The Shopify payment/fulfillment statuses you select here will tell MyWorks at what status an order should sync to QuickBooks. The first of any statuses selected here that an order reaches is when it will be automatically synced to QuickBooks. - By tag: If a Shopify order has a tag present, and that tag is entered here, the order will not sync to QuickBooks. - By date: If the date of an order is before the date selected here, the order will not sync to QuickBooks - either automatically, or when pushed manually in MyWorks: this is a “hard” block. If an order is *manually* pushed in MyWorks Sync > Push > Orders, it will still sync to QuickBooks even if it's in a status, or had a tag, that's selected here. * ## Syncing Order Updates Once an order has synced to QuickBooks, MyWorks automatically watches for changes to that order in Shopify - including line items being added or removed, quantity or price changes, shipping changes, and discounts. When a change happens, we sync an update to the existing transaction in QuickBooks, so your QuickBooks order always reflects the current Shopify order. A few things to know: - Order updates sync automatically as they happen - no manual sync needed. - Manually pushing an order in MyWorks Sync > Push > Orders will sync an update for that order into QuickBooks. You can control in three different ways when or if MyWorks should automatically sync an **update** for that order to QuickBooks - in the Order Update Sync Rules section in Settings > Order. This section only controls updates to the order itself* in QuickBooks - and does not block order payments, refunds, or voids from syncing to QuickBooks for that order. - By status: The Shopify payment/fulfillment statuses you select here will tell MyWorks **not to sync updates** for an order into QuickBooks if the order is in a status selected here. If no status is selected here, order updates will sync to QuickBooks in the same statuses selected in the above section for new orders. - By tag: If a Shopify order has a tag present, and that tag is entered here, an update for that order **will not** sync to QuickBooks. - By date: If the date of an order is before the date selected here, an update for the order **will not sync** to QuickBooks automatically. If an order is manually pushed into QuickBooks through MyWorks, it will be allowed to sync an update, regardless of the settings selected here. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996097601/342003b33b4ee855c1a88c7d70c3/upload_10322667936057682577.png?expires=1788544800&signature=9973c0db745a97568a375b54694922719c67dbad65674ba998044a79df1d4560&req=dSkuEMl3modfWPMW3nq%2Bgfvs41FJ6irX39kf%2Fyx%2B5UH%2FjiJpidnjxLwpE%2Fg3%0AH2UU%2FJeqmD%2FyUsnJMiep3xIGxwM%3D%0A) --- ## Adding a prefix to Shopify orders synced to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538146-adding-a-prefix-to-shopify-orders-synced-to-quickbooks-online > Learn how to add a custom prefix to Shopify orders synced to QuickBooks, making order tracking easier and more accurate. By default, MyWorks Sync uses the Shopify order number as the number for the QuickBooks Invoice or Sales Receipt that we sync into QuickBooks. However, in some cases, this may not be desired, and it can be more convenient to have MyWorks add a prefix to these orders we sync to QuickBooks, like in the below cases: - You also manually enter orders in QuickBooks, so you want to be able to tell these orders apart from orders synced into QuickBooks from Shopify. - There's already older invoices or sales receipts in QuickBooks with numbers that already match your current or future Shopify order numbers. Whatever the case may be, it's quite simple to set MyWorks to add a prefix to order numbers we sync to QuickBooks. ### Helpful Tip Setting a prefix in MyWorks does affect how we identify existing orders in QuickBooks as well as sync new orders in to QuickBooks, so once a prefix is set, it's not recommended to change it at a later point. ## Setup In MyWorks Sync > Settings > Order, add the desired prefix to this setting. In the example below, the prefix SH- is used. Once set, that's all you have to do! From this point forward, any orders synced to QuickBooks will use this prefix. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111860/fed1c78bca6382fdb2c7d46ffde1/upload_16155034879999861463.png?expires=1788544800&signature=adf61113c7f9e7e9f37366a1bc979435e565b0caadda8d70186e3e9be7e02a8c&req=dSkuEMh%2FnIlZWfMW3nq%2BgeEqLdx7UmSC0Ma2gblkLWfrOhCg5w2ESQ5S8Erw%0ANhjM5HF1nTFoD2u3oJ5%2Fhth5Qvo%3D%0A) --- ## Should I sync Shopify orders as Individual orders or as a Daily Summary? (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538181-should-i-sync-shopify-orders-as-individual-orders-or-as-a-daily-summary-quickbooks-online > Whether to sync Shopify orders to QuickBooks as individual Invoices or Sales Receipts, or as a single daily summary A common question we hear as our users consider syncing their orders to QuickBooks is the decision of whether to sync a Shopify orders as individual transactions - a Sales Receipt or an Invoice or an Estimate - or, syncing a day's orders as a single Daily Summary (as a Journal Entry) to QuickBooks. This setting can be controlled in MyWorks Sync > Settings > Order tab. The best answer to this is to consult your bookkeeper on their recommendation - and/or check your existing QuickBooks company to see how you've been accounting for orders up to this point: whether as a sales receipt, an invoice + payment, or as a single daily summary/journal entry. Do you need some orders to sync as one type of transaction but others as a different type of transaction? That's easy to accomplish as well with Shopify Order Tags! ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112952/f5f6a274e789fe2131fd627375cb/upload_5228552947767370525.png?expires=1788544800&signature=6d79644e14b745429221bbb495d7edf084eb284b079c98a222b9a5a343bd337a&req=dSkuEMh%2Fn4haW%2FMW3nq%2BgYN8i35uaybIJ1qBxE3DQXatXDwHGihqUHBpLZnD%0AJGuvUvnP%2FV09dGXdIK61ylgrx4o%3D%0A) ## Overview From a reporting point of view in QuickBooks, there's a few differences in how orders sync: **Syncing orders as individual transactions (Invoices or Sales Receipts)** - **Pros: **This can give you the most detailed level of data in QuickBooks, allowing you to leverage QuickBooks reporting as much as possible. Especially when managing individual products/inventory in QuickBooks, this allows you to accurately track COGS in QuickBooks as each order occurs, while also managing inventory smoothly in QuickBooks and having it sync back to Shopify. - **Cons: **If you normally have several thousand orders each month, it can be less convenient to have this ongoing volume of transactions present in QuickBooks and growing as each month passes. Especially if you're not tracking individual products in QuickBooks, or need extra detailed reporting in QuickBooks; syncing as a Daily Summary can be a better option. **Syncing orders as a single daily summary** - **Pros: **This can be most helpful when dealing with a larger volume of orders each month: several thousand or more. With this approach, all of a day's transactions would be recorded in QuickBooks in one journal entry - as totals, while still separating the different areas of data: product sales, shipping, discounts, sales tax, COGS, refunds, gift cards, and more. - **Cons:** Because this is a single daily transaction in QuickBooks that records totals, not individual transactions; some level of detail won't be present in QuickBooks in the way it would be if orders are syncing as an individual transaction. However, all the totals would still be reflected in QuickBooks in exactly the same way as if each transaction was present in QuickBooks. ## Syncing Orders as Sales Receipts A Sales Receipt is like an invoice + a payment all rolled into one. Therefore, syncing an order as a sales receipt will record the sale in QuickBooks while also recording the payment into the correct (mapped) bank account in QuickBooks. This is usually a typical representation of a Shopify order - where the order is placed and paid for all at once. This is the default setting for MyWorks Sync but can be changed in our Settings. ## Syncing Orders as an Invoice + Payment An invoice in QuickBooks represents a sale you've made that hasn't yet been paid. The invoice is displayed in QuickBooks as "Open" until a payment is added to the invoice. This approach is most helpful if some Shopify orders are placed **but not yet paid**. In these cases, MyWorks would sync just an open invoice into QuickBooks. If the Shopify order were then paid later, a payment for the invoice would also be synced over along with the invoice to QuickBooks. Or, if the invoice in QuickBooks is paid at a later point, MyWorks can update the Shopify order to be marked as paid. ## Syncing Orders as an Estimate An estimate in QuickBooks is a non-posting transaction that won't affect your financial accounts until it is converted to a QuickBooks invoice. ## Syncing Orders as a Daily Summary A daily summary in QuickBooks is a single transaction - a journal entry; that records the total of all sales & transactions that occured in that day. Although this records only the totals for the day; these are separated by QuickBooks account type to still accurately separate different types of sales/transactions, including: - Payments (separated by payment method) - Sales of Products (to a single income account, or separated by Shopify Collection) - Shipping Income - Discounts given - Sales Tax - Refunds (separating product, shipping, discount & sales tax) - Cost of Goods Sold - Accounts Receivable (unpaid orders & orders paid later) - Gift Cards (to a corresponding liability account) - Tips --- ## Understanding syncing orders to QuickBooks as a single summary vs individual transactions (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538131-understanding-syncing-orders-to-quickbooks-as-a-single-summary-vs-individual-transactions-quickbooks-online When syncing your Shopify store with QuickBooks, one important decision you'll need to make is how you want your orders to be synced: as individual transactions or as a single summary. Each approach has its advantages and considerations, and in this guide, we'll explore the key differences to help you make an informed decision. ## Individual Transactions ### Pros: **Detailed Reporting:** Syncing orders as individual transactions provides an accurate and granular level of detail. Each order is synced as an invoice or sales receipt, and recorded separately, offering comprehensive insights into your business's financial activity. **Accurate Inventory Tracking:** Individual transactions contribute to accurate inventory tracking, as each order contains the exact product or variation ordered, resulting in accurate inventory asset and cost of goods sold in your QuickBooks accounts. Most importantly, these correctly affect inventory levels in QuickBooks, allowing you to use QuickBooks as a core platform to accurately track and update inventory levels. **Better Analysis:** With individual transactions, you can analyze sales patterns, customer behaviors, and product performance more effectively. This level of detail can be valuable for strategic decision-making. **Reconciling Flexibility:** With individual transactions syncing to QuickBooks as separate payments, it can be very easy to record them in clearing or bank accounts of your choice - and split by payment method on your site as well. From there, it's simple to clear daily deposits as they hit your bank account, especially with the support MyWorks has for transaction fees and bank deposits. ### Cons: **Increased Data Volume:** Syncing orders individually may result in a higher volume of data. However, until you're in the range of 5k orders/month or above, this is what QuickBooks is built for, and does not have a negative impact on performance. In addition, MyWorks includes the ability to consolidate these transactions in other ways - like syncing some or all orders to a single customer. ## Single Summary ### Pros: **Simple Reporting:** Syncing orders as a single summary can reduce the amount of of your financial records, as it results in a single transaction in QuickBooks for each day's sales. **Simple Reconciliation:** With a single transaction in QuickBooks for each day's sales , reconciliation can be more straightforward, and make it simpler to match deposits as they clear your bank account. ### Cons: **Limited Detail:** The main drawback is the lack of detailed information - as there will be almost no level of detail in QuickBooks around key areas of an order: **- individual products sold, - sales tax collected, - shipping or discount amounts, - separate customer records/information If the specific details of each transaction matter in QuickBooks, as they usually do, syncing orders as a single summary may not provide the level of granularity you need. Analytical Limitations:** Analyzing sales patterns or customer behaviors may be more challenging when dealing with summarized data. This approach may not be suitable for businesses that rely on detailed analytics.** Under-utilizing QuickBooks:** Part of the benefit and value of the QuickBooks platform is the ability to handle large amounts of transactions and provide powerful and detailed reporting on the transactions present in QuickBooks. When detailed transactions aren't present in QuickBooks, you're wasting the benefit of what you're paying for in QuickBooks by not leveraging features like this that are available to you. ## Conclusion Choosing between syncing orders as individual transactions or a single summary depends on your business needs, the volume of transactions, and your preference for detailed reporting. Consider the trade-offs and prioritize what aligns best with your financial management and analysis requirements. Remember, both options are valid, and the choice ultimately depends on finding the right balance for your specific business scenario. --- ## Mapping Shopify Locations (Warehouses) to QuickBooks Online Locations or Classes **URL**: https://support.myworks.software/en/articles/13538113-mapping-shopify-locations-warehouses-to-quickbooks-online-locations-or-classes > Map Shopify warehouses to QuickBooks Locations, enabling efficient inventory management and accurate order reporting. MyWorks includes the ability to easily map the Locations you've set up in Shopify with the Class or Locations field in QuickBooks. This can be helpful in easily separating orders in QuickBooks to see which Shopify Location an order was placed from accurately. Setting this mapping up is quite simple! Visit MyWorks Sync > Settings > Order, where you can enable this setting and choose a QuickBooks Class or Location to match your Shopify Locations/Warehouses to. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996110922/8b0ceb2436c6121dce9e1d65c88e/upload_570954236754072803.png?expires=1788544800&signature=e94a96bf64b50b87661d743237139cc0d9096be84ab792fe2521b40e2e126574&req=dSkuEMh%2FnYhdW%2FMW3nq%2BgWSJxEHRw27sL9HID2tQ4hBFaPO4tqSZ9dKXrgdU%0AAG03desrL7lVxhbhcvfPPWO52iM%3D%0A) And, as orders sync to QuickBooks, the Class or Location field will follow these mappings, like the below example showing a Location field. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996110958/be52735918bb6ef355ed7ef73ee7/upload_6188635713832642051.png?expires=1788544800&signature=99e76cb675436752bc0d474506723b3a3331c7d97385769a5cfb070e2057bb38&req=dSkuEMh%2FnYhaUfMW3nq%2BgTwpizqME5Px75rLUX8g4%2BGDNmT75p0LVohQn29O%0AJWDhSstjwPLoiIbgDP7hpNg7cnQ%3D%0A) --- ## Syncing Shopify orders containing discounts to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538070-syncing-shopify-orders-containing-discounts-to-quickbooks-online > Explore how Shopify orders with discounts can be synced to QuickBooks Online MyWorks supports syncing Shopify orders that contain discounts to QuickBooks Online in several ways. These can be controlled in MyWorks Sync > Settings > Order in our app in Shopify, and only one of these approaches can be enabled at a time. ## Syncing discounts to the Subtotal field By default, MyWorks will sync discounts in the Shopify order to the Discount "subtotal" field in the QuickBooks order. No settings have to be adjusted in MyWorks to accomplish this. ## Syncing discounts within each line item Instead of syncing all order discounts to the Subtotal field, MyWorks can reflect the discount within each line item in the order in QuickBooks, for cases where the discount in the Shopify order is reflected in one or more of the line items in the order. This would show each of these line items in QuickBooks as the “net” amount after the discount. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109261/afba86ab95b1affc65b4250ab467/upload_6122435871480969492.png?expires=1788544800&signature=bb2166717fc1d05641b9cfb38e3ca7bb061ffbedb7b83cc3f9bfb260e19b4e77&req=dSkuEMh%2BlINZWPMW3nq%2BgcNc2brL0QPavFa7Rlycc8LmbbfSCC%2FYaaIQ%2FBqS%0AntEJqpa6i00qKSxBPWDWlaEcOso%3D%0A) ## Syncing discounts as a separate line item Alternatively, MyWorks can sync discounts in the order to a separate, negative, line item in the QuickBooks order. If there's multiple coupons in the Shopify Order, each coupon would have its own negative line item in the QuickBooks order. This can be enabled with the below setting in MyWorks Sync > Settings > Order. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109292/9b819492c07f2bd0ab7ccb235fea/upload_9126174751682884079.png?expires=1788544800&signature=775797730fe2b38314e4b907b610958fde467fbe8c06c7a2e450e9d26dfc0c5e&req=dSkuEMh%2BlINWW%2FMW3nq%2BgSYa6HO9kG%2BgOOtsgCumR7%2FnT0cR6GMcWCdgT3qx%0AXQXY%2FOFmri9zsDQUgdsJSV8YNhA%3D%0A) --- ## Using MyWorks in the Shopify Order page (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13537965-using-myworks-in-the-shopify-order-page-quickbooks-online > Learn how MyWorks can be helpful when managing/viewing an order in Shopify While the MyWorks app is only a click away in the Apps area of your Shopify Admin, we also add a few helpful areas when viewing an order in the Shopify admin area - making it easier to use MyWorks in Shopify without visiting our app. When viewing a Shopify order, there's two areas you can use MyWorks: - **More Actions:** Here you can push an order to QuickBooks; and view the order in QuickBooks if it's synced. - **App Block:** You can add the MyWorks app block, which shows helpful information if the order is synced to QuickBooks, and includes the ability to sync the order to QuickBooks, or view it in QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996105492/43dc2cbb48db3ec264a16428c7c5/upload_9374736103165058673.png?expires=1788544800&signature=7ca56d3071bd6ac6b25745eb3b1dfa3c3a66f3918d1a2fba6eca6178189a0817&req=dSkuEMh%2BmIVWW%2FMW3nq%2BgVm03G6CErF77sJt%2FYk5xufe%2Fq3EP6ZeBpWRbjFJ%0AMDS7fAqbQUl%2FKKwYhx2zMbtnmcA%3D%0A) And, when viewing a full list of Shopify orders, you can easily push multiple orders to QuickBooks as well, using our Push to QuickBooks option. This will add orders to our queue, which will sync to QuickBooks in the background. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996105519/7499029b2af1140a3f4664160856/upload_13874801050664377033.png?expires=1788544800&signature=49c1c1bacd17361fd8e2c4a4d247628a24ab19fa6ebe382a7b131048d18c49f6&req=dSkuEMh%2BmIReUPMW3nq%2BgRDVuOayImpK9Y3nupgym%2BNGWZ%2BcUJyua2JvBk3N%0AkxgTIfPYS03gL7Wy6h9FETzJRso%3D%0A) --- ## Syncing Tips in Shopify Orders (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13537960-syncing-tips-in-shopify-orders-quickbooks-online > Explore how to sync tips from Shopify orders into QuickBooks Online MyWorks includes support to sync any “tips” in a Shopify order to a separate line item in the QuickBooks order, making it easy to track this separately in QuickBooks. These are most commonly seen in in-person orders on Shopify POS, where the customer can choose to leave a tip when paying. This can be easily enabled in the Tips section in MyWorks Sync > Settings > Order! ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996105357/87d9779dc919e2dc1b000f85cb57/upload_4313752509963513623.png?expires=1788544800&signature=3427a8696478c9ca535330d91db192ac12c43e0309819787676a67b2320053c2&req=dSkuEMh%2BmIJaXvMW3nq%2BgR1zxa9kro3XP9wDSuF%2B%2BrXcXJlN%2BNvOZJxYKbPt%0AwigBYhGZ5sPF65JM3wUCPwLQLPA%3D%0A) --- ## Mapping Shopify Order Tags to QuickBooks Online Class or Location **URL**: https://support.myworks.software/en/articles/13537889-mapping-shopify-order-tags-to-quickbooks-online-class-or-location > Explore how to use Shopify Order Tags to control a Class or Location in the individual order synced to QuickBooks. MyWorks has the ability to easily map various Tags present in your Shopify orders, with the Class or Locations field in QuickBooks. This can be helpful in easily separating orders in QuickBooks when running a report! Setting this mapping up is quite simple! Visit MyWorks Sync > Settings > Order, where you can enable this setting and choose a QuickBooks Class or Location for the desired corresponding Shopify order tags. As you can see below, you can add multiple combinations of mapping, and multiple tags can be separated by commas. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103310/81feaf6286cce242879c0dee9be8/upload_4777168844008166433.png?expires=1788544800&signature=b00d0172a8cabefeef581f7caebdadc7ba433d684960bcec3b345ea4444f5e9d&req=dSkuEMh%2BnoJeWfMW3nq%2BgVq2s%2FY5PVnuVm0g8Iu1%2BsPi5sGw9kHj68fCCPDG%0A2gWgMg7aVi1Dkx%2BQVrjpGcGN9FI%3D%0A) And, as orders sync to QuickBooks, the Class or Location field will follow these mappings, like the below example Invoice showing a Location field. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103329/6ef573d4606dc8edf04a84f26e04/upload_11019788667205763906.png?expires=1788544800&signature=2bd4dda42539ccf768445b1f1236159b3d26c4653ab2ea67ea69b56a5e6a58fd&req=dSkuEMh%2BnoJdUPMW3nq%2BgSu9lUfKrQpcCcn2EAUdu2UAudeG6FJx9uabfDir%0AtUPtY7pNisjmxvYigvR3HO0Psjc%3D%0A) --- ## Best practices when syncing Shopify POS orders to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13537957-best-practices-when-syncing-shopify-pos-orders-to-quickbooks-online MyWorks Sync offers seamless integration between Shopify and QuickBooks, including syncing orders from Shopify POS to QuickBooks for accounting and financial management. This article provides a helpful guide when syncing Shopify POS orders to QuickBooks and highlights best practices to ensure smooth synchronization. ## Syncing Shopify POS Orders to QuickBooks By default, MyWorks sync Shopify POS orders normally into your QuickBooks company - just like other online orders placed through Shopify. When an order is placed through Shopify POS, MyWorks Sync will send the relevant order data to QuickBooks for accurate accounting and inventory tracking. ## Syncing Shopify POS Orders to a single customer For regular, online orders in Shopify, MyWorks will sync each order to its own corresponding customer in QuickBooks. However, we'll commonly see that many orders from Shopify POS have no customer information associated with them, as they're for in-person, walk-in orders. In cases like this, it's very simple to still sync these to QuickBooks - to a single customer. This can be enabled in MyWorks Sync > Settings > Order, in the customer options area, as shown in the below example. This setting to sync all orders to one QuickBooks customer will also show any custom Segments you have created for your Shopify customers; and each segment can be set separately: either syncing to “Individual” customers in QuickBooks - or to a single QuickBooks customer you can select. In this specific case, the important setting is the last option - for **“Other (not a customer)”**. This applies to any Shopify orders that have no customer information - and in this example, is set to a single QuickBooks customer named “Shopify Sales”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996105299/e20df1ce289a4cdaf20da89234c1/upload_14948928150361297427.png?expires=1788544800&signature=bf44e3e8514b3ead76acf292a495efd024b678a812f1115b1af97818ef6c130c&req=dSkuEMh%2BmINWUPMW3nq%2BgTpZoIsYcClu%2BJrpf1CY6LnBG08RU0Z47ueFlLZC%0AppJIBq9xC%2BwHrmGHcPfJZIKwlXQ%3D%0A) --- ## Syncing Shopify orders with Terms or Due Date in QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538118-syncing-shopify-orders-with-terms-or-due-date-in-quickbooks-online > Easily sync your Shopify orders with terms into QuickBooks, allowing you to effortlessly manage accounts receivable in QuickBooks MyWorks has the ability to honor the Due Date and Terms in unpaid Shopify orders to ensure that these are reflected in the open invoice we can sync into QuickBooks from these orders. As shown in the below examples, the Due Date and Terms in the Shopify order will be brought into the QuickBooks order as it's synced by MyWorks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111069/ed90b59864ad3fbed5462268e57e/upload_9410188004263680808.png?expires=1788544800&signature=59e32e924df06371f1e4a25bcf30fccb92e16462e091cb91a912de3eec25f8f0&req=dSkuEMh%2FnIFZUPMW3nq%2BgcfzRMz3%2Fujh5lpDgs%2FShaKeIZ1fZ0rolwKNX%2BwR%0AK5yYCbMxRW2RFpM8ilPmNfQ8TCw%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111091/54edfe0c4f8118e1fa16708bc7cc/upload_790992386318635541.png?expires=1788544800&signature=846579e1233205f116752b59ba675f3a72b0c1a6fcf7c5a86adf7a4f674f5120&req=dSkuEMh%2FnIFWWPMW3nq%2BgVG765bKpxlzOc%2B8w8M%2FL78WA4QD9GOsulbpRSHg%0AuiEllyB4mNUGrzECtIriUOIerjE%3D%0A) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111116/3fb84f7d40c77d4cf6e294062e53/upload_12786222794922300536.png?expires=1788544800&signature=f9a674c73eb6d68d99e58a37ca124e773c0da393c2d745010053f90c3ae2b45f&req=dSkuEMh%2FnIBeX%2FMW3nq%2BgbBgUszcYrosPa0VHWNNIMC2ZQWXoAvYeaW%2Fcptg%0A1pWLKteV6lfMuWz7x3w5CgGxfZs%3D%0A) --- ## Handling multi-currency when syncing orders from Shopify to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538008-handling-multi-currency-when-syncing-orders-from-shopify-to-quickbooks-online > Learn how to effectively manage multiple currencies when syncing orders from your Shopify store to QuickBooks Online. MyWorks includes support to sync Shopify orders accurately to QuickBooks when multiple currencies are present in the Shopify store and/or the QuickBooks company. This includes support for several different scenarios, including: - Shopify stores that have several currencies enabled, which are also enabled in QuickBooks. - Shopify stores that have several currencies enabled, but only a single currency present in QuickBooks. ## Overview If the Shopify order currency is enabled in QuickBooks, MyWorks will honor the currency of the order in Shopify, including passing the correct exchange rate for the order into the order in QuickBooks, if the currency is not the Base currency configured in QuickBooks. If the Shopify order currency is not enabled in QuickBooks, MyWorks will sync the order to QuickBooks using the Base currency enabled in QuickBooks, and convert the Shopify order amounts to the QuickBooks Base currency. ## Configuration If multiple currencies are enabled in your QuickBooks company, simply visit MyWorks Sync > Settings > Default, and choose the the currencies enabled in QuickBooks. This tells MyWorks which currencies are supported to be used as we sync orders into QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996107019/2dfad0a57bce6e9f0f2ee3fc530c/upload_12097321376744967504.png?expires=1788544800&signature=78913a4d67f8f57d386972eef8ad879730244ad29e0c72b83b0e6e7578c09888&req=dSkuEMh%2BmoFeUPMW3nq%2BgReSxWko7tNcy1CiKcYhcVsDUbpL%2BhX8BwfEHxTP%0AgITLvORDQyxYvpEbsjOACzvnvfM%3D%0A) If multiple currencies are enabled in your Shopify store, you can control which QuickBooks bank account an order should sync into based on the currency used in Shopify. Visit MyWorks Sync > Settings > Payment Methods, and you'll be able to select a QuickBooks bank account separately for each currency you accept. Once selected, MyWorks will sync orders to QuickBooks following the Shopify order's currency into the bank account of your choice in QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996107052/fd60060913c8e66b277319f4d73c/upload_6282879154722608787.png?expires=1788544800&signature=f95a7f2fac0673a657abbac6445852855c1ebead0255ff46b62b755f0ec009e7&req=dSkuEMh%2BmoFaW%2FMW3nq%2BgSntXWfb7wufqD8Xi0gtBVN%2B8qJ43ZcTHNRq2qiu%0AvCGdTXikzY5fwXYcXN7R%2F0UtRmI%3D%0A) --- ## Mapping Shopify Customer Segments to a Class or Location for orders synced to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538140-mapping-shopify-customer-segments-to-a-class-or-location-for-orders-synced-to-quickbooks-online > Learn how to assign a specific class or department/location to your Shopify orders, based on the customer segment the Shopify customer is in MyWorks supports the ability to set a different Class or Department in orders based on the Shopify Customer Segment that the order's customer is present in, making it very easy to report on sales by customer “grouping” in QuickBooks! ## Setting up This can be easily enabled in MyWorks Sync > Settings > Order in your Shopify Admin. - Enable the setting to Map Shopify Customer Segments to a QuickBooks Class/Location . - Choose the desired QuickBooks class and/or department to be used for each Shopify Customer Segment. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111692/1203ffbf3b0f082c42410e7e157a/upload_11838561986231679048.png?expires=1788544800&signature=56ecb992d531b4a1a8746961ab8641562e30f0256abe08a1119655861ec653ec&req=dSkuEMh%2FnIdWW%2FMW3nq%2BgVysFqBgTmySX1UfhykNSyv8tn3DKDtFWPx%2Bci7N%0As1z%2FPNh87sQP1A%2BwLw%2Be9aGhZGM%3D%0A) ## Excluding Customer Segments In some cases, we'll see additional customer segments present in Shopify that don't apply to the above settings/logic you're trying to implement: and introduce a scenario where a customer may be in more than one segment at a time, making the above mapping tricky. However, this is easy to manage with MyWorks, as below, you can simply “exclude” segments that we shouldn't follow in the above mappings. So, for example, if you have segments you use for marketing, like “US Customers” or “UK Customers”, those can be excluded below if you're wanting MyWorks to follow the mapping for other segments like Amazon or Wholesale orders. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111715/5dac8185622cd99e5b70563dcb5a/upload_15893161786651015927.png?expires=1788544800&signature=15effc79a06d3d05f330a7f2f25f1d07f7adf640eb8293839e1e0e82f7f2ed24&req=dSkuEMh%2FnIZeXPMW3nq%2BgXE6x%2FWtXw8wl9OX4mDKYeUm2UqPTKZIH3sW9AK5%0AkRvmKrUBz3zGEwpPnC6LRL2qbEQ%3D%0A) --- # Common Questions --- ## Default Fields & Sync Direction Summary - Shopify & QuickBooks Online Sync **URL**: https://support.myworks.software/en/articles/13538110-default-fields-sync-direction-summary-shopify-quickbooks-online-sync > A summarized list of the default fields and the direction they can sync between Shopify and QuickBooks Online ## Summary [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) has many different options when it comes to syncing data between Shopify and QuickBooks Online, and this article helps share what direction data syncs, whether new or updated data syncs, and what fields are synced by default. Below is a list of the default fields and types of data we sync between Shopify & QuickBooks Online - including custom fields we can map as we sync orders. ## Shopify -> QuickBooks Online **Customer (new)** - First Name - Last Name - Company Name Supports Shopify B2B Company names and Location names - Email - Phone Number - Address Line 1 - Address Line 2 - City - State - Postcode - Country **Order (new & updated)** - Can be synced as: Invoice + Payment - Sales Receipt - Estimate - Invoices, based on fulfillments - Daily Summary (more below) - Split - based on order tag - Order Number (can be Shopify order number, custom order number, or adding a prefix before.) - Associated Customer - Billing Address - Shipping Address - Shipping From field - Order Date - Due Date & Terms (If invoice) - Class / Department / Location - Product/Service line items - SKU - Description - Quantity - Amount - Shipping Amount - Discount - Tax - Memo - Custom Fields 1-3 (if mapped in our custom field mapping) **Shopify Payout (new)** - Syncs as a single Journal Entry at the end of the day - Records the exact amount sent to your bank by Shopify, making it easy to “match” in QuickBooks - Records the transaction fees charged by Shopify **Daily Summary (new)** - Syncs as a single Journal Entry at the end of the day - Payments (separated by payment method) - Sales of Product Income (to a single income account, or separated by Shopify Collection) - Shipping Income - Discounts given - Sales Tax - Cost of Goods Sold - Refunds (separating product, shipping, discount & sales tax) - Accounts Receivable (unpaid orders & orders paid later) - Gift Cards (to a corresponding liability account) - Tips **Product (new and updated)** - Name - Image (if not present in QuickBooks product) - Description - SKU - Inventory Level (if inventory product) - Price - Taxable Status - Cost **Variation** **(new and updated)** - Name - Description - SKU - Inventory Level (if inventory product) - Price - Taxable Status - Cost **Payment (new)(if invoice)** - Related invoice - Payment Date - Payment Method - Reference No. (Transaction ID or Shopify order number) - Amount Received **Inventory Adjustments (updated)** - Inventory Adjustments - made either in **[Stockroom](https://apps.shopify.com/stock-room) **or Shopify **Pricing (updated)** - Product Price **Cost (updated)** - Product Cost **Purchase Order ([Stockroom](https://apps.shopify.com/stock-room)) (new & updated)** - Can be synced as a Purchase Order, a Bill, or both - Purchase Order Number (can be PO number, custom order number, adding a prefix before, or using the next available QuickBooks order number.) - Associated Vendor (matching Supplier Name) - Billing Address - Shipping Address - Order Date - Due Date - Product/Service line items - SKU - Description - Cost - Quantity - Amount - Shipping ## QuickBooks Online -> Shopify **Inventory (updated)** - Inventory Level **Pricing (updated)** - Product Price **Cost (updated)** - Product Cost **Payment (new)** - When one or multiple payments are applied to the related invoice in QuickBooks, MyWorks will add those payments to the Shopify order. ## Examples Below, you can see examples of a customer & order created in QuickBooks by MyWorks. This can vary based on the MyWorks settings you use to control how customers/orders are synced to QuickBooks. It's quite simple and recommended to use MyWorks to simply push one or two orders into QuickBooks from your store to easily see how they're created in QuickBooks, and you can adjust our settings accordingly to change how they display in QuickBooks as needed. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996110717/d482d7e95496b8e4974c4267bdd9/upload_4926794042374631106.png?expires=1788544800&signature=4c37e6e19261c688b99246e73580197f8083dd08dfb13d8c748277abc10c7e46&req=dSkuEMh%2FnYZeXvMW3nq%2BgXtKjibdzfNKeZKgMh9EFjlNQafzpNLNzGheOunn%0AltdJ6dDT4Cp9oJFhpa8ifUexG%2F4%3D%0A) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996110752/c43be9af19c84db81d212ed1a92a/upload_7193734951806252525.png?expires=1788544800&signature=a569a8fee401825085431f6e7b90117100f93a9d2a0c190ec53cc0c3d677517c&req=dSkuEMh%2FnYZaW%2FMW3nq%2BgWMwD8ERJhCQbToCe14mwjJZdr0gj3BDdGmAkB88%0Au6TSvyKO2RVJvLuw1JltBSJE1J0%3D%0A) --- ## Connecting Shopify to a different QuickBooks Online company **URL**: https://support.myworks.software/en/articles/13538185-connecting-shopify-to-a-different-quickbooks-online-company > How to easily change Shopify from one QuickBooks Online company to another using MyWorks Sync. Sometimes you may need to connect your Shopify store to a different QuickBooks Online company. Common scenarios include migrating to a new QuickBooks company, switching from a test or sandbox company to your production company, or correcting an accidental connection to the wrong company. **Important:** This article is for switching between QuickBooks Online companies. If you need to switch from QuickBooks Online to QuickBooks Desktop (or vice versa), you'll need to uninstall one app and install the other, as our apps to connect to QuickBooks Online and Desktop are separate. ## Steps to Switch QuickBooks Online Companies - In your Shopify admin, visit **MyWorks Sync > Connection**. - On that page, click **Disconnect** to disconnect from your current QuickBooks company. - Click the **Connect** button to sign into your desired QuickBooks account and connect to the new QuickBooks company. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2220749907/a99ea991909e1f4d2edc8cc5a9e7/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-03-30+at+6_05_39+PM.png?expires=1788544800&signature=deed5ff36708a351124ccee3fd2b6038acd5272a15c35c567afb03571d081e5f&req=diIlFs56lIhfXvMW3nq%2BgZUZ6T%2BKNy34YDpSEGwGUZAvNciLKrywKY%2BtYaIH%0AYHsQA%2Fp5QVAtmC4GKo6zVHr27HM%3D%0A) ## Rescan QuickBooks Data After connecting to the new QuickBooks company, you **must** rescan your QuickBooks company data. Without this step, the sync will continue referencing data from your old QuickBooks company, which will cause sync failures. To rescan your data: - Go to **MyWorks Sync > Settings** and click **Rescan Data** at the top of the page. - Click all three QuickBooks options to Rescan QuickBooks Customers, Products, and Other Lists. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2220740719/5d28009cec5cf7dc21d9faf997bc/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-03-30+at+6_01_20+PM.png?expires=1788544800&signature=fd02fe7453ae01951e27f94ce8468983088c844746e3ed4eb56a73f3df327a77&req=diIlFs56nYZeUPMW3nq%2BgRE4hQ2MRKkzurE6WjqyzSRrmJclm0hBXve8CXf0%0AhDUVdw1mqxBjX4afZReWjIdhYp4%3D%0A) This ensures our sync has the latest data from your new QuickBooks company and prevents sync failures. ## Update Your Settings and Mappings After switching companies, you must update your settings with data from the new QuickBooks company. Your existing mappings may reference products, customers, payment methods, or other items that don't exist in your new QuickBooks company. **Update Settings:** - Visit **MyWorks Sync > Settings**. - Review the below options: Income accounts, expense accounts, and asset accounts - Classes, locations, and departments - Payment methods - Tax codes and settings - Click **Save** after reviewing each settings page. **Update Product and Variation Mappings:** - Visit **MyWorks Sync > Map > Products** and **Map > Variations**. - After rescanning your data (see step above), verify your mappings are correct. - Remap any items that show as unmapped or that reference products no longer available in your new QuickBooks company. - Click **Save** after updating your mappings. ## What Happens to Your Existing Data When you switch QuickBooks companies: - **Settings and mappings are preserved:** Your MyWorks configuration remains in place, but you'll need to update it as described above to reference items from your new QuickBooks company. - **Historical sync data:** Orders that already synced to your old QuickBooks company will not automatically transfer to the new one. They remain in your old QuickBooks company. ## Verify Your Connection After switching companies, confirm everything is working correctly: - Go to **MyWorks Sync > Connection** and verify the correct company name and Realm ID are displayed. - Test the connection by pushing a single order from **MyWorks Sync > Push** to verify it syncs to the new company with proper mappings. - Check that the order appears in the correct QuickBooks company with all expected details. --- ## What is the difference between mapping and pushing customers or products? (Shopify & QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538182-what-is-the-difference-between-mapping-and-pushing-customers-or-products-shopify-quickbooks-online > Tips to understand when to map and when to push data like customers & products in Shopify A common question we receive is understanding the difference between mapping data (in MyWorks Sync > Map) and pushing data (in MyWorks Sync > Push). ## When to map products? If products exist already in both Shopify and QuickBooks, they can be mapped in MyWorks Sync > Map > Products. This helps with two areas of syncing: - Syncing orders from Shopify to QuickBooks: this will determine the QuickBooks products used in the line items of the order we create in QuickBooks. - Syncing inventory between Shopify and QuickBooks: this determines which products we'll sync inventory between. ## When to map customers? It's not a requirement to map your Shopify customers to existing customers in QuickBooks. As as long as a customer's name or email matches; we'll automatically find them when syncing an order. Mapping customers does become helpful when acting as an override: mapping a Shopify customer to a QuickBooks customer that does **not** contain a matching email/name, but still one you want their future orders to sync to. ## When to push products? If you have products that only exist in Shopify, and you would like them to be created in QuickBooks, you may push them in MyWorks Sync > Push > Products. When pushing products, they will be automatically mapped to the resulting QuickBooks product in MyWorks Sync > Map, so there is no need to map them after pushing. ## When to push customers? It is not generally necessary to push customers in MyWorks Sync > Push > Customers , as we will always automatically sync a customer when necessary when a related order is being pushed or automatically synced. --- ## Syncing separate WooCommerce and Shopify stores to the same QuickBooks Online Company File **URL**: https://support.myworks.software/en/articles/13538167-syncing-separate-woocommerce-and-shopify-stores-to-the-same-quickbooks-online-company-file > Connecting a WooCommerce site and a Shopify store to the same QuickBooks Online company Our WooCommerce and Shopify Sync for QuickBooks both support the ability to sync separate WooCommerce and Shopify stores to the **same** QuickBooks company if desired. As a reminder, you'll need one active plan for each WooCommerce or Shopify store you'd like to sync with QuickBooks. Here's a couple tips and best practices to consider as you connect multiple stores to the same QuickBooks company. ## Separating Reporting in QuickBooks ### Using Class/ Department for reporting MyWorks supports setting a QuickBooks Class or Department to sync all orders to in MyWorks Sync > Settings > Order > *QuickBooks Class or Department to be assigned to all orders*. For example, you can create one class for each ecommerce platform in QuickBooks, then set the appropriate class or department in MyWorks' settings for each corresponding site. Then, orders synced to QuickBooks from each site will use the corresponding class, allowing easy reporting in QuickBooks. ### Using custom fields MyWorks also supports custom field mapping - which can send a value or specific order field - into a specific field in a QuickBooks order ("memo"/ your own custom QuickBooks field). Some users opt for a value like "Store 1" to be custom mapped to one of these fields in QuickBooks - in which case QuickBooks reporting can be filtered utilizing this specific field. Click to Zoom ## Preventing order number conflicts Now that orders from multiple sites are being synced into QuickBooks , there is a greater possibility for conflicting order numbers - for example: order number #545 existing on both systems, and attempting to sync to QuickBooks from both stores, which wouldn't be accepted in QuickBooks. To guard against this possibility of conflicting order numbers, we have several best practices to choose from and adhere to: - Use the [“Next QuickBooks #” setting](https://support.myworks.software/*/articles/13538400) when syncing orders to QuickBooks. By default, we’ll sync orders from WooCommerce and Shopify into QuickBooks using the WooCommerce/Shopify order ID as the Invoice/Sales Receipt number in QuickBooks. But, when this setting is enabled, we'll sync orders into QuickBooks using the **next QuickBooks invoice/sales receipt **number – not the WooCommerce or Shopify order number. ​ - Using a custom order number extension in WooCommerce. By setting up custom order numbers in your WooCommerce store, you can add a store-specific prefix to each order number, which our sync will sync over to QuickBooks accurately. ​ - Syncing orders as Invoices vs. sales Receipts. If you have a WooCommerce store and a Shopify store connected to QuickBooks Online, a very simple solution is to set one store to sync orders over as Invoices + Payments, and the other store to sync orders over as Sales Receipts - and they will never conflict. --- ## Using MyWorks while selling across multiple Channels in Shopify (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538133-using-myworks-while-selling-across-multiple-channels-in-shopify-quickbooks-online > Sell products across multiple channels, using Shopify as a "hub" with MyWorks keeping orders and inventory in sync with QuickBooks Although MyWorks is a direct connection from Shopify to QuickBooks, it's quite common to see our users with Shopify stores also selling on other channels, like Faire, Amazon, Etsy, eBay, Walmart, TikTok, Google, Facebook and more! Because MyWorks is deeply integrated with Shopify, our users have been the most successful when using Shopify as a **“hub” **- connecting their third party channels to Shopify, and then using MyWorks as the connection between Shopify and QuickBooks. This results in a seamless flow of information in both directions, as: - MyWorks is able to sync orders from any third party channel into QuickBooks, as these orders are also brought into Shopify when these channels are connected to your Shopify store. - Since MyWorks will update Shopify with products, inventory levels, and/or pricing from QuickBooks, these updates will also be pushed out to the channels connected to your Shopify store. Using the above approach, you can avoid multiple separate connections with QuickBooks, and keep their sales streamlined in Shopify, all while using MyWorks to accurately sync this information both directions with QuickBooks - **while being able to sync orders differently based on the channel they're from.** Shopify has excellent connections to link popular channels to an existing Shopify store, like the below options: - Shopify Marketplace Connect - [Amazon, Etsy, eBay and/or Walmart](https://apps.shopify.com/marketplace-connect)**​ - [Faire](https://apps.shopify.com/faire-sell-wholesale) - [TikTok](https://apps.shopify.com/tiktok) - [Google](https://apps.shopify.com/google) - [Facebook & Instagram (Meta)](https://apps.shopify.com/facebook) ## Customizing how orders sync based on their channel MyWorks has powerful settings that allow for additional segmentation between orders synced to QuickBooks from different channels: you can set a different Class, Location or Bank Account in QuickBooks depending on the channel the Shopify order came from. This setting can be found in MyWorks Sync> Settings> Order, and is shown below! Class****Here, you can set a specific Class (if used) in QuickBooks for orders from each channel, to easily differentiate them in QuickBooks. Location****Here, you can set a specific Location (if used) in QuickBooks for orders from each channel, to easily differentiate them in QuickBooks. Bank Account** Here you can set a specific Bank Account for paid orders to sync to in QuickBooks, based on the channel they're from. This is especially helpful for multi-location stores where payments in real life need to go to different bank accounts. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996111548/57a2b73e69769ec9f001c823655e/upload_7208382037544253053.png?expires=1788544800&signature=b45be1490258ab19e3cf6e23928400851b036414729f50613ac76be2feaa035f&req=dSkuEMh%2FnIRbUfMW3nq%2BgVAIeLO8tjkkwWHiyjeKB9rdHx93KkX5wAqDPH7A%0A9WgsXG8opoTFuAvbeOLB5SWv6L4%3D%0A) --- ## Using MyWorks in a Shopify Development / Sandbox Store with QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538123-using-myworks-in-a-shopify-development-sandbox-store-with-quickbooks-online > Explore how to use MyWorks in your Shopify Development Store MyWorks can be installed and used in Shopify Development or Sandbox stores, which can be quite helpful if your Shopify store is still in development and you'd like to test MyWorks. Note: It's quite safe to install MyWorks on your live Shopify store without testing first on a Shopify Development Store, as MyWorks only automatically syncs **new** data, and this can even be disabled in our settings. We'll never automatically bulk sync any of your existing orders to QuickBooks. When using MyWorks on a Shopify Development Store, there's a few helpful items to keep in mind that are different from how MyWorks works on a live/paid Shopify store that's not “Development”. - You will only be able to connect to a **Sandbox** QuickBooks Online company, **not a live** QuickBooks company. You can create a Sandbox company with QuickBooks by visiting developer.intuit.com ​ - MyWorks will not charge you for the plan you choose. You're welcome to choose a paid plan, and while Shopify will ask you to authorize the charge, you'll see a message that it's not an actual charge. ​ --- ## Switching between WooCommerce & Shopify with MyWorks Sync (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13538043-switching-between-woocommerce-shopify-with-myworks-sync-quickbooks-online > Review how to seamlessly transition your online store between WooCommerce and Shopify while using MyWorks Are you currently using Shopify or WooCommerce and needing to change from one to the other? Since MyWorks Sync supports both WooCommerce and Shopify, this shouldn't be a disruption to how you sync with QuickBooks Online or Desktop. We've compiled a list of helpful tips below to consider as you plan your move between WooCommerce or Shopify. ## Moving from WooCommerce to Shopify? You'll no longer need the MyWorks extension in your WooCommerce store. You can remove this and cancel your WooCommerce Sync plan with us in your [MyWorks account here ](https://dash.myworks.software)when you're finished syncing your WooCommerce store. Then, visit your Shopify store, and add the MyWorks app to your Shopify store through the Shopify App Store. Billing is handled directly through Shopify, and you'll be able to choose a plan after adding our app to your store. Follow the prompts to connect our sync to your QuickBooks Online or Desktop company, and you'll be able to configure our sync's mappings and settings, then begin syncing when ready. ## Moving from Shopify to WooCommerce? You'll no longer need the MyWorks app in your Shopify store. You can remove this from your Shopify store - and once it's uninstalled, billing will cease. Then, visit the [MyWorks Plans page](https://myworks.software/pricing), where you can choose and sign up for our WooCommerce sync. Once your account is created, you can follow the prompts to easily add our extension to your WooCommerce store, connect to QuickBooks Online or Desktop, and configure our sync's mappings and settings, then begin syncing when ready. ## Helpful tips - Take a look at your order numbers after your move between WooCommerce and Shopify is complete. Make sure MyWorks is configured to handle your order numbers as desired - and they're not overlapping with any existing order numbers already in QuickBooks. ​ - MyWorks will need to be reconfigured once it's installed on your new store. It's not possible to import/export settings or mappings. However, the interface is the same between WooCommerce and Shopify, and normally takes just minutes to re-setup. --- # Getting Started --- ## Migrating from OneSaaS / QuickBooks Connector to MyWorks Sync **URL**: https://support.myworks.software/en/articles/16739306-migrating-from-onesaas-quickbooks-connector-to-myworks-sync > Intuit retired OneSaaS (QuickBooks Connector) and replaced it with a built-in Shopify connector. Here's how it compares to MyWorks Sync, and how to switch without duplicate orders. In 2026, Intuit retired OneSaaS - also known as QuickBooks Connector, or Connect to Shopify by QuickBooks - the free app that synced Shopify with QuickBooks Online. It was replaced by a rebuilt connector (Shopify Connector by QuickBooks) that lives inside QuickBooks Online, managed from the **Integration transactions** page. Existing OneSaaS users were migrated automatically. Since that migration, a steady stream of former OneSaaS users have switched to MyWorks Sync after hitting problems with the new connector - orders missing, orders duplicating, and workflows the new connector simply doesn't support. This article covers what actually changed, how MyWorks Sync compares, and how to switch over cleanly without creating duplicates in your books. ## What changed when Intuit retired OneSaaS The new connector is not an upgrade of OneSaaS - it's a different product with a different design. These limitations come straight from Intuit's own migration guide (as of August 2026): - **No inventory sync.** In Intuit's words: the new connectors "don't yet offer two-way inventory sync... you'll need to update your inventory levels in both QuickBooks and your e-commerce platform." If OneSaaS was keeping your stock levels in sync, that stopped at migration. - **Orders can't sync as unpaid.** The new connector "can't import orders as unpaid." If you invoice customers and collect payment later - wholesale, B2B, net terms, draft orders - there is no supported workflow. - **It syncs every few hours,** not continuously, and orders land in a **For review** queue to be confirmed rather than posting straight to your books. - **Individual transactions only.** There's no option to post a daily or per-payout summary instead of every single order. - **Your mappings may not survive.** Intuit's FAQ notes "you might need to re-establish your product and customer mappings during your first sync" - and an overlapping sync start date creates duplicate transactions, which is exactly what many migrated stores found in their books. The new connector is free, and that shows most in support: questions go to a shared inbox or in-product chat, and merchants who've come to us describe long waits and few real answers. If your books depend on the sync working every day, free can end up being the most expensive option - you pay for it in accounting cleanup instead. ## How MyWorks Sync compares MyWorks Sync is a purpose-built Shopify and QuickBooks Online sync - it's all we do, and it's backed by a support team that knows both platforms deeply. | ** ** | **MyWorks Sync** | **Shopify Connector by QuickBooks** | | Order sync | Complete invoices or sales receipts posted automatically, typically within minutes - line items, taxes, discounts, shipping, and fees included | Imports every few hours into a review queue to confirm | | Unpaid orders | Sync as open invoices, with the payment applied when the order is paid | Not supported - orders can't import as unpaid | | Inventory sync | Two-way inventory sync between Shopify and QuickBooks (Grow plan and above) | Not available - Intuit advises updating stock in both platforms manually | | Summaries | Your choice: individual orders, or a daily summary entry | Individual transactions only | | Payouts and fees | Payouts synced automatically with fees recorded, ready to match in your bank feed (Grow plan and above) | Supported, with a review-and-confirm step per payout | | Existing QuickBooks data | Automatically maps to your existing QuickBooks customers and products, so they're updated - not duplicated | Mappings may need to be re-established after migration | | Customization | Choose the transaction type, and map payment methods, taxes, accounts, locations, and currencies to match how your books are set up | Basic account and tax settings | | Support | Dedicated human support team - live chat, and free one-on-one setup calls | Shared support inbox and in-product chat | ## How to switch to MyWorks Sync The whole switch typically takes under 30 minutes. The order of these steps matters - it's what prevents duplicates. - **Disconnect the QuickBooks connector first.** In QuickBooks Online, go to **Integrations** > **Manage integrations**, find the Shopify connector, and select **Disconnect** from its three-dot menu. Never run both integrations at once - each will post the same orders, and you'll get duplicates. - **Note the last date it synced.** Check the most recent Shopify order the QuickBooks connector created in your books. This is your cutover point - MyWorks takes over from the next order on. - **Install MyWorks Sync** from the [Shopify App Store](https://apps.shopify.com/myworks-sync-for-quickbooks) and connect your QuickBooks Online company on the **Connection** page. - **Map your existing QuickBooks data.** On the **Map** page, use automatic mapping to match your existing QuickBooks customers and products to Shopify. This is the step that makes MyWorks update what OneSaaS already created in your books instead of creating it again. - **Turn on automatic sync.** In **Settings**, open the **Automatic Sync** tab and enable **Order** - plus **Customer**, **Product / Variation**, and anything else you'd like synced automatically. New orders sync on their own from here. - **Backfill any gap.** If some orders fell between the old connector stopping and MyWorks starting, go to **Push** > **Orders**, select just those orders, and push them. - **Spot-check your first synced orders.** Open one in QuickBooks and confirm the totals, taxes, and customer look right. If you find duplicates left over from the migration, see *[Troubleshooting duplicate orders in QuickBooks Online](https://support.myworks.software/en/articles/15437845-troubleshooting-duplicate-orders-in-quickbooks-online)* - it shows how to tell which app created each transaction. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2638983550/de085de834971e7cf4347eb766eb/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-08-28+at+9_55_19+PM.png?expires=1788480000&signature=f5380bae4c8774e0b333a63cd621cb14d0b0d9ab188d2351ffd6644382e2a7e3&req=diYkHsB2noRaWfMW3nq%2BgTR3NBDeIOyNSGCvhsPZad%2Fdd4Z7DAPwC%2B4HHyJ0%0A8MAPzwl2xBLSUB%2BVmZjxtG5pq%2FU%3D%0A) ## Good to know - If all you need is basic paid-order import and payout matching, the free connector may be enough, if you're comfortable with limited support. The merchants who switch to MyWorks are the ones who need inventory sync, unpaid invoices, summaries, faster syncing, real control over how transactions post - and someone to answer when something's off. - Order sync is available on every MyWorks plan. Inventory sync and payout sync are available on the Grow plan and above. - If QuickBooks already created duplicate transactions before you switched, clean those up in QuickBooks after disconnecting the old connector - once your products and customers are mapped, MyWorks won't re-create them. - Our support team has walked many former OneSaaS and QuickBooks Connector users through this exact switch. Reach out via live chat, or book a free setup call from the app - we're happy to double-check your settings before you turn sync on. --- ## Overview: How does MyWorks Sync work with Shopify and QuickBooks Online? **URL**: https://support.myworks.software/en/articles/13538169-overview-how-does-myworks-sync-work-with-shopify-and-quickbooks-online > How MyWorks Sync connects with Shopify and QuickBooks Online MyWorks Sync constantly watches for new or updated orders, products, inventory levels and more - and syncs them in automatically when the changes occur - so there's no need for any type of "daily or scheduled" sync, which can be inaccurate in the time periods between the sync. ## When MyWorks Sync is activated Once MyWorks Sync is activated on your store, only new data will be automatically synced: based on your settings in Settings > Automatic Sync. No existing data will be automatically synced. Unlike other solutions, MyWorks Sync **does not** *automatically* push random data into QuickBooks Online or pull random data into Shopify when you activate it, which can create a confusing mess of duplicate and inaccurate data. ## Automatic Syncing Once MyWorks Sync is active, as mentioned above, new or updated data can be automatically synced! You can configure exactly what will automatically sync via the switches in MyWorks Sync > Settings > Automatic Sync. ## Manual Syncing Now that you understand Automatic Syncing, you're ready to rock and roll from here on out! Congrats! But...how about any customers, products, or orders that are in Shopify that haven't yet made it into QuickBooks Online? Or, what if you have products in QuickBooks Online that you need to be created in Shopify? That's where our Push and Pull areas come in. Using these pages - you can manually select and push any historical Shopify data into QuickBooks Online - or manually pull any historical QuickBooks Online products into Shopify! Bravo! ### Push Using the Push section in MyWorks Sync > Push, you will be able to manually select and push any/all historical data in Shopify to QuickBooks Online. This includes customers, orders, payments, products/variations & inventory. If an instance of this data already exists in QuickBooks Online and is mapped correctly in MyWorks Sync > Map, it will be updated in QuickBooks Online, and never duplicated. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996112652/e98ae8e7295590637b14720b83dd/upload_1829519854769249125.png?expires=1788544800&signature=31b58936361ebfdbe5aac229a08e90d93b627dbe7de3d74d646994a33cedee7b&req=dSkuEMh%2Fn4daW%2FMW3nq%2BgaUNsGASd4NWIfPPxHfDXgOF9tdyI5lQXx10g%2Bmj%0AdULHxzpS6emxsE%2BkHhWiH0Hcvjs%3D%0A) ### Pull Using the Pull section in MyWorks Sync > Pull, you will be able to manually select and pull any historic data in QuickBooks Online into Shopify. This includes products & inventory. This is coming soon! --- ## Setting up MyWorks in Shopify and connecting to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538187-setting-up-myworks-in-shopify-and-connecting-to-quickbooks-online > Set up MyWorks and quickly connect your Shopify store with QuickBooks Online to easily sync your orders and keep up with your bookkeeping. Congrats on taking the first step to automatically sync your Shopify store with QuickBooks Online using [MyWorks Sync](https://myworks.software/integrations/shopify-sync-for-quickbooks/)! This doc will take you through the easy steps of setting up MyWorks for the first time and help you get started. This doc will take you through the easy steps of setting up MyWorks for the first time and help you get started. Our guided video above is also helpful to visually walk through setting up and using MyWorks. ## 1. Add the MyWorks app In your Shopify admin area or the Shopify app store, find the [MyWorks app](https://apps.shopify.com/quickbooks-sync-by-myworks) and click Install to add to your store. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2341658971/0edcbedb80bfa7987b483b5f4bc7/QuickBooks+Sync+by+MyWorks+-+A%E2%80%A6ickBooks_++Shopify+App+Store+2026-05-01+at+10_32_00+AM.png?expires=1788544800&signature=599129912083591e0f546867747845025dc560ef17b429446e4ed8ec8387c092&req=diMjF897lYhYWPMW3nq%2BgRkcTK9HXuuuFkW9ZSrHeitiIY8IZo%2FrrcKT9O%2FH%0AuW%2FKAy6arRIi7qkfdFmpd1oEJCk%3D%0A) ## 2. Connect to QuickBooks Once added to your Shopify store, visit MyWorks Sync > Connection and click the Connect to QuickBooks button. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2341657309/08e996a56dd92731bd9ab87a0720/MyWorks+QBO+Test+%28Staging+App%29+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-05-01+at+10_31_18+AM.png?expires=1788544800&signature=86eb22e42fa865b23a5bac7223605c39ff5eebfded139a036fb7180176c9a072&req=diMjF897moJfUPMW3nq%2BgZeGMGZrN45T5CXxkEefA4uV01gsD5SzyclP2SZP%0AXkZ0S7IduDYbeZaEjx%2Fhf0ZX4z0%3D%0A) In the resulting popup, log into your QuickBooks account, and click Authorize to finish connecting to your QuickBooks Online company. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996113214/c6b05b475b01e89da51e746ca2a2/upload_12841660934183178361.png?expires=1788544800&signature=7bdafa7ef3770a22eb30905823f95424a452143bf2a798ca3ad569d1b6dbad25&req=dSkuEMh%2FnoNeXfMW3nq%2BgbmuQ6dtyERRLNhSc3XljTfHVKqyRZPAAsiJP1z%2F%0AvJkt9T%2FMopLLQLaYld69So39jCE%3D%0A) ## 3. Let's get syncing! Now that you're connected to QuickBooks Online, MyWorks will begin syncing, but we'll only sync your new customers & orders automatically. - Past orders will not sync automatically. They can be easily pushed to QuickBooks by visiting MyWorks Sync > Push > Orders. - Products, inventory levels, and pricing are not enabled to sync by default, to preserve your data. These can be easily enabled in MyWorks Sync > Settings > Automatic Sync. ### Managing Settings You can control how MyWorks syncs and what we sync in the Settings menu under MyWorks. - In the Default menu, manage the default product we use when syncing orders, and the default QuickBooks accounts we use when syncing products. - In the Order menu, customize how we sync orders with QuickBooks Online - In the Automatic Sync menu, customize what new data is automatically synced: from customers & orders to products, inventory levels, and pricing. - In the Payment Method menu, customizing how payments can be synced with QuickBooks. #### Payment Methods This lets you control the details of payments we sync to QuickBooks Online for your Shopify orders. You can manage these for each payment method enabled in your Shopify settings. - QuickBooks Online Payment Method - QuickBooks Online Bank Account - Syncing the transaction fee as a line item - QuickBooks Online Terms ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996113237/250330d2effd58417a666bb6b99b/upload_16918028584033702424.png?expires=1788544800&signature=fd3e551dd067f8b6efffa62dd1dbac90c6d85021dee7178a994a5fc443488761&req=dSkuEMh%2FnoNcXvMW3nq%2BgYo6%2B4y6gwKo9UHfL74wo8t05QPlan%2BxpFnpEHym%0ArE%2ByNtQvlJWWBzyZX1tWm%2BpZOfM%3D%0A) ### Managing Mappings You can further control how MyWorks syncs your data by mapping your customers, products, collections, tax rates, custom fields, and more in the Map menu under MyWorks. #### Customers It's not a requirement to map your Shopify customers to existing customers in QuickBooks, as as long as their name or email matches; we'll automatically find them when syncing an order. This area is best used to act as an override: mapping a Shopify customer to a QuickBooks customer that might not contain a matching email/name, but still one you want their future orders to sync to. #### Products & Variations If your products are in both Shopify and QuickBooks, they should be mapped together here, to control two areas: - Syncing orders from Shopify to QuickBooks: this will determine the QuickBooks products used in the line items of the order we create in QuickBooks. - Syncing inventory between Shopify and QuickBooks: this determines which products we'll sync inventory between. Products can be mapped together in two ways: - Manually: Selecting the matching QuickBooks product in the dropdown. - Using our Automap tool: To automatically match together any products with a matching name or SKU. #### Collections Lets you map Shopify Collections directly to either a QuickBooks Product/ QuickBooks Class or QuickBooks Location #### Custom Fields Certain MyWorks Sync plans include support for mapping custom fields between Shopify and QuickBooks Online, our support team should be contacted directly with the particulars of your request. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996113273/61106b3163a5d4d505bf1f411062/upload_12917536706337663246.png?expires=1788544800&signature=71264d52525364c9a9773e386b7c0f4ea98667e3bb9e9e0b885e09fbe3817603&req=dSkuEMh%2FnoNYWvMW3nq%2BgbpksPw3GzB6qJl3zJjL7BIpnMvwofSc%2FSP8nVx9%0AglTzVZsBBPsTmP32X74Ck6hZEoQ%3D%0A) --- # Inventory --- ## Syncing Builds from Shopify (Stockroom) to QuickBooks Online **URL**: https://support.myworks.software/en/articles/16666540-syncing-builds-from-shopify-stockroom-to-quickbooks-online > Book Stockroom build activity into QuickBooks Online as journal entries - components, work in progress, finished goods, labor and scrap. Soar plan. On the Soar plan, MyWorks Sync can book the build activity from the [Stockroom](https://apps.shopify.com/stock-room) app into QuickBooks Online as journal entries. As your shop issues components to the floor, records builds, and books scrap, the value moves between your Components, Work in Progress, and Finished Goods accounts - plus the labor and overhead you add to builds. Only journal entries are created. Quantities never change in QuickBooks, and your QuickBooks items stay non-inventory - Stockroom remains the system of record for stock counts, while QuickBooks carries the value. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2635488637/9ff79bbc5f4236c5979d9da6f9cc/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-08-27+at+9_48_23+AM.png?expires=1788480000&signature=ecee4f87151f2c9b5d48c854cdbce8c877ec4679ac4aec2ba35f9ded104609c0&req=diYkE812lYdcXvMW3nq%2BgSzn2Qhx%2F%2FNT5Z0ze1mS8U8ZEgTpqSlRuxBr4Ns3%0AfpS3ppVzkjTnFKePgLhLDEU9cUY%3D%0A) ## Turning it on - In **Settings > Automatic Sync**, under **Stockroom > QuickBooks Online**, turn on **Builds**. Syncing begins from the day you enable it - earlier build history does not post. - In **Settings > Inventory & COGS**, open the **Builds (Stockroom)** card. Choose how entries are created under **Journal entries**: **One per build movement** or **One per day**. - Map all six accounts: **Components Account**, **Work in Progress Account**, **Finished Goods Account**, **Build Charges Offset Account**, **Variance Account**, and **Scrap Account**. Nothing posts until all six are saved - Variance and Scrap only appear on some builds, and a missing account would otherwise fail a build after part of it already booked. Components and Finished Goods start on the same inventory asset account the COGS sync uses. Keeping them on one account keeps a single inventory balance; splitting them into separate accounts makes the build movement visible on your balance sheet. ## What gets booked Every build movement in Stockroom becomes one balanced journal entry (or is rolled into that day's entry): components issued to the floor, unused components returned, a build recorded, or a disassembly. Labor and overhead added to a build post into Finished Goods with the offset going to your Build Charges Offset account, so those costs are not expensed twice. Scrapped units post to your Scrap account at that run's unit cost. Entries are numbered **STK-BLD-** plus the posting number (daily entries use **STK-BLD-D-** plus the date), and each build's page in Stockroom shows the sync status with a link to the entry in QuickBooks. ## Undoing a build When a build movement is undone in Stockroom, its journal entry is deleted in QuickBooks and the build page shows nothing outstanding. If the entry falls inside a period your accountant has closed, it is never deleted or edited - a reversing entry posts on the first open day instead. In daily mode, the day's entry is rebuilt to match what remains. Undo is for mistakes, and it reverses a recorded build in full. To take some finished units apart on purpose - say 1 of the 2 you built - that is not an undo: create a new build and switch the **Build / Unbuild** toggle to **Unbuild**. An unbuild is a disassembly for whatever quantity you choose, returning the components to stock, and it posts its own journal entry like any other build movement rather than deleting anything. ## Good to know - A build whose components had no cost in Stockroom will not post - the build page shows an error asking you to undo and re-record it once costs are set. The corrected record then syncs automatically. - Entries post in your QuickBooks home currency only. A store recording builds in a different currency will see an error on the build page rather than a converted amount. - Do not renumber these journal entries in QuickBooks - the entry number is how the sync recognizes its own entries and avoids duplicates. - Switching between **One per build movement** and **One per day** is safe at any time - existing entries are converted, never doubled. - A backdated backlog never posts into closed books - anything dated inside a closed period books on the first open day, with a note on the entry explaining the shift. --- ## Syncing Inventory Adjustments from Shopify (Stockroom) to QuickBooks Online **URL**: https://support.myworks.software/en/articles/15989847-syncing-inventory-adjustments-from-shopify-stockroom-to-quickbooks-online > Automatically create inventory adjustments in QuickBooks Online when stock adjustments are applied in the Stockroom app - with a QuickBooks account per adjustment reason. If you manage inventory with the [Stockroom](https://apps.shopify.com/stock-room) app, the stock adjustments you apply there - damage, shrinkage, corrections and more - can sync to QuickBooks Online automatically as inventory adjustments, accurately! QuickBooks quantities and inventory value stay in step with Shopify, and each adjustment posts to the QuickBooks account you choose per reason. This feature is available on our Grow plan and above. New to adjustments in Stockroom? Start with *[Stock adjustments: corrections with a paper trail](https://support.myworks.software/en/articles/15986039-stock-adjustments-corrections-with-a-paper-trail)*. ## Turn on the sync - In MyWorks Sync, go to **Settings > Automatic Sync**. - Under **Shopify > QuickBooks Online**, enable **Inventory Adjustments (Stockroom)**. - Save your settings. * This option is separate from the **Inventory Adjustments** option above it. That option posts an adjustment to QuickBooks whenever a product's inventory level changes in Shopify - but Shopify doesn't share **why** a level changed, so every change posts as a generic adjustment to a single account, and busy stores can accumulate a lot of them (covered in [Syncing inventory adjustments from Shopify to QuickBooks Online](https://support.myworks.software/en/articles/13538012-syncing-inventory-adjustments-from-shopify-to-quickbooks-online)*). The Stockroom option syncs the actual adjustment documents you create in Stockroom: fewer, more accurate adjustments, each carrying the **reason** for the change and posting to the account you choose per reason. If you manage inventory with Stockroom, we recommend using this option instead of the one above it. ## Choose the QuickBooks accounts Every inventory adjustment posts its value change to an adjustment account in QuickBooks. In **Settings > Inventory & COGS**, the **Inventory Adjustment Account** is used by default - most stores use an account like Inventory Shrinkage. To break reasons out to their own accounts - for example damage separate from theft - use the **Stockroom Adjustment Reason Accounts** section below it, shown once the sync is enabled. Each Stockroom reason (**Correction**, **Cycle count**, **Received**, **Restock**, **Damaged**, **Theft or loss**, **Promotion or donation**, **Other**) can point to its own account, and any reason left unset simply uses your default account above. * ## What syncs, and when - Only **applied** adjustments sync - drafts and cancelled adjustments never reach QuickBooks. We check for new adjustments every few minutes. - Each Stockroom adjustment becomes one inventory adjustment in QuickBooks. Its reference number is the Stockroom number with an STK- prefix (like STK-ADJ-1004), its date is the date the adjustment was applied, and the memo carries the reason, location and any note. - Each product on the adjustment must already be synced between Shopify and QuickBooks in MyWorks. If any item isn't matched yet, the whole adjustment is held back rather than posted in part - the error names the items that need syncing and appears on the adjustment in Stockroom. Sync those products, then push the adjustment again. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2552164024/c5107aac0bb823392b33da5363da/Inventory+quantity+adjustment+2026-07-18+at+6_55_40+AM.png?expires=1788544800&signature=a4355720ce5383af2583a661abe07cffe63a9ec14c30b6081b935e2ab1c15d9d&req=diUiFMh4mYFdXfMW3nq%2BgWvQoql847cpLxkZMsbHmPfzSx5KfkrCqMiXBSHN%0Am50WPi6RC1POk7OhgYgj63Z1kH4%3D%0A) ## Push an adjustment instantly You don't have to wait for the automatic sync. Every applied adjustment in Stockroom has a **Push to QuickBooks** card - press **Push** and the adjustment syncs right away. Once it lands, the adjustment shows a **Synced - view in QuickBooks** link that opens the document in QuickBooks Online. If a push fails, the error appears right on the adjustment so you can fix the cause and try again. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2552128770/c1c3eea6dfa3377fd48d323006f2/MyWorks+QBO+Test+-Staging+App-+%C2%B7+ADJ-1002+%C2%B7+Shopify+2026-07-18+at+6_20_27+AM.png?expires=1788544800&signature=483a9e3ddf454a5f43767269b61573d80c5831f24cae78c2129975fa43ae363e&req=diUiFMh8lYZYWfMW3nq%2BgZWxTyQ%2FZsN4KpkPekBWgdEJjyzQIGrH8b5yz2qX%0A3RizCCUrzVAOvLNNtQxqKjvtbf4%3D%0A) ## Good to know - Adjustments are final once applied in Stockroom, so each one syncs exactly once - it's never edited or duplicated in QuickBooks afterward. - Adjustments imported from Stocky are historical records, so they never sync - not automatically, and not by pushing. Stockroom marks them **Imported history - never synced**. - Counting syncs too. Applying a stocktake saves the count as an adjustment, and so does a POS **Count stock** quick count - both carry the reason **Count** (**Cycle count** in the account list above) and post to QuickBooks exactly like an adjustment you create by hand. A count that finds no differences creates no adjustment, so nothing posts for it. - Inventory transfers work like stocktakes here - Shopify owns the transfer and the stock movement, and Stockroom creates no adjustment document, so a transfer never posts through this option. - Syncing purchase orders from Stockroom too? See [Syncing Purchase Orders from Shopify (Stockroom) to QuickBooks Online](https://support.myworks.software/en/articles/13537973-syncing-purchase-orders-from-shopify-stockroom-to-quickbooks-online)*. --- ## Syncing Cost of Goods Sold from Shopify (Stockroom) to QuickBooks Online **URL**: https://support.myworks.software/en/articles/16170838-syncing-cost-of-goods-sold-from-shopify-stockroom-to-quickbooks-online > Post accurate daily or monthly COGS journal entries to QuickBooks Online, calculated by Stockroom from your real purchase costs. If you manage purchasing and inventory in our free [Stockroom](https://apps.shopify.com/stock-room) app, MyWorks can sync an accurate Cost of Goods Sold total into QuickBooks Online for you - calculated by Stockroom from your actual purchase orders and received costs, not an estimate. Once enabled, MyWorks posts a journal entry to QuickBooks for each day (or month) of finalized COGS: - **Debits** your Cost of Goods Sold account - **Credits** your Inventory Asset account - **Attaches a CSV** to each journal entry with the product-level breakdown (SKU, units, and cost per location and sales channel) - so you or your accountant can always see exactly what's behind the number This feature is available on our **Soar** plan. ## Do I need this? It depends on how you track costs in QuickBooks: - **If you track your products as inventory items in QuickBooks, and enter your purchases there too** (bills/POs entered directly, or synced in from Stockroom) - you don't need this feature. QuickBooks itself correctly records COGS as MyWorks syncs each sale in. See *[Tracking COGS when syncing individual orders to QuickBooks Online](https://support.myworks.software/en/articles/13537754)*. - **If you don't track inventory items or purchase costs in QuickBooks, and you use Stockroom for purchasing** - this feature is for you. Stockroom knows your real purchase costs, and MyWorks brings the resulting COGS into QuickBooks accurately. Only use **one** COGS method at a time - enabling this alongside our simpler Daily COGS Journal Entry setting (or Daily Summary COGS) would record COGS twice. While COGS (Stockroom) is enabled, MyWorks automatically pauses the simpler daily COGS journal entry. ## Setup - In **MyWorks Sync > Settings > Automatic Sync**, enable **COGS (Stockroom)**. - In **MyWorks Sync > Settings > Inventory & COGS**, under **Cost of Goods Sold (Stockroom)**: Choose your QuickBooks **COGS Account** and **Inventory Asset Account** (both required before anything posts). - Choose a **Sync cadence**: **Daily** posts one journal entry per day, once that day's costs are final (about 7 days later). **Monthly** posts one entry dated the last day of each month, once the whole month is final. - Save - that's it. Syncing begins from the day you enable it. * ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2580738370/4d79e25f71cdc856e359d552d73d/MyWorks+QBO+Test+-Staging+App-%E2%80%A6orks+Sync+-+Preview+%C2%B7+Shopify+2026-08-01+at+2_24_22+PM.png?expires=1788544800&signature=bde3b555eb8299099d2fa15e54a2afe83b8f2ffa5ab09edb5a2b0c79b4b93d2c&req=diUvFs59lYJYWfMW3nq%2Bgc7AqLoGUowKbDdR8cirfX1ADACxvmvpLyBmE78h%0AurOimz6WCkl5d1KLskWCeBv5r0k%3D%0A) ## What posts, and when - **Daily/monthly entries** post automatically once Stockroom finalizes them. Days finalize about 7 days after they occur, so costs from returns and late cost updates are already settled by the time an entry posts. - **Corrections:** if a cost changes after a period has already posted (for example, a backdated purchase order), Stockroom issues a small adjusting entry, and MyWorks posts it as its own journal entry - your originally posted numbers are never edited. - **Closed books are respected:** MyWorks shares your QuickBooks book-closing date with Stockroom, so corrections never try to post into a closed period - they roll forward to the first open day. - Each journal entry's number is **STK-COGS-{id}** and its description identifies the Stockroom entry, date, and costing method. Please don't renumber these in QuickBooks - the number is how MyWorks prevents duplicates. - Syncing starts **from the day you enable the feature**. If you'd like historical COGS in QuickBooks for periods before that, your accountant can record it as a single catch-up journal entry. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2580747342/c5dbb16c3d74cc1f9051eae00efe/Journal+Entry+2026-08-01+at+2_34_14+PM.png?expires=1788544800&signature=2045d0fb0640dd3f378e08c5b842eb6b8b5944ad028004c265a4cbe866072757&req=diUvFs56moJbW%2FMW3nq%2BgYhaWmTNbW1%2B9Lm43jfzk5%2BfEimVne9HMn6hzT%2FN%0AIY6%2Bj9NB8QK5qgClyusAsvsprnI%3D%0A) ## Splitting journal entries by channel or location Optionally, each journal entry can be broken into lines per **sales channel** or per **location**, so COGS lands in your per-class or per-account reporting right alongside your sales: - In the **Cost of Goods Sold (Stockroom)** section, set **Split journal entry lines by** to Sales channel or Location. - For each channel/location, optionally choose a QuickBooks **Class** and/or override the **COGS / Inventory Asset accounts** for that line. Anything left blank uses your defaults. Lines always add up exactly to the period's total. Corrections always post as a single line. ## If an entry doesn't post In a couple of situations, MyWorks will intentionally hold an entry rather than post an inaccurate number, and the reason is shown in Stockroom's sync status: - **Items with no cost at all in Stockroom:** if any items sold in a period have no cost information whatsoever, posting would understate your COGS - so the entry is held. Add costs for those items in Stockroom, and the corrected total posts automatically. - **Currency mismatch:** entries post only in your QuickBooks home currency. Where only some* cost detail is estimated (Stockroom costs it from the nearest known purchase), the entry still posts, and the estimate is disclosed in the journal entry's description and attached CSV. ## Good to know - The first time an entry posts, Stockroom locks in your costing method (e.g. FIFO) for consistency of your books going forward. - Sync activity is logged in **MyWorks Sync > Logs**. - Turning the setting off pauses syncing; nothing already posted is changed. ## Related articles - [Tracking COGS when syncing individual orders to QuickBooks Online](https://support.myworks.software/en/articles/13537754) - [Including Cost of Goods Sold in Daily Summaries (Shopify & QuickBooks Online)](https://support.myworks.software/en/articles/13537906) - [Syncing Purchase Orders from Shopify (Stockroom) to QuickBooks Online](https://support.myworks.software/en/articles/13537973) - [Syncing Inventory Adjustments from Shopify (Stockroom) to QuickBooks Online](https://support.myworks.software/en/articles/15989847) --- ## Syncing inventory adjustments from Shopify to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13538012-syncing-inventory-adjustments-from-shopify-to-quickbooks-online > Explore how MyWorks syncs inventory levels from Shopify to QuickBooks Online MyWorks supports syncing inventory levels from Shopify to QuickBooks Online - which can be helpful when using Shopify as a “master” for your inventory, instead of QuickBooks Online. Since orders placed on Shopify will correctly reduce inventory in QuickBooks as we sync the order into QuickBooks, this inventory feature is specifically related to any inventory activities **aside** from Shopify orders - like when a product is manually edited to change inventory; or new inventory is received. - Using Shopify as the “master” for your inventory levels? Read on here to review how to enable inventory syncing from Shopify to QuickBooks Online.**​ - Using QuickBooks Online as the “master” for your inventory levels? Check out our [doc on syncing inventory from QuickBooks Online to Shopify](https://support.myworks.software/*/articles/13538081), instead, which is our most common use case. Using our free [Stockroom](https://apps.shopify.com/stock-room) app to manage inventory?** We recommend syncing Shopify inventory adjustments from Stockroom instead. Stockroom knows the **reason** for each stock change, so QuickBooks receives much more accurate adjustments - each posted to the account you choose per reason. See *[Syncing Inventory Adjustments from Shopify (Stockroom) to QuickBooks Online](https://support.myworks.software/en/articles/15989847-syncing-inventory-adjustments-from-shopify-stockroom-to-quickbooks-online)*. There's a few factors to keep in mind before enabling inventory sync - which can be set in MyWorks Sync > Settings > Automatic Sync. We'll sync inventory for any products that meet the below conditions: - The product needs to be an inventory product in both Shopify and QuickBooks Online. - The products must be mapped together in Map > Products/Variations in our sync. Once the above conditions are met, there's just two settings in MyWorks to review: - Enabling the **Inventory Adjustments** setting in MyWorks Sync > Settings > Automatic Sync - Setting a QuickBooks inventory account to record adjustments to in MyWorks Sync > Settings > Inventory & COGS Once set, we'll start syncing inventory levels: from Shopify to update QuickBooks Online to match. If you're not managing inventory in a Shopify or QuickBooks product, we won't sync inventory for that product. * ## Handling multiple Shopify Locations If you have multiple locations in your Shopify store, MyWorks includes additional options to easily manage how inventory should sync with those Shopify Locations, as shown below. When syncing inventory from Shopify to QuickBooks, the below settings help you control exactly which inventory level should sync from Shopify. **Shopify Location to sync inventory with****You can select the Shopify location you'd like MyWorks to sync inventory to QuickBooks from. Exclude Shopify Locations when syncing inventory****If no location is selected here, MyWorks will sync the total inventory count from all locations **into QuickBooks. If you wish to exclude some Shopify locations from being counted, you can select them here. **Shopify Inventory Field to use when syncing inventory****Since Shopify has two separate inventory values for a product: Available and On Hand; you can choose which value we should pull from as we sync inventory levels to QuickBooks. This is normally set to Available, by default - and should only be changed to On Hand if you're only syncing orders to QuickBooks when they're fulfilled in Shopify. Inventory Adjustment Account****Select the QuickBooks account that an Inventory Adjustment record in QuickBooks should be recorded to when we sync an inventory change from Shopify to QuickBooks. This is a required field, and is set by default to Inventory Shrinkage. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2580744348/61530f3702095f6458cbd66cc59e/MyWorks+QBO+Test+-Staging+App-%E2%80%A6orks+Sync+-+Preview+%C2%B7+Shopify+2026-08-01+at+2_30_47+PM.png?expires=1788544800&signature=f65c426546fe01beb8f644eb3f63c800bbad115c367a05c6debcc63c200495eb&req=diUvFs56mYJbUfMW3nq%2BgVpfWMyzIJyyYupp9QmEnhqQ%2Ba2IuHFLiM7X1NC%2F%0AjPhKC8Tqkz%2Bt5Bcgo9iWpatF5t0%3D%0A) ## Helpful Notes - When syncing inventory from Shopify to QuickBooks Online, it's normally not necessary to enable syncing inventory the opposite direction (from QuickBooks Online > Shopify) - unless you expect inventory to manually** change in both platforms. This is our least common scenario, and most of our users will make manual inventory changes in one platform or the other; not both.**​ - We'll always sync Shopify inventory to QuickBooks after** syncing any new orders. Since an order will correctly reduce inventory in QuickBooks when we create it there; the only inventory changes that would sync from Shopify to QuickBooks would occur for cases where the Shopify product's inventory level was changed by an activity other than an order being placed. - Since Shopify doesn't share **why** an inventory level changed, each change syncs as a generic adjustment to your single **Inventory Adjustment Account** - and busy stores can accumulate a lot of them. If you manage inventory with our Stockroom app, syncing adjustments [from Stockroom](https://support.myworks.software/en/articles/15989847-syncing-inventory-adjustments-from-shopify-stockroom-to-quickbooks-online)* instead gives you fewer, cleaner adjustments that each carry their reason. --- ## Syncing inventory from QuickBooks Online to Shopify **URL**: https://support.myworks.software/en/articles/13538081-syncing-inventory-from-quickbooks-online-to-shopify > Explore how MyWorks syncs inventory levels from QuickBooks Online to Shopify products MyWorks supports syncing inventory levels from QuickBooks Online to Shopify, anytime an inventory level is changed in QuickBooks. This is most helpful when using QuickBooks Online as the “master” for your inventory. Since orders placed on Shopify will correctly reduce inventory in QuickBooks as we sync the order into QuickBooks, our ability to sync inventory levels applies to any inventory activities aside from Shopify orders - like when a product is manually edited to change inventory; or new inventory is received. - Using QuickBooks Online as the “master” for your inventory levels? Read on to review how to enable inventory syncing from QuickBooks Online to Shopify.**​ - Using Shopify as the “master” for your inventory levels? Check out our [doc on syncing inventory from Shopify to QuickBooks Online](/*/articles/13538012), instead. ​ There's a few factors to keep in mind before enabling inventory sync - in MyWorks Sync > Settings > Automatic Sync. We'll sync inventory for any products that meet the below conditions: - The product needs to be an inventory product in both Shopify and QuickBooks Online. - The products must be mapped together in Map > Products/Variations in our sync. Once the above conditions are met and inventory sync is enabled in MyWorks Sync > Settings > Automatic Sync, we'll start syncing inventory levels: from QuickBooks to update Shopify to match. If you're not managing inventory in a Shopify or QuickBooks product, we won't sync inventory for that product. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109617/7651cf7a052f7b00df5843f01368/upload_17293426809563143180.png?expires=1788544800&signature=b7c612782f162dcaafe9adcbacf522f5783f62198f8c65900f9f94dd4010f6f3&req=dSkuEMh%2BlIdeXvMW3nq%2BgVXDWogcqPLOWO%2Bo5tUqNuNumvx0ZShhaqS8exRC%0A5fuej5o%2BTAQGmcJqUqG6F5fOpwI%3D%0A) ## Handling multiple Shopify Locations If you have multiple locations in your Shopify store, MyWorks includes additional options to easily manage how inventory should sync with those Shopify Locations, as shown below. When syncing inventory from QuickBooks to Shopify, the below settings help you control exactly which inventory level should update in Shopify to match QuickBooks. Shopify Location to sync inventory with****You can select the Shopify location you'd like MyWorks to update inventory for as we sync inventory from QuickBooks. Exclude Shopify Locations when syncing inventory****If no location is selected here, MyWorks will update the above Shopify Location to result in the total inventory count for that Shopify product matching the QuickBooks inventory. If you wish to exclude some Shopify locations from being counted in this calculation, you can select them here. Shopify Inventory Field to use when syncing inventory****Since Shopify has two separate inventory values for a product: Available and On Hand; you can choose which value we should update as we sync inventory levels from QuickBooks. This is normally set to Available, by default - and should only be changed to On Hand if you're only syncing orders to QuickBooks when they're fulfilled in Shopify. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109642/76598dc485ce55d5ea75e5be9802/upload_6526720979809799557.png?expires=1788544800&signature=6853c0f505054cf9d79b8461fb13b5018fa69d361659795f163b4a4a7e9c9456&req=dSkuEMh%2BlIdbW%2FMW3nq%2BgSQOqfU9jmA1ey7NYm9U4gT8tQ6etVL%2Fj51aF0ZC%0ACiOiJph3BOJ0nyV4LISbIGRxCR0%3D%0A) ## Example of inventory updating in Shopify When you have more than one location in Shopify, MyWorks can still sync inventory from QuickBooks to Shopify. But, since QuickBooks Online doesn't support separate inventory locations, we'll sync inventory in a way that ensures that the total of the Shopify product matches the inventory level in QuickBooks - allowing you to treat QuickBooks as tracking the “total” amount in inventory. The way MyWorks handles this is by changing inventory for one** Shopify location to result in the total inventory in the Shopify product (across all warehouses) matching the QuickBooks inventory level, as mentioned above. Once set, inventory would sync like the below example: Starting: QuickBooks has 12 in stock, and the Shopify product also has 12 total:**Location 1 - 3 in stock Location 2 - 4 in stock Location 3 - 5 in stock Total: 12**** Then: QuickBooks changes to 14. We'd update the Shopify location set in our settings above - which for example, is Location 2. This would result in this Shopify product having: Location 1 - 3 in stock Location 2 - 6 in stock Location 3 - 5 in stock Total: 14** As discussed above, you can exclude some Shopify Locations from being included in this calculation in our settings. ## Syncing inventory for QuickBooks Bundles MyWorks does support the ability to sync the inventory of a “parent” bundle product in QuickBooks, if that bundle is mapped to a Shopify inventory product. Even though Bundle products in QuickBooks technically don't have an inventory level, MyWorks can calculate the “most available to sell" inventory for a QuickBooks bundle product, based on the inventory of the products inside that bundle. This will happen automatically when a Shopify product is mapped to a QuickBooks bundle product. In the below example, the QuickBooks bundle contains 1 of Product A, and 2 of Product B. Since there's 35 of Product A in stock, and 41 of Product B in stock; we'll update the Shopify product to have **20 in stock**, as that's the most of this bundle that can be sold. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109653/577fe2386ecfd5067c3a3cbd37ec/upload_4686854217320037885.png?expires=1788544800&signature=13867ee86987caf0dc0ae0ca9c59fdd084b8b429af9b63203d687b3a9c2ff7ac&req=dSkuEMh%2BlIdaWvMW3nq%2BgSDk5IdCB1571h0fn8lz%2FBDvmRG5pbqEz3Qqi5LS%0AL3RX9lGiQa%2B33M6cVTMPTCjWmzQ%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109679/7fc9f86988a19dad4e021b7c12c7/upload_17855632665379734741.png?expires=1788544800&signature=4bb7261031ed060e1074675660344f1b20993def8e492590d3dc1b131dbbdc1d&req=dSkuEMh%2BlIdYUPMW3nq%2BgdovYkAOUxgjt1FoSDGWp6EaD0goiVmdzqw90C3i%0Ae9ahQJiXm5sGAbWo0E1k4dtxtQY%3D%0A) --- # Payments --- ## Syncing payments from QuickBooks Desktop to Shopify **URL**: https://support.myworks.software/en/articles/15928680-syncing-payments-from-quickbooks-desktop-to-shopify > Automatically mark Shopify orders as paid (or partially paid) when payments are recorded against their invoices in QuickBooks Desktop 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.](https://support.myworks.software/en/articles/13791485-using-myworks-to-automate-and-sync-unpaid-shopify-orders-quickbooks-desktop) This article will focus on one of these approaches: Automatically updating a Shopify order's payment status once its invoice in QuickBooks Desktop is paid. ## Setting up In MyWorks Sync > Settings > Automatic Sync, enable the “Payment” setting in the lower *QuickBooks Desktop > Shopify* area. MyWorks must be set to sync orders to QuickBooks as Invoices (not Sales Receipts) in MyWorks Sync > Settings > Order. The [Sales Order + Invoice option](https://support.myworks.software/en/articles/15484795-syncing-shopify-orders-as-a-sales-order-invoice-quickbooks-desktop) is also supported, since payments in QuickBooks are recorded against the invoice. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2540410881/0f72ec675b2152b6f304aa86d3b4/MyWorks+QBD+Test+-Staging+App%E2%80%A6+QBD+Sync+-+Preview+%C2%B7+Shopify+2026-07-13+at+7_23_38+PM.png?expires=1788544800&signature=3cefa30905e1ab0ed40ba23d4bb779ff7fe4301dc22bf2f07174a71b1634497c&req=diUjFs1%2FnYlXWPMW3nq%2BgbM051ulxnfteqwl6%2FRL%2B6cMo2a42XF%2BVTYmxKyo%0AYIanFUhOEw8rdNbAm0pBUPiPzys%3D%0A) ## Once enabled Each time the QuickBooks Web Connector runs, MyWorks will check for payments recorded in QuickBooks against invoices that MyWorks has synced. When a payment is found, MyWorks will add a matching payment transaction to the corresponding Shopify order: either multiple partial payments - or a single full payment. Shopify then updates the order's payment status automatically - to **Partially paid** while a balance remains, and **Paid** once the recorded payments cover the order total. ## Helpful Information - Since QuickBooks Desktop syncs through the QuickBooks Web Connector, payments will sync up to Shopify the next time the Web Connector runs after the payment is recorded in QuickBooks. - This feature will only apply to **new** payments recorded in QuickBooks **after** this setting has been enabled. Payments recorded before this setting was enabled will not sync into Shopify. - The invoice must have been synced to QuickBooks by MyWorks, not manually created. - Payments that MyWorks has already synced from Shopify into QuickBooks will not sync back to Shopify - so payments are never duplicated in either direction. - MyWorks will never record more than the Shopify order total: payment amounts are capped at the order's remaining balance in Shopify. - Credit memos or discounts applied to the invoice in QuickBooks are not treated as payments - only received payments will sync. - This feature is included in our Grow, Scale and Soar plans. --- ## Syncing refunds from Shopify to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13537990-syncing-refunds-from-shopify-to-quickbooks-desktop > Easily sync refunds into QuickBooks Desktop from Shopify orders MyWorks makes managing refunds in Shopify very easy to sync to QuickBooks Desktop to correctly record the revenue, transaction, and inventory impact of the refund in QuickBooks. When a full or partial refund is issued in Shopify, MyWorks can sync this refund into QuickBooks in two different ways: - A Credit Memo (for the full or partially refunded items in the order) - (optional) also, a Credit Card Refund transaction, recording the refunded transaction from a bank account This can be controlled in our Payment Method settings in MyWorks Sync > Settings > Payment Methods. ## Steps to sync refunds Refunds can sync automatically into QuickBooks when issued in Shopify - if enabled in MyWorks Settings, shown below. Additionally, when pushing an order in Push > Orders in MyWorks, a refund will also sync if refund syncing is enabled, if the order was refunded in Shopify. This makes it helpful to be able to sync past refunds to QuickBooks if desired. To enable syncing refunds, visit MyWorks Sync > Settings > Payment Methods. Here, you can set: - Syncing refunds as: None, a Credit Memo, or a Credit Memo + CreditCard Refund - QuickBooks Item to use in Refunds: Either the mapped QuickBooks item from the order; or a single QuickBooks item. This can help if you want refunds recorded to a single item in QuickBooks, not the original item sold. - QuickBooks Refund Bank Account: Selecting the QuickBooks bank account the refund should be recorded to. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106329/fb0801ed2a76cad3ba658e0c65b6/upload_12159863216569009801.png?expires=1788544800&signature=d14351d827e560faad48086f6be25de66d27241f46a9aedd841ac6c2ffb643b5&req=dSkuEMh%2Bm4JdUPMW3nq%2BgWQdaxt0jK7kdEeTdVag8OCK9vBBsGCC8UucvXzw%0AhXhTLOU2sn40mbbli3SCLbPdwg4%3D%0A) ## Examples A Credit Memo - recording the full or partial refund from Shopify. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106356/d7c22f821a9d0affaaae49960b11/upload_7024238455445857049.png?expires=1788544800&signature=6b462c4ce22ccf7e27ba40d790006e28399280903dae2ceca4e179a63c1bcd26&req=dSkuEMh%2Bm4JaX%2FMW3nq%2BgeoJ4zz4PP8OyEXWbNa5uLxjLxJCGG4achrScCRI%0AW5SNwk3uGXrgHiqDUh%2FOYo0XsEc%3D%0A) A Credit Card Refund transaction - recording the funds being returned to the customer. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106380/683040bf87c8f17c3a220e7826bd/upload_8739665374280751184.png?expires=1788544800&signature=8a64fb5577f97259354af985375dd797307eec4b40536a49dba80edc75fda8fc&req=dSkuEMh%2Bm4JXWfMW3nq%2Bgfqi9z1Lpb6sIKViTiSBh5ueC1Zp6gagVxbsFRmk%0A2EvYKxKRnf3299zN81YyY0SzjfY%3D%0A) ## Troubleshooting - When syncing refunds to QuickBooks as a Credit Card Refund, it's important to make sure the QuickBooks Payment Method selected in MyWorks Sync >Settings > Payment Methods" has a “Type” of “other credit card” in QuickBooks. Otherwise, QuickBooks will return an error when syncing the refund. This list in QuickBooks can be found in Lists > Customer & Vendor Profile Lists > Payment Method List. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106399/8d3817264ac36678667614a71133/upload_6082450576654968038.png?expires=1788544800&signature=f55b1e346ed6b6dc1f25b7f2d77e4f0fc4c9143ac4e2a1b05d1d19711ab50006&req=dSkuEMh%2Bm4JWUPMW3nq%2BgVteY5T0dg%2FSsEJWNb12xRK6D217KJhXmsHisEsa%0AU%2F8yG5rNBhbLPVhJJe2kszO3b0c%3D%0A) --- ## Syncing Shopify transaction fees with QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538091-syncing-shopify-transaction-fees-with-quickbooks-desktop > A helpful guide on syncing Shopify transaction fees into QuickBooks Desktop with orders MyWorks includes the ability to sync the transaction fee charged to you by Shopify within each order as we sync the order into QuickBooks: as a negative line item in the QuickBooks order. This is available for orders paid by Shopify Payments. ​ This can be easily set up in MyWorks Sync > Map > Payment Methods: - In QuickBooks, create a non-inventory or service item to be used as the line item for transaction fees in orders we sync. The QuickBooks account this item should be assigned to would be your transaction fees expense account. ​ - In MyWorks Sync > Map > Payment Methods, enable the setting to sync transaction fees. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996110003/7130ef32d6d63ed56865bb4af948/upload_13351378478980729858.jpeg?expires=1788544800&signature=2d51821cab6830822c2ac4ea952ade4c425ab6460cac39061457d6b1e2df7f30&req=dSkuEMh%2FnYFfWvMW3nq%2BgQ%2BlRY4GILoTfqkR7s%2BamxFVi1szPGAdhSF5xjXX%0AD0R4uqbrM65x9TNUuHev4rzK7DQ%3D%0A) Then, in orders synced to QuickBooks, the transaction fee will be present as a line item, and the order/payment total in QuickBooks would be the “net” amount you receive from the Shopify order. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996110028/ec502e740260e8f761e3673a12cb/upload_13032067940930621170.png?expires=1788544800&signature=a100f7dff894b49c533679e57990a1f31d00884de15b079ca9c7c88c7a63bd62&req=dSkuEMh%2FnYFdUfMW3nq%2BgTVLEkzYKoe2F%2FDolGUyzkoReSTUuVs5t5tWMElq%0AZjDyJiRBtJC9t%2BJFg7nLtNCBnGU%3D%0A) ​ --- ## Syncing Payments from Shopify to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538029-syncing-payments-from-shopify-to-quickbooks-desktop > Explore how payments can sync for Shopify orders into QuickBooks Desktop When syncing orders from Shopify into QuickBooks Desktop as invoices, sales receipts, or sales orders, MyWorks can record a payment for the order in QuickBooks Desktop as long as the Shopify order is paid. You can control how the payment is synced to QuickBooks Desktop for paid orders in MyWorks Sync > Map > Payment Methods; separately, for each payment method you offer in your Shopify store! Once you visit MyWorks Sync > Map > Payment Methods, you'll see a section on the page for each payment method present in your store. This includes the default Shopify Payments option and any custom payment methods you have in place. Additionally, the last section is named “Other” to apply to any orders that don't have a payment method in Shopify. Here, you can control: - The “Payment Method” label used for payments in QuickBooks - The Bank Account in QuickBooks that these payments should be recorded to - Syncing the transaction fee in the QuickBooks order* (if present in the Shopify order. This is only available for Shopify Payments orders.)* - Setting a specific Term for the invoice in QuickBooks, if unpaid ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996107934/9d795d60d5c9647183fe6fb182fa/upload_15076506635368674394.jpeg?expires=1788544800&signature=15fb113d02426b1b1ca2bf2a669eef8a82779eb82e51d8bbd024402fbbecf708&req=dSkuEMh%2BmohcXfMW3nq%2BgWeW%2B%2BJ8Nz%2Bk8ZLEFNLm8RrNvp4sr%2B4G5KWkmzx5%0A3BAPRxM%2FC6ymCYyzWS2AEQcE%2FTE%3D%0A) --- ## Syncing refunds & orders containing Store Credit from Shopify to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13537728-syncing-refunds-orders-containing-store-credit-from-shopify-to-quickbooks-desktop > Learn how to seamlessly sync Shopify orders with gift card purchases or redemptions into QuickBooks Desktop MyWorks supports handling Shopify Store Credit in several different scenarios: - When a Shopify order is refunded to Store Credit - When Store Credit is used to partially or fully pay for a Shopify Order ## Setting up Store Credit in MyWorks All that's necessary for MyWorks to handle syncing Store Credit in refunds and orders is to correctly set a QuickBooks account and item in the Store Credit section in MyWorks Sync > Settings > Payment Method. - QuickBooks Account: This will be used for refunds to store credit that we sync to QuickBooks as Refund Receipts, as well as the payment account for orders fully paid by Store Credit. Since QuickBooks doesn't allow payments to be recorded to a liability account in QuickBooks, this account needs to be an asset or bank account, which would act as a contra-liability account. ​ - QuickBooks Item: This would be an item in your QuickBooks that can be linked to the above Store Credit account. This is used (as a negative line item) in orders that are partially paid by Store Credit. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996096601/f42f99505b5b05daf43f7331b0f8/upload_4442639048125758533.png?expires=1788544800&signature=223cbe44b14106eeff1d3c5e6ee7e18a09006f62639a9f81789d919d8669ed57&req=dSkuEMl3m4dfWPMW3nq%2BgZiH13PHjaJFOvrmOdd55MWvTBGzS83IHyif7%2F73%0AxzQ6Rs7AFLmJlfJDy2CeibUp%2FCA%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996096632/c30167b0664c959c6454d498c39a/upload_18157481252513613211.png?expires=1788544800&signature=f49376fed3ff0a8244a3424a80de5768c37124b28cfc6274278a67f9400f0efc&req=dSkuEMl3m4dcW%2FMW3nq%2BgYWxLQr15Jm0EzVeAJ5hUlIhQF6P0F2odfL8yWPB%0AprSuuE50WBb%2Fnw%2FuS7L2RyuFUMQ%3D%0A) ## Refunds to Store Credit When a refund occurs in a Shopify order that's issued to Store Credit, instead of the original payment method, MyWorks will sync it to QuickBooks as a Refund Receipt - and that refund will be recorded to the Store Credit account selected above. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996096664/518d415fb1273d6edfb7dc7d3dfc/upload_15022468660776633390.png?expires=1788544800&signature=6712b7388daf5ef33b578cb199cb5401d989872936e358a435dfb6d9eb4b03bf&req=dSkuEMl3m4dZXfMW3nq%2BgcxhHU1ZukJzGb6ELfTLdF1864IMfNaCOSVY1whH%0AMArGiUa8bBpSF2m%2BppR8C%2F6v3W8%3D%0A) ## Store Credit used to pay an order When Store Credit is used in Shopify to partially or fully pay for an order, MyWorks Sync will include that redemption in the QuickBooks order synced. - If partially paid with store credit, as a negative line item, using the Store Credit product in QuickBooks. - If fully paid with store credit, recorded to the Store Credit bank account in QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996096680/067bf01c9952cb2ffcf8c5e8649f/upload_15260748367241851892.png?expires=1788544800&signature=3d32a428be67ea14db08552641bbfd7dbbede9b331396db6a6b16614edc1caa8&req=dSkuEMl3m4dXWfMW3nq%2BgRYyZqBGmWvlpqqZXtOu8LDrF%2Bs%2BtySE%2BEDshmze%0AhXIJ0qvBd%2BmgUP83Xgh8YC%2F1I7o%3D%0A) --- # Payouts --- ## Syncing Shopify Payouts to QuickBooks Desktop with MyWorks **URL**: https://support.myworks.software/en/articles/13537846-syncing-shopify-payouts-to-quickbooks-desktop-with-myworks > Discover how to effortlessly sync your Shopify payouts with QuickBooks Desktop using MyWorks for seamless reconciling. In addition to syncing orders from Shopify to QuickBooks Desktop (as individual orders, or daily summaries) - MyWorks also includes the ability to sync a Shopify Payout into QuickBooks, making it even easier to reconcile deposits received in your bank account from your Shopify sales with the individual orders MyWorks creates in QuickBooks. This feature is included in our Grow, Scale, and Soar plans. ## Overview Since MyWorks already syncs individual orders from Shopify into QuickBooks; the sale/payment is already correctly recorded in QuickBooks. By syncing a Shopify Payout into QuickBooks in addition to these orders; this helps **more easily** **reconcile** these individual orders in QuickBooks with the single deposit you receive in your bank account from Shopify several days later. When Payout Syncing is enabled in MyWorks, a Journal Entry will be created in QuickBooks each time a Payout is created/sent to your bank account by Shopify. This will correctly record the amount of the payout to your QuickBooks Bank account, removing the funds from your clearing account in QuickBooks and correctly recording the transaction fees: making it simple to “**match**” once the Shopify Payout reaches your bank account in real life. MyWorks supports syncing both deposit and withdrawal Payouts sent to your bank through** Shopify Payments.** ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101640/d4d4fa5668c316bd1ee55a37b40d/upload_1028777116879742830.png?expires=1788544800&signature=f3f289cdc03eca236617cf4578863f8fbe0a17280891883efb429a535dbfab19&req=dSkuEMh%2BnIdbWfMW3nq%2BgQ20YOxgEwFlRZ8ot%2BVAHU3GgQevwLdFeTj08lbz%0AHHdtbxoDIg%2FJBFYmEV9wd5C2pIA%3D%0A) ## Steps to enable Visit MyWorks Sync > Settings > Payment Methods, and enable the option for Payout Syncing. - Set a QuickBooks Bank account to record the payout to - which should be your Checking account where these deposits are received in real life. - Set a Transaction Fee Expense account - which is where the Shopify transaction fees will be recorded. - Ensure the first “QuickBooks Bank Account” is set to a “clearing account” bank account in QuickBooks like a bank named “Shopify Clearing Account”. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101655/911c58dcbbd6277dd0bcfdfeb766/upload_1339622801048106747.png?expires=1788544800&signature=76d4b0fab384be9620b9f1ace5e168e7166f35798b25aaefc3c84aae45ea0ebb&req=dSkuEMh%2BnIdaXPMW3nq%2Bgc2fWZuBfcWCQqOburkxXGlmuTI924QVBvrcg8jR%0A31UPdwm4iQo9D6%2BzxmhHOzkabpI%3D%0A) ## Syncing new payouts automatically Once the above Payout syncing is enabled in MyWorks Sync > Settings > Payment Methods; payouts can sync to QuickBooks in two ways - automatically, and manually. To automatically sync **new** Payouts as they're sent to your bank from Shopify; visit MyWorks Sync > Settings > Automatic Sync, and enable the Payout option. Then, when a new payout is sent to your bank from Shopify, MyWorks will automatically record this in QuickBooks for you. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101679/20e5644f6ff2a663240983ba638a/upload_2955735471519547670.png?expires=1788544800&signature=df825f8f68b567eac821abf5039e71930735ff0aef458389f51ce1fe74486bb3&req=dSkuEMh%2BnIdYUPMW3nq%2BgeBPXwLlh%2BAinu2jlB9WfrGcEHk6ysurh%2FZOyC5c%0AEx6iUS%2Fh5oZiIrUinjjmW6cJVI0%3D%0A) ## Pushing payouts manually It's also possible to push payouts manually to QuickBooks - which can be helpful if you're syncing past orders into QuickBooks to “catch up”. This can be easily done by visiting MyWorks Sync > Push > Payouts, where you'll see a list of past Shopify Payouts and can easily select and push these to QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101709/b6cce759acd35c3c7a5b865ebd0a/upload_13552470570078237198.png?expires=1788544800&signature=138631e565f3ad9b95ad972173fc695ddc9c890e854f009f466fc8fe433afd96&req=dSkuEMh%2BnIZfUPMW3nq%2BgWX9D58UfisjjxFz1btkKl5VLnkpp7bszE5VIarm%0AAIg%2FAIqmYeV2GJUB%2FoWudeLDoZo%3D%0A) ## Tips - Payouts will only sync to QuickBooks for orders paid by Shopify Payments, not any 3rd party payment methods like PayPal or Authorize.net. - As soon as the Shopify Payout is created by Shopify, it would show in the Finance > Payouts area of your Shopify store - and would be synced to QuickBooks by MyWorks shortly after that. - Payout syncing includes support for changed orders and refunds, as each Shopify Payout would be accurately re-created in QuickBooks, including any charges, refunds, or fees that are part of that Payout. --- # Daily Summaries --- ## Including Shopify Refunds in Daily Summaries (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13537829-including-shopify-refunds-in-daily-summaries-quickbooks-desktop > Review how refunded orders in Shopify are accurately included in daily summaries synced to QuickBooks Desktop As part of the Daily Summary that MyWorks syncs to QuickBooks; any refunds issued in Shopify orders will be accurately included in a section of the QuickBooks journal entry. An example of this is below, showing how the different details of the refund are also separated to their correct QuickBooks Accounts - which can all be set in MyWorks Sync > Settings. - The refunded payments to a QuickBooks Bank Account - The refunded product sales to an Income Account - Any refunded shipping to an Income Account - Any refunded tax to a Sales Tax Payable Account - Any refunded discounts to an Income Account - The COGS related to any refunded products - to the appropriate COGS and Inventory Asset Accounts ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100997/fa3f3cd1f1335ba0a025736d5f2c/upload_12179569131170009183.png?expires=1788544800&signature=89bbfd966bc5633351165c0beb1976d91225fd0d057ee11fe8c6131dd4d01bed&req=dSkuEMh%2BnYhWXvMW3nq%2BgWc4a%2Fy6Nj9yDwPqSUHpxYE4%2BX8wD%2FG1wbjP9AiE%0AcdYQ7%2FEx0i071797K7yb%2FZ60Rrg%3D%0A) --- ## Including Cost of Goods Sold in Daily Summaries for Shopify and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13537826-including-cost-of-goods-sold-in-daily-summaries-for-shopify-and-quickbooks-desktop > Review how COGS can be synced to QuickBooks Desktop in Daily Summaries from Shopify When syncing Shopify sales into QuickBooks Desktop as a single daily Summary; it can be helpful to include the Cost of Goods Sold for the transactions that occured that day to record the accurate COGS in QuickBooks, especially if you're not tracking individual products in QuickBooks and managing inventory only in Shopify. For cases like this, MyWorks easily supports syncing Cost of Goods Sold into QuickBooks within each Daily Summary, and this can be enabled in MyWorks Sync > Settings > Order by setting a QuickBooks Cost of Goods Sold and Inventory Asset account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100822/ae03f9e123c6b77151f692f918d6/upload_7197427270457353461.png?expires=1788544800&signature=de640871d899113dc02e2ffb32c85017f1f6b7501ff710fe6f452baf34a06fa9&req=dSkuEMh%2BnYldW%2FMW3nq%2BgfVYmikpGvJIiaKzTLiXKZK7ldzBZYoVp14C2aRo%0A97Xru7kGzB7pzf7gT40LlAVjz9U%3D%0A) When enabled, the Cost of Goods Sold would be included in the QuickBooks Daily Summary journal entry, as shown in the below example - using the cost of the Shopify products that were sold during that day: correctly debiting the Cost of Goods Sold account, and crediting the Inventory Asset account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100853/b5a68ce044a5c8d00f774d4fc601/upload_11452539526764190044.png?expires=1788544800&signature=ca6d999112d01d51f3b137c37974417ee7ebfcb8bc1f99ecd045e951a4911562&req=dSkuEMh%2BnYlaWvMW3nq%2BgW7m4Z3PjwvB1LLt%2BQfCSxld6iP83%2BYKbtPhpD4I%0AaYjktej2njE%2FRW0FsordmaQstKA%3D%0A) --- ## Including Shopify Gift Cards in Daily Summaries (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13537822-including-shopify-gift-cards-in-daily-summaries-quickbooks-desktop > Review how Gift Cards that are purchased and redeemed in Shopify will be reflected in the daily summary synced to QuickBooks MyWorks supports syncing both Shopify gift card purchases, and redemptions, within the daily Summary that's synced to QuickBooks each day. In MyWorks Sync > Settings > Order, you can select which QuickBooks Liability account is being used to track gift card sales and redemptions: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100678/d60f6fdc68f09f4d72647523b4c9/upload_15552075049678551364.png?expires=1788544800&signature=7814e356f9045d3a557f80ebbbe1f08b1a6c38c4e11930e7568e53da15f87511&req=dSkuEMh%2BnYdYUfMW3nq%2BgfjyPr%2FV%2FdUc7nYziMy0igWraX8zktVXwCSJipFZ%0AU31DciA0fjBBgaS%2B8DydftDKKh0%3D%0A) Then, when gift cards are sold or redeemed in a day's transactions, that will be correctly reflected in a section in the QuickBooks Daily Summary like shown in the below example: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100703/e8395f9491572489cb4c5df9c9e2/upload_5967925158886967469.png?expires=1788544800&signature=9711d25f05267b3103ea19b9c593602d7b8b4ce7dab6654dedc24fc193979dcd&req=dSkuEMh%2BnYZfWvMW3nq%2BgcKKeS6hQhKn%2FtWZRxogoCdbDOwmuHLhqcJPUY6T%0ARaOQiAaDbwDshtGuBymnel0aVrE%3D%0A) --- ## Including Unpaid Shopify Orders and post-order Payments in Daily Summaries (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13537819-including-unpaid-shopify-orders-and-post-order-payments-in-daily-summaries-quickbooks-desktop > Review how unpaid orders and payments made to orders on terms in Shopify are accurately recorded in a Daily Summary in QuickBooks In the Daily Summary that MyWorks syncs to QuickBooks Desktop for Shopify orders that are placed and paid at the same time; MyWorks also supports correctly recording the Accounts Receivable (A/R) activities for two other scenarios: - Orders placed today, but not yet paid; - Orders placed previously, and paid today. In both of the above scenarios, either sales income (but no payment) needs to be recorded; or a payment (but no sales income). The desired A/R account can be easily set by visiting MyWorks Sync > Settings > Order, as shown below. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100596/2bc6d5c901cc70a3dc7fb46e0021/upload_5979551178417435617.png?expires=1788544800&signature=29f1cebd216d995e213104204e17e896e312bf7f037ea6a646ac04c132d3fc27&req=dSkuEMh%2BnYRWX%2FMW3nq%2BgSe9ONew8kba1V7P8c2d4tpDP9ZmegC1P0O9vaUE%0A789EJuAhZJR5jF9ohnxY1ArPcp8%3D%0A) MyWorks correctly handles these scenarios in the Daily Summary by adjusting your Accounts Receivable in QuickBooks accordingly: - Orders placed today, but not yet paid, will have their sales correctly recorded to the appropriate income accounts, and the balance debited to Accounts Receivable. - Orders placed on previous days, but paid today, will have their payment correctly recorded to the corresponding bank account in QuickBooks, and credit the Accounts Receivable by that amount. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100616/edb8b3653dce17eca737e868a958/upload_11726574909913613149.png?expires=1788544800&signature=ca22f6cf0f459949cd77a8934ba533a1edc3d30f1c97fdc1486a21fd9b8d0c47&req=dSkuEMh%2BnYdeX%2FMW3nq%2Bgdgi7%2F7dTYB6HVe8WMuXZ4Vq%2FflR5SdJW20S53vQ%0AZrXUqm734zXc49S7cV79nZ8EXQs%3D%0A) --- ## Including Shopify order payments in Daily Summaries (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13537815-including-shopify-order-payments-in-daily-summaries-quickbooks-desktop > Review how the payments for Shopify orders are recorded in the daily summary synced to QuickBooks As part of the daily Summary that MyWorks syncs into QuickBooks Desktop, payments made to Shopify orders through the day will be correctly recorded in the journal entry created in QuickBooks. Payments made through Shopify Payments, and any other payment methods, are supported! Payments from each different payment gateway can be recorded to separate bank accounts in QuickBooks; which can be set in MyWorks Sync > Settings > Payment Methods. The QuickBooks bank account to select in this area should most often be a “clearing” account in QuickBooks, not your actual QuickBooks checking account. This can be a separate QuickBooks Bank Account named something like “Shopify Clearing” - or an existing account like “Undeposited Funds”. Further below in this article, we share how syncing the Shopify Payout to QuickBooks helps correctly reconcile these payments in a Daily Summary with the Payout sent from Shopify to your bank several days later. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100413/d07cc3fe2ff22eaa047a2dc56e65/upload_1493398004004512431.png?expires=1788544800&signature=4cd69e4245068c63541960bccc0955dfda7ec418e3a29a5fb008ddb20002d3c7&req=dSkuEMh%2BnYVeWvMW3nq%2BgTjjbv13FxBSjh7%2BMNDCZs9q478rPfqpBOCI6eGY%0AA4GioSZf9LCxquxY4ExpWgHV564%3D%0A) And, the below example shows how this would look in the Daily Summary we sync to QuickBooks as a journal entry: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100431/653046e68643e2e1dffe1902d0b0/upload_13851215756666212964.png?expires=1788544800&signature=27003228c98f7568fbeb7246fb75b4cc4b26d3b7c7dc4b0ebf8330715e3d19ac&req=dSkuEMh%2BnYVcWPMW3nq%2BgdUWo0wKltAweANbAmDdA6XH3Mm07%2BqcZfxJx1LY%0AJdykE%2BzyhBBVPdzrBKKHBmA20Iw%3D%0A) ## Syncing Shopify Payouts Since the payments we sync to QuickBooks in a daily summary reflect the payments for the sales made in a particular day; it's usually also helpful to use MyWorks to [sync your Shopify “Payouts” to QuickBooks](https://support.myworks.software/*/articles/13537846) in addition to syncing daily summaries. Here's a brief explanation of the difference between the Daily Summary and a Shopify Payout that MyWorks can sync to QuickBooks: - Daily Summary: records the sales, discounts, taxes, cogs, refunds and more for a specific day's transactions within a 24 hour period based on the timezone of your Shopify store - and includes all payments for orders - paid through Shopify Payments or any other payment method. ​ - Payout: Only for Shopify Payments - is synced to QuickBooks when Shopify sends a payout to your bank for your Shopify Payments transactions, and records the movement of the funds from your “clearing” bank account in QuickBooks into your QuickBooks checking account, while correctly recording the transaction fees Shopify charges: resulting in a “match” when this deposit shows in your QuickBooks Bank Transactions feed. Payout syncing can be enabled in MyWorks Sync >Settings > Payment Methods, as shown in the below example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100447/3175458acf7f25bf2fc9b3e4bdb9/upload_3147180715029388640.png?expires=1788544800&signature=f6a61bf1fb93921052a784a895c3537dfbcd8ff98158c53f12a6b7fba716817c&req=dSkuEMh%2BnYVbXvMW3nq%2BgZCYshZxcKJ6OVrHCjvw0eR4qenK3ZLFaHk0L5MU%0A%2BAZHw%2BnGDtRE%2FVAtt705krZ0ffY%3D%0A) Based on the above example Daily Summary, here's what the Payout would look like in QuickBooks once synced by MyWorks: - The total payments for this payout ($998.07) are removed “credited” from the Shopify clearing account bank in QuickBooks - where they were originally added by the Daily Summary. ​ - The actual amount sent to your Bank Account ($963.20) is added “debited” to your corresponding “Checking” account in QuickBooks. ​ - The remaining Shopify Transaction Fees are recorded to the Bank Charges expense account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100474/59459f5705e4743bc9507b76095c/upload_9096650592802461983.png?expires=1788544800&signature=cfd298d934bf9a41dee29516e39e1a2d91fdcee8869d79debe879b88671decfc&req=dSkuEMh%2BnYVYXfMW3nq%2BgYNr6CBYnnuW4VEC0gop1961WZrEKzkVE8hWXWcc%0AoAe92F%2FGUUBeaXAxWUpLqiKZoXM%3D%0A) When the Shopify Payout's deposit clears your bank account several days later; it then shows up as a Match in your QuickBooks Bank Transaction feed. --- ## Tracking Shopify product sales in Daily Summaries (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13537810-tracking-shopify-product-sales-in-daily-summaries-quickbooks-desktop > Review how to track Shopify product sales in the daily summary synced to QuickBooks Desktop - either to a single QuickBooks income account, As MyWorks syncs Daily Summaries into QuickBooks Desktop from the Shopify sales that occured from a specific day; there's several ways to control how product sales are recorded to Income Accounts in the journal entry we create in QuickBooks. ## Default Sales Account In MyWorks Sync > Settings > Order, you can select a QuickBooks Sales Account, which we'll use by default for the product sales we sync in to QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100308/7b2b7b87c178ff176beb7fc0402a/upload_10322691376433181475.png?expires=1788544800&signature=8018da7867a2dd4fe90b03c6027a5790774ce2c444a476af554eeb60e78bfa5a&req=dSkuEMh%2BnYJfUfMW3nq%2BgbnhzhRdNYBfvPnTmBv%2BsEVfgtkhN37LItn%2B8R%2FO%0AGefJgVpJaRuarIz1ya%2BGjrZKTAA%3D%0A) ## Mapping Shopify Collections Additionally, you can map Shopify Collections to different QuickBooks Income Accounts, which can be quite helpful if you'd like some product sales recorded to different income accounts than other product sales. Visit MyWorks Sync > Map > Collections to easily map each Shopify Collection to a QuickBooks Income Account of your choice. If a Collection is left unmapped, MyWorks will use the default Income account set above when syncing a daily summary. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100323/5c9e8883798b85cfdd5d3f8ed67b/upload_10047396794714525061.png?expires=1788544800&signature=3beef0c8b4ef053389d89ea106efdb014317bdf2e0c9097487b8da73e1bb9228&req=dSkuEMh%2BnYJdWvMW3nq%2BgZG%2BwlODTc0UxTGAoJb%2BbPJ7JZhjsETEfD4FE2Ob%0A%2F2Ma2LnRmDrTyCqA7avqrnxMIHY%3D%0A) ## Example Below is an example that shows how the Shopify order product sales would reflect in the QuickBooks Daily Summary - along with any shipping, tips, sales tax and discounts in those Shopify orders. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996100335/b752658a831f13268b90f2409e0f/upload_8794033617577862832.png?expires=1788544800&signature=005212fc6384a0b81b3bbd36b85a07ee61483c2e7a36a52837d09f5fb07cba16&req=dSkuEMh%2BnYJcXPMW3nq%2BgWhi7KfTqEfok4r%2FrQHwiv4ZW%2BcuhGOU0vYdR1Gy%0Avo6f2VDtbSoEPcrKvpdmFEBlzAI%3D%0A) --- ## Syncing orders from Shopify to QuickBooks Desktop as a Daily Summary **URL**: https://support.myworks.software/en/articles/13537833-syncing-orders-from-shopify-to-quickbooks-desktop-as-a-daily-summary > Explore how to sync orders from Shopify to QuickBooks Desktop as a single daily summary, instead of individual invoices or sales receipts. MyWorks supports syncing Shopify orders to QuickBooks Desktop as either individual transactions (sales receipts, invoices, sales orders) - or as a single Daily Summary. This doc guides you through using MyWorks to sync Shopify orders to QuickBooks as a single Daily Summary. ## Overview A daily summary in QuickBooks is a single transaction - a journal entry; that records the total of all sales & transactions that occured in that day. Although this records only the totals for the day; these are separated by QuickBooks account type to still accurately separate different types of sales/transactions, including: - Payments (separated by payment method) - Sales of Products (to a single income account, or separated by Shopify Collection) - Shipping Income - Discounts given - Sales Tax - Refunds (separating product, shipping, discount & sales tax) - Cost of Goods Sold - Accounts Receivable (unpaid orders & orders paid later) - Gift Cards (to a corresponding liability account) - Tips This can be enabled by visiting MyWorks Sync > Settings > Order in the MyWorks app - and selecting Daily Summary. Need some orders to sync as Daily Summaries, but others to sync as individual transactions? No problem: choose “Based on Order Tag” to select how each order should sync based on the Shopify Order Tag(s) that it contains. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101115/d1d824413daa0f0b6ecf8f6ea59a/upload_6159231430359288794.png?expires=1788544800&signature=e2ea814b15d1c33dc575ad1610f4fa2e069422c0ca84f0265b7bb8651de84725&req=dSkuEMh%2BnIBeXPMW3nq%2Bgc7vlCnh%2BGLnxIJzNefZe0Jq%2BYw9rmInLEHXfu61%0AFygdPzs%2FX4t0MLGAARO8yGNIryA%3D%0A) ## Setup ### Settings > Order Once Daily Summary is selected in Settings > Order; there's a few other accounts that will need to be selected; allowing MyWorks to accurately sync each summary in to QuickBooks. These are: ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101138/3175d55882dd1e8db0d2bac111f3/upload_9588600046116964489.png?expires=1788544800&signature=90b1938a7a96f3fb5b2abfdeb449f2fd5ebe7455ad6d4f6c75d92046e5249231&req=dSkuEMh%2BnIBcUfMW3nq%2BgSpp7PB%2BrzTbX2UvNcecUIKToyMRkjXZubZw4Vef%0As8AFyhdHtlbPlPsjZ%2Bbejb84%2BzQ%3D%0A) - Default Sales Account: where product sales will be recorded. Sales can also be mapped to different QuickBooks income accounts by Shopify Collection - in Map > Collections. ​ - Default Discount Account: where discounts in Shopify orders will be recorded ​ - Default Shipping Account: where shipping income in Shopify orders will be recorded ​ - Default Sales Tax Account: where sales tax collected in Shopify orders will be recorded ​ - Default A/R Account: the QuickBooks Accounts Receivable account where unpaid orders and orders paid later will be recorded ​ - Default Gift Card Account: the QuickBooks liability account where gift card sales and redemptions will be recorded ​ - Default Tips Account: the QuickBooks income account where tips in a Shopify order will be recorded ### Settings > Payment Method In MyWorks Sync > Settings > Payment Method, you can select the QuickBooks bank accounts that payments for Shopify Orders should sync to. This is normally a clearing account or Undeposited Funds account in QuickBooks - and can be selected separately for each different payment method used in Shopify. ​ In addition to syncing Shopify order payments to QuickBooks within the daily summary, it can be helpful to sync Shopify Payments Payouts into QuickBooks as well to assist with reconciling, and this can be seen in the below example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101157/ecd52630fcf3ea5923eaabba558e/upload_5838226241712678816.png?expires=1788544800&signature=0f2d49b62000193923db5c47a79340dcbfce44d2f64ab6bfc5430d4795ce82a5&req=dSkuEMh%2BnIBaXvMW3nq%2BgW0Clise8xBmEEhm9tOBbg2vFQiuw%2FfllPcq0vwl%0Ae%2BhmxTaV%2FtVQ%2FiQjXXFl%2BIfYz40%3D%0A) ## Syncing Daily Summaries Once setup is complete; MyWorks will begin automatically syncing Daily Summaries to QuickBooks, beginning from today onwards! Here's some helpful tips: - Past summaries can also be pushed to QuickBooks by visiting MyWorks Sync > Push > Daily Summary. ​ - Daily Summaries include order payments for the day; and it's usually helpful to also enable [Payout Syncing](/*/articles/13537926) - so when a Shopify Payout is sent to your bank, it can be easily matches. ​ - The Daily Summary follows the time zone of your Shopify store, as set in your Shopify store settings. ​ - The orders within each summary count towards the monthly order sync limit in the MyWorks plan you're currently on. ## Syncing Cost of Goods Sold If you're not tracking individual products in QuickBooks but still need to accurately track COGS in QuickBooks; MyWorks can help easily track Cost of Goods sold in each daily summary synced to QuickBooks. Simply enable this option in Settings > Order, and set your desired Cost of Goods Sold account & Inventory Asset account. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101183/e8d9d02dff356f4b9af3ddab02fb/upload_11554262700324354947.png?expires=1788544800&signature=fdb9019a666079a2d600723d268ed709feb43540fb7bfc01a3aab120c1895f9d&req=dSkuEMh%2BnIBXWvMW3nq%2BgeYNn%2FXLwfZZftE55lEIpA5tHUBuloTGhb1nErnN%0ApkIPTIXmy0bkdk9jtGYqdnqiVYM%3D%0A) ## Example When a Daily Summary is synced to QuickBooks Desktop, it would look similar to the below example. As shown, it helps correctly record the sales & transaction totals for the day, separating the detail of the sales & transactions between their respective accounts. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101215/4477ecbb795c335a340582925a6a/upload_3197429472295873033.png?expires=1788544800&signature=2558c8a28ab20a3b0cf4c273c7bafc8791b0457ec699cbb6f7c1219ba17ec77b&req=dSkuEMh%2BnINeXPMW3nq%2BgWjIlAi0u54oAt%2B8vZ66oeSzIdXiRkbXQBok%2Fx5Y%0AGUokf1%2F1TFIJwFZRGaWqiOd%2FKy8%3D%0A) --- # Orders --- ## Mapping Shopify Locations (Warehouses) to QuickBooks Desktop Inventory Sites **URL**: https://support.myworks.software/en/articles/13538096-mapping-shopify-locations-warehouses-to-quickbooks-desktop-inventory-sites > Map Shopify warehouses to QuickBooks Inventory Sites, enabling efficient inventory management and accurate order reporting. If you have multiple Locations enabled in your Shopify store, and are using Inventory Sites in QuickBooks Desktop Enterprise, MyWorks has the ability to easily map your Shopify Locations to Inventory Sites in QuickBooks Desktop (Enterprise). This is helpful in multiple areas as MyWorks handles syncing orders and inventory levels: - Choose which QuickBooks Inventory Site/Bin to assign orders to when syncing from Shopify into QuickBooks, based on the Shopify Location they're assigned to. - Mapping the Inventory Sites/Bins in QuickBooks to corresponding Locations in Shopify, so MyWorks can sync inventory accurately between them. Setting this mapping up is quite simple! Visit MyWorks Sync > Settings > Inventory & COGS, and under **Inventory Levels**, turn on **Enable Shopify Warehouse > QuickBooks Inventory Site mapping**. A **Mapping** table then appears, where you can choose the QuickBooks Inventory Site to match each of your Shopify Locations/Warehouses. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2645544414/72c468651c549f3a0444b278dbf2/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+-QBD-+%C2%B7+Shopify+2026-09-01+at+9_29_22+PM.png?expires=1788480000&signature=97607627fe0b0b4aec2e592eace32088db1c7978c4f54e2579c5d41222e779cf&req=diYjE8x6mYVeXfMW3nq%2BgRE9RNygcGU8MYyy45oaEl6OGAC63NCLf2TMv6HL%0ANVz78YlSar5PNRcjgceIBTSaZ%2Fk%3D%0A) --- ## Syncing Shopify orders as a Sales Order + Invoice (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/15484795-syncing-shopify-orders-as-a-sales-order-invoice-quickbooks-desktop > Sync each Shopify order to QuickBooks Desktop as a linked Sales Order and Invoice - with the option to hold the invoice until the order is fulfilled. When syncing Shopify orders to QuickBooks Desktop, one of the options MyWorks supports is a **Sales Order + Invoice** option - creating both a Sales Order and an Invoice in QuickBooks for each Shopify order, linked together. This is helpful for teams that use Sales Orders in QuickBooks to manage fulfillment and open orders, while still recording the sale itself as an Invoice. ## How it works In MyWorks Sync > Settings > Order, set **Sync Shopify Orders as** to **Sales Order + Invoice**. When a Shopify order syncs, MyWorks creates a Sales Order in QuickBooks, then creates an Invoice linked to that Sales Order - just as if the Sales Order had been converted to an Invoice in QuickBooks. * ## Only syncing the invoice once the order is fulfilled By default, the Sales Order and Invoice are both created when the order first syncs. If you'd prefer the Invoice to wait until the order ships, enable **Only sync the invoice once the order is fulfilled in Shopify**. With this enabled: - When the order first syncs, only the Sales Order is created in QuickBooks. - Once the order is fully fulfilled in Shopify, MyWorks creates the Invoice - linked to the Sales Order, and dated with the order's fulfillment date. - If an order is already fulfilled when it first syncs, the Sales Order and Invoice are created together. This is a great fit for workflows where the Sales Order represents the open/committed order, and the Invoice should only post once the products have shipped. ## Payments Payments sync normally with this setting - it doesn't change when payments are recorded in QuickBooks. - If the Shopify order is paid when it first syncs, the payment syncs along with the order. - If the order is unpaid when it first syncs, it syncs without a payment - and the payment syncs whenever the order is paid in Shopify. Either way, the payment is recorded against the correct customer in QuickBooks and applied to the order's transactions correctly. ## Tips - The invoice syncs once the Shopify order is fully* fulfilled - partially fulfilled orders will sync the invoice once the remaining items are fulfilled. - Make sure **Fulfilled** is included in the order statuses selected to sync automatically (Settings > Automatic Sync), so MyWorks picks up the order again when it's fulfilled. - Make sure **Pending** is included in the order statuses selected to sync automatically (Settings > Automatic Sync), so MyWorks can sync an order even if it's not yet paid, if desired. - This option applies when **Sales Order + Invoice** is selected as the overall order type - it isn't available within the Per Segment or Based on Order Tag options. --- ## Syncing Shopify orders as different transaction types based on order tag (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/15437605-syncing-shopify-orders-as-different-transaction-types-based-on-order-tag-quickbooks-desktop > Use Shopify order tags to control whether each order syncs to QuickBooks Desktop as a Sales Receipt, Invoice, Sales Order, or Daily Summary. Most stores sync all of their orders to QuickBooks as a single transaction type. But if you'd like some orders to sync as Sales Receipts, others as Invoices or Sales Orders, or some rolled into a Daily Summary, the **Based on Order Tag** option gives you that control using Shopify order tags. A common example: paid online orders syncing as Invoices, while unpaid B2B orders on payment terms sync as Sales Orders - so your team can manage fulfillment and invoice them from QuickBooks when ready. ## Availability Based on Order Tag is available on our Scale and Soar plans. ## How it works In MyWorks Sync > Settings > Order, set **Sync Shopify Orders as** to **Based on Order Tag**. In the section that appears below, enter the Shopify order tag(s) that should sync as each transaction type - Sales Receipt, Invoice, Sales Order, or Daily Summary. When an order syncs, MyWorks checks the order's tags in Shopify and creates the matching transaction type in QuickBooks Desktop. * ## Important: orders need a matching tag to sync An order that doesn't have one of the tags you've entered in this setting won't sync. If you'd like every order to sync, make sure each order receives one of your configured tags. The easiest way to do this automatically is with the free **Shopify Flow** app - creating a workflow that adds a tag to each new order based on conditions like payment status, customer segment, or sales channel. For example: a Flow with a condition on the order's financial status that tags paid orders with "paid" and unpaid orders with "not-paid" - then enter "paid" for Invoice and "not-paid" for Sales Order in this setting. We recommend setting up your tags (and any Flow workflows) **before** enabling this setting, so orders aren't left unsynced in the meantime. ## Tips - Tags are matched by their exact name in Shopify - enter them in this setting exactly as they appear on the order. - This setting is separate from the tag option in Order Sync Rules, which is used to exclude* orders from syncing automatically - not to control the transaction type. - Changing this setting only affects orders synced going forward - it won't change orders already synced to QuickBooks. --- ## Mapping Shopify Order Tags to QuickBooks Desktop Class or Sales Rep **URL**: https://support.myworks.software/en/articles/13537885-mapping-shopify-order-tags-to-quickbooks-desktop-class-or-sales-rep > Explore how to use Shopify Order Tags to control a Class or Sales Rep in the individual order synced to QuickBooks. MyWorks has the ability to easily map various Tags present in your Shopify orders, with the Class or Sales Rep field in an order in QuickBooks Desktop. This can be helpful in easily separating orders in QuickBooks when running a report! Setting this mapping up is quite simple! Visit MyWorks Sync > Settings > Order, where you can enable this setting and choose a QuickBooks Class or Sales Rep for the desired corresponding Shopify order tags. As you can see below, you can add multiple combinations of mapping, and multiple tags can be separated by commas. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103201/dc3d006e35f013ddb2d1bbdfee45/upload_17064591266550727651.png?expires=1788544800&signature=aeb90c0c922e790e53c9f233f64dc2951f3a87e72e7d8264c13203ad69cd25e0&req=dSkuEMh%2BnoNfWPMW3nq%2Bgbj97peBan9ASG%2FXvleVENaRUwuKnzyH347O%2BGu3%0AfuRKtPelpCd8EXHqW8pkbau2xCk%3D%0A) And, as orders sync to QuickBooks, the Class or Sales Rep field will follow these mappings, like the below example Invoice showing a Class and Sales Rep. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103225/76b4b45ca955bca915b163c92459/upload_10280474925379726928.png?expires=1788544800&signature=b958e2562bb3479debcb8444e7e9cad0d0bbcc29bffa6efa9072752c99235b1d&req=dSkuEMh%2BnoNdXPMW3nq%2BgeSSU9YeV%2FRP9J4YbFnrZ5fQKZEKTRedzKYFwv8%2B%0A2g0lD6r3BTCrS0WMi6XKx9p2gTI%3D%0A) --- ## Syncing Shopify Order Line Item Properties to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13537982-syncing-shopify-order-line-item-properties-to-quickbooks-desktop > Shopify supports adding additional information to QuickBooks Desktop order line items through a field called Line Item Properties. Shopify supports adding additional information to QuickBooks Desktop order line items through a field called Line Item Properties. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106082/aad1da8166116119e19d844f5381/upload_4244477962503947317.png?expires=1788544800&signature=0500c9608140773998030532cd64bd44f6a5881e57262d7970f838b7ba1e1248&req=dSkuEMh%2Bm4FXW%2FMW3nq%2BgRSnQAXlu%2FdbnECLXvGhz64vF38HN0Bhu0MesnzY%0Arvf3UCrS28ZqN4p48w5SNxm0lZo%3D%0A) As shown in the above example Shopify order; the line item property of “Snowboard Options” is used. MyWorks is able to sync these line item properties from the Shopify order into the Description column for that order's line item in the QuickBooks order. Visit MyWorks Sync >Settings > Order to enable this setting, which also supports the ability to send just specific line item properties to QuickBooks instead of all line item properties. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106098/0979843268f3bb42b71446c1822c/upload_4024302211658484470.png?expires=1788544800&signature=eccd6bad2922dd89988168f6b54f034d3cf88c45f901879014c775ea0e29e197&req=dSkuEMh%2Bm4FWUfMW3nq%2BgYEVLabgH7HAbRzqw0QMzuQzMUO2NC3jbBKx1AS%2B%0ALKLHWDphEEXF7Fw3j8Q21Ozec7w%3D%0A) Once enabled, these would sync in order in QuickBooks Desktop as shown in the example below. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106134/6aab458250b38b305c2146d9ce14/upload_4388817822332542247.png?expires=1788544800&signature=f7d09dc151461d8eb994cdaec7572fb995f07cfd9a78698fff603968f01302e6&req=dSkuEMh%2Bm4BcXfMW3nq%2BgQpcBjld1rtX5qhFvoltugcydCb55q9DRZ4q9w%2Bn%0AvrytSOb1D%2BvwctmpjMG%2FUl2YZ04%3D%0A) --- ## Mapping custom order fields with Shopify and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13537978-mapping-custom-order-fields-with-shopify-and-quickbooks-desktop > Learn how to effectively map custom fields for orders synced from Shopify to QuickBooks Desktop, ensuring seamless integration of important The ability to map custom fields when syncing **orders** is included in our MyWorks Sync for Shopify and QuickBooks Desktop plans (Grow and above). This supports mapping any field in a Shopify order to a text field in a QuickBooks order as we sync the order from Shopify to QuickBooks. Normally, the custom fields we can support to map would be a text or date field in Shopify and QuickBooks. If the target field in QuickBooks is a dropdown of pre-set values, it's typically not possible to simply map these together, and a more advanced mapping may be needed. For fields/scenarios where a more advanced mapping is necessary, our support team can assist with further review - reach out to us! ## Examples MyWorks is very flexible around the QuickBooks order fields we're able to sync with. Basically any text order field made available to us by Shopify and QuickBooks can be used. A few examples of popular Shopify fields MyWorks supports are: - Order Notes - Order Tags - PO Number - Note Attributes - Plain Text - Order Phone Number / Email - Custom Shopify Metafields - Any other text field in the Shopify order A few examples of popular QuickBooks Desktop fields MyWorks supports are: - Due Date - Ship To / Ship Date - PO Number - FOB - “Other” - Check Number - Extra / blank line item within the QuickBooks order - Memo - Custom Fields ## Getting Started To map a custom field for Shopify orders as they sync to QuickBooks, simply visit MyWorks Sync > Map > Custom Fields in your Shopify admin! * ## Mapping Shopify order metafields Shopify supports adding custom metafields to orders in Shopify, and MyWorks also supports mapping these to QuickBooks. They can be set in Map > Custom Fields with a metafield_* prefix before them like the above example. ## QuickBooks Custom Field Tips QuickBooks Desktop includes the ability to create & manage custom text fields in Invoices, Sales Receipts & Sales Orders. This can be found in the Formatting > Customize Data Layout menu in a transaction in QuickBooks. As shown in the below example, core system fields in QuickBooks can be renamed; and custom fields (ex. Membership) can be shown and renamed. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106011/49874ce3a1e949c7c6e8ddcebc39/upload_17610511815092278200.png?expires=1788544800&signature=f8930776fabb3a49eb671d92332fe38cb706b65119f112620e5f3eb92f10d4e6&req=dSkuEMh%2Bm4FeWPMW3nq%2BgRZg226iGVWLdFsuVgrVksDLSKGWcE%2F1vzehfsxo%0AZeiOm1o0kj9QY7ATM%2Fa421kpIB8%3D%0A) --- ## Syncing Shopify orders to QuickBooks Desktop differently based on Customer Segment **URL**: https://support.myworks.software/en/articles/13538021-syncing-shopify-orders-to-quickbooks-desktop-differently-based-on-customer-segment > Learn how to streamline your workflow by syncing Shopify orders to QuickBooks Desktop based on different customer segments in Shopify to bes MyWorks supports syncing Shopify orders to QuickBooks Desktop as several different types of records: - Invoices (and payments, if paid) - Sales Receipts - Sales Orders (and payments, if paid) However, some Shopify stores accept orders from different types of customers in Shopify, and need some orders to sync to QuickBooks as one type, but other orders to sync as a different type. For cases like this, MyWorks supports syncing Shopify orders to QuickBooks different record types, based on the Shopify Customer Segment that the order's customer is in. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996107573/7f7d62ca8b2b1343eca7ea6823fa/upload_15013001337860312645.jpeg?expires=1788544800&signature=2a2a43ce46d6d9173bfc7c4572de938c2848cab1b8513ff6984c750bac8b065a&req=dSkuEMh%2BmoRYWvMW3nq%2BgRbfaupNLav3tySls%2BEipZxVpyvSj6Js9vxM0Q%2Fo%0ANeSrv%2FUuGjHzQ0TdUFwdnKoiBgw%3D%0A) A common example of this is shown above - where wholesale orders should sync to QuickBooks as Invoices, while other retail orders should sync to QuickBooks as Sales Receipts. This can be easily configured in the Settings > Order area in MyWorks, and as shown above, is also where QuickBooks Desktop Templates and Classes can also be customized for each Segment. --- ## Mapping Shopify Customer Segments to QuickBooks Desktop Sales Reps **URL**: https://support.myworks.software/en/articles/13537941-mapping-shopify-customer-segments-to-quickbooks-desktop-sales-reps > Using MyWorks Sync to map customer segments in your Shopify Store to QuickBooks Desktop Sales Reps when syncing orders MyWorks Sync supports the ability to set a specific Sales Rep in an order synced to QuickBooks Desktop! Since Shopify doesn't have a default “sales rep” field, this is accomplished within MyWorks by mapping Shopify customer segments to a matching QuickBooks Desktop Sales Rep, which we'll then follow as we sync an order into QuickBooks. This can be configured in MyWorks Sync > Settings > Order within our app on your store. Read more below for additional tips on setting this up! * ## How to setup Since each Shopify customer segment would be mapped to a corresponding Sales Rep in QuickBooks, the first step is to create a Customer Segment in Shopify for each QuickBooks sales rep you wish to set. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104837/ada40e1dbf3d5a59c2277cd7ed30/upload_3172248241642214200.jpeg?expires=1788544800&signature=3e8bfdb30c8f8446621e552e9f05a6fef6c45439bf923c76a6aed1c613021e1d&req=dSkuEMh%2BmYlcXvMW3nq%2BgTt7K%2BpjGuP6%2FQ1VUgtJB6r5oJvxe19ZFESyEc%2Bs%0AhbRLPmHBuFL%2FC%2FbqZI3ZQ%2BlV9PM%3D%0A) A common way to do this is to create a Customer Tag in Shopify for each sales rep, and tag the relevant customer in Shopify based on their different Reps in QuickBooks. This then allows you to create a Segment in Shopify for each sales rep, by basing the segment on the customer tag a customer has - as shown above. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104853/c2fa00658887a137f2625c9e86f0/upload_7416437991006260145.jpeg?expires=1788544800&signature=908df176f3d5456398d8564b1a16b10ab5d8885e58c944938715da1799b159d3&req=dSkuEMh%2BmYlaWvMW3nq%2BgdkY1KezY%2FF%2BgtGWPtN9FvrsaHTLNQ8Rf1UQqeJD%0APkyLnJ8AiwbpHB03LlcxSVIew0o%3D%0A) ## Disregarding Shopify Customer Segments in MyWorks Sync Settings: For Shopify stores that also have additional customer segments in Shopify used for other purposes, you can chose to have MyWorks ignore or disregard the Shopify customer segments which may not be important in any syncing workflows in MyWorks Sync > Setting s> Order > Segment Options *using the section to “Disregard these Segments in Settings”. This ensures that these segments are not considered as we check for a matching mapping in our Segment mappings. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104871/6f426f1a4e45db80bc8b87a3213c/upload_6858931895423096591.jpeg?expires=1788544800&signature=dba517f0c29bf09ca81bf39868b70b60e1b53fd2f541969a7b255ecb7d6719e3&req=dSkuEMh%2BmYlYWPMW3nq%2Bgbh53e6l%2BkKdCn7QfdvbZtlFZAxGX%2F5QrWDWp0ss%0AhJjmV8mErDMIrvS1GehwVikIsYg%3D%0A) --- # Common Questions --- ## Default Fields & Sync Direction Summary - Shopify & QuickBooks Desktop Sync **URL**: https://support.myworks.software/en/articles/13538099-default-fields-sync-direction-summary-shopify-quickbooks-desktop-sync > A summarized list of the default fields and the direction they can sync between Shopify and QuickBooks Desktop ## Summary [MyWorks Sync](https://apps.shopify.com/quickbooks-desktop-sync) has many different options when it comes to syncing data between Shopify and QuickBooks Desktop, and this article helps share what direction data syncs, whether new or updated data syncs, and what fields are synced by default. Below is a list of the default fields and types of data we sync between Shopify & QuickBooks Desktop. ## Shopify -> QuickBooks Desktop **Customer (new)** - First Name - Last Name - Company Name Supports Shopify Plus Company names and Location names - Email - Address Line 1 - Address Line 2 - City - State - Postcode - Country **Order (new & updated)** - Can be synced as an Invoice, Sales Receipt, Sales Order, or Invoice + Sales Order - Order Number (can be Shopify order number, custom order number, adding a prefix before, or using the next available QuickBooks order number.) - Associated Customer - Billing Address - Shipping Address - Order Date - Due Date & Terms (If invoice) - Class - Product/Service line items - SKU - Description - Quantity - Amount - Shipping Amount - Discount - Tax - Memo - Custom Fields **Purchase Order ([Stockroom](https://apps.shopify.com/stock-room)) (new)** - Can be synced as a Purchase Order, a Bill, or both - Purchase Order Number (can be PO number, custom order number, adding a prefix before, or using the next available QuickBooks order number.) - Associated Vendor (matching Supplier Name) - Billing Address - Shipping Address - Order Date - Due Date - Product/Service line items - SKU - Description - Cost - Quantity - Amount - Shipping - Supplier Invoice Number **Product (new)** - Shopify Product Name (QuickBooks Description) - Shopify Product SKU (Item Name/Number) - Barcode (if enabled in QuickBooks) - Description - Inventory Level (if inventory product) - Price - Cost **Variation** **(new)** - Shopify Variation Name (QuickBooks Description) - Shopify Variation SKU (Item Name/Number) - Barcode (if enabled in QuickBooks) - Description - Inventory Level (if inventory product) - Price - Cost **Price (updated)** - Product Price **Cost (updated)** - Product Cost **Payment (new)(if invoice)** - Related invoice - Payment Date - Payment Method - Reference No. (Transaction ID or Shopify order number) - Amount Received ## QuickBooks Desktop -> Shopify **Inventory Level (updated)** - Inventory Level **Price (updated)** - Product Price **Cost (updated)** - Product Cost **Product (new) *****(coming soon)*** - Name - SKU - Description - Price - Cost **Payment (new) *****(coming soon)*** - Shopify Order Status can be updated to “Paid” when a payment is added to the related invoice in QuickBooks. --- ## Connecting Shopify to a different QuickBooks Desktop company **URL**: https://support.myworks.software/en/articles/13538101-connecting-shopify-to-a-different-quickbooks-desktop-company > How to easily change Shopify from one QuickBooks Desktop company to another using MyWorks Sync. In some cases you may need to change connecting your Shopify store with MyWorks to a different QuickBooks Desktop company. This normally is necessary if you are: - Are using a staging/duplicate QuickBooks company to test our sync - Need to switch to a new/different QuickBooks company file - Have upgraded your QuickBooks company to a new major version - Have changed computers/servers that your QuickBooks company is on **Here's the steps to do so:** - In your Shopify admin, visit the MyWorks Sync > Connection menu. - On that page, click the “Download QuickBooks Connection File” button. - On your QuickBooks computer, with your new QuickBooks company open and logged in; double click this connection file to open and add it to your Web Connector. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996110414/e889f21eeceb698c75d66c8ba0d4/upload_7158495221937561192.jpeg?expires=1788544800&signature=a50ade915a51c536fa82a8df08a13196dee0e18654f510e9738979625e600457&req=dSkuEMh%2FnYVeXfMW3nq%2BgXMeL%2ByEb%2Fak87yQAKah0shJxppyLHOko2SsTBgo%0AwlJRBseAacVexNugLQRmY8C%2BK4k%3D%0A) If you've connected to a **different** QuickBooks company, you may need to review your settings and mappings to update them with data from your new QuickBooks Desktop company. To do so: - Visit MyWorks Sync > Settings, and review the settings you currently have set, then save. - Visit MyWorks Sync >Map, and visit your product, variation and payment methods to ensure they're mapped as you desire; then save. --- # Web Connector --- ## Using the QuickBooks Web Connector to sync with Shopify (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13537918-using-the-quickbooks-web-connector-to-sync-with-shopify-quickbooks-desktop > How the Web Connector works while using MyWorks to sync Shopify with QuickBooks Desktop ## What is the Intuit QuickBooks Web Connector? The QuickBooks Web Connector is a Windows application developed by Intuit that allows data exchange with QuickBooks Desktop and is how [MyWorks Sync]() is able to connect with your QuickBooks Desktop company as we sync with Shopify. It's almost always already installed/present on your QuickBooks computer, but if needed, can be downloaded [here.](https://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector) Although we detail how to add MyWorks to your QuickBooks Web Connector in our [installation instructions here](https://support.myworks.software/_questions/2440178), the purpose of this article is to help explain what the Web Connector is, and share some basic tips on how to easily use it. ## Using the Web Connector to run a sync You can open the web connector in a few different ways: - From within QuickBooks Desktop by visiting: File > (App Management) > Update Web Services**​ * - Or, search for "Web Connector"* in your Windows Search Bar: ​ * Once the Web Connector is opened, you can run the sync in two ways: - Manually**: Check the box on the far left, and then click "Update Selected"* . You can do this any time you'd like to run a sync. - **Automatically**: Checking the “Auto-Run” checkbox, and then setting a value in the Every-Min field. This simply tells the web connector to automatically run a sync every x minutes. ​ * ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104058/63093c0aa3129c9435c68f496902/upload_14680112756772360920.png?expires=1788544800&signature=bdc42a8fd72d4bdfa49074a8df3f55d6db978d7dcc5d223e43631eb4912c7078&req=dSkuEMh%2BmYFaUfMW3nq%2BgTexfb1YF1uzAw3uzern5xdVLo9Y4vekktXYIQ1L%0AwftbUgGiX58okBV9yE1NeSl%2B9Ww%3D%0A) If you wish to have more control over when data is synced into QuickBooks through the Web Connector, you may leave the AutoRun box unchecked and simply click Update Selected whenever you wish to run a sync. Whenever the web connector runs, it will sync any data/changes since the last time it ran: whether that was an hour ago or a few days ago. The purpose of the Web Connector is to allow MyWorks to exchange data with your QuickBooks company. Whenever the Web Connector is open, the sync will be able to run - either if you run it manually, or it's set to AutoRun. If the Web Connector is closed; the sync would not be able to run. ## Sync Timing The only factor that controls how often* a sync can run is based on the MyWorks plan you're currently on - which supports running a sync as often as once every certain amount of minutes. If the sync runs more than once within that time period, it'll simply show a message that nothing has yet been synced, and let you know how often until the next sync is able to run. - Trial: As often as once every 5 minutes - Rise: As often as once every 1 hour - Grow: As often as once every 30 minutes - Scale: As often as once every 15 minutes - Soar: As often as once every 5 minutes ## Multiple Computers Sometimes you may have multiple users (with their own computer) in your company who would like to use the web connector to sync data from your store with QuickBooks. [You can read about best practices for this scenario here.](https://support.myworks.software/*/articles/13538057) --- ## Syncing multiple Shopify stores with a single or separate QuickBooks Desktop Companies **URL**: https://support.myworks.software/en/articles/13537999-syncing-multiple-shopify-stores-with-a-single-or-separate-quickbooks-desktop-companies > Learn how to sync multiple Shopify stores with a single or separate QuickBooks Desktop Company for efficient financial management when opera [MyWorks Sync for QuickBooks Desktop](https://apps.shopify.com/quickbooks-desktop-sync) supports syncing multiple Shopify stores with either a single, or separate QuickBooks Desktop companies. As a reminder, MyWorks would need to be installed on each Shopify store you plan to sync with QuickBooks. This article shares helpful tips when configuring MyWorks for this scenario. ## Connecting multiple stores to QuickBooks Desktop - Visit MyWorks Sync > Connection in the MyWorks app of of the Shopify store you intend to connect, and click Download QuickBooks Connection file to download the connection file to your computer.** ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106698/6f957a593f2d8c3fd09fe9c802fe/upload_7675338100115127564.png?expires=1788544800&signature=52bef352fc06e405d69f4e8509dd0e1b6e297247a8d0cef1ed901c6af08224af&req=dSkuEMh%2Bm4dWUfMW3nq%2BgU0FtSsvmjxidvaLapyZtE2EsqK%2FtOr%2FSCStHCCK%0A3Gmzf7BOsP3zt0hWHZbK3%2B8XM8M%3D%0A) - On your QuickBooks computer, open the QuickBooks Desktop company you intend to connect with,** and log in as the Company Admin user. Then, double click the above connection file to open it, which will begin the process of adding MyWorks to your Web Connector.**​ - The Web Connector will display a popup, asking how to handle this new connection, if MyWorks is already present in your Web Connector for another Shopify store. As in the screenshot below, click "No, to create a duplicate application".**** ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106714/4f255e4002be6c51bcedb6003346/upload_11916529867474275641.png?expires=1788544800&signature=8bfe4ff87e17505c9a0ea3b3381efcde7a1131709b21f90e9d4be34d1eabc4d5&req=dSkuEMh%2Bm4ZeXfMW3nq%2BgWLJmvvvcbaYGhOVIK8p9eZHuqiC4ynOgncsN1jy%0AqDj50furfkDhBGuWcNzMIAaELsg%3D%0A) - The Web Connector will then display an additional message asking to authenticate with your site, and you may choose Accept/OK. ​ - Once confirmed, you'll then see an additional row showing in your web connector - one for each site you've connected! The sync can then be run separately for each Shopify store. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106731/6fd75e9475520dba806f59cd61f2/upload_5626971835787063379.png?expires=1788544800&signature=5765ec8da13326b57530a3f1bdb857881d9f9b7824f1837ec2cf8760d1dfe799&req=dSkuEMh%2Bm4ZcWPMW3nq%2BgTFLZfr3pd9d9bY0bBkmEFg5ZxoFm0a4OljGBnIB%0Apa7vnQjMdzl6RefyzVzQzhtYA6o%3D%0A) ## Syncing with multiple QuickBooks Desktop Companies If you're syncing multiple Shopify stores to different QuickBooks companies, there's several requirements the QuickBooks Web Connector has: - If you currently have a QuickBooks company file open, and you're running the web connector, the web connector will only be able to sync with the currently-open company file. AKA, you cannot have one company file open, and attempt to sync to a different company file. - The Web Connector can not run a sync while multiple** companies are open at the same time. This will result in an error. - If you are syncing to multiple QuickBooks company files, you may sync to them while QuickBooks is completely **closed**, by following the below steps. Ensure QuickBooks is closed. - In the Web Connector, select one of the applications and click Update Selected. Let the progress bar complete. - In the Web Connector, select a different one of the applications and click Update Selected. Let the progress bar complete. - By following the above instructions, or configuring the AutoRun option in each connection in the Web Connector, you can sync with multiple companies, one at a time, using the web connector - while QuickBooks is closed. - You can ensure each Shopify store is “locked” to its own QuickBooks company by setting that QuickBooks company's file path in MyWorks Sync >Connection of your Shopify store, as shown below. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106756/541a8cd13abc5008847ab0c5e15c/upload_8018883512665295322.png?expires=1788544800&signature=9ab6d4cb7f7fd0fc664816110d638549739508638015b1386228ea2140b590b9&req=dSkuEMh%2Bm4ZaX%2FMW3nq%2BgaiTCtRP8IoLlBLB%2FUgyNRkR6tafHq5PE2EzjYcw%0A2I2%2BgHRBlnk2MwdlZ2B0mSHAwEc%3D%0A) --- ## Using MyWorks on multiple QuickBooks Desktop computers **URL**: https://support.myworks.software/en/articles/13538057-using-myworks-on-multiple-quickbooks-desktop-computers > Syncing with Shopify while using MyWorks on more than one QuickBooks Desktop computer MyWorks can be used to sync with your Shopify on more than one QuickBooks Desktop computer/user - by adding our sync to the Web Connector on each computer. Since the Web Connector is specific to each Windows user on your QuickBooks computer, MyWorks simply needs to be added to the Web Connector on each QuickBooks computer/user you wish to control the sync on. *Tip: The Web Connector should not have Auto-Run enabled on more than one QuickBooks computer at a time to prevent an overlap/conflict in syncing.* The below steps can be followed to add MyWorks to the QuickBooks Web Connector on each desired QuickBooks computer - following these steps once for each computer: - Ensure QuickBooks Desktop is open with the company you intend to connect to. You do not need to be logged in as the QuickBooks Admin, as long as MyWorks is already connected on at least one QuickBooks computer. - Visit MyWorks Sync > Connection in your Shopify store admin, and click the “Download QuickBooks Connection” file. - On your QuickBooks computer, open the resulting downloaded file to add MyWorks to the Web Connector on that computer. - Once you see the MyWorks application in the Web Connector, copy the Web Connector Password from MyWorks Sync > Connection menu in Shopify - to the Password field in the web connector. --- # Purchase Orders --- ## Syncing Purchase Orders from Shopify (Stockroom) to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538005-syncing-purchase-orders-from-shopify-stockroom-to-quickbooks-desktop > Learn how to seamlessly sync purchase orders from Shopify's Stocky app and QuickBooks Desktop for efficient inventory and payables managemen MyWorks supports syncing Purchase Orders created in our [Stockroom app](https://apps.shopify.com/stock-room) into QuickBooks Desktop, which helps automate the flow of Purchase Orders and reduce manual entry in QuickBooks Desktop. This feature is included in MyWorks' Scale and Soar plans. Shopify discontinued the **Stocky** app on August 31, 2026, and MyWorks no longer syncs Stocky purchase orders. If you used Stocky, switch to our **[Stockroom](https://apps.shopify.com/stock-room)** app - it's free, and a one-click migrate from Stocky. **Note:** Shopify's API does not yet support API access for any app to interact with Purchase Orders created directly in Shopify. When Shopify releases access for this, MyWorks will also support syncing Purchase Orders created directly in Shopify. ## Overview MyWorks can sync new Purchase Orders from Stockroom into QuickBooks Desktop as either: - A Purchase Order, - A Purchase Order & a Bill, - A Bill When a new Purchase Order is created in Stockroom, MyWorks will automatically sync it to QuickBooks, in one of the above formats, as selected in our settings. MyWorks uses the name of the vendor/supplier in the Stockroom Purchase Order to determine the matching QuickBooks vendor the Purchase Order/Bill should sync in to. This Vendor would need to be already present in QuickBooks, exactly matching the Supplier name of the Purchase Order in Stockroom - or, if no match is found, MyWorks can sync it to a fallback vendor you name in **Settings > Purchase Orders**. ## Getting Started First, visit MyWorks Sync > Settings > Automatic Sync. In the **Stockroom > QuickBooks Desktop** section, turn on **Purchase Orders**. Once it's on, a **Purchase Orders** tab appears in Settings, where the options below live. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2645543351/6d3c9f82b0bd496b328606235e5b/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+-QBD-+%C2%B7+Shopify+2026-09-01+at+9_28_25+PM.png?expires=1788480000&signature=f7ef401ebd0a082f9d27ff69017583ccf1b8abbab75755d2a696d485a8596f73&req=diYjE8x6noJaWPMW3nq%2BgdDsNOFtDZsGnMqq9nOs3CSVPO8CAm3m5KlWbjya%0APigoMyA%2BRZSO6o%2B9C9FRMh3Eg7E%3D%0A) ## Settings Once purchase order syncing is enabled, visit the **Settings > Purchase Orders** tab in your MyWorks app. This tab only appears while Purchase Orders is turned on in Settings > Automatic Sync. There, you'll see the **Purchase Order Options** that control how Purchase Orders are synced into QuickBooks. These settings include: - **Sync Purchase Orders as** - a Purchase Order, a Purchase Order + Bill, or a Bill. - **A/P Account for Bill** - the Accounts Payable account a Bill should sync to. - **Purchase Order Number Format** - use the Stockroom PO number (optionally with a prefix like "PO-"), or the next available QuickBooks number. - **Use QuickBooks Vendor as fallback if no name found** - the QuickBooks vendor to use when no vendor matches the Stockroom supplier name. - **Sync Purchase Orders at this Stockroom Status** - the Purchase Order syncs once it reaches Ordered, Partially Received or Received in Stockroom. - **Bills for received Purchase Orders** - one Bill per Purchase Order, or one Bill per receive - covered below. - **Sync Bills at this Stockroom Status** - the Bill syncs once the Purchase Order reaches this status. For example, choose Received to only create the Bill once the Purchase Order is fully received. - **QuickBooks Item for Shipping Charges**, **QuickBooks Item for Adjustments / Other Charges** and **QuickBooks Item for Tax** - the QuickBooks items used for those lines on the Purchase Order or Bill. Leave the Tax item empty to not sync purchase order tax. Some options only appear for the format you've chosen - for example, the Bill options are hidden when syncing as a Purchase Order only. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2645543120/a5df4f3f8c83186882316790d411/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+-QBD-+%C2%B7+Shopify+2026-09-01+at+9_28_10+PM.png?expires=1788480000&signature=7d9ade8f5fc97165e2b7c58f0ec7c1c090c74c6d248804a7f39fa473bdb5f260&req=diYjE8x6noBdWfMW3nq%2BgWSGUHSNAjL8YNK7SGKcG7SjYVw45Xl99EVt3bBn%0AzcMgoEiUBulvUys6Rc9TC6DsDgQ%3D%0A) ## One Bill for each receive By default, MyWorks creates one Bill per purchase order. If your purchase orders arrive in multiple shipments - each with its own supplier invoice - set **Bills for received Purchase Orders** in Settings > Purchase Orders to **One Bill per receive**. Each receive you record in Stockroom then syncs to QuickBooks as its own Bill, containing just the items, quantities and costs from that receive. - The Bill's number is the supplier invoice number entered on the receive in Stockroom. If a receive doesn't have one, MyWorks numbers the Bill from the purchase order number and the receive - for example, PO-1003-R81. - The Bill is dated the day the items were received, and QuickBooks fills in the due date from the vendor's payment terms. - The receive's share of any purchase order tax is included, using the **QuickBooks Item for Tax**. Shipping and other charges aren't included on per-receive Bills, as they belong to the whole purchase order rather than a single shipment. - Undoing a receive in Stockroom voids its Bill in QuickBooks, so the audit trail stays. - Purchase orders that already have a Bill in QuickBooks keep that single Bill - the setting applies to purchase orders billed after you switch. ## Additional Info - When syncing a Purchase Order + Bill into QuickBooks, the Purchase Order and Bill will be linked together, marking the Purchase Order as Received. - Purchase Orders and Bills are created in QuickBooks on your next Web Connector run. - MyWorks only automatically syncs Purchase Orders created in Stockroom after you enable purchase order syncing. Past Purchase Orders can be pushed from MyWorks Sync > Push > Purchase Order. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106893/596cc476214d47ea1bf0d09836ea/upload_15328872657420444139.png?expires=1788480000&signature=7faa5ac7e2d3bb8eede5e5f8817e4c23e817ca7663d8a351517e9f93635abffa&req=dSkuEMh%2Bm4lWWvMW3nq%2BgdkW%2F52Ii9%2FZsyAtwQRnGe81Q%2BMf%2F7ZIeoSo%2BpV5%0AQJmB%2Br0STqbwH%2F9DD5S6QY0YVBM%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106911/f22f59791bb91c46562bbea24252/upload_6880305898541502726.png?expires=1788480000&signature=4a026cc020346a9de38614f3bdda56c663f0e29d1b48e481f54bf96cde56e25b&req=dSkuEMh%2Bm4heWPMW3nq%2BgYb2DfPzT5MMkYhiUjUM3OaAt5%2FpDpDCUsNavyml%0AWOdWlkBHnBjwHAQ%2FjuoXHp6zIcU%3D%0A) --- # Shopify B2B --- ## Mapping Shopify B2B Companies or Locations to QuickBooks Desktop Customers **URL**: https://support.myworks.software/en/articles/13537976-mapping-shopify-b2b-companies-or-locations-to-quickbooks-desktop-customers In addition to being able to map individual Shopify customers to a QuickBooks customer of your choice; MyWorks also supports the ability to map Shopify Companies or Locations to a QuickBooks customer - available for Shopify B2B stores on our Scale and Soar plans. This can be very helpful in scenarios where there's multiple Shopify customers within a single company or location in Shopify B2B - allowing you to determine which QuickBooks customer an order should sync to based on the Shopify Company or Location associated with the order - not the Shopify customer specifically. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996105879/50f0c4b5d464d2e3b123cac81c55/upload_11859106029610145060.png?expires=1788544800&signature=6bf6aeba41a890ca25749be154a2a1431c0d98474ec74f29f7c6c63b1bf63199&req=dSkuEMh%2BmIlYUPMW3nq%2BgbAGCnwPD9BwWxA8OIb%2BQXJfqL74t4r22GA8ZzYN%0As5dmYbth8plVbGLcfA9U9kt58XQ%3D%0A) ## Setup Simply visit MyWorks Sync > Map > Companies to see your list of Shopify B2B Companies and Locations to match to your QuickBooks customers as desired. ## Helpful Tips - If a Location is mapped, that mapping would take precedence over the Company mapping. - If a Company is mapped, that mapping would take precedence over the Customer mapping (in MyWorks Sync > Map > Customers). - If your customers are in QuickBooks with the same email or name as your Shopify customers; this functionality may not be necessary for your store, as if a customer/company is not mapped, MyWorks will check for an existing QuickBooks customer when syncing an order - based on the email in the Shopify order and the name set in MyWorks Sync >Settings > Mapping. --- # Inventory --- ## Syncing inventory levels from QuickBooks Desktop to Shopify **URL**: https://support.myworks.software/en/articles/13538079-syncing-inventory-levels-from-quickbooks-desktop-to-shopify > Discover how to seamlessly update and manage your inventory in QuickBooks Desktop and Shopify by following simple syncing steps. Streamline MyWorks supports syncing inventory levels from QuickBooks Desktop to Shopify, any time inventory is changed in QuickBooks. And, when orders are placed on Shopify, those will correctly reduce inventory in QuickBooks as we sync the order into QuickBooks. There's a few factors to keep in mind before enabling inventory sync - in MyWorks Sync > Settings > Automatic Sync. We'll sync inventory for any products that meet the below conditions: - The product needs to be an inventory product in both Shopify and QuickBooks Desktop. - The products must be mapped together in Map > Products/Variations in our sync. Once the above conditions are met and inventory sync is enabled in MyWorks Sync > Settings > Automatic Sync, we'll start syncing inventory levels: from QuickBooks to update Shopify to match. If you're not managing inventory in a Shopify or QuickBooks product, we won't sync inventory for that product. MyWorks also supports customizing how inventory is synced in the below ways: - Supporting inventory sites in QuickBooks Desktop, and Locations in Shopify - Syncing the Available or Quantity on Hand inventory levels from QuickBooks All of these options live in MyWorks Sync > Settings > Inventory & COGS, under **Inventory Levels**. ## Handling multiple Shopify Locations When you have more than one location in Shopify, MyWorks has strong support to sync inventory levels from QuickBooks to Shopify. - If you also use **Inventory Sites in QuickBooks Desktop**, [you can map these to individual Shopify Locations so MyWorks can sync inventory between them. ](https://support.myworks.software/*/articles/13538096) **If you don't have separate Inventory Sites in QuickBooks, MyWorks syncs inventory by changing inventory for one** Shopify location to result in the total inventory in the Shopify product (across all warehouses) matching the QuickBooks inventory level. You can choose which Shopify Location we sync inventory changes to, by selecting it under **Sync inventory to Shopify Warehouse** in MyWorks Sync > Settings > Inventory & COGS, under **Inventory Levels**: ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2645544011/e5fcb07051668fecf4a051c0daf6/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+-QBD-+%C2%B7+Shopify+2026-09-01+at+9_29_22+PM.png?expires=1788480000&signature=2ecaa2c558d0620e536574edb051597e09dfc100c4e5db8ad9c248f6c1e639e6&req=diYjE8x6mYFeWPMW3nq%2BgXKmuWO3geWU9P13GnJQdfOgejo6Qw0Flop00Gfb%0Av0cdfgBY6%2BAD9V5PAnJYrcA%2Fbbo%3D%0A) Once set, inventory would sync like the below example: Starting: QuickBooks has 12 in stock, and the Shopify product also has 12 total:**Location 1 - 3 in stock Location 2 - 4 in stock Location 3 - 5 in stock ​ Then: QuickBooks changes to 14. We'd update the Shopify location set in our settings above - which for example, is Location 2. This would result in this Shopify product having: Location 1 - 3 in stock Location 2 - 6 in stock Location 3 - 5 in stock ## Syncing the Available or Quantity on Hand levels MyWorks supports syncing either the Available inventory level or the Quantity on Hand inventory level from QuickBooks items into Shopify. This is set with QuickBooks inventory calculation format** in MyWorks Sync > Settings > Inventory & COGS, under **Inventory Levels**. The “Available” Inventory level in QuickBooks is made up of the Quantity on Hand level, minus any inventory used in Sales Orders. ## Syncing “Max Available” inventory for Inventory Assembly Items MyWorks also supports syncing the “Max Available to Built” quantity for Inventory Assembly items from QuickBooks to Shopify so that Shopify reflects the most that can be sold for that particular item in QuickBooks. Turn on **Use "Max" inventory value when syncing inventory for Inventory Assembly Items** in MyWorks Sync > Settings > Inventory & COGS, under **Inventory Levels**. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109537/c05a25f659a54e4ba1eb5a521d27/upload_10477842552447608188.png?expires=1788480000&signature=78a5c2994076b2e7e2caa9f1c15275367c7534e06df4f1c2887c03c95558926c&req=dSkuEMh%2BlIRcXvMW3nq%2BgQUJu3ayWWYvZ0i2PdSw7YiEn1b1HLN1qiIT9EqC%0AM36UExkrRKQ7MbEMc7v5SrQEONg%3D%0A) ## Exclude Shopify Warehouses when syncing inventory By default, MyWorks will update the Shopify product inventory so that its total matches the total inventory for that item in QuickBooks (unless Shopify Locations/Warehouses are mapped to individual QuickBooks inventory sites). This means that if a Shopify product has 3 locations, MyWorks will update the inventory of the selected location, to ensure the total of that product across all locations matches QuickBooks. For example, if there's 100 in stock in each of the three locations in Shopify, and the QuickBooks product has 350 in stock, MyWorks will update the selected Shopify location to 150. However, there may be cases where MyWorks shouldn't factor in the inventory in other Shopify locations when syncing inventory; and this can be set with **Exclude Shopify Warehouses when syncing inventory** in MyWorks Sync > Settings > Inventory & COGS, under **Inventory Levels**, as shown below. Any warehouses/locations set here would not be included in the inventory calculation we make as we update the Shopify product inventory from QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109562/d814f534fe18af5a935c31bae1bf/upload_7251817761630896111.png?expires=1788480000&signature=d04bd7a8b9dc513a782baabf279df1c8c5bfe9826b4e2fc8465fd5ca7c0687fe&req=dSkuEMh%2BlIRZW%2FMW3nq%2BgVkUPmux6fkk%2B%2Bg7rsZFgk1EmT5CyPFK%2BDzTXGH7%0AzKmKfTvn21uKX8Q51pGhZnz2Y58%3D%0A) Similarly, **Exclude QuickBooks Inventory Sites when syncing inventory** in the same section leaves out any QuickBooks Inventory Sites or Bins you choose when we calculate the inventory level to sync to Shopify. Both options are shown while Shopify Warehouse to QuickBooks Inventory Site mapping is turned off. --- ## Tracking COGS when syncing individual Shopify orders to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13537732-tracking-cogs-when-syncing-individual-shopify-orders-to-quickbooks-desktop > Explore how to correctly track Cost of Goods Sold in QuickBooks when syncing orders to QuickBooks as individual invoices or sales receipts MyWorks supports tracking cost of goods sold in QuickBooks Desktop in several different ways, depending on how your products are managed in your QuickBooks Desktop company. ## When Inventory Items are present in QuickBooks This is the most common scenario we see with our users. As long as your products are present in QuickBooks as inventory items; and mapped to your Shopify products in MyWorks Sync > Map > Products; QuickBooks will correctly record the Cost of Goods Sold for each order, when we create the invoice or sales receipt for that order in QuickBooks that includes that product. There's no additional action MyWorks takes aside from creating the invoice or sales receipt in QuickBooks. A couple helpful tips to be aware of in this scenario: - QuickBooks handles inventory costing on a FIFO basis, meaning that the inventory cost is recorded on a “first in - first out” basis: so the “oldest” inventory levels (and the associated cost they had when originally recorded in QuickBooks) are used up first. - **The cost that a QuickBooks inventory level is initially recorded with is super important.** If the product was created in QuickBooks with an inventory level of 5 but a $0 cost, QuickBooks will treat those 5 quantities as having a $0 cost when they're ordered in the future. ## When Inventory Items are not present in QuickBooks There may be some scenarios where it's not desired or possible to have individual inventory items present in QuickBooks to match your Shopify inventory items. When this is the case, the COGS would not be recorded in QuickBooks when an order is synced, as there would be no QuickBooks inventory items used in that order. However, MyWorks does support syncing a daily journal entry into QuickBooks to help record COGS, in this case. Enable **Sync daily COGS summary into QuickBooks** in MyWorks Sync > Settings > Inventory & COGS, under **Daily COGS Journal Entry (Shopify Costs)** - and set the **Default COGS Account** and **Default Inventory Asset Account** for us to use. This option is included in the Scale and Soar plans. Once selected, MyWorks will sync a single journal entry into QuickBooks each day to record the total COGS for the products ordered that day - as well as the reversal of COGS for any refunds that occurred that day. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996096776/4c844c5174ccac9705237f8c9684/upload_17485828983701318454.png?expires=1788480000&signature=f532668dc21380c4d479a3d9e7ff71b39170e4385259c0603176f1cdea12527e&req=dSkuEMl3m4ZYX%2FMW3nq%2Bgaq4KQo1jRqqYLWSkTVYqg9KB26UemMFPhRyaUXP%0AUYBAcdJSpWC24kIsb2ZrCubaH40%3D%0A) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996096786/8cc28951f2a9a2a9d507dbab7abd/upload_9756659365198903949.png?expires=1788480000&signature=4c3dc782eab0151d1139f24528e17d4afa82d8bd3c39150ccee3da3fa1ed7380&req=dSkuEMl3m4ZXX%2FMW3nq%2BgWQmYHHg8Prkm61qH67wpCWzy2yrqj1clUxEv4Lu%0AzNJlUTgBj5IchSjypIHxeVd16%2Bc%3D%0A) ## When you use Stockroom for purchasing If our free [Stockroom](https://apps.shopify.com/stock-room) app manages your purchase orders and receiving, it knows your true costs - and MyWorks can post an accurate COGS journal entry per day or month instead of the estimate above. Turn on **COGS** in the **Stockroom > QuickBooks Desktop** section of MyWorks Sync > Settings > Automatic Sync, then choose your accounts under **Cost of Goods Sold (Stockroom)** in Settings > Inventory & COGS. This is included in the Soar plan. Enable only one of the two - while COGS (Stockroom) is on, the daily COGS journal entry above is unavailable, as running both would record COGS twice. --- # Products --- ## Syncing product price and cost from Shopify to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/16727549-syncing-product-price-and-cost-from-shopify-to-quickbooks-desktop > Automatically update product price and cost values in QuickBooks Desktop any time they're changed in Shopify - included in our Grow plans and above. MyWorks Sync can automatically update your product prices and costs in QuickBooks Desktop when they change in Shopify - keeping QuickBooks in step with the pricing you manage in your store. This feature is included in our Grow plans and above. * ## Enabling price & cost sync In MyWorks Sync, head to **Settings** > **Automatic Sync**. In the **Shopify > QuickBooks Desktop** section, you'll see two toggles: - **Pricing** - updates the price on the matching QuickBooks product when a product's price is changed in Shopify. - **Cost** - updates the cost field on the matching QuickBooks product when a product's **Cost per item** is changed in Shopify. You can enable either one, or both - they work independently. ## How it works Once enabled, MyWorks Sync checks for Shopify price and cost changes every few minutes, and queues updates for any products that are mapped or synced to a QuickBooks product. The updates are applied to QuickBooks during your next Web Connector sync. This applies to changes made **after** the setting is enabled - your existing catalog isn't swept or changed when you turn it on. To update products that were synced before enabling this, see the next section. Each update only touches the price and/or cost fields on the QuickBooks product - your accounts, descriptions, and other product details in QuickBooks are never modified by this sync. ## Updating existing products To push current Shopify prices/costs to products that are already synced, head to **Push** > **Product** (or **Variation** for products with variants): - Use the **Only Mapped** filter to show products already connected to QuickBooks. - Select the products you'd like to update, then click **Push**. For already-synced products, this updates their price and/or cost in QuickBooks - based on which of the two toggles you have enabled. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2636729102/6f1048419fee8f047ec6bc36ea3a/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+-QBD-+%C2%B7+Shopify+2026-08-27+at+10_08_22+PM.png?expires=1788544800&signature=a0f5241cca0f2d894ec15284f24db057b5fedfa6223e04d1d101f40df6c8c36e&req=diYkEM58lIBfW%2FMW3nq%2BgYZu8QR%2Fm25QgKhs6PMdpocV8S3qFrVC2gZTFhQt%0AgO%2BjekiwmqL8RROWUxUcJxFfPCU%3D%0A) ## Good to know - Only products that are mapped or synced to a QuickBooks product are updated. Unmapped products are skipped - you can map them on the **Map** > **Product** page first. - Cost sync updates the product's cost field in QuickBooks only - it does not sync or affect COGS, average cost, or inventory valuation in QuickBooks. - Inventory, Non-Inventory, and Service item types are supported. If a Non-Inventory or Service item is set up in QuickBooks as sales-only, it has no cost field - so only its price is updated. - QuickBooks products that use a percent-based price are skipped, so their setup isn't changed - you'll see a note in **MyWorks Sync** > **Log** if this happens. - Updates appear in QuickBooks after the next Web Connector sync - so the timing depends on the sync interval set in your Web Connector. - We recommend choosing one direction per field: either sync prices from Shopify into QuickBooks (this feature), or from QuickBooks into Shopify (see [Syncing product price and cost from QuickBooks Desktop to Shopify](https://support.myworks.software/en/articles/13537993-syncing-product-price-and-cost-from-quickbooks-desktop-to-shopify)*) - not both at once. - Every update - and anything skipped - is recorded in **MyWorks Sync** > **Log**, so you can always see what was changed and why. --- ## Mapping products & variations between Shopify and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13538095-mapping-products-variations-between-shopify-and-quickbooks-desktop > Helpful guide and tips to easily map products and variations between Shopify and QuickBooks Desktop The mapping section of MyWorks Sync allows you to 'match' your Shopify collections, products or variations to corresponding products in QuickBooks Desktop, assuming your products are already in both Shopify and QuickBooks Desktop. Are they not in QuickBooks yet? [See here](https://support.myworks.software/*/articles/13538182) how to push products into QuickBooks Desktop. Mapping your products allows you to control how MyWorks syncs two important areas: - Orders: ensuring we're creating orders in QuickBooks with the correct line items, based on how your products are mapped. - Inventory: ensuring we're syncing inventory levels accurately from QuickBooks into the corresponding Shopify products. - Unmapped products will use the "Default QuickBooks Item for unmapped products" setting, which can lead to discrepancies if not reviewed. However, it's not required to map your products, if the two above areas aren't related to how you've set up Shopify and QuickBooks. For example, if you don't want all your Shopify products in QuickBooks, that's quite alright, and you can either leave them unmapped, map multiple Shopify products to a single QuickBooks product, or [map your Shopify Collections to a QuickBooks product](/*/articles/13538120). Leaving products unmapped may result in the use of the "Default QuickBooks Item for unmapped products" setting, which can cause inaccuracies in invoices if not properly configured. ## Mapping your products or variations Mapping your products from Shopify to QuickBooks Desktop is as easy as “connecting the dots”! Visit the Product or Variation tab in MyWorks Sync > Map in your Shopify admin area. On the left side, you can see your Shopify products - and in the dropdown on the right, a list of your QuickBooks Desktop items. Simply select the matching QuickBooks product that corresponds to the Shopify product to map them together, or read on to automatically match them together if they have a matching name or SKU. Once a product is mapped together, it will always remain mapped unless it's deleted in Shopify or QuickBooks. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2308927615/f87098b08d19e423df79f0bbf21a/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%28QBD%29+%C2%B7+Shopify+2026-04-22+at+6_17_42+PM.png?expires=1788544800&signature=2b2f3de3f1fb68fbe7fe063a547e20de1228ce95c47bb7ffa899403472aa83a3&req=diMnHsB8modeXPMW3nq%2Bgeu79M0VlzpefNYPTq8iD5W83c5MgSHEkZjYzpjX%0ATvhPVEXUy9La7afni0hiQ4AtGE4%3D%0A) ## AutoMapping If your products or variations are already in both Shopify and QuickBooks Desktop, and they have a matching name or SKU (Item Name/Number in QuickBooks Desktop), you don't have to manually match them together in our mappings! Use the automap tool to easily let MyWorks match your existing products together by telling us which fields match in your products. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2308928795/ceb25d31c229761eea1184bed253/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%28QBD%29+%C2%B7+Shopify+2026-04-22+at+6_22_58+PM.png?expires=1788544800&signature=93556230cffd6dbc53c3c213be9be0ffb165484bb3a4791157c4dfa980d1ab76&req=diMnHsB8lYZWXPMW3nq%2BgQu6tfJl1Fzhat6hHZQtv%2F1OKko23CA8mrBjg69p%0ABYarQYEnYO6sM9eMMEXb0MOC384%3D%0A) ## Updating mappings If products/variations are manually added or updated in Shopify or QuickBooks Desktop, our sync may need to rescan your Shopify or QuickBooks product lists to be aware of these, so they reflect correctly on our mapping pages or settings. This can be easily done using the Rescan Data button in the top right of our Settings and Map menus. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2308935657/8f5b465de791d4266d91ce6cbd9c/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%28QBD%29+%C2%B7+Shopify+2026-04-22+at+6_24_59+PM.png?expires=1788544800&signature=7fd62600015f9f5221725498d4cbf307b66856761aaad4f51e33cefaebe16026&req=diMnHsB9mIdaXvMW3nq%2BgZQWcScjqjcPubpNUILfPruwTqyqI0nAftTc9lEn%0A3QpKBbE%2Beo55%2FSyzz3aclDCHBVw%3D%0A) --- ## Mapping Shopify Collections to QuickBooks Desktop Products or Classes **URL**: https://support.myworks.software/en/articles/13538565-mapping-shopify-collections-to-quickbooks-desktop-products-or-classes > Explore how to effectively map your Shopify collections to QuickBooks products or classes, streamlining your order management and accounting The mapping section of MyWorks Sync allows you to 'match' your Shopify collections, products or variations in Shopify to corresponding products in QuickBooks Desktop. This article focuses on the ability to map your Collections in Shopify to QuickBooks products, classes, and/or locations. Mapping your Shopify Collections can be helpful in several different scenarios: - You don't need each individual Shopify product in QuickBooks, - You only need to track sales separately in QuickBooks by your Shopify Collections - You use Classes in QuickBooks to handle reporting for different Shopify Collections When a Collection is mapped to a Shopify product or class, MyWorks will honor that mapping as we sync Shopify orders to QuickBooks: controlling the QuickBooks item or class used for the line items and order detail for the order in QuickBooks. It's not required to map your Shopify Collections, so they can be left blank by default. For example, if you don't want all your Shopify products in QuickBooks, that's quite alright, and you can either leave them unmapped, or map multiple Shopify products to a single QuickBooks product. ## Mapping your Shopify Collections Mapping your Shopify Collections to QuickBooks Desktop is as easy as “connecting the dots”! Visit the Collections tab in MyWorks Sync > Map in your Shopify admin area. On the left side, you can see your Shopify Collections - and in the columns on the right; a list of your QuickBooks Online products and classes. Each column is optional, and you can leave them blank as desired. Note: If a product or variation is mapped to a QuickBooks product in Map > Products, or Map > Variations, that mapping will override any mapping for the Collection that product is in. Once a Collection is mapped, it will always remain mapped unless it's deleted in Shopify. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996129068/f64e65c61f1be7e76da15229b101/upload_14935168700988497471.png?expires=1788544800&signature=efb1c5db326f5e48ec9792e5ec6d2df771dbe147ddadaf4c9a31885ad2ddc68c&req=dSkuEMh8lIFZUfMW3nq%2BgQWRW3Dj0RVWa%2Fog7cA3XyPZ9xJ2B34129YTrciJ%0At8u%2BETItBt6d9YknJbklyvNsLGo%3D%0A) --- ## Mapping Shopify and QuickBooks Desktop products with different quantities or Units of Measure **URL**: https://support.myworks.software/en/articles/13537935-mapping-shopify-and-quickbooks-desktop-products-with-different-quantities-or-units-of-measure > Explore how to map Shopify and QuickBooks products within MyWorks that have different quantities or UoM between Shopify and QuickBooks Deskt ## Overview When MyWorks syncs an order from Shopify to QuickBooks Desktop by default; the quantity purchased in the Shopify order line item would be the quantity used in the QuickBooks Desktop order. However, in some cases, the type of product sold in Shopify might not match the quantity you need used in QuickBooks: for example, if you're selling a “pack of 2” or a “case of 12” in Shopify as a single Shopify product/variation. In cases like this, MyWorks includes the ability to set a different QuickBooks quantity to be used in a QuickBooks order when a single Shopify product/variation is sold; if it's not a 1:1 match between Shopify and QuickBooks. MyWorks also supports the ability to set a specific QuickBooks Unit of Measure name for different Shopify products/variations - if Unit of Measure is enabled in your QuickBooks company. In this doc, we share how to easily enable this in MyWorks - whether you're just needing to set a different QuickBooks quantity to be used in orders, or also need to set a UoM value. ## Setup This feature can be easily enabled in MyWorks Sync > Settings > Product, as shown below. Once enabled, simply visit MyWorks Sync > Map > Products / Variations to set the UoM and/or Quantity fields as shown in the below examples. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104440/63c8f1b5e84d6e6276c262997e6c/upload_16289705777577700455.png?expires=1788544800&signature=0dcd51c4408b3b8cc3999d31177482226bd2dfa1949dd9d0d68680b4f815565c&req=dSkuEMh%2BmYVbWfMW3nq%2Bgf9bn2GFB63Et1Re%2BBstJElNebGVC3iE3bYIHqIh%0ApzdacsWbfGQ9StKJqeCKRMiL1nA%3D%0A) ## Setting a different QuickBooks quantity If Unit of Measure is not enabled/used in your QuickBooks company, you can still easily set a different QuickBooks quantity to be used when a single quantity of a specific Shopify product or variation is ordered - as we create the order in QuickBooks. Visit MyWorks Sync > Map > Products / Variations; and you can enter a desired QuickBooks quantity for any product, as shown in the below example. The quantity of “1” is assumed by default, so this can be left empty for products/variations where a quantity of 1 ordered in Shopify should be a quantity of 1 in the QuickBooks order. The below example shows how this can be set - specifying a QuickBooks quantity that is then used for the QuickBooks quantity field in the Shopify order we sync. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104453/9a4963317cab71e7e5165dd8b640/upload_17676728699182072540.png?expires=1788544800&signature=afa19b0dba9745a81fc7f8b48f45e042c50e2ad6921d3ad52660dcb39f3acdb5&req=dSkuEMh%2BmYVaWvMW3nq%2BgUyWDnuwvtLmTq3WDXDE%2BamITEiFJPKdIn09wOTd%0AehiYmBAuc6w8U6%2BHWA%2FawqGFvFQ%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104468/918348dcb4496a7b214af10adda6/upload_5987090832915855487.png?expires=1788544800&signature=8dcca88c57c6e9346a3ba9b55de6cdd3faf03166d35e488b77ae3871ffdcfb0d&req=dSkuEMh%2BmYVZUfMW3nq%2BgdWtz1Cwe2WG2MFNzjP2RxeJoGTx3lOOTdnNUt06%0AGZp58sfk9sseUccZyh6cziKl2uM%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104486/4795724fe2afa038895a42abbe0d/upload_1777265631044947920.png?expires=1788544800&signature=4bf1319d3e3e7fe6068d6d18fba1daf8938e044de7ccb85edcb292c7cdcec871&req=dSkuEMh%2BmYVXX%2FMW3nq%2BgVnIlcGWWZ4JWlwU7R%2BFx7wFkJ1bJV5MixspCDfn%0A%2BTedBibbfK87j77HXfbcNw5YE2I%3D%0A) ## When using Unit of Measure in QuickBooks If Unit of Measure is being used in your QuickBooks company, you can also set a specific UoM name for different Shopify products/variations - to be used in the order we create in QuickBooks. As shown in the examples below: - The UoM “Name” entered in our mappings should match the “**Name**” of the Unit of Measurement in QuickBooks, not the abbreviation. - The “QuickBooks Quantity” entered in our mappings should match the “# of EA” quantity for that Unit of Measurement in QuickBooks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104495/dca6276f3789f633280014c6860b/upload_15059628595616772934.png?expires=1788544800&signature=31a03b08eca1d974c7346302eb152e40410e6d987034609cb87df1be86f1d714&req=dSkuEMh%2BmYVWXPMW3nq%2BgSEDseJkMxzmvzinbtstBaSSVir5Lu8vFHPfwY6U%0A0AJ3TyMdpPcGQ84wN9u5e234neU%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104514/19a21ecdcd18676909ce9b2fa6c0/upload_901077270521946888.png?expires=1788544800&signature=24861ef317639bf36f5058b14d4ada732e27e4594010ff2b538dfa0341afb5eb&req=dSkuEMh%2BmYReXfMW3nq%2BgahdIQvYaf7X4DBkDWODbk%2BdiyU%2F4PYcoJsKe929%0Aij3%2FK6%2F2%2Ffz%2FYEWkhnYVz%2FoxMZE%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104531/a59b686827667c1c22845490346d/upload_5987090832915855487.png?expires=1788544800&signature=2e10412e6f2b46af8ccdfc7c17fccb349e0dda18d3ef0c651e839d48f5faf663&req=dSkuEMh%2BmYRcWPMW3nq%2BgR89uQIzeCjyTNnE%2FdMw45FC5vlP5eGQ4iImGU6S%0AmUwKDXkDAiLMz1uw3dXPO55ofnE%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104544/81ab88ebdb365dca855baa86053f/upload_4481272641033825507.png?expires=1788544800&signature=723db790371eb3cff2a2a5f8b3ce750ae5b9589bd62d9837a647d5c1d67c35db&req=dSkuEMh%2BmYRbXfMW3nq%2Bge7WmALMmyZlpGLoJfc7fVkrQ5WhiiDYAQh6aJJs%0ANOhuHWr%2FfYUTq1iL5x7RqAqL%2B8c%3D%0A) ## Syncing inventory & pricing While the above functionality is helpful when syncing orders from Shopify to QuickBooks, these different U/M or quantities can impact how inventory and pricing is synced from QuickBooks to Shopify, which is important especially when these Shopify products or variations are mapped to the same QuickBooks product. When this setting is enabled in our sync, you'll also see two options inside it to control how MyWorks syncs inventory and pricing from QuickBooks to Shopify for products with a quantity other than 1 set for them in our product mapping. **Inventory****When syncing inventory from QuickBooks to Shopify, MyWorks can either sync inventory normally, or also use the above quantities to calculate the inventory for the corresponding Shopify product. For example, if the QuickBooks product has an inventory of 50, and the Shopify product has a U/m quantity of 5 in Map > Product; MyWorks would update the Shopify product inventory to 10** (50 / 5). In these cases, the inventory quantity would always be rounded down, so in the above example, if there were 6 available in QuickBooks, the Shopify product would be updated to 1. **Pricing** When syncing pricing from QuickBooks to Shopify, MyWorks can either sync pricing normally, use the U/m quantities to calculate pricing, or skip syncing pricing for products with a U/m quantity other than 1. For example, if the QuickBooks product has an price of 12, and the Shopify product has a U/m quantity of 5 in Map > Product; MyWorks would update the Shopify product pricing to 60 (12 * 5). ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104556/8c2ae35095905a90e97924af0416/upload_815285479967121963.png?expires=1788544800&signature=3d7b954a305cabf44519e65c3957580850df32dd8012623d11d3ae6120a79d73&req=dSkuEMh%2BmYRaX%2FMW3nq%2BgTZcMmBqZvNh7lk3g4ROyNUe2DvEPEB88MZeDH9L%0AC2vY4iIu%2BBK7AiCJhuffEUzBl%2B0%3D%0A) --- ## Mapping Shopify Collections to QuickBooks Desktop Products or Classes **URL**: https://support.myworks.software/en/articles/13537930-mapping-shopify-collections-to-quickbooks-desktop-products-or-classes > How to map your Shopify collections to QuickBooks products, or classes to better report on revenue in QuickBooks The mapping section of MyWorks Sync allows you to 'match' your Shopify collections, products or variations in Shopify to corresponding products in QuickBooks Desktop. This article focuses on the ability to map your Collections in Shopify to QuickBooks products, and/or classes. Mapping your Shopify Collections can be helpful in several different scenarios: - You don't need each individual Shopify product in QuickBooks, - You only need to track sales separately in QuickBooks by your Shopify Collections - You use Classes in QuickBooks to handle reporting for different Shopify Collections When a Shopify Collection is mapped to a QuickBooks product or class, MyWorks will honor that mapping as we sync Shopify orders to QuickBooks: setting the QuickBooks item, and/or class used for the line items in the order in QuickBooks. It's not required to map Shopify Collections, and they are blank by default. If you have individual products in QuickBooks, those would normally be matched to your individual Shopify products in MyWorks Sync > Map > Products or Variations. ## Mapping your Shopify Collections Mapping your Shopify Collections to QuickBooks Desktop is as easy as “connecting the dots”! Visit the Collections tab in MyWorks Sync > Map in your Shopify admin area. On the left side, you can see your Shopify Collections - and in the columns on the right; a list of your QuickBooks Desktop products, and classes. Note: If a product or variation is mapped to a QuickBooks product in Map > Products, or Map > Variations, that mapping will override any mapping for the Collection that product is in. Once a Collection is mapped, it will always remain mapped unless it's deleted in Shopify. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996104379/550f2022f269d20cc58d0eeef5dc/upload_5670667389125811834.jpeg?expires=1788544800&signature=294a46f1239c35a22adea7603dba22690be74be35c7eaabdde8ee7766622a369&req=dSkuEMh%2BmYJYUPMW3nq%2BgVOZwZAyDwXDpW%2FRck4wG%2FFAG7i50LKLEtLD5yL9%0AVg44O7yC7e%2BAMxlUVGO3RQb4QYQ%3D%0A) --- ## Syncing products & variations from Shopify to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13537882-syncing-products-variations-from-shopify-to-quickbooks-desktop > Explore syncing products and variations from Shopify to QuickBooks Desktop - either automatically or manually MyWorks supports syncing new and existing Shopify products and variations into QuickBooks! New products can be set to automatically sync to QuickBooks if desired, and existing products can be easily pushed into QuickBooks in MyWorks Sync > Push > Products / Variations. ## Automatically syncing products New products and variations created in Shopify can be automatically synced to QuickBooks, if desired! This can be enabled in MyWorks Sync > Settings > Automatic Sync. MyWorks would only automatically sync products/variations created in Shopify **after** this setting is enabled. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103070/11215f2a7f7ce1eaa9ce9540c920/upload_15799334634035871419.png?expires=1788544800&signature=d52eab2ea0f1c06c3ee46d703bad2d34189bc998b95484d9ac7d62d0dfa77774&req=dSkuEMh%2BnoFYWfMW3nq%2BgcwgcYf5tcdfSLN1%2Fo66Yem1MFlepSSJG7LlX83k%0AzZ9mpD5dGqzD%2FmyiBsYEcYdSWTw%3D%0A) It's also possible to automatically sync Shopify products to QuickBooks right before we sync an order containing those products. This can be enabled in MyWorks Sync > Settings > Product - and is helpful for cases where the product doesn't need to be in QuickBooks until it's sold in Shopify. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996103096/d0e02b5ba27d1b4908b4c37a0e18/upload_9507681067272762078.png?expires=1788544800&signature=a61f679624df74c4e6ae2c819ab911af82bb9582112acd521bec6d2b8f67cd27&req=dSkuEMh%2BnoFWX%2FMW3nq%2Bgd%2FL6WlRSNmjCZWUF%2B8kdXnIGRyIldSiTD4vLF7t%0AKAG3N%2F6phljBdFjGNkzqdnOY7tw%3D%0A) ## Manually syncing products Any Shopify products/variations can be easily pushed to QuickBooks in MyWorks Sync > Push > Products/Variations. ## Product Fields Since Shopify product fields differ slightly from QuickBooks, MyWorks handles syncing product fields in the below way when creating a product in QuickBooks. **If Shopify product/variation has a SKU:****Shopify Product SKU > QuickBooks Item Name/Number Shopify Product Name > QuickBooks Item Description If Shopify product/variation has no SKU:** Shopify Product Name > QuickBooks Item Name/Number Shopify Product Description > QuickBooks Item Description Additional fields that will sync: - Inventory Level - Price - Cost - Barcode (if enabled in QuickBooks) --- ## Syncing product price and cost from QuickBooks Desktop to Shopify **URL**: https://support.myworks.software/en/articles/13537993-syncing-product-price-and-cost-from-quickbooks-desktop-to-shopify > Learn how to sync product prices and/or costs from QuickBooks Desktop to Shopify for more efficient product handling MyWorks supports syncing product price and/or cost values from QuickBooks Desktop to Shopify, any time these values are changed for a product in QuickBooks. Syncing price, or cost, can be enabled individually in MyWorks Sync > Settings > Automatic Sync. We'll sync the price and/or cost for any products or variations that are mapped together in MyWorks Sync > Map. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996106543/88b6386ac5b4b75287920aaeccd6/upload_5200938840335027539.png?expires=1788544800&signature=22583398eb2f64916fc7adb0bda0eff2149de9610a96d657767d37537a019d54&req=dSkuEMh%2Bm4RbWvMW3nq%2Bgaq66%2B9d44P65sSPCTQH0ZS8J1vTbKqPoDgV9vXy%0Ad8lIevmPtlyC4Zmh53%2BeHWCOa%2FE%3D%0A) Once Price and/or Cost have been enabled in MyWorks Sync > Settings > Automatic Sync, MyWorks will begin syncing these from QuickBooks to Shopify for any products that are mapped. ## Tips By default, MyWorks will check recently updated products in QuickBooks for price or cost changes to sync to Shopify. However, to force MyWorks to check all QuickBooks products, simply turn off the Price or Cost setting above; save; and then re-enable it. The next time a sync is run, MyWorks will check all QuickBooks products for changes. If the price or cost of an item in QuickBooks is $0; MyWorks will not sync it to Shopify. --- # Getting Started --- ## Setting up MyWorks in Shopify and connecting to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13544366-setting-up-myworks-in-shopify-and-connecting-to-quickbooks-desktop > Set up MyWorks and quickly connect your Shopify store with QuickBooks Desktop to easily sync your orders and keep up with your bookkeeping. Congrats on taking the first step to automatically sync your Shopify store with QuickBooks Desktop using MyWorks Sync! This doc will take you through the easy steps of setting up MyWorks for the first time and help you get started. This doc will take you through the easy steps of setting up MyWorks for the first time and help you get started. Our guided video above is also helpful to visually walk through setting up and using MyWorks. ## 1. Add the MyWorks app In your Shopify admin area or the Shopify app store, search for the [MyWorks App for QuickBooks Desktop](https://apps.shopify.com/quickbooks-desktop-sync), and click Install. Since MyWorks supports syncing with both QuickBooks Online and Desktop, be sure to choose the correct app. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2308904760/efaaeb2bb9ef9651c6b0427cb536/MyWorks+QuickBooksDesktop+Sync+-+Automatically+sync+sales+and+inventory+wit+2026-04-22+at+6_15_11+PM.png?expires=1788544800&signature=9170df4396caabcb575cb3dc73f82a4e411ed95594c576ae0075986b63719d10&req=diMnHsB%2BmYZZWfMW3nq%2BgSu4mUPyd%2BzRL2bChAd74Han8naT%2FKuCUmuhZVlB%0Awmqi1eqKMXAHRt5HAGgILXeIovY%3D%0A) ## 2. Connect to QuickBooks Desktop Once added to your Shopify store, visit MyWorks Sync > Connection, and: - Click the **Download QuickBooks Connection File** button. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1997748329/197e56fd6d0a6abf7d01c54f97b1/upload_5050706541932002366.png?expires=1788544800&signature=d7b44706884ef688194d67c639505000e93e3fda3b77066093f8671952245188&req=dSkuEc56lYJdUPMW3nq%2BgfeeqXxTO7xPzfAkpafUPmz7G8KneCncqsFzOojZ%0AcJ8ukq2nyCcEjuvrXAo08U8SR1w%3D%0A) - Open the resulting connection file on your QuickBooks Desktop computer, while first making sure: The QuickBooks Desktop company you're connecting with is open, - You're logged in as the company admin user.**​ - You'll receive two popups: first confirming connecting to your Shopify store, and then to confirm connecting to your QuickBooks Desktop Company. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1997748355/d52d8ef5887a2b5e0d7cc37b56da/upload_3151118416243902549.png?expires=1788544800&signature=52902ea26d762967e165fe11794a53e9007a2bfc9653dd992059158a8985247b&req=dSkuEc56lYJaXPMW3nq%2BgUnk0l2ZGb0F0%2FC2KqOF9kGxT3eiti548yTMX2Xy%0AmGCAdka2vdOBC8UPPg8RymLp0f0%3D%0A) ​ Then, to confirm connecting to your QuickBooks company. Normally, the third option: “Yes, whenever this QuickBooks company is open” is the most popular choice - as this allows the sync to connect to your QuickBooks company whenever it's open on this specific computer. The fourth option to allow access even if QuickBooks is not running is only needed if QuickBooks won't normally be open on this specific computer. ​ ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1997748386/16e0bd802180ba1b902ecf1461cb/upload_14718118439341913638.png?expires=1788544800&signature=a14c0478d82a2e7b6a301e6ec718ed4e6909f5416ba5ee006f99e353104f538c&req=dSkuEc56lYJXX%2FMW3nq%2BgUNcozz2e1iBJdHbep2aukPgj8NmPQE29941GE5B%0A812gvkHBcnf4pwcavsmYc0MAYkI%3D%0A) ​ - Once complete, you'll see the QuickBooks Web Connector open, with MyWorks added as an app within it. Copy the “Web Connector Password” from MyWorks Sync > Connection in your Shopify store to the password field in the Web Connector. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1997748401/38649479f7e7774ca972612937f0/upload_12646556477780724318.png?expires=1788544800&signature=26f1110df1c5fdedb1dd1cdd8e468ef49f68700875e902ac739d39ac4fbfbc54&req=dSkuEc56lYVfWPMW3nq%2BgR7drupOn%2F2GV0iejJK7zin0GCiIQuRo4QWdLARd%0AH8uep%2BqEN%2FOixe8ASsIljsbhYYs%3D%0A) ## 3. Run the Web Connector Now that you're connected to QuickBooks Desktop, there's a few final steps to complete to ensure MyWorks is ready to sync. First, click Update Selected in the QuickBooks Web Connector above, to run our sync for the first time. This allows us to recognize initial data in your QuickBooks company, so you can proceed to the next step of reviewing your settings and mappings. The only job the QuickBooks Web Connector has is to let you control when** a sync should happen moving forward. You can click Update Selected anytime to run a sync, and/or enable the AutoRun checkbox to have it run automatically. ## 4. Review Settings & Mappings ### MyWorks Sync > Settings - Review the settings present here to ensure they're set to sync data the way you'd like. In the Automatic Sync menu, you can configure what new data MyWorks should sync - like orders, inventory levels, and more! ### MyWorks Sync > Map - Review your product, variation, and payment mappings to ensure your existing Shopify and QuickBooks products are correctly mapped together; and payments are set to sync to the desired account in QuickBooks. ## 5. Let's get syncing! Now that you're connected to QuickBooks Desktop, MyWorks can begin syncing **new** data automatically - based on what you've enabled in MyWorks Sync > Settings > Automatic Sync. Here's a few helpful tips! - In MyWorks Sync > Settings > Automatic Sync, you can configure what new data MyWorks should sync - like orders, inventory levels, and more! ​ - In MyWorks Sync >Settings > Order, you can configure how orders should be synced from Shopify into QuickBooks Desktop. ​ - In MyWorks Sync > Push > Orders, you can push recent Shopify orders into QuickBooks manually, if desired. ### Managing Settings You can control how MyWorks syncs, and what we sync; in the Settings menu under MyWorks. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1997748412/aa630c240e36597a3ed4b41bc75b/upload_16036430902406394322.jpeg?expires=1788544800&signature=6c859fcd9bc92b7b5d315d56485f91a96f94e4fc305de2f0af6b510cb55baa8d&req=dSkuEc56lYVeW%2FMW3nq%2BgUvI8ialS8cp4UP5KwM1iIKX1mFoSWGVcxTwDjkd%0AnQSon%2Ft6vYDUucA%2Ff5LF2Zm0%2F3o%3D%0A) ### Managing Mappings You can further control how MyWorks syncs your data by mapping your products & variations in the Map menu under MyWorks. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2308911375/9eb5d25427c5765328216eabdc2e/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%28QBD%29+%C2%B7+Shopify+2026-04-22+at+6_17_42+PM.png?expires=1788544800&signature=a3a52014454f56d0f793f5471116129ca603b84b5f69041456daf9e6031fe462&req=diMnHsB%2FnIJYXPMW3nq%2BgR%2By3V%2BoS9dBJ8HG1uNiurF%2FBwhNUQn73aHD9E2x%0ABsbGE7awU0ca57LhSb9XfwrmMPQ%3D%0A) #### Products & Variations If your products are in both Shopify and QuickBooks, they should be mapped together here, so MyWorks can sync inventory from QuickBooks to Shopify for these products, and they can be correctly used in orders we sync. Products can be mapped together in two ways: - Manually: Selecting the matching QuickBooks product in the dropdown. - Using our Automap tool: To automatically match together any products with a matching name or SKU. --- ## Overview: How does MyWorks Sync work with Shopify and QuickBooks Desktop? **URL**: https://support.myworks.software/en/articles/13538105-overview-how-does-myworks-sync-work-with-shopify-and-quickbooks-desktop > How MyWorks Sync connects with Shopify and QuickBooks Desktop MyWorks Sync constantly watches for new or updated orders, products, inventory levels and more - and syncs them in automatically when the changes occur - so there's no need for any type of "daily or scheduled" sync, which can be inaccurate in the time periods between the sync. ## When MyWorks Sync is activated Once MyWorks Sync is activated on your store, only new data will be automatically synced: based on your settings in Settings > Automatic Sync. No existing data will be automatically synced. Unlike other solutions, MyWorks Sync **does not** *automatically* push random data into QuickBooks Desktop or pull random data into Shopify when you activate it, which can create a confusing mess of duplicate and inaccurate data. ## Automatic Syncing Once MyWorks Sync is active, as mentioned above, new or updated data can be automatically synced! You can configure exactly what will automatically sync via the switches in MyWorks Sync > Settings > Automatic Sync. ## Manual Syncing Now that you understand Automatic Syncing, you're ready to rock and roll from here on out: new data will sync automatically based on the settings you've enabled in MyWorks Sync >Settings > Automatic Sync. But, what if you have existing data you need to sync - like past Shopify orders to push to QuickBooks Desktop? That's where our Push and Pull areas come in. Using these pages - you can manually select and push any historical Shopify data into QuickBooks Desktop - or manually pull any historical QuickBooks Desktop products into Shopify! Bravo! ### Push Using the Push section in MyWorks Sync > Push, you will be able to manually select and push historical orders in Shopify to QuickBooks Desktop. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996110515/cd4b7e37c8205a763b082b7102b6/upload_4614618859821867517.jpeg?expires=1788544800&signature=044a81b65df3d39219167c095637ec65e2a52fc1afd33d9f4edb091ab17186f7&req=dSkuEMh%2FnYReXPMW3nq%2BgXQb3xwjHkfJZEna9oTmYvKChdkwDUXKZVvyskX%2B%0AEsGgV0cyXlkYjtq7NkNj9Wsc%2Ff8%3D%0A) ### Pull Using the Pull section in MyWorks Sync > Pull, you will be able to manually select and pull any historic data in QuickBooks Desktop into Shopify. This includes products & inventory. This is coming soon! --- # Taxes --- ## Syncing Sales Tax in Shopify orders with QuickBooks Desktop - United States **URL**: https://support.myworks.software/en/articles/13538088-syncing-sales-tax-in-shopify-orders-with-quickbooks-desktop-united-states > Learn how to streamline your sales tax reporting process by syncing sales tax information from your Shopify orders with QuickBooks Desktop MyWorks makes it as easy as possible to handle accounting for the sales tax collected in Shopify for United States sales. We'll automatically sync the tax charged on the Shopify order into QuickBooks Desktop as we sync the order! MyWorks is fully compatible with the automated Shopify Tax service in Shopify - commonly used in the US; as well as global tax rates configured in Shopify for any non-US country. We support two different approaches to syncing tax into orders in QuickBooks, based on your tax setup: syncing tax as a line item - or, mapping individual tax rates to QuickBooks. ## Syncing tax as a line item This approach is most commonly used **in the US**, if you have Automated Sales Tax configured in Shopify to charge **many** different tax rates in different states or counties through the US. To avoid having to create each of these tax rates in QuickBooks and map them separately, MyWorks can sync the sales tax collected as a line item into QuickBooks so QuickBooks still accurately tracks the **total** tax collected. Shopify tax reports can then also be used to pull the detail of sales tax collected for different states/counties. To enable this setting, simply visit MyWorks Sync > Settings > Tax and enable the setting to sync sales tax as a line item. Then, set both sales tax options below it, following the instructions for each setting. Once enabled, the Sales Tax collected in the Shopify order will be passed into a **line item **in each order synced in QuickBooks Desktop. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109774/05661305a28910973606abbdbbf5/upload_1907552852767632633.jpeg?expires=1788544800&signature=227de07bf3b864cf677beae10c681f903f78501338406a5386b278e771cd88cb&req=dSkuEMh%2BlIZYXfMW3nq%2BgbIyPJV0sOfH8OPujRuE6FbwCcv24Nof761B3jbf%0AUnYKAtBiP4f2mM4XY5vMDD8B2gg%3D%0A) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109795/2f07a29a5589ed2018881a709f68/upload_10996092546396171204.png?expires=1788544800&signature=a1d55dba5d6c1b160009847376607e1f591309c380c792ff63f5ec9ada455326&req=dSkuEMh%2BlIZWXPMW3nq%2BgdT7ycI8vunzz4%2F66%2BrtnPyk2NlQu2bqOK2mDuSB%0A5%2BWUE6LCQO8hQOe2N2LlUJk6Pqk%3D%0A) ## Reporting on Sales Tax in Shopify Shopify makes it quite simple to run reports on detailed Sales Tax collected in Shopify across multiple regions. This can normally be accessed using the “United States Sales Tax” report in Shopify! Combining this report with MyWorks syncing the total sales tax collected into QB as a line item can make it easy to file sales tax reports as needed. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109824/775893197b7151d51b965f97681d/upload_6749271032301374006.png?expires=1788544800&signature=f7b49da7a7001da8fef96621cb705b1ad13023adc2068e418209496988906203&req=dSkuEMh%2BlIldXfMW3nq%2BgQx3kKdsTw6AABzPdifw2CZZj97sRGqQ0DejzHBu%0ArJeYm1KrXo60N85qtZ0nU8SbFZE%3D%0A)![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109843/489d6a0cd9da63e55b05f692919a/upload_18308109466576623849.png?expires=1788544800&signature=222b35c77627b1583a64753c8a828b8dfc5c7dcc39c666e7bd31cdd3ac106917&req=dSkuEMh%2BlIlbWvMW3nq%2BgVrJcv4dR%2Bs0TTq4ywpFH543UAEvnpGo%2BK%2B2T0qJ%0AE20%2FWywaNK4gyfk7XXfX0eeNRlo%3D%0A) ## Using Avalara with QuickBooks Desktop MyWorks supports scenarios where Shopify is calculating tax automatically; but Avalara is also connected to QuickBooks Desktop (for example, if it needs to calculate sales tax on orders being manually entered in QuickBooks). To accomplish this, it's simply necessary to ensure the correct Avalara tax items are set in MyWorks so we're syncing tax as a line item to QuickBooks using Avalara's tax items. This ensures that Avalara does not try to “re-process” an order we add to QuickBooks to try and re-calculate tax itself. This can be easily set up in MyWorks Sync > Settings > Tax with the below example. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109863/44d2180d9cbbeb11dc7f481144b0/upload_12945198135789977122.png?expires=1788544800&signature=0989acfe048842400621748d88a3010cc523998b66dcb32ec74da04d46e3729b&req=dSkuEMh%2BlIlZWvMW3nq%2BgaZCW3I63x3qwCIsmIOJDqTqQdAxrsBDjKtPxidd%0AuPLNnERsoylYQj7%2BMwLZYYzTBzQ%3D%0A) ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109886/e8afa47902300967f4233e1679ec/upload_17404590248208895394.png?expires=1788544800&signature=63b444c3850d8c88bf8e220c54fe5bb86f83b7e9a7b0c5f9f2d78454241200de&req=dSkuEMh%2BlIlXX%2FMW3nq%2BgdpXMrEd2UyHgXCXiFu%2F0NDQ%2BwABG6DFjskpE%2FL3%0Ab8dg%2FGmtSvB%2BgJgYFKwb6pEWfhs%3D%0A) ## Mapping individual tax rates This approach is most commonly used **outside of the US** - in countries like Canada or the United Kingdom, where a **single tax rate for each region **is set in Shopify - like 5% GST, or 20% VAT. This approach will not work for US stores where the Automated Shopify Tax is calculating multiple, different tax rates within a single state. However, this would work in the United States, if you're not using the Automated Shopify Tax, and have **one tax rate** set up in Shopify for one or more states in the US. To map these individual tax rates together, first ensure your corresponding sales tax items have been created in QuickBooks - as Sales Tax Items in your QuickBooks item list. Then, visit MyWorks Sync > Map > Tax Rates , where you'll see your Shopify tax rates on the left, and a dropdown of your QuickBooks Sales Tax Items on the right. Simply choose the matching QuickBooks tax rate that corresponds to the Shopify tax rate for each row. Once enabled, MyWorks will follow this tax rate mapping as orders are synced to QuickBooks - populating the correct tax rate in the **Sales Tax dropdown** at the bottom of a QuickBooks order. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996109914/1e028d4c069e7dd3b81fdf0101b2/upload_10416075816639052124.png?expires=1788544800&signature=52462e12923b4e0f228da975fe779400dae819dfe1734a860b686635ba861818&req=dSkuEMh%2BlIheXfMW3nq%2BgXpkH%2BYYMGvgFyPZKpwWc02P6tQdTahj4Veoo5EB%0AA7zHz%2B5z%2Fco%2F0Q2I9s4s10npeGk%3D%0A) --- ## Syncing Sales Tax in Shopify orders with QuickBooks Desktop - Canada **URL**: https://support.myworks.software/en/articles/13537859-syncing-sales-tax-in-shopify-orders-with-quickbooks-desktop-canada > Explore how to correctly sync sales tax into QuickBooks Desktop for Canada orders MyWorks makes it as easy as possible to handle accounting for the sales tax collected for Shopify orders in Canada. We'll automatically sync the tax charged on the Shopify order into QuickBooks Desktop as we sync the order! MyWorks is compatible with global tax rates configured in Shopify for any non-US country, including Canada - allowing you to map your Canadian tax rates from Shopify to the corresponding sales tax rates you've set up in QuickBooks. ## Tax Settings In MyWorks Sync > Settings > Tax; the options can be configured like the below screenshot - setting a taxable and nontaxable code in QuickBooks, and ensuring the Sales Tax Mapping Format is set to (Outside of the United States) - if your QuickBooks Desktop locale is not in the US. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102008/07da8ed7c581f929c12d7aee7085/upload_4448257542220000260.png?expires=1788544800&signature=e4415fdf7fd6b21f057d341c6a4616e6aabeb5ca0774bad41b25a33ecc264e0e&req=dSkuEMh%2Bn4FfUfMW3nq%2Bgc2gA2cX1m4ny6njTzbTWdxxs%2Bo0DmYMz3h4qyss%0At%2FzNVe5sfXxwS3kX%2Bl4ZArxpDUo%3D%0A) ## Mapping tax rates Then, you can visit MyWorks Sync > Map > Tax Rates, where you can easily map your Shopify Sales Tax rates to the corresponding rates you've created in your QuickBooks Item List. Once set, MyWorks will follow this tax rate mapping as orders are synced to QuickBooks - populating the correct tax rate in the **Sales Tax dropdown** at the bottom of a QuickBooks order. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102026/0970c1378a8804ce057329e416ec/upload_18137053899407648062.png?expires=1788544800&signature=08adb1e9372c36ed69f4f2cec8cf04e9a412f49445c358320c95372d029a2b43&req=dSkuEMh%2Bn4FdX%2FMW3nq%2BgenxP02uY6zgQTN%2BAVNVk%2BrMD8RRuSV67S707d7x%0AoISyKk4Vt%2Biw8YDMXzwcUhk8W0o%3D%0A) MyWorks does support multiple tax rates in a Shopify order - for example GST + QST in Canada. Use the Compound Tax Mapping option in MyWorks, which allows you to map two Shopify tax rates to a single combined (Group) tax rate in QuickBooks, since QuickBooks allows only one sales tax item per line. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996102040/0a3498f6fd1e5a7712bf3167d0a8/upload_15205012653127725427.png?expires=1788544800&signature=2c6ac25069da17994b5ef713ca21fe6df1fede0c78fb20d83014ce2ed48b0e32&req=dSkuEMh%2Bn4FbWfMW3nq%2BgfjaIVSHp0KoJvQ7Rpcwdf16e0m4WnqyGrAnpek0%0AoM7lDohYsw5MFaKyFgGA5%2BvlenE%3D%0A) --- ## Syncing Sales Tax in Shopify orders with QuickBooks Desktop - Global **URL**: https://support.myworks.software/en/articles/13537855-syncing-sales-tax-in-shopify-orders-with-quickbooks-desktop-global > Explore how to correctly sync sales tax into QuickBooks Desktop for Canada orders MyWorks makes it as easy as possible to handle accounting for the sales tax collected for Shopify orders in any country where you charge sales tax in Shopify. We'll automatically sync the tax charged on the Shopify order into QuickBooks Desktop as we sync the order! MyWorks is compatible with global tax rates configured in Shopify for any country - allowing you to map your Canadian tax rates from Shopify to the corresponding sales tax rates you've set up in QuickBooks. Located in the [United States](/*/articles/13538088) or [Canada](/*/articles/13537859)? Check out our docs that specifically cover these regions. ## Tax Settings In MyWorks Sync > Settings > Tax; the options can be configured like the below screenshot - setting a taxable and nontaxable code in QuickBooks, and ensuring the Sales Tax Mapping Format is set to (Outside of the United States) - if your QuickBooks Desktop locale is not in the US. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101910/0948551f659e56e8b3165fbd6775/upload_2620408350215601997.png?expires=1788544800&signature=aebcc8498f572a9f1888b10b9e2926932d1c10e5271f05d20dca3864055ed398&req=dSkuEMh%2BnIheWfMW3nq%2BgQx9lQ1%2FoZfhRd98%2BLOY9pjhHdB1SK2j4nXzoYMu%0A%2Fkm8jtwNslbOkkc%2BRLHA%2FkxtFJY%3D%0A) ## Mapping tax rates Then, you can visit MyWorks Sync > Map > Tax Rates, where you can easily map your Shopify Sales Tax rates to the corresponding rates you've created in your QuickBooks Item List. Once set, MyWorks will follow this tax rate mapping as orders are synced to QuickBooks - populating the correct tax rate in the **Sales Tax dropdown** at the bottom of a QuickBooks order. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101930/0a3da0ff090cfd0640806f07e75b/upload_6380478043360318427.png?expires=1788544800&signature=d0fe9643a8bc87a4d29d06d9c1396882972e8814544e7449d3ce60d5d2573253&req=dSkuEMh%2BnIhcWfMW3nq%2BgcjerIIYP5GBw7eErvYGFmzotIs%2FEqvimhRPa3mX%0A5hKLO8yrO1ubFKwR2uHoSzQh0Ms%3D%0A) MyWorks does support multiple tax rates in a Shopify order - for example GST + QST in Canada. Use the Compound Tax Mapping option in MyWorks, which allows you to map two Shopify tax rates to a single combined (Group) tax rate in QuickBooks, since QuickBooks allows only one sales tax item per line. ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996101953/15dcfb920f0dfa3c2789fa07e526/upload_6923668091854905934.png?expires=1788544800&signature=0493242c473a2456e7e09e458c9891a70ae4e803bfa3a01482c42c0b319e8d2e&req=dSkuEMh%2BnIhaWvMW3nq%2BgSjZQoz0A0ohXgyOLEVpTEXKv9W%2BxaSJQ3IJahD3%0AxJrUq%2FB64oxgsHeN%2BaHp68gXUIk%3D%0A) --- # Getting Started Install Stockroom, bring your history over from Stocky, set up your suppliers, and send your first purchase order --- ## Switching from Stocky to Stockroom **URL**: https://support.myworks.software/en/articles/15811609-switching-from-stocky-to-stockroom > Moving from Stocky? Import your suppliers and purchase order history into Stockroom in one step before Stocky shuts down on August 31 - or from your CSV exports after. Shopify retired Stocky on **September 1, 2026** - and Stockroom is built to make the move painless. Request your Stocky data export, drop the ZIP file into Stockroom, and your suppliers, full purchase order history, reorder levels and bins come over in one step - then keep the same purchasing flow you're used to: create POs, see incoming stock in Shopify, and receive against them. **How it works now:** Stocky's API import needed Stocky online, and Shopify ended Stocky access on September 1, 2026. The path today is Stocky's **data export**: on [stocky.shopifyapps.com/deprecated](https://stocky.shopifyapps.com/deprecated), click **Request export** and Shopify emails you a ZIP file - usually within a day, sometimes longer for a large account, and only one export can run at a time. Stockroom reads that ZIP directly; you never need to open or edit the files inside it. **Already imported through the API while Stocky was online?** Drop the export anyway. Stockroom recognises the purchase orders, suppliers and adjustments it already has and skips them, and adds what the API could never bring: your reorder levels and bins, which supplier carries which product (with their codes, pack sizes and costs), supplier payment terms and currencies, and Stocky's PO comments. If all you have is Stocky's older per-report CSV files (Purchase orders, Stock adjustments, Suppliers), those still import under **Settings → Data & sync**, **Import from another app** - see [Import purchase order history from CSV files](https://support.myworks.software/en/articles/16268063-import-purchase-order-history-from-csv-files). ## What comes over - **Purchase orders** - your full PO history: statuses, taxes, the paid/unpaid flag, and the receiving timeline - each Stocky receive becomes a real receipt in Stockroom, so per-PO receiving history, the Receipts report, and lead-time calculations know your past. Orders you deleted in Stocky stay deleted - the import skips them, so your Stockroom list matches what Stocky's own screens show. Stocky's old "incoming" amounts in Shopify are cleared automatically as you receive imported orders in Stockroom; if an order you received earlier still shows one, contact support and we'll clear it for you - **Credits** - Stocky had no return document, so a credit was recorded there as an order with negative quantities. Those come over as **supplier returns** in Stockroom, with positive quantities and the credit amounts shown as negative figures, so they read as money owed to you rather than an order. One exception: an order that mixed items going out with items coming in is left exactly as it was, because no single document can be both - contact us and we will split it. See *[Return stock to a supplier](https://support.myworks.software/en/articles/16350694-return-stock-to-a-supplier)* - **Suppliers** - imported automatically along with your POs, including contacts and hidden suppliers (and after the shutdown, Stocky's own **Suppliers** export imports too - see below) - **Reorder levels, lead times and bins** - Stocky's min and max stock levels, manual reorder points, lead times and minimum orders land on your products, and per-location min/max and bin locations land on each location. Only blank fields are filled: anything you have already set in Stockroom is left exactly as it is. - **Supplier catalog and costs** - which supplier carries each product, with their code, pack size, minimum order and price, in the supplier's currency. An item Stocky assigned to a single supplier gets that supplier as its primary. - **Adjustment & stocktake history (optional)** - Stocky stock adjustments, including completed stocktakes, can come in as applied documents under Inventory → Adjustments, with reasons mapped to Shopify's labels and Stocky's original wording kept in the note. A paper trail only: importing history never changes your live inventory - these changes already happened in Shopify (and after the shutdown, Stocky's stock adjustments CSV export covers this too - see *[Import purchase order history from CSV files](https://support.myworks.software/en/articles/16268063-import-purchase-order-history-from-csv-files)*) You don't need to open the export or re-enter anything by hand - everything happens from the one ZIP file. **Notes come over too.** Supplier notes and each purchase order's internal comment are in the export (the PO comment lands in the order's comment thread, marked as from Stocky). The one note with no home in the export is Stocky's standing default note - set it once in Stockroom under **Settings**, **Documents & email**, **Standard note on purchase orders** - it prints on every PO PDF (see *[Customize the purchase order PDF](https://support.myworks.software/en/articles/16268403-customize-the-purchase-order-pdf)*). ## Min and max stock levels come over from the export Stocky's data export includes your min and max stock levels, per location, along with bin locations, lead times and minimum orders - and the import writes them for you: Min becomes the **Reorder point** (the level that triggers reordering) and Max becomes the **Max level** (the level each order tops back up to). Values you have already set in Stockroom are never overwritten. Copied them into a spreadsheet before the shutdown instead? Stockroom takes that directly too. Save it as a CSV with a column that identifies each item (**sku**, **barcode**, or **variant_id**) plus your min and max columns - headers like **min stock** and **max stock** are recognized as they are, no renaming needed. Your Stocky Min becomes the **Reorder point** (the level that triggers reordering) and your Max becomes the **Max level** (the level each order tops back up to). Import the file on the Inventory page with **Import CSV** - or skip the file: copy the table straight from Stocky's page, header row included, and paste it into the same dialog. Rows are matched by SKU, barcode or variant ID, or by product and variant name when your products have none. See *[Set reorder points and stock levels](https://support.myworks.software/en/articles/15859189-set-reorder-points-and-stock-levels)*. Missed the window? Stockroom suggests reorder points and max levels from your own sales history, so you are not starting from zero - see *[Reorder suggestions and demand planning](https://support.myworks.software/en/articles/15859197-reorder-suggestions-and-demand-planning)*. ## 1. Request your Stocky data export Go to [stocky.shopifyapps.com/deprecated](https://stocky.shopifyapps.com/deprecated) and click **Request export**. Shopify emails a download link to the store owner when the ZIP is ready - usually within a day. Download it; there is no need to unzip it. 📸 **SCREENSHOT:** *Stocky's deprecation page (stocky.shopifyapps.com/deprecated) with the Request export button and the green "Data export requested" confirmation* ## 2. Import into Stockroom You can import in either of two places: - **During setup:** the setup wizard asks **"Coming from Stocky?"** - choose **Yes, import my data** and drop the ZIP onto the upload area. - **Anytime after:** go to **Settings → Data & sync**, **Import from Stocky** in Stockroom and drop the ZIP there. Stockroom reads the file and shows what is inside - how many suppliers, purchase orders, reorder levels and bins - with three choices: **reorder levels, bins and lead times** and **supplier catalog and costs** (both on by default), and **adjustment & stocktake history** (off by default). Click **Import**. Still have Stocky API access? A few stores were granted an extension by Shopify. For them the API import is still available at the bottom of **Settings → Data & sync**, under **Still have Stocky API access?** - paste the key and click **Import suppliers & purchase orders** as before. * ## 3. Let the import run The import runs in the background - you'll see "Import started," and you can keep setting up Stockroom while it works. When it finishes, you'll see a summary like **"Imported 142 purchase orders and 12 suppliers."** **Large histories import in stages.** If you have thousands of purchase orders, the import keeps going automatically in the background and the page shows a running count, like "Import running - 2,500 purchase orders in so far." You can close the page and come back - there's no need to click Import again while the count is moving. If the import hits a problem, you'll see an error with a **Retry** button. If it still doesn't complete, reach out to us - we're happy to help. **Running the import again is safe.** Each run adds any new purchase orders from Stocky and skips the ones already imported. It won't update previously imported POs with changes made in Stocky afterward - so if you're still working in Stocky during your transition, make your final edits there before your last import run. ## 4. After the import A couple of minutes here sets you up nicely: - **Review your suppliers.** Visit **Suppliers** and open each one to add or confirm details like **Email**, **Currency**, **Lead time (days)**, and **Payment terms** - an email address on the supplier means one-click PO sending later, and payment terms like Net 30 prefill each order's payment due date when you mark it ordered. (You may also see extra suppliers Stockroom found automatically from your Shopify product vendors - hide any you don't order from.) - **Spot-check your purchase orders.** Visit **Purchase orders** and use the status tabs and search (by PO #, supplier, reference, SKU, or barcode) to confirm your history looks right. - **Building your first order?** When you add products to a purchase order, the scope menu at the top of the picker offers **Ordered from** your supplier, with a count of items - everything you have bought from them before, read from the history you just imported. That is usually the quickest way to find a supplier's products, and it is the one to reach for if your Shopify vendor field holds brand or pack-size labels rather than supplier names, because then filtering by vendor will not find them. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2551591491/57eed56d853993a5744eb8001d51/MyWorks+Demo+Store+%C2%B7+Purchase+orders+%C2%B7+Shopify+2026-07-17+at+6_06_31+PM.png?expires=1788544800&signature=e00d07f4c6953d1acf57385e86b8f95b947c7431d390537e8b9a4315fca53796&req=diUiF8x3nIVWWPMW3nq%2BgRzZrPFybAjDGQNGKBPCb%2BeZiFmMweWlZSpv4ehh%0ABUqXtJgzI5i71%2BHWaoKHHpzMw3Q%3D%0A) ## Finished a purchase order in Stocky after you imported? The import brings each purchase order over exactly as Stocky had it at that moment. If you received an order in Stocky afterward, Stockroom still shows it as unreceived - and **you should not receive it again in Stockroom**. Stocky already added that stock to Shopify, so receiving it a second time would count it twice. Instead, delete those purchase orders and import them again so they come back with their receipts. This path is for orders that came over with **nothing received yet**; partly received orders are covered below. For each one: - Open the purchase order, then choose **More actions**, **Revert to draft** - Choose **More actions**, **Delete** - Once they are all deleted, go to **Settings → Import from Stocky** and click **Import suppliers & purchase orders** again The re-run skips everything already in Stockroom, so only the deleted orders come back - this time with the quantities, dates and costs Stocky has now. Imported receipts are recorded as history, so nothing is pushed to Shopify and your stock does not move. Try one order first and check it looks right before doing the rest. If an order came over **partly** received, **Revert to draft** is not offered - imported receipts can never be undone. Use **Close** on that order instead to settle it; the units you received in Stocky afterward will not appear in Stockroom's receiving history. Closing is no longer final: **More actions → Reopen** puts a closed order back where receiving left off, so you can pick it up again if you need to. This works with the data export too: after deleting, drop the ZIP again and only the deleted orders come back. The export is a snapshot from the moment Shopify generated it, so anything received in Stocky after that is not in it - and a deleted purchase order is gone for good. ## Incoming stock showing a negative number Stocky and Stockroom both write to the same Shopify inventory. While an order is still open in Stocky, Shopify is holding those units as **incoming** - the on-the-way figure on your product pages - and that promise belongs to Stocky. When you close or cancel the same order in Stockroom, Stockroom takes those units off the incoming figure. It has to: otherwise they would sit there forever once Stocky shuts down. If you then go back and cancel, delete or receive that same order in Stocky as well, Stocky takes the same units off a second time. There is nothing left to take, so Shopify's incoming figure drops below zero - and the Shopify admin gives you no way to edit it back. So settle each order in one app only: - Finish your tidying up in Stocky **before** you import - receive or cancel anything there that is not really on the way. - After the import, leave those orders alone in Stocky and work in Stockroom. Already seeing a negative number? Get in touch and we will put it right for you - it is not something you can fix from the Shopify admin, and it does not mean your on-hand or available counts are wrong. The same thing can happen with any other app that puts stock on the way, so tell us which apps are listed under **Managed by apps** on the product's inventory panel. ## Changed your mind? Undo the import If the imported history turns out not to be what you wanted, you can take it back out. Go to **Settings → Data & sync**, find **Import from Stocky**, and click **Undo import** at the bottom of that section. Nothing is removed until you say so. Stockroom works out exactly what it would do and shows you that first: - **Imported orders you never touched are removed**, along with the receiving history that came with them. - **Anything you have since worked on is kept and archived instead**, and the dialog names the reason for each one: you received it in Stockroom (which moved your Shopify stock), you ordered it again, it has been sent to your accounting app, it has a file attached, or an inventory update is still in progress. A few of the kept PO numbers are listed as examples. - **Imported suppliers go only if nothing still uses them** - a supplier on an order that was kept stays, and so does one you are connected to on Stockroom Network. - **Imported stock adjustments are removed** too. Your Shopify stock is not affected - those were history, not live changes. - **Tax rates are kept**, in case an order you created yourself is using one. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2642205603/b15bfcb71b385175ef16cd1a6db6/MyWorks+Demo+Store+%C2%B7+Settings+%C2%B7+Shopify+2026-08-31+at+10_43_04+AM.png?expires=1788544800&signature=dbc6642bbe577d559f14b1999880b46875557e5a4881bb702f6bb63fba7dbe04&req=diYjFMt%2BmIdfWvMW3nq%2BgeFk1o87CoJt%2Brxk7Moz8bLmsYhJ9bgMorQF19Aw%0ACy3EDtvR%2BBIhaYza2050z%2BA8EW0%3D%0A) **The removals are permanent.** Those records are deleted, not archived - the only way to get them back is to run the import again, and after the shutdown your export ZIP is the only source left. Removing imported receipts also takes their costs out of your cost history, so stock valuation and margin reports will read differently afterward; the dialog tells you how many receipts that affects before you confirm. ## You're all set From here, Stockroom works just like you'd hope: create a purchase order, **Mark as ordered** to see incoming stock on your Shopify product pages, and **Receive** to update inventory when it arrives. Stocky's ABC analysis has a home here too - open **Reports** and choose **ABC analysis** (see [ABC analysis: grade products by the revenue they earn](https://support.myworks.software/en/articles/16268399-abc-analysis-grade-products-by-the-revenue-they-earn)*). For the full tour, see Getting Started with Stockroom. Using QuickBooks? Connect **MyWorks Sync** to send purchase orders and bills to QuickBooks automatically! Sharing the move with a teammate? The short version - deadline, what imports, what to expect - lives at [stockroom.app/migrate-from-stocky](https://stockroom.app/migrate-from-stocky/?utm_source=help-center). --- ## Import purchase order history from CSV files **URL**: https://support.myworks.software/en/articles/16268063-import-purchase-order-history-from-csv-files > Bring your purchase order history from Stocky, Horse, or any other PO app - upload CSV exports (even a ZIP of a whole folder) and Stockroom recreates your orders, receipts, and suppliers without ever touching your Shopify inventory. Moving to Stockroom from Stocky, Horse, or another purchase order app? Bring your purchase order history with you: upload the CSV files your old app exported, and Stockroom recreates your past purchase orders - statuses, dates, costs, suppliers, and receiving history included. **Imported history never changes your Shopify inventory.** Those orders were received long ago, so this is a paper trail, not a stock movement. * ## What gets imported - **Purchase orders** - number, supplier, status, order date, costs, and order-level charges like shipping - **Receiving history** - each received date in your file becomes a real receipt, so per-PO receiving history, the Receipts report, and lead time calculations know your past - **Suppliers** - created automatically from the names in your purchase order files, ready for you to add emails, currencies, and lead times afterward - or, if your old app has a supplier export (Stocky's Suppliers page does), drop that file in too and their contact details, addresses, payment terms and account numbers come with them (see the section below) - **Stock adjustments** - Stocky's stock adjustments export becomes applied adjustment documents, reasons and dates included (see the section below) - **Products** - lines match your Shopify catalog by variant ID, SKU, barcode, or supplier SKU; anything that doesn't match imports as a custom line, so no rows are lost ## 1. Upload your files In Stockroom, go to **Settings → Data & sync** and find **Import from another app**. Drop your exported files straight onto **Add CSV files or ZIP archives** - or click it to browse. You can add up to 200 files per upload, and a ZIP archive counts as one file but can carry a whole export folder. Each CSV can hold up to 5,000 rows, so split anything bigger before uploading. Stockroom reads the files right away and opens the preview. Missed some? Click **Back** in the dialog to add more files to the same batch, then **Analyze files**. For purchase orders, use the export that lists the products on each order - its columns include things like **Product**, **SKU** and **Qty Ordered**. Stocky also has a purchase order list* export (one row per order: **No.**, **Vendor/Supplier**, totals and a **Received** count, with no products in it) - that file cannot rebuild your orders, so Stockroom recognizes it and skips it with an explanation rather than importing empty purchase orders. The same protection applies to any app's summary file: if no product or quantity column is mapped, the preview warns you that the orders would import with nothing inside them. ## 2. Confirm the column mapping Stockroom reads your files and groups the ones that share the same columns, so you map each format once - even across hundreds of files. Stocky and Horse exports are recognized automatically (you'll see **Detected format: Stocky export**), and every column gets a proposed field under **Maps to**. Check the proposals, change anything that looks wrong, and set columns you don't need to **Ignore**. The preview also shows how many purchase orders were found and which new suppliers will be created. If a column isn't recognized - a renamed header, another app's export, or headers in another language - Stockroom AI looks at the header and a few sample values and suggests a field for it. Suggestions are marked with **Stockroom AI suggested** so you can tell them apart from automatic matches, and changing the field clears the mark. A column with no confident match stays on **Ignore**, and nothing imports until you confirm the mapping. If your files contain dates that could be read two ways - like 06/05/2025 - Stockroom asks **How should dates be read?** Pick **MM/DD/YYYY (US)** or **DD/MM/YYYY** to match how your old app wrote them. * ## 3. Run the import Click the **Import** button - it counts what it will create, so it reads **Import 40 purchase orders**, **Import 12 documents** or **Import 3 suppliers** depending on what you uploaded. The import runs in the background, file by file - the Settings card shows progress like **"Importing... 12 of 40 files"**, and you can keep working while it runs. When it finishes, you'll see **"Import complete!"** with a summary of what was created, along with notes about anything worth a look. Before anything imports, Stockroom checks the first rows of each format for values it can't read - a cost that isn't a number, a missing quantity. If it finds any, you'll see just those rows with the reason, and you can fix the value right there and click **Recheck**. Fixing is optional: importing anyway is always available, and an unreadable value simply imports as blank and is noted in the summary. Clean files skip this step entirely. Then spot-check the result: visit **Purchase orders** and use the status tabs and search to confirm your history looks right, and open your new suppliers to fill in details like **Email** and **Lead time (days)**. ## Stock adjustment history Stocky's stock adjustments export (a **stock_adjustments** CSV) can go in the same upload - alongside your purchase order files or on its own. Stockroom recognizes it automatically (**Detected format: Stocky adjustments export**) and recreates each adjustment as an applied document under **Inventory**, **Adjustments**: reasons, dates, employee and notes are kept, per-item costs come along, and since Stocky completes stocktakes as stock adjustments, your count history arrives in the same file. Like everything else here, imported adjustments never change your Shopify inventory, and they never sync to accounting. One caution: if you already brought adjustment history in with the direct **Import from Stocky**, don't upload the adjustments CSV as well - the two imports cannot recognize each other's documents, so running both can create duplicates. The preview shows a warning if that applies to you. Stocky's per-stocktake export (the file you get from **Export** on a single stocktake) is the one Stocky file Stockroom does not import: it carries no date or status, and every completed stocktake is already in the stock adjustments export above. If one is in your upload, the preview labels it **Stocky stocktake export**, explains, and skips it - the rest of the upload is unaffected. ## Supplier lists A supplier export goes in the same upload too. Stocky's **Suppliers** export - and any other list with a name column plus contact or address columns - is recognized as **Detected format: Supplier list**, and the preview maps its columns onto the supplier fields you know from the supplier page: name, contact name, email, phone, address, currency, payment terms, account number, notes and the rest. Suppliers are matched by name: a name you already have is updated with whatever the file fills in (blank cells never erase anything), a new name is created. So it does not matter whether the supplier list or the purchase order files import first - they land on the same supplier either way. Two Stocky details: a currency of **base** means the supplier is billed in your store currency, so it is left blank rather than set; and Stocky's **Website**, **Payment method** and **Fax number** columns have no field in Stockroom, so they are listed as ignored in the preview. Prefer to import suppliers on their own? The same file works from the Suppliers page with **Import CSV**. ## Good to know - **Re-uploading is safe.** A purchase order whose number already exists in Stockroom is skipped, never duplicated - so you can re-run an upload without cleanup. - **Imported the wrong file? You can undo it.** Under **Import from another app**, **Undo this import** removes the suppliers and purchase orders the CSV import created - you see the full list before anything happens, and anything you have since worked on in Stockroom is kept and archived instead. - **Imported receipts are a historical record.** They can't be voided or undone, and imported orders never appear as incoming stock in Shopify. - An order your file marks as received but with no receiving details is recorded as received in full - the import summary points these out. - Rows for products deleted since the order (Stocky leaves the product name blank on these) still import - as custom lines named after the variant. - **Still running Stocky?** While Stocky is still online, the direct import under **Settings → Import from Stocky** needs no export files at all. See [Switching from Stocky to Stockroom](https://support.myworks.software/en/articles/15811609-switching-from-stocky-to-stockroom)*. - Looking to create a **new** purchase order from a CSV of items instead? See *[Creating a purchase order from a CSV file](https://support.myworks.software/en/articles/16008191-creating-a-purchase-order-from-a-csv-file)*. --- # Purchase Orders Create, price, and send purchase orders - to one supplier or several locations at once - and keep your product costs accurate --- ## Creating and Sending Purchase Orders **URL**: https://support.myworks.software/en/articles/15811740-creating-and-sending-purchase-orders > Everything about building a purchase order in Stockroom - adding products four ways, costs and charges, PO numbering, and emailing the finished PO to your supplier. A purchase order in Stockroom takes about a minute to build: pick a supplier, add products from your catalog, and send it off as a PDF. This guide covers the full toolkit, including ordering for more than one location, adding items after ordering, payment tracking, and cost updates when you order. * ## 1. Start a new purchase order Visit **Purchase orders** and click **Create purchase order**. At the top of the new PO, set: - **Supplier** - who you're ordering from. Suppliers from your Shopify products are already here; see Getting Started with Stockroom* if yours haven't appeared. - **Currency** - in the **Cost summary** on the right, and only shown if you buy in more than one currency. To turn it on, set **Currency** on the supplier: every purchase order for them then starts in it, and you can still type any 3-letter code on an individual order. See [Buying in your supplier's currency](https://support.myworks.software/en/articles/16115278-buying-in-your-supplier-s-currency). The number this order will get shows under the title as soon as the page opens - handy if you need to quote it to your supplier while you're still building the order. It's assigned for real when the order is created. Just below the header, pick a **Destination** for your products - the Shopify location this stock will arrive at. A destination is required before the PO can be marked as ordered. (Single-location stores don't see a picker - your one location is used automatically.) Shipping somewhere that is not a Shopify location - a customer's address, a trade show? Click **Edit ship-to** beside the destination to type a one-off delivery address; it prints on the PDF in place of the location's address, received stock still lands at the chosen location, and **Use location address** switches back anytime. Shipping straight to your customer? Tick **This ships straight to a customer** under the address and the order prints that address and can fulfill the customer's Shopify order. Whether it also moves your stock is a separate choice - **Stock handling** in the **Details** card, which most stores leave alone. See *Dropship purchase orders: ship straight to your customer*. * ## 2. Add your products - five ways **Quick-add/scan by SKU or barcode.** Type or use a barcode scanner into the **Add products** field and press Enter (or click **Add**). An exact SKU or barcode match is added instantly - perfect if you're working from a supplier catalog or scanning items. **A scan always adds one unit** - the line starts at a quantity of 1, and scanning the same code again bumps it to 2, then 3, so you can work straight down a stack. Need a bigger number? Scan it once and type the quantity over it. If there's no exact match, Stockroom adds the closest product search result. **Search by product name.** Don't know the code? Type two or more letters of a product's name into that same **Add products** field and matching products appear just underneath, each with its SKU and the stock you currently hold at this destination. Click one - or use the arrow keys and press Enter - and it lands on the order. This is usually the quickest way when you're building an order at a desk rather than scanning a shelf. **Browse your catalog.** Click **Browse products** to open Stockroom's product picker and add several at once - tick a row, or type a quantity straight into it. To review a supplier's whole range at once, tick **Select all** above the list and every product the current filters match lands on the order at a quantity of 1, ready to look through - untick the rows you don't want and adjust the rest. It selects up to 1,000 items, and tells you if the filters matched more. Clicking a row only ever adds it, so a stray click can't undo your work - to take a row off, untick its checkbox in the **Select** column. A quantity you typed is remembered if you untick and tick the row again. Each row shows the supplier's own code for the item and the stock you hold at this order's destination, and lines arrive with SKU and current unit cost pre-filled. Picking a product the order already has adds it again, as a second line - see The same product on more than one line* below. The filter row narrows what you are looking at: **vendor** (on a purchase order this opens already set to your supplier, and widening it is one click, because a distributor's order can carry other brands), **product type**, **tag**, **ABC grade**, and **Status**. **Every row carries the numbers behind the decision.** Under the **Available** count you see what is already on the way and what the product has sold in your sales window (set under **Settings** → **Reorder suggestions**), and under the product name its own tags - the first three, with a **+N more** beside them that shows the rest when you hover it, or opens them in place when you tap it on a phone or tablet. **Long lists load in pages.** The picker shows 250 products at a time. If the supplier has more, a **Load more** button sits under the list and brings in the next 250, with a count beside it of how many are loaded so far - keep clicking to reach the end of a large catalog. Nothing is left out: quantities you have already typed stay put as more rows arrive, so you can work through a long list in passes. You can also narrow it with the filters or the search box first, which is usually quicker than paging when you know what you are after. **The item is not in Shopify yet?** Create it without leaving the order: **New product** sits in the picker's footer, and when a search finds nothing the picker offers to create exactly what you typed. The dialog creates a real Shopify product - title, SKU, barcode, vendor, product type and cost - and adds it to the order in one step. Tick **This product has variants** to add up to three options (like Size or Color) with per-variant SKUs, barcodes, costs and quantities; each variant lands as its own line. Products are created as drafts, so they can be ordered, received and counted right away but stay off your sales channels until you tick **Ready to sell** (with a price) or finish the listing in Shopify. **Draft products can go on a purchase order.** The picker opens on **Active and draft**, so a line you have not launched yet is there to order - which is the normal case when you are buying a season ahead and holding the products in draft until they can go on sale. Draft rows are marked **Draft** so you can tell them apart. Archived products are the one thing left out by default, since that is the "we stopped selling it" state - set **Status** to **Archived** or **All statuses** and they come back, marked the same way. Whatever you set **Status** to, the picker remembers it and opens there next time - so if your seasonal lines sit in draft all year and you would rather see only what is active, set it once. Ordering, receiving and stock updates all work the same whatever the product's status; Stockroom never changes it. **Custom lines.** Click **Add custom line** for anything not in your Shopify catalog - samples, packaging, a one-off item. Just type the item name, quantity, and cost. Custom lines don't touch your Shopify inventory, since there's no product to update. **Add everything that needs reordering.** Click **Suggest**, then **Add suggested products**, and Stockroom pulls in every product from this supplier at or below its reorder point, with quantities already suggested from your sales history - the same list the **Reorder** page shows for that supplier, minus anything an open draft already covers. Running it again only adds items not yet on the order - it never changes a quantity you have set. It is the fastest way to build "a PO for this brand with what we actually need." * **Add suggested products added nothing?** That almost always means the items are already on another open draft - an item sitting on any open draft PO is not suggested again, so you cannot order the same stock twice. If you clicked **Create draft POs** on the Reorder page, that already created a draft for each supplier with everything on it - check the **Draft** tab on the Purchase orders page before starting a new PO. A draft imported from Stocky counts too: while it stays open, its items stay covered. Delete any draft you do not plan to send and those items are suggested again. Suggestions are also per destination, so a PO shipping to a different location than the one running low has nothing to add. Each line shows **Product** (with its SKU right underneath), the current **Available** stock at the line’s destination - plus what the rest of your locations hold, and a "+N incoming" note when more is already on order - **Qty**, **Unit cost**, **Discount %**, **Retail / margin** (your current retail price with the margin at this cost, so pricing errors jump out), and its **Total**, with a trash icon to remove it (or set **Qty** to 0 - the line shows "Removed on save"). If your buyers do not price while they are composing an order, you can switch **Unit cost**, **Discount %**, **Retail / margin** and **Total** off in the **Columns** menu above the items, which frees up the width for the part number and note columns. They are ticked to start with, they only affect the order you are building, and the trash icon stays whatever you hide. **Qty** is always there. Every product you add starts at a quantity of **1**, however you added it - scanned, searched, or browsed - because Stockroom never guesses a number on your behalf. When you do want it to, that is what **Suggest** is for: it proposes quantities from your sales history, and you can edit every one afterwards. **Suggest** stays disabled until a supplier and destination are set, and tells you why. Suggestions also need sales history, so on a brand-new install give Stockroom's sales analysis a little while to finish before the numbers mean much. To read an order in a different sequence, open **Sort items** above the items (the button beside the **Columns** icon that shows the current order) and choose **Newest first**, **Oldest first**, **SKU**, **Supplier SKU**, **Product title** or **Vendor**. **Supplier SKU** sorts by your supplier's own code instead of yours, which is the sequence most supplier invoices and packing lists arrive in - so a long order can be checked off straight down the page. Lines with no supplier code recorded sit at the bottom. **Vendor** puts the lines in brand order - useful when one distributor order carries many brands and whoever checks it reads it brand by brand. The choice is saved on the purchase order itself, so the PDF, the emailed copy and the CSV export print in the same order the screen shows, at any status, and new orders start with the order you picked last. **Ordering for a longer stretch?** Open **Suggest** and you'll find a cover dropdown set to **Default cover** - your **Order cover (days)** from **Settings > Reorder suggestions**. Switch it to **14-day**, **30-day**, **60-day**, **90-day**, **180-day**, or **365-day cover** and every suggested quantity recalculates to carry you through that timeframe at each item's sales pace - handy before a busy season or a long supplier gap. It applies to **Fill suggested quantities** and **Add suggested products** alike. **The newest line sits at the top.** As you add items, the one you just added appears at the top of the list, so a long order never sends you scrolling to check it landed. Use the **Newest first** / **Oldest first** control just above the list to switch back to the order you added things in, and Stockroom remembers your choice on that device. Either way, your supplier's PDF always lists the items in the order you built them. Products with a pack size or minimum order quantity set (see Set reorder points and stock levels*) show the breakdown under Qty - "3 cases of 4" - with a caution when the quantity is not a whole number of packs or sits under the minimum. Stockroom never rounds your quantity for you, and the supplier PDF prints the pack breakdown on exact multiples. **Telling near-identical products apart.** The picker shows each item's **barcode** (UPC/EAN) beside its SKU, and you can search on either - so two items that share a name are still easy to tell apart. If you keep extra details in Shopify metafields - a season, a model year, a fabric - Stockroom shows those too. It picks up your product and variant metafields automatically; you can see which ones under **Settings > Data & sync > Your Shopify metafields**, and turn off any you do not want. **Metafields as columns.** Once a metafield is being synced you can add it as a column on the order itself: open the **Columns** menu above the items list and tick it. The column shows the current value from Shopify, so a value you correct later reads correctly on orders you placed before. You can also map a metafield into a supplier's CSV export format, and print up to two of them as columns on the PO PDF (**Settings > Documents & email**). Metafields are read-only in Stockroom - Shopify stays the place you edit them. ## 3. Order for more than one location One purchase order can send stock to several locations. Click **Add another destination** to add a second product section with its own location, and add that location's items there. - Each line belongs to the destination section it sits in. - The PDF groups items under a **Deliver to** heading per location. - When you receive, each line shows a **For {location}** badge so the right items go to the right place. **You can see what your other locations already hold.** When your store has more than one location, a line reads something like **0 here · 24 all locations** under the SKU - what this destination has, and what your whole store has. Hover over it, or tap it on a phone, to see where those 24 units are sitting, location by location. It answers a question one number cannot: if the stock you need is already at another location, moving it may be a better call than buying more. - Locations you have hidden or deactivated are left out of the total, so it matches the figure on your Products page. The destination’s own number is not filtered that way - if you send a purchase order to a hidden location, you still see what is there. - A dash means Shopify has never reported stock for that item, which is not the same as zero. A line with nothing at the destination but stock elsewhere reads **Not stocked here** beside the total. - Prefer it as a column? Open the **Columns** menu above the items and tick **All locations**. The number moves into its own column and the line goes back to two rows. See *Create purchase orders faster* for more, including creating POs straight from a Shopify order, the Inventory page, or POS. ## 4. Costs, discounts, and charges - **Unit cost** pre-fills from your Shopify product cost, and you can override it per line - the PO is the source of truth for what you're actually paying this time. - **Discount %** applies per line, for supplier deals and volume pricing. - Setting the same figure on lots of lines? Two shortcuts. When several lines are variants of one product - a size range, a colourway - typing the cost or the discount on one of them puts **Apply to the other variants** under the field, which copies it to the rest of that product's lines. The link only appears while they still disagree, so it doubles as a check that a range matches. For lines that are not variants of each other - a whole order at 15% off - tick the ones you want in the **Select** column, then use **Set cost** or **Set discount** in the bar that appears above the items. Your selection stays put afterwards, so you can set a cost and a discount on the same rows. - In the **Cost summary**, click **Add cost** and choose **Add shipping** or **Add adjustment** to add order-level charges - freight, handling, a credit from the supplier. Rename the labels to match the invoice, and choose how each charge splits across items. Those charges feed your true landed cost when you receive - see *Landed cost: what your stock really costs*. - For a discount on the whole order, choose **Add discount**. Enter it as an amount or as a percent of the subtotal - a percent converts to a fixed amount the moment you add it, so it will not change if you edit the items afterwards. The discount prints on the purchase order your supplier receives and reduces the order total. With the default **By value** split it also lowers each item's landed cost in proportion; pick **Not allocated** if it should only reduce the order total. Typing a negative amount on an adjustment does the same thing. ## Notes on a single line Some instructions belong to one item, not the whole order. Click the note icon at the end of any line and you get two notes plus that supplier's part number: - **Note for the supplier** - prints under that line on the purchase order they receive. For anything specific to the item: a finish, a lens or size combination, what to substitute if they are out. - **Internal note** - only your team sees this. It never prints, is never emailed, and never leaves Stockroom. Use it for which customer order the incoming units are for, or to mark them as general stock for your shelves. - **Supplier SKU** - their code for the item, editable right here. See *Buy the same item from more than one supplier*. * The icon fills in on lines that have something on them, so you can see at a glance which items carry instructions. Both notes stay editable after you have sent the order - a note is not a change to what you ordered - and the internal note is often most useful then, while you are waiting for the delivery. If you annotate most lines, you can show these as columns instead of opening each line. Use the **Columns** button above the items and switch on **Supplier SKU**, **Supplier note** or **Internal note**. On a draft you type straight into the columns; on an order you have already sent they read as text, shortened to two lines with the full note a tap away. The choice is remembered for your whole store and applies to orders you are building and orders you have already placed. If the extra columns make the table wider than the page, it scrolls sideways - switch off a column you do not need, and it fits again. The same menu carries three columns for deciding quantities: **Sold**, the units sold in your sales window, **Tags**, the product's own tags, and **All locations**, the stock your whole store holds. Sold reads the same nightly figure the Reorder page states its suggestions from, so the two can never disagree, and a dash means that product has no sales history yet while a zero means it sold nothing - which is the number that stops a reorder. The window is **Sales window (days)** under **Settings** > **Reorder suggestions**: set it to 90 and the column answers "how many did we sell in the last 90 days". There is also a **Barcode** column, showing each product's barcode from Shopify beside its name - handy when your shelf labels and supplier catalogs speak in barcodes. None of these columns ever print on the supplier's copy. ## The same product on more than one line A purchase order can carry the same product as many times as you need it, each line with its own notes. Pick the product from **Browse products** or the **Add products** search a second time and you get a second line, not a bigger quantity on the first one. Stockroom tells you it is already on the order as the line lands, and marks it in the search results, so a repeat is always something you meant. This is for items where two lots of the same thing are two different jobs. An optician ordering the same lens for two customers puts the prescription in the supplier note and the customer's order number in the internal note, once per line, and the supplier gets one purchase order that spells out both. **Scanning still counts up.** A barcode scan means "one more of these", so scanning the same code twice makes it a quantity of 2 on one line - that is what you want when you are working down a stack of cartons. Use the picker or the search field when you want a second line. Importing a CSV follows the same idea: two rows for one item become two lines when their notes differ, and merge into one line when they say the same thing. Supplier notes print whenever notes are switched on for the document. To turn them off for one supplier, or for everyone, see Customize the purchase order PDF*. ## 5. Dates and references One collapsible **Details** card holds the rest: - **Expected arrival** (the date your team sees on the PO list) and **Payment due**. If the supplier's **Payment terms** spell out a day count - like Net 30, 30 days, or due on receipt - an empty **Payment due** fills in by itself as soon as you pick the supplier. Your own date always wins: type one or clear the field and Stockroom leaves it alone. There is no **Order date** field here: the order date is set the day you click **Mark as ordered** (step 8). - **Customer order number** and **Supplier order number**. **Customer order number** is the customer order or job you are buying for. **Supplier order number** is your supplier's own number for the order - the one on their confirmation - and it shows when you receive, so several open orders with the same supplier are easy to tell apart. Both are searchable from the PO list, both stay editable after the order is placed (the supplier's number usually arrives later), and both can be added as columns to a CSV export profile. Neither prints on your supplier's copy unless you switch it on - see *Customize the purchase order PDF*. - **Reference**, **PO number**, and **Notes**. Anything you put here is searchable from the PO list later. Type your own number into **PO number** while you're creating the order and that becomes the order's number - handy when the supplier's numbering is the one your team knows, or when you're mirroring a purchase order that already exists somewhere else, like QuickBooks. Entering an older number doesn't disturb the sequence: numbering carries on from your highest number, so with PO-1108 already in place, a mirror entered as PO-1100 still leaves PO-1109 next. A number already used on another order is refused. On an order that's already saved, the same field works as a display override instead: your number shows in place of the generated one on the list, the PDF, emails, exports, labels, and QuickBooks, while the generated number stays visible under the title, stays searchable, and the automatic sequence keeps counting from it. Date fields take dates the way you type them: 08/28/2026, 8/28, 0828, and 20260828 all work, and a date without a year assumes the current year. Press **T** for today, and the up and down arrow keys move the date a day at a time. ## 6. Save your draft Click **Save**. Only a supplier is required, so you can save a skeleton PO early and build it up as you go. Your new PO is created as a **Draft**, numbered automatically (PO-1001, PO-1002, and so on), and stays fully editable until you mark it as ordered. Want different numbering? **Settings > Purchase order numbering** holds a **Format**, a starting number, and zero-padding. Put **{number}** where the counter goes, and add **{YYYY}**, **{YY}**, **{MM}** or **{DD}** to build the date into it: - **PO-{number}** gives PO-1001, the default. - **PO-{YYYY}-{MM}-{number}** gives PO-2026-07-1001. - **{YY}{MM}{DD}-{number}** gives 260731-1001. The page shows the exact next number as you type, and dates follow your store's timezone. **Start counting from** is the first number issued: set it to 1250 and your next purchase order is PO-1250. A number that has already been used is never reissued - the sequence continues from whichever is higher. One thing to know before you date a number: the counter starts over each period, so July might end at 1005 and August start again at 1001. ## 7. Send it to your supplier On the PO, click **Email to supplier**: - **To** is pre-filled with the supplier's email address (you can send to a different address too). - **Subject** and **Message** are pre-filled from your default, ready to edit for this send. Leave the message as-is for a clean default, or write your own. - Click **Send with PDF attached**. The purchase order PDF is always attached, and replies go to your reply-to (or store) address. Once a purchase order has been emailed, the button reads **Email again to supplier** and an **Emailed** pill with the send date appears next to the status at the top of the PO - so you can tell at a glance it went out. Sending again any time is fine: the supplier simply gets a fresh copy of the current order. Every send is recorded in the **History** card at the bottom of the PO - who sent it, when, and to which addresses - and each email row has a **View PDF** button that opens the exact document that went out, so you always know whether a supplier has the latest version (the email dialog also shows **Last sent**). The same row shows an **Opened** badge with the time the supplier first opened the email. Every PO email also carries an **Open this order** button, which takes the supplier to their own page for that order - no login, and they can come back to it any time. From there they can confirm they've received it, give you an expected ship date, mark it as shipped with a tracking number, and leave you a note. Everything they report lands on the purchase order straight away: a green **Supplier confirmed** badge and a **Supplier ships** date at the top, rows in the **History**, and a ship notice that moves the PO to **On the way** and shows the tracking in **Shipments**, exactly as if you had marked it yourself. The **Purchase orders** list shows it too: a green check appears beside an order's status once the supplier confirms (hover it for the date), and the **Filter** menu can narrow the list to **Confirmed by supplier** or **Awaiting supplier confirmation**. The list can also show one day's deliveries: pick a date in the **Received on** filter and only orders with a delivery received that day remain - handy for "what arrived yesterday" - and the CSV exports follow whatever the list is showing. For a ranged summary of deliveries, the *Receipts* report's **One row per delivery** view is the tool. They are asked for the tracking number only - Stockroom recognises most carriers (UPS, FedEx, USPS, DHL, Canada Post, Royal Mail, Australia Post and the national postal services) from the number itself, fills the carrier in for you, and turns the number into a link to that carrier's own tracking page. The same happens on any shipment you record yourself: leave **Carrier** blank and it fills itself in, or type it and yours is kept. A courier Stockroom doesn't recognise is left exactly as you typed it, with no link - Stockroom never guesses, because a wrong carrier would send you to a page saying your parcel doesn't exist. For those couriers, paste the parcel's tracking page into the **Tracking link** field beside the number (in the **Mark as on the way** / **Add tracking** dialog) and the number becomes a link to it - the carrier's name is read off the link. Your supplier gets the same field on their order page once a number they saved isn't recognised. If only part of the order is on the truck, the **Mark as on the way** dialog can say so: under **What's in this shipment?**, tick the items in the parcel and set how many of each are coming (up to what the order still expects). The Shipments section then lists what each parcel contains, so your team can see what is in route versus what is still to ship - and when the delivery arrives, receiving can pre-fill those quantities for you. Leave everything unticked when the whole order shipped. While the order is on the way, the purchase order list shows the shipment's expected arrival date and a **Track** link right in the **Expected** column, so you can follow a parcel without opening the order. Prefer another channel? **Download PDF**, or **Print** it directly, and send it however you like. Their page also offers **See all purchase orders** - a free Stockroom account where your supplier sees every order you (and their other buyers) send them in one place. From their account they can also confirm an order, share an expected ship date and tracking, and leave you notes - the same updates as the emailed order page, and they land on your purchase order the same way. They can also invite teammates into that account, so their whole order desk works from the same view. Whether they use it is entirely up to them, and it never shows them more than the orders you already emailed. Once someone at the supplier sets it up, that supplier's page in Stockroom shows who added it ("added by") with a **Remove access** button, so you can withdraw it at any time - after that, only a new purchase order you email them can set it up again. **Set your own default:** in **Settings > Supplier email** you can customize the subject and message (with variables like #{{po_number}} and #{{supplier_name}}), choose whether to include the order summary table, and set a reply-to address. You can also pick Letter or A4 paper. See *Customize your supplier emails and PO PDFs*. * ## 8. Mark it as ordered When the order is placed, click **Mark as ordered**. Incoming quantities are pushed to Shopify (visible on your product pages), and the PO is ready to **Receive** when stock arrives. If your line costs differ from your products' current costs, Stockroom offers to update your Shopify costs to match as you mark it ordered - your choice, every time. See Keep your product costs current when you order*. A couple of guardrails: the PO needs a **Destination** and at least one line item first. And once ordered, existing line items are fixed - quantities and costs stay put so your receiving history stays accurate, while the Reference, Supplier invoice #, Notes, Expected arrival, and Payment due stay editable. Two escape hatches: **Add items** on any destination section adds new lines to an ordered or partially received PO (their incoming stock pushes to Shopify on save, and Stockroom nudges you to resend the PDF if the supplier already has it); and **More actions → Revert to draft** pulls the incoming stock back out of Shopify and reopens full editing. If the PO already has receives, the confirmation lets you know they'll be undone first, and handles that in the same step. **The order date is the day you click Mark as ordered.** It is what the PDF prints as **Order date** and the document date QuickBooks receives. A draft has no order date yet, so a draft's PDF prints the day you download or email it - not the day you started the draft. If the supplier confirms on a later day, or you are backfilling history, open the ordered PO and choose **More actions → Edit order date** (**Edit paid date** sits beside it). Both are record corrections: lines, costs, status and Shopify stock stay exactly as they are. ## 9. Track payment Every PO carries a payment status, separate from its ordering lifecycle - mark it paid from **More actions** on the PO, or in bulk from the list. Past the **Payment due** date, unpaid POs show an **Overdue** badge, and the list's filter dropdown covers both money and delivery: **Unpaid**, **Partially paid**, **Paid**, **Payment overdue**, and **Late delivery** (open orders past their expected date - the same orders the "N late" badge above the list counts). When a supplier invoices an order in pieces, record each payment as it happens: the **Payments** card on the PO takes an amount (pre-filled to the outstanding balance), a date, an optional method, and a reference like a check number. The order shows **Partially paid** until the payments reach the total, the card keeps a running balance against the order total, and deleting a payment row undoes it. Once payments are recorded, **Mark as paid** records the remaining balance as a payment - and the order can only go back to unpaid by removing its payments, so recorded history is never silently erased. This is bookkeeping inside Stockroom only - it is never pushed to QuickBooks, where bill payment lives. * ## Talk to your team on the order Every saved purchase order has a **History** card at the bottom, and at the top of it is a comment box. Type in **Leave a comment**, press **Post**, and your note joins the timeline alongside everything else that happened to the order - when it was emailed, received, or closed. It works the same way in the Shopify admin and on go.stockroom.app. Comments are for your team. They never appear on the purchase order PDF, in the email your supplier gets, or on the page your supplier uses to confirm the order. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2642202948/f4121148682ebc7579b20930cf84/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-31+at+10_41_54+AM.png?expires=1788480000&signature=2046b261bd52c038c395e8e39fbeaaa417471160d543b48da22af76a8aab588f&req=diYjFMt%2Bn4hbUfMW3nq%2BgZCx3TjL9iLLO8nqf8aV6LmjB0n8xWARRM%2BkF293%0A%2F1I4cUNTcuJVocP8rT3syq%2F2au8%3D%0A) ## Mention someone with @ Type **@** and start typing a name - pick it from the list, and that person gets an email saying you mentioned them, with your comment quoted and a link straight to the order. You can also just type the name out; Stockroom matches it either way. The list shows the people who have opened Stockroom on your store. Shopify only lets apps read a store's full staff list on Plus and Advanced plans, so a colleague who has never opened Stockroom will not be there yet - once they open it once, they can be mentioned from then on. Editing a comment to add another name emails only the person you just added, so you can fix a typo without emailing everyone again. Anyone who would rather not get these emails can turn them off from the link at the bottom of one - that stops the email only, and comments still show up on the order. You can **Edit** or **Delete** your own comments from the icons on the right of the row. An edited comment says so. Nobody can change or remove someone else's comment. ## Attach files to the order Supplier invoices, quotes, packing slips, a photo of a damaged carton - anything that belongs with this order can live on it. Drag files onto the **Attachments** card, or click the card to browse. You get 5 files per order at up to 10 MB each, and Stockroom takes PDFs, images (png, jpg, jpeg, gif, webp, heic), spreadsheets (csv, xls, xlsx) and documents (doc, docx, txt, rtf). **View** opens a file in a new tab, and the delete button beside it removes the file. You do not have to save first. Drop files on a brand-new purchase order or return and they upload the moment you save it, so the paperwork and the order go in together. Your files stay inside Stockroom unless you choose to send them. When you click **Email to supplier**, the dialog offers a checkbox reading **Also attach the 2 uploaded files** - with your own count and total size - and it starts unticked every time. Tick it and your files ride along with the PO PDF. One email has room for roughly 7 MB of files beside the PDF: anything over that is skipped rather than failing the send, and the dialog tells you before you click. ## Find an order in the list The **Purchase orders** list has a row of controls above the table, and everything you set there stays in the address bar - so a view you use often can be bookmarked. - **Sort** - Newest, Oldest, **Supplier A-Z**, Expected date, or PO number. Expected date puts orders with no date last rather than first. - **Supplier** and **Location** - narrow the list to one of either. The location picker only appears if you have more than one. - **Filter** - **On order (ordered or in transit)** shows everything still on the way in one view, which the tabs along the top can only show one status at a time. The same menu narrows to purchases or returns only, late deliveries, orders **Confirmed by supplier** (or still **Awaiting supplier confirmation**), and paid, unpaid or overdue payment. - The **tabs** along the top are single statuses - draft, ordered, on the way, partial, received, closed and archived - and the search box matches PO numbers, suppliers, references, SKUs and notes together - and on an order that ships to a customer, the customer's name and the Shopify order number, so you can find it straight from the customer without looking up the order first. **Export** always writes exactly what the list is showing, so sort or filter first and the file follows. See Export a purchase order in your supplier's own CSV format* for the columns. ## Good to know - **Every PO keeps a History.** The card at the bottom of the page is a timeline of what happened to the order: created, marked as ordered, emailed (with recipients and **View PDF**), on the way, received, closed, archived, paid - plus corrections like date edits, cancelled units, added items and undone receipts - each with the staff member who did it. Long histories fold behind **Show all**. - **"Opened" is a good signal, not proof.** It comes from the tracking image in the email, like every email tool's open tracking: Apple Mail's privacy protection can mark an email opened moments after delivery, and clients that block images never report an open at all. Stockroom ignores opens in the first 15 seconds after sending - that fast is almost always a mail security scanner, not a person. The supplier confirming receipt on their order page is the reliable signal - and it always counts as opened too. - **Reordering from the same supplier?** Click **Duplicate** on any PO to start a fresh draft with the same lines - or start a new PO and click **Add suggested products** to pull in only what currently needs ordering. - **Done with an old PO?** **Archive** it to move it out of your working tabs - archived POs live under the Archived tab and can be unarchived anytime. - **Draft you no longer need?** Drafts can be deleted permanently - **Delete draft** under More actions, or select only drafts on the list for a bulk delete. Ordered POs archive instead (or revert to draft first, then delete). - **Notes show on the list** - a note icon appears on any PO with notes; the full text is a hover away, and notes are searchable. - **Finding a PO later:** search by PO #, supplier, reference, SKU, or barcode. - **Print labels** for what you order or receive, right from the PO - see *Print barcode and price labels*. - Using QuickBooks? Connect **MyWorks Sync** and push every purchase order to your books - see *Push purchase orders to QuickBooks*. For an overview of everything purchasing covers, see [Purchase orders on stockroom.app](https://stockroom.app/features/purchase-orders/?utm_source=help-center). --- ## Creating a purchase order from a CSV file **URL**: https://support.myworks.software/en/articles/16008191-creating-a-purchase-order-from-a-csv-file > Upload a CSV of items to create a draft purchase order - rows match your Shopify catalog automatically, and anything else imports as a custom line. If your supplier sends an order sheet, or you build orders in a spreadsheet, you can create a purchase order straight from a CSV file - no retyping. Stockroom matches each row to your Shopify catalog and builds a draft purchase order, ready to review and send. * ## Import a CSV - Open the **Purchase orders** page and click **Import CSV**. - Choose the **Supplier** the order is for - the whole file imports into one purchase order for that supplier. - Upload your CSV file (or drag it in). If every row imports cleanly, you land straight on the new draft. If any rows were skipped or any columns ignored, the dialog shows a summary first - review it, then click **View purchase order** to open the draft. ## What the file needs Two columns are enough: - **An item identifier** - a SKU, barcode, supplier SKU, or Shopify variant ID column (any one of them works). - **Quantity** - how many units to order. Optional columns: **Unit cost**, **Discount %**, and **Product** / **Variant** names (used to title rows that don't match your catalog). Header spellings are flexible - "qty", "cost", "upc", and similar variations are all recognized (a bare code,quantity file with no header row works too; so does a semicolon- or tab-separated one) - and **Download a template** in the dialog gives you a starting file with every column in place. A **PO number** column sets the draft's number - useful when you're mirroring an order that already exists elsewhere and want the numbers to match. If that number is already used by another order in Stockroom, the draft is numbered automatically and the import summary says so. If your supplier prices by the case, give the row a **pack_cost** and a **pack_size** instead of a unit cost - a case of 12 at 18.00 imports at 1.50 each. Leave **pack_size** out and the pack size saved on the item is used. Quantities always stay in single units. Purchase order files exported from Stockroom re-import as-is: export a purchase order's lines, adjust quantities in your spreadsheet, and import the result as a new order. ## Shipping, fees and discounts Supplier invoices rarely stop at line items. Stockroom reads the extras straight out of the file, so there is nothing to add afterwards: - **shipping** - or freight, delivery, carriage, postage. Imports as a shipping charge. - **discount_amount** - or order_discount, invoice_discount. Imports as money off the whole order, whether your file writes it as 15.00 or -15.00. - **charge** plus **charge_amount** - a named extra for anything else on the invoice: a fuel surcharge, a pallet fee, a rebate. The label from your file is kept. Both invoice shapes work. Freight can sit on its own row with no item code and no quantity, or repeat on every item row - when the same total appears on every line, it is counted once and the summary says so. Amounts written the way accounting software writes them parse fine: **$1,200.00**, and **(15.00)** for a negative. Imported extras arrive as ordinary charges in the purchase order's **Cost summary**, spread across items by value, and you can edit or remove any of them. You can also add them by hand at any time with **Add cost** in that same card. ## How rows match your products Each row is looked up in your Shopify catalog - by variant ID, then SKU, then barcode, then supplier SKU (the vendor product codes saved on your products; codes assigned to the chosen supplier take priority). - **Matched rows** become normal product lines. If the file has no cost for a row, the product's cost from your catalog is used - the same default as picking the product in the editor. - **Unmatched rows** import as custom lines, so items you don't stock in Shopify still make it onto the purchase order. The product name column (or the code itself) becomes the line's title. - **Ambiguous rows** - a SKU shared by more than one product - are skipped with a row error rather than guessed. Add those items by hand instead - type the product name into the **Add products** field and pick the variant you meant. - **Repeated rows** for the same item combine into one line when they say the same thing - quantities add together, and the first cost in the file wins. If their notes differ, they stay as separate lines, so a sheet listing the same item twice for two customers imports as two lines with an instruction each. ## Importing into an order you're editing You don't have to start from the list - every purchase order you're editing can take the same file. In the **Items** header, press the import icon (beside the browse and custom-line icons) to open **Import lines from CSV**. The same columns and matching rules apply, with a few editor extras: - **Paste instead of uploading** - copy rows in your spreadsheet, then just paste with the dialog open. No need to save a file first. - **Nothing lands until you confirm** - the dialog resolves the rows first, and the button tells you exactly what you'll get ("Add 12 lines"), with skipped rows listed by line number. - **Re-importing updates, never doubles** - rows for items already on the order are set to the file's quantity, so importing a corrected file converges. - Costs come from the file when present, otherwise from your catalog - in the purchase order's currency. Supplier SKUs resolve against the order's supplier. - **Shipping, fees and discounts come in here too** - charge rows from the file (see above) land in the open order's **Cost summary**, ready to edit, and pack recipe codes expand into their component lines - the same complete file works on either import. ## Good to know - The import always creates a **draft** - review it, edit lines, or delete it freely. Nothing touches your Shopify inventory until you mark the purchase order as ordered. - One file creates one purchase order, for the supplier you pick in the dialog - a supplier column inside the file is ignored. - Files can hold up to 5,000 rows (5 MB). Split larger orders and import them as separate purchase orders. - On a brand-new store the option also appears in the empty state - **Import from CSV**, right next to **Create purchase order**. - The same import (file or paste) is available while building a transfer or a stock adjustment - look for **Import CSV** next to **Add products**. - Buying the same item from several distributors? Each of them can have their own part number and case size saved against your products, and imports resolve against the supplier you picked - see Buy the same item from more than one supplier*. - Does one code on their invoice stand for a box or an assorted pack? Teach it to that supplier once as a **pack recipe**, and imports expand the row into its component products at the right cost - see *[Pack recipes: turn one supplier code into several products](https://support.myworks.software/en/articles/16301758-pack-recipes-turn-one-supplier-code-into-several-products)*. - Migrating from another PO app? This import creates one new draft at a time - to recreate your full purchase order **history** from Stocky, Horse, or any other app, with statuses, dates, and receiving history included, see *[Import purchase order history from CSV files](https://support.myworks.software/en/articles/16268063-import-purchase-order-history-from-csv-files)*. --- ## Taxes on purchase orders **URL**: https://support.myworks.software/en/articles/15864016-taxes-on-purchase-orders > Add the tax rates you pay suppliers, set a default, and Stockroom handles the rest - per-line taxable control, tax-inclusive pricing, tax on the PDF, and tax data for QuickBooks sync. Purchase orders in Stockroom can carry the tax you pay your suppliers - VAT, GST, sales tax, whatever applies to your purchases. Set up your rates once in Settings, and every new purchase order picks up the right tax automatically. You stay in control on each order: change the rate, remove it, or pick a different rate for individual lines. ## 1. Add your tax rates Visit **Settings > Taxes** and click **New rate**. A rate is just a name and a percentage - **VAT** at 20%, **GST** at 10%, **TX Sales Tax** at 8.25%. Add as many as you need; 0% rates are fine too, for zero-rated purchases. **Two taxes together?** Add them as one combined rate - for example **GST + QST** at 14.975% in Quebec. That's exactly how QuickBooks tax codes work too, so combined rates map cleanly if you sync your books. - **Edit** a rate anytime. Purchase orders keep the name and percentage they were created with, so editing a rate never changes an existing order - only orders that pick it from then on. - **Archive** a rate you no longer use. It disappears from the pickers, but every purchase order that used it is untouched. You can **Restore** it anytime. ## 2. Set your defaults Four settings in the same section control how tax applies: - **Default tax rate** - applied automatically to new purchase orders for taxable suppliers. Each order can still change or remove it. - **Costs entered include tax** - turn this on if the costs you type already include tax (common for VAT businesses). This is store-wide: your drafts and new purchase orders follow it. - **Tax shipping and adjustments** - whether order-level charges like freight are taxed too. This is a default; each order can change it. - **Use each product's Shopify tax setting** - for a mixed range, where some of what you buy is taxed and some is not. With this on, a new purchase order line starts untaxed whenever that product has **Charge tax** switched off in Shopify, so one supplier who sends you both kinds comes out right without setting tax line by line. Two things to know about that last one. Stockroom reads the tax setting from its synced copy of your catalog, so if you have just switched it on, run **Resync now** under Settings first - until a product has synced through, Stockroom treats it as taxable rather than guessing. And a supplier with **Charge tax** unticked still produces an order with no tax at all, whatever the individual products say; the product setting only decides which lines are taxed on an order that has a tax rate. ## 3. Tax on a purchase order In the **Cost summary** on any purchase order, a **Tax** dropdown holds your rates. Pick one (or **No tax**) and the tax amount updates live, right above the total. - **Lines taxed differently?** Once the order carries tax, every line gets its own **Tax** dropdown. Lines follow the order's rate by default - pick another rate for the exceptions, or **No tax** for untaxed goods. A Quebec order, for example, can run **GST + QST** as the order rate with a couple of **GST**-only lines. - **Tax shipping and adjustments** sits under the rate picker - tick it and your order-level charges are taxed at the order's rate. - The supplier **PDF** shows one row per tax - "GST + QST (14.975%)", "GST (5%)" - above the total, so your supplier sees exactly what you expect to pay. Spotted a mistake later? The order's tax rate and the shipping toggle stay editable even after a purchase order is ordered or received - they only lock once the order is closed or archived. (Per-line tax choices lock together with the line items when you mark the order as ordered.) ## 4. Tax-inclusive pricing If your supplier costs already include tax, turn on **Costs entered include tax** in **Settings > Taxes**. Stockroom then treats every cost you enter as tax-inclusive: your totals stay exactly what you typed, and the embedded tax is shown as an "Includes VAT (20%)" line under the total - on the order and on the PDF. This setting is all-or-nothing for your store: every draft and every new purchase order follows it the moment you change it. Purchase orders you've already marked as ordered keep the way their costs were entered, so committed totals never change under you. ## 5. Suppliers that don't charge tax Each supplier has a **Charge tax** checkbox on its details page. Untick it and new purchase orders for that supplier start without tax - you can still pick a rate manually on any order. The flag also rides along in the supplier CSV export and import as a **taxable** column, so you can update it in bulk. See *Suppliers: automatic imports, details, and product rules*. ## 6. Importing from Stocky? The one-click Stocky import brings your tax setup along: your Stocky purchase tax rates become Stockroom tax rates, each imported purchase order carries its rates - including orders where lines were taxed differently - lines that weren't taxed in Stocky import as not taxable, and orders that taxed shipping keep taxing it here. Nothing to redo. See *Switching from Stocky to Stockroom*. ## Good to know - Tax is calculated per line and per charge, then added up - so line amounts always match the order total exactly, with no rounding surprises. - Tax is always in the purchase order's currency, right alongside your costs. - The tax line is never spread into your landed costs - it's a totals row, not a charge, so allocation and cost updates work exactly as before. - Using QuickBooks? The tax rates and amounts on every purchase order - per line - are part of the data **MyWorks Sync** reads, so your books can reflect them - see *Push purchase orders to QuickBooks*. --- ## Create dropship purchase orders automatically **URL**: https://support.myworks.software/en/articles/16166028-create-dropship-purchase-orders-automatically > Turn on Automation and Stockroom raises the purchase orders for you - dropship items straight to your supplier, out-of-stock items so you can restock or make them, and a nightly restock draft. If your suppliers ship some items straight to your customers, you can skip the clicking entirely: turn on Automation and every new Shopify order containing those items becomes a dropship purchase order for its supplier - drafted for your review, or marked as ordered and emailed, your choice. ## Turn it on Two steps: - **Mark who dropships.** On a supplier's page, tick **Ships direct to customers** - every item matched to that supplier becomes eligible. If they only dropship part of their range, fill in **Dropship only these product tags** just below the checkbox: only their products carrying one of those tags become eligible, and everything else is ordered to you as normal. Leave it blank and their whole range dropships. See *Dropshipping only some of your products* below. - **Flip the switch.** In **Settings**, open the **Automation** section and tick **Create purchase orders automatically for items from dropship suppliers**. The section counts how many suppliers and products you've marked, so you can tell at a glance that your flags are set. * ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2579979906/a19871f75c146301ccaa1ecea936/MyWorks+Demo+Store+%C2%B7+Hydrogen+Vendor+%C2%B7+Shopify+2026-07-31+at+10_33_28+PM.png?expires=1788480000&signature=87832bd018e0e813e612ab11765764746e199e6714111184a5be86b88a46f23d&req=diUgH8B5lIhfX%2FMW3nq%2BgeNnATii5HSt70WS6xGTn1gjt3PmvtAOZx7EpqfW%0A4mIGMBdxjex9UsZvEjMQsIkd%2F4o%3D%0A) ## Dropshipping only some of your products There are two ways to say which products dropship, and they work together. - **By tag, on the supplier.** **Dropship only these product tags** on the supplier's page, separated by commas. This is the one that keeps working on its own: tag a new product next month and it dropships without you touching anything. - **Product by product.** Tick **Auto-create dropship POs** in the **Costs & replenishment** section of a product's page. Use this for the odd exception, or when the items you dropship have no tag in common. A product marked this way always dropships, whatever the supplier's tags say. You do not have to tick that box hundreds of times. Two ways to mark a batch: - **From your product list.** In **Inventory**, narrow the list however you like - the **Filter by tag** box, a vendor, a search - then tick the header checkbox and choose **Select all matching products**. **Mark for dropship** marks the lot, and **Remove dropship** takes it back off. Up to 1,000 products at a time. - **By spreadsheet.** The stock-settings CSV has a **dropship_eligible** column - put yes* or *no* against a row. Export it from **Inventory**, fill the column in, and import the file back. Blank cells never change what is already saved, so a partial file is safe. The **Automation** section counts how many suppliers and products you have marked, so you can check a batch landed. ## Choose when and how - **Create when** - **An order is placed** (the default) or **An order is paid**. Pick paid if you'd rather wait for payment to clear first. Keep placed if you sell B2B on terms, where payment can arrive long after the goods should ship. **Skip orders with these tags** - orders carrying any of these tags never create purchase orders, under either rule. Useful for orders imported from another system, which usually arrive tagged (for example **Imported**). Separately, an order placed more than 2 days before Stockroom hears about it is treated as history rather than new demand and creates nothing - so a historical import never spawns purchase orders, even if you only set the tag afterwards. On the **An order is paid** trigger that check uses the payment date, so an invoice paid weeks after the order still counts as new. - **Created as** - **Draft for review** (the default) keeps you in the loop: purchase orders wait in your list until you mark them as ordered. **Marked as ordered** sends them on their way the moment they're created. - **Email the PO to the supplier** - shown when you choose Marked as ordered. Each purchase order is emailed with your usual template as soon as it's created. Suppliers without an email address are flagged for you instead. Suppliers connected on Stockroom Network receive the purchase order in their own Stockroom when it's marked as ordered - and when they ship, their tracking fulfills your customer's order. With everything on, a customer order reaches your supplier and comes back as a shipping notification with no clicks in between. ## What gets created - One dropship purchase order per supplier, containing only the order's eligible items. Anything else on the order is left for you to handle normally. - The customer's shipping address is the ship-to, so the PDF and the supplier's email show where to send the goods. By default your Shopify stock never moves and delivery is recorded with **Mark as delivered** - unless you have set that supplier, or your store, to update stock anyway - see *Dropship purchase orders: ship straight to your customer*. - Each purchase order links back to the order it was created from, so you can always see why it exists. - Never a duplicate: if an order already has purchase orders - made by hand or by automation - nothing extra is created. ## Purchase orders for out-of-stock items The second rule in the same **Automation** section handles the opposite case: an order comes in for something you do not have. Tick **Create purchase orders for out-of-stock items** and Stockroom raises a purchase order for what you were short of, so you can order it or make it without watching for it. - **Only the shortfall.** If five are ordered and three were on the shelf, the purchase order is for two - not five. An order that simply cleared the last of your stock creates nothing, because you had enough. - **Stock is read at the location the order was routed to**, so a multi-location store orders for the place that actually ran short. The purchase order is set to receive back at that same location. - **These are ordinary purchase orders.** Unlike dropship ones they ship to you, they add incoming stock in Shopify, and you receive them normally. - They share **Create when** and **Created as** with the dropship rule above. You can run either rule on its own, or both. Two things decide whether this can fire at all. Your store has to allow selling past zero for those items - if Shopify stops the sale when stock runs out, you were never short. And the items have to be tracked in Shopify; products with inventory tracking off have no stock level to be short of, so they are skipped. ## Restock drafts: drafting your restocking for you The same Settings section can also draft your restocking for you. Tick **Draft restock orders automatically for low-stock items**, then mark suppliers with **Auto-draft restock orders** on their pages. Any of their items at or below its reorder point is added to a standing draft purchase order for that supplier - one draft per supplier, topped up as more items run low, never a pile of new ones. **How often** controls the schedule: every night (the default), weekly on Mondays, or monthly on the 1st. - **Drafts only.** Nothing is ordered, emailed, or sent to a supplier without you - you review the draft, adjust, and mark it as ordered like any other purchase order. - **Your own drafts count.** If you've already drafted an order covering an item's shortfall, the next run leaves it alone - quantities never double up. - **It follows your reorder points.** Items use the reorder point and max level from their product page (or Stockroom's suggested thresholds once applied). Items excluded from reorder suggestions are never drafted, and neither are the items of a supplier you've set to **Ignore in reorder suggestions** on their supplier page. * ## When something needs you Automation never fails silently. When it can't finish, a note appears in the **Needs your attention** feed on Stockroom's Home page saying what to do: - **No customer shipping address** - there's nowhere to dropship to, so create the purchase order from the order's page in Shopify and choose the address yourself. - **No supplier matched** - the order's dropship items couldn't be matched to a supplier. Fix the supplier's rules, then create the purchase order by hand. Orders that created purchase orders but had to leave some items out get their own note. - **Supplier has no email address** - the purchase order was still marked as ordered; add an email address to the supplier, then send it from the purchase order's page. - **Could not tell which location the order was routed to** - only on stores with more than one location, and only for the out-of-stock rule. Stockroom will not guess which location ran short, so create the purchase order from the order's page in Shopify. Notes clear themselves once the problem is fixed - there's nothing to dismiss. ## Good to know - Turning Automation on also catches up on recent orders: eligible orders from roughly the last day that don't have purchase orders yet get theirs within a few hours. - The same safety net keeps re-checking recent orders every few hours, so an order Shopify didn't notify us about still gets its purchase order. - The supplier checkbox only feeds automation - a flagged supplier can still take an ordinary restock order, and a purchase order you create by hand is never marked dropship just because of its supplier. - Turning the switch off stops new purchase orders immediately; the ones already created stay exactly as they are. - The same **Automation** section also has **Details from the order**, which copies a reference, an expected date, a note or the PO number off the Shopify order onto the purchase order it creates - useful for carrying a job or work number through to whoever fills it. See Create purchase orders faster: from orders, products, POS, and for multiple locations*. --- ## Dropship purchase orders: ship straight to your customer **URL**: https://support.myworks.software/en/articles/16165296-dropship-purchase-orders-ship-straight-to-your-customer > When your supplier ships to your customer, mark the order delivered instead of receiving it - your Shopify stock never moves, and costs still count. Sometimes the goods on a purchase order never pass through your stockroom - your supplier ships them straight to your customer. Two separate things follow from that, and Stockroom keeps them separate: **where the order ships**, which decides the address on the document, and **stock handling**, which decides whether the order touches your Shopify inventory. The usual dropship order is both - it ships to your customer and does not update your stock, so nothing is pushed to inventory and you mark the order delivered instead of receiving it. Costs still count either way, so your reports stay right. ## Make a purchase order dropship There are two ways to make one yourself: - **From a Shopify order** - on the order's page, open **More actions** and choose **Create PO**. When the order has a customer shipping address, the dialog asks where the purchase orders should ship: **Store address** or **Customer's shipping address**. Choose the customer and every created draft is a dropship purchase order with the customer's address as its ship-to. When no customer shipping address is available, the dialog says the drafts will ship to your store address instead - you can still make one dropship afterwards. - **On any draft** - click **Edit ship-to**, type the delivery address, and tick **This ships straight to a customer**. **Use location address** clears both the address and the flag. That checkbox is the address only - stock handling is its own choice, below. * ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2579623834/892b99c4a08fbcca8e786bf9549d/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-07-31+at+5_01_29+PM.png?expires=1788544800&signature=44c5f59eb6240c447f6f8a1ce44971f69adc1c1f4fd6cdaa2a0334944d7abec0&req=diUgH898nolcXfMW3nq%2BgWwyn2umMTm1M%2FtiXhNddGK7Okr8XEyUj9CsfxzR%0AwFKx42PO1Z3x9DbqyezRmkDzqlg%3D%0A) Both choices can only change while the order is a draft - marking it as ordered locks them in, because an order that already promised incoming stock has to retract exactly what it promised. A dropship order shows a **Ships to customer** badge next to its status, so you can always tell at a glance. ## Stock handling: does the order touch your inventory? Whether an order updates your stock is set in three places, and the most specific one wins: - **On the order** - the **Details** card on a draft, as **Updates my stock** or **Does not update my stock**. An order that does not shows a **Not stocked** badge beside its status. - **On the supplier** - **Stock handling** on their page, for a dropshipper you never receive into stock. Leave it on **Use my store default** and it follows the setting below. - **For the store** - **Settings** > **Stock handling** sets what new purchase orders do. Changing it only affects orders created from then on. Set none of them and nothing changes from how Stockroom has always behaved: an order shipping to your customer leaves your stock alone, and every other order updates it. Why would a dropship order update your stock? Because some stores treat dropship as a location. Shopify lowers that location to -1 when the customer's order is fulfilled, and receiving the supplier's shipment brings it back to 0, so the location shows what is out at your supplier. To work that way, set the supplier - or that order - to **Updates my stock** and keep the customer's address as the ship-to. **Two things have to line up.** The product has to be inventory-tracked in Shopify, or nothing comes off the location when the customer's order is fulfilled and receiving only ever adds. And the customer's order has to be fulfilled from the same location you receive into - if Shopify routes it elsewhere, the unit stays on your dropship location and comes off one that never had it. ## What changes (and what doesn't) This is what an order set to **Does not update my stock** does differently: - Marking the order as **ordered** doesn't add incoming stock in Shopify - the units were never coming to you. - Receiving becomes **Mark as delivered**: the same card, the same partial deliveries, but no location picker and no inventory update. Record what reached your customer and the true costs - the card says it plainly: your Shopify stock never changes. - **Mark all delivered** is the one-click version, exactly like **Receive all** on a stock order. - When everything's in, the order's status reads **Delivered** instead of **Received**. - Undo works the same - every delivery in the order's history has an **Undo** button that reverses the costs it recorded. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2579624467/84dc64e259e9098939606fc9a145/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-07-31+at+5_02_00+PM.png?expires=1788544800&signature=70fd4e1be9e6409b98cf6f6cfdcb6ee0b55bcb2a11a7f620af5f0ae84f31be50&req=diUgH898mYVZXvMW3nq%2BgS7b07y%2Fn%2BbGRItmY796wMoP0wZJkWt3XYV21SFI%0AOSbkCGriyod58rqON34%2FxedmqXA%3D%0A) Everything else behaves like any purchase order: the PDF and supplier email print the customer's address as the ship-to, backorders and cancellations work the same, and the order counts in your spend and supplier reports. ## Costs count on the sale, never in stock value Delivered dropship items go straight into cost of goods sold on the date of the customer's order (or the delivery date, if the purchase order wasn't created from an order), at the exact cost on the purchase order. They never enter your inventory valuation - there's no stock to value - so the Margin* and *COGS* reports stay honest for both sides of your business. ## Tracking and the customer's shipping notification On a dropship order created from a Shopify order, each shipment you record - with **Mark as on the way**, or arriving automatically from a supplier connected on Stockroom Network - can fulfill the source order in your store with the same tracking, so your customer gets the normal Shopify shipping notification. Use the shipment's **Fulfill order** button, or grant the optional fulfillment permission when Stockroom asks and new shipments fulfill the order automatically. ## Create them automatically You don't have to click at all: turn on **Automation** in Settings and new orders containing items from your dropship suppliers create these purchase orders on their own - drafted for review, or marked as ordered and emailed. See *Create dropship purchase orders automatically*. ## Good to know - An order set to **Does not update my stock** never shows as incoming in Shopify, doesn't appear in a product's incoming count, and doesn't reduce reorder suggestions - your restocking maths only counts stock that's actually on its way to you. One set to **Updates my stock** counts in all three, like any other purchase order. - If a dropship-only product is inventory-tracked in Shopify, the customer's order itself still lowers that Shopify stock when it's fulfilled - most stores untrack products they never hold. - A dropship order's deliveries still record costs into cost history, so the price you actually paid is always on file per delivery. - **Find a dropship order by the customer.** The Purchase orders list's search box matches the customer's name (and address) on the ship-to, and the Shopify order number - so searching either brings up the right PO, with no need to open the Shopify order to copy its number first. Running a drop shipping store? [Stockroom for drop shippers](https://stockroom.app/solutions/drop-shipping/?utm_source=help-center) covers the whole workflow, including what to avoid for now. --- ## Buying in your supplier's currency **URL**: https://support.myworks.software/en/articles/16115278-buying-in-your-supplier-s-currency > Set a supplier currency, control the exchange rate on each PO, pay customs in your own money, and keep converted costs out of your reported history. If you buy from overseas suppliers, your purchase orders are in their currency and your books are in yours. Stockroom keeps both: the supplier sees the price you agreed, and you see what it costs you at home. ## Set your supplier's currency once Open a supplier and set **Currency**. Every new purchase order for that supplier starts in it, so you never pick it per order. Leave it blank and the supplier uses your store currency. Setting it is also what puts the **Currency** box on your purchase orders: a store that buys in a single currency never sees it, and it appears in the **Cost summary** once any supplier or order of yours is in another currency. * ## The exchange rate lives on the purchase order A foreign-currency PO shows an **Exchange rate** with a daily reference rate already filled in, so there is no empty box to guess at. It reads like **1 EUR = 0.855 GBP** - your currency per one unit of theirs. - Click **Set rate** to type the rate you actually settled at. Your bank takes a spread and customs use their own published rate, so the number on your invoice is rarely the market mid. - **Use latest rate** puts the current reference rate back. - The rate shows **Your rate** when you set it and **Reference rate** with its date when it came from the daily feed, so you can always tell which is which. - The rate is editable while the PO is a draft and **locks when you mark it as ordered**. That is deliberate - it stops last month's orders re-pricing themselves every time rates move. ## What you see on the order The **Cost summary** shows the order in the supplier's currency, with **Total** in your currency beside it. Your purchase order list does the same, and the Incoming value tile converts each order at its own rate rather than adding up currencies that do not belong together. Orders with no rate yet are counted separately, so the figure is never quietly wrong. ## Costs you pay in your own currency Customs, brokerage, and local freight are often billed to you at home even when the goods are priced abroad. Add the cost with **Add shipping** or **Add adjustment**, then set **Charge currency** to your own. - It converts into the order's currency for the order total and for landed cost, including custom splits. - It is marked **Not on supplier copy** and does not print on the PO PDF, and the printed total leaves it out too - your supplier cannot reconcile a fee they never charged you. - It carries no supplier tax, because it is not on their invoice. - Set the exchange rate on the PO first. Without one there is no way to express the two currencies as one landed cost. ## Product costs and reporting When you mark a foreign PO as ordered, or receive it, Stockroom converts each cost at that order's rate before updating your Shopify cost per item. Cost updates are always your choice and always previewed first. At the moment you receive, the rate is written onto that receipt and the converted costs are stored with it. Your cost of goods reports read those stored figures, so changing a rate later never moves history you have already reported on. ## Good to know - Stockroom never guesses. With no rate on the order, cost updates are offered but not performed, and the order tells you a rate is needed rather than inventing one. - The pre-filled rate is a daily reference rate. It is close, but it is not your bank's rate - if the exact figure matters to you, type the one from your invoice. - Totals are never blended across currencies. Reports that span several currencies show each one separately. - Documents your supplier receives stay in their currency throughout - the PO PDF and the email show the price you agreed with them and nothing else. Related: Keep your product costs current when you order* and *Landed cost: what your stock really costs*. --- ## Archive purchase orders you're done with **URL**: https://support.myworks.software/en/articles/16392746-archive-purchase-orders-you-re-done-with > Move finished or abandoned purchase orders out of your list - one at a time or in bulk - and bring them back whenever you need them. Old orders pile up. A season closes, a supplier is replaced, a duplicate draft gets abandoned - and none of it needs to sit at the top of your **Purchase orders** page any more. Archiving moves an order out of the way without throwing anything out: the lines, costs, receipts and history are all still there, and you can bring it back at any time. ## Archive one order Open the purchase order, then **More actions** and **Archive**. Any order can be archived at any point in its life - a draft you never sent, an order still on the way, one fully received last year. Archiving never changes the order's status: a received order stays received. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2609698061/4901bbf9106f89642d51843995a3/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-14+at+1_40_16+PM.png?expires=1788480000&signature=90c14d981d9b499f9207828bc2243ce9128eada61a637ab2d074a074ee568f71&req=diYnH893lYFZWPMW3nq%2Bgb8Us1LBHID84EvBxW0IqpdyeobFWR0qnirBoqiv%0A2ZDJTCXRzegUXUH8zk76yrBxjcE%3D%0A) ## Archive several at once On the **Purchase orders** page, tick the checkbox beside each order you want to clear out, then click **Archive** in the bar that appears above the list. The checkbox in the table header selects everything on the page, so a filtered view - one supplier, or everything received before a certain date - can be archived in two clicks. You can archive up to 250 orders in one go. The selection can mix statuses freely. Drafts, ordered and received orders all archive together, and each keeps the status it had. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2609697443/567b528a98da3a821e190380216b/MyWorks+Demo+Store+%C2%B7+Purchase+orders+%C2%B7+Shopify+2026-08-14+at+1_39_45+PM.png?expires=1788480000&signature=4bc8b3ad8b8add7ac44ed3327e5780f90aa0fdcb23b17d1f9cbbf7a788259116&req=diYnH893moVbWvMW3nq%2Bge4hwvVwr4lOOrfqPDMTv5yqFKJo7oQEEC8QFLYB%0AH571%2BvoMXJBRRT%2FW61j6VbtRxmA%3D%0A) ## Find and restore an archived order Archived orders leave the **All** tab and every status tab, and collect on the **Archived** tab instead. You do not have to switch tabs to find one, though: a search from the **All** tab covers archived orders too, and they show up with an **Archived** badge. On the **Archived** tab itself, search, the supplier and location filters and CSV export all work exactly as they do elsewhere, so an archived order is still findable by PO number, SKU or supplier. To bring one back, open it and choose **More actions** and **Unarchive**, or tick the rows on the **Archived** tab and click **Unarchive** in the bulk bar. The order returns to the tab matching its status, untouched. ## Good to know - An archived order is read-only. You cannot edit it, receive against it, reopen it, or mark it ordered or closed while it is archived - unarchive it first, then act on it as normal. - Archiving is not deleting, and nothing is lost. Costs already received stay in your COGS and margin reports, because the stock genuinely arrived. - Archiving an order that is still on the way does **not** remove its incoming quantity from Shopify. If you want those units to stop showing as incoming, either receive the order or use **Close** to write off what never arrived, then archive it. - Archived orders drop out of open-order counts, the overdue badge and stock alerts, so archiving an order you have given up on cleans those up straight away. - Deleting is only possible on drafts. For everything past draft, archiving is how you get an order out of sight - which is deliberate, since a received order is part of your cost history. --- # Receiving & returns Receive stock into Shopify inventory, print barcode and price labels, and return stock to suppliers. --- ## Receiving Inventory Against a Purchase Order **URL**: https://support.myworks.software/en/articles/15811678-receiving-inventory-against-a-purchase-order > Receive purchase orders in full or in part - Stockroom updates your Shopify inventory at the right location and keeps a history of every receipt. Receiving is where a purchase order pays off: the stock you ordered becomes stock you can sell. In Stockroom, receiving happens right on the purchase order - enter what arrived, and your Shopify inventory updates at the location you choose. Receive everything at once, or in as many partial deliveries as it takes. You can also record what each delivery actually cost, so your product costs stay accurate. ## When a purchase order can be received A dark **Receive** button appears on a purchase order once it's been marked as **Ordered**, and stays available while it's **Partial** (some items received, some still outstanding). Click it and you pick one of two ways to receive. **Receive & count** opens the receiving card, where you enter or scan what actually arrived - that is the flow below. **Receive all** takes the whole remaining order in one step, without opening the card; see *Receiving a whole order without counting*. Draft POs can't be received yet - mark them as ordered first. ## 1. Open the Receive stock card Open the purchase order, click **Receive**, and choose **Receive & count**. A **Receive stock** card opens right on the page: **Only a few items turned up?** You do not have to open the whole order. On the **Items** card, every line that still has units on order carries a small package button on the right: click it and the **Receive stock** card opens holding just that line, with the quantity already filled in to what is still outstanding. Change it to what actually arrived, correct the cost if the invoice differs, and receive. To do several lines at once, tick their checkboxes and click **Receive selected** - the card opens holding just those lines, so you can still adjust any quantity or cost before you receive. A line at the top of the card tells you how many of the order's lines you are looking at, and **Show all lines** brings the rest back. On a partially received order, **Receive & count** itself opens the card this way too - holding just the lines with items still outstanding, so the deliveries already put away are not in the way while you count the rest. While the card is open the **Items** list below it is hidden, so you are only ever reading one copy of the lines. The rest of the order is untouched either way. Each line keeps its own count of what has arrived and what is still owed, and each delivery records the cost you were actually charged - so if the price changes before the rest ships, the later delivery simply records the new one. - **Receive to location** - where this stock is arriving. It defaults to the PO's destination, and you can pick any of your Shopify locations. On an order split across several destinations it starts on **Each item's ordered destination** instead - more on that below. - A line-by-line table showing **Product**, **Ordered**, **Receive**, **Unit cost**, and a **Status** column. Before you count anything, Status shows what earlier deliveries already covered - a green **Received** badge on a fully received line, "1 of 3 already received" on a partial one - and as you count it tracks this delivery instead. - An **Invoice #** field for the supplier's invoice number on this delivery, and an optional **Note** (handy for "Box 2 of 3" or "2 units damaged"). This is where supplier invoice numbers belong: each delivery keeps its own, so one purchase order can carry several. The **PO number** field on the order itself is a different thing - whatever you type there replaces the number Stockroom generated for the order, on the order and on every document. - A **Received date** - defaults to today. Entering a delivery that actually arrived earlier? Pick that day, and the receipt, your reports, and your cost history all use it. * On a purchase order split across more than one destination, the lines are grouped into a band per location and **Receive to location** starts on **Each item's ordered destination**. Count the whole delivery in one pass and every item is received into the location it was ordered for: Stockroom writes one receipt per destination, and each one appears in the order's History card with its own location. Everything turned up at one store instead? Pick that location in **Receive to location** and the whole count lands there. Each band then reads either **Receiving here** or **Ordered for another destination**, so you can see what is going where before you confirm. ## 2. Enter what arrived Each row shows the product name with its codes underneath: the supplier's code first when you have one on record, then **Our SKU**, followed by the pack code and how many units that location already holds. When several variants of one product are on the order, those codes are how you tell one row from the next. You can also put the whole order in SKU order - open **Sort items** on the **Items** card and choose **SKU** - and the receive rows follow the same order. Every line's **Receive** quantity starts at zero, so you can scan or type what actually turned up without clearing a number first. **Scan to count** sits at the top of the card - each scan adds one to the matching line, and the line you have just scanned moves to the top of the list, so the row you are about to type into is always the one in front of you. Only scanning reorders the list; typing a quantity leaves everything where it is. Whole order arrived? Click **Max counts** and every line fills with the quantity still outstanding - then adjust anything that came up short. For a partial delivery, either enter just the lines that arrived, or click **Max counts** and lower the ones that fell short. Lines left at zero are skipped, so you can receive them in a later delivery. If more arrived than you ordered, enter what actually turned up - the extra units are recorded and land in stock, and the line is flagged so you can see it. See Receiving more than you ordered*. **Zero counts** sits next to it and clears every quantity, so you can count a delivery from scratch. When your supplier has told Stockroom what's actually in the shipment the quantities pre-fill on their own, a banner says where they came from, and the two buttons become a **Set all** menu with a third option, **Fill from ship notice**, for putting those numbers back after you've changed them. ## Record where it went on the shelf Open the **Columns** picker on the receive card and switch on **Bin** to record a shelf location per line while you put the delivery away. Each field pre-fills with whatever is on record for that item at the location you are receiving into, so a settled item just gets confirmed along with the count. The bin is saved against the location the delivery arrived at, and an empty field never clears a bin you already had. Full details in *Bin locations: record where each item is shelved*. ## Track lot numbers and expiry dates (early access) Lot tracking is available as an early-access feature and is off by default. Turn it on under **Settings** > **Purchase orders** > **Early access**, then mark each product you want to track with the **Track lots** checkbox in its product page’s **Costs & replenishment** section. On an order with marked items, the receive card’s **Columns** picker also offers **Lot** and **Expiry** - type the supplier’s batch number (and its expiry date, if it has one) as you count the delivery, and Stockroom records which batch arrived on which receipt. Recorded lots live under **Inventory** > **Lots**: search by lot number, open a lot to see the purchase orders it arrived on and its full history, correct its dates, or adjust its quantity with a reason. The **Expiring lots** report lists every dated batch that still holds stock, soonest first. Lot balances are Stockroom’s own records - they never change your Shopify inventory. For the full walkthrough, see *[Lot tracking: batch numbers and expiry dates](https://support.myworks.software/en/articles/16738793-lot-tracking-batch-numbers-and-expiry-dates)*. ## Add a barcode while receiving Sometimes an order is placed against products that have no barcode yet, and you only have the codes once the cartons are open. When any item on the order is missing one, **Add barcodes** appears at the top of the receiving card. It lists just those items, so you can scan or type a code for each and then **Save barcodes**. If you scan something the order doesn't recognise, the banner that appears also offers **Assign to an item**. Choose the row the code belongs to, press **Use it**, and save. The scans that missed are counted onto that item, so you don't have to scan the box a second time. If the code is not on any product in Stockroom at all, the same banner offers **Create product** - it creates the product in Shopify with the scanned barcode filled in, adds it to this order, and receives the scanned count in one step. It is created as a draft, so it stays off your sales channels until you finish and activate it in Shopify. * Codes are saved to the product in Shopify, so they work everywhere afterwards - scanning, stocktakes, and printed labels. Three things worth knowing: - Stockroom only fills a barcode that is **empty**. Changing a code a product already has is an edit in Shopify, deliberately - so a busy receiving session can never overwrite the identity of the wrong item. - If another product already uses the code, Stockroom names it and asks first. You can still **Assign anyway** when two products genuinely share a code, but a scan will no longer tell them apart. - Typed codes are checked against the digit maths a UPC or EAN has to satisfy, which catches a transposed pair before it reaches your catalog. It is a warning, not a block - internal codes that were never UPCs are fine. ## 3. Record true costs (optional) Invoices don't always match the PO. As you receive, you can: - Edit each line's **Unit cost** to match the supplier invoice. This updates the receipt, not the PO - the PO stays your original agreement. Lines you have already received in full are greyed out here, because this card only records what is arriving now - correct those from the delivery itself, in Correct a delivery's costs* below. - Enter the supplier **Invoice #** for this delivery. This is the place to record a price you only learn when the goods turn up, which is how a lot of buying from smaller suppliers works. The **Unit cost** column is shown by default - if you cannot see it, open the **Columns** menu on the receive card and tick **Unit cost**. That choice is remembered per device, so it can be on at your desk and off on a warehouse tablet. If the PO has shipping or duty charges, a **Landed / unit** column shows what each unit truly costs once those are spread across the items. See *Landed cost: what your stock really costs* for the full picture. Already confirmed the receive with the wrong costs? You can correct them without undoing anything - see *Correct a delivery's costs* below. ## 4. Confirm Click **Receive stock**. You'll see "Stock received!", and: - The purchase order's status updates - **Partial** if items are still outstanding, **Received** once everything's in. - Your Shopify inventory at the chosen location updates moments later (the update runs in the background, so give it a beat before checking the product page) - received units move from **incoming** to **available**. - The receipt is added to the **History** card on the PO, with the date, units, location, invoice, note, and who received it. If receiving at these costs would change a product's cost in Shopify (compared to the cent), an **Update costs and prices?** dialog opens. **Update product costs** sets your Shopify cost per item to the new weighted average, and **Update selling prices** lets selling prices move with it - each row pre-fills a **New price** that holds your current margin at the new cost, rounded the way you choose, and blank fields are left untouched. Tick either, both, or neither - an unticked card reads **Not this time**, and the confirm button says exactly what it will do. If nothing would change, the stock is received with no dialog at all. (For a PO in another currency, set the **Exchange rate** on the PO first - without one the dialog is not offered.) Full price-update details: *Keep your product costs current when you order*. Ordering only some of a product's sizes or colours, but the new figures apply across the range? Both cards carry **Also update the other variants of these products**, with the exact count they will touch - one for costs, one for prices - so a range that shares a cost or a price stays aligned without you editing it one variant at a time. Prices spread exactly as you typed them here. * ## After receiving: a suggested transfer If you stock more than one location, Stockroom checks the items you just received the moment the receipt lands. When another location is at or below its reorder point on one of them - and the receiving location now holds more than its max level - the purchase order shows a **Suggested transfer** card: which location is short, and how many units to send to fill it back up to its max. **Create transfer** makes a draft transfer in Shopify - nothing moves until you ship it. The button unlocks a few seconds after receiving, once Shopify has recorded the new stock. After creating, the card offers **Open transfer** and **Mark in transit**, and if two locations are short you get one button per destination. **Dismiss** hides the card for that delivery. The card uses the same reorder points and max levels as the suggestions on the Transfers page - set those on the Reorder page to power it. If the other locations have no levels set, or nothing is short, the card simply does not appear. ## Receiving a whole order without counting If the delivery matches the order and you have no reason to check it line by line, click **Receive** on the purchase order and choose **Receive all** instead. It receives every outstanding item at once - at the PO's own destination, or, on an order split across several destinations, into the destination each item was ordered for - and never opens the card. Nothing gets typed on this path, so Stockroom asks you to confirm first - and the dialog says exactly what is about to happen: - How many units are being received, and which location they are going into. - On a split order, that each item is going into the destination it was ordered for, as one receipt per location. - The same **Update costs** and **Update prices** choices the counting flow offers, with the products whose cost would change listed underneath. Leave both unticked and your catalog stays exactly as it is. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2574669296/710a11d34744c7766e3304117bfb/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-07-29+at+6_09_18+PM.png?expires=1788480000&signature=aa2b9a593e9625b55a74e23990efc584739306d5cebd80dc76af41c247861f66&req=diUgEs94lINWX%2FMW3nq%2BgRj4ztzIpwTZltMyiKdYXSK0SSvR9R%2FXMRSBqYzC%0AR5GkywTncQCPA%2F%2FlOdjvItFiOz4%3D%0A) Because nothing was counted line by line, this path cannot tell you a delivery came up short. If something did not turn up, undo the receipt afterwards and receive again with counts - see Undo a receipt* below. This path also always dates the receipt today - to date a delivery in the past, use **Receive & count**, where the **Received date** field lives. ## One delivery covering several orders When a supplier sends one shipment against more than one of your open orders, you do not have to receive them one at a time. Open **Receive stock** on any of them and Stockroom asks **Also in this shipment?**, listing the other open orders with that supplier. Add the ones that arrived and count everything together; each order still gets its own receipt. Each order in that list shows your supplier's own order number beside your PO number, when you have recorded one on the order. That is usually the only number the delivery paperwork carries, so it is what tells two orders from the same supplier apart. See *Creating and Sending Purchase Orders* for where to enter it. ## Receiving across multiple deliveries Nothing special to set up - just repeat the flow as each delivery arrives. The **Status** column keeps score, **Max counts** always fills with whatever is still outstanding, and each delivery can go to a different location if needed. When the last item is received, the PO moves to **Received** automatically. The dates land on your exports too - useful for matching deliveries back to supplier invoices. Once an order has received items, **Export CSV** on the order adds a **Received dates** column listing the day each line arrived, one date per delivery. For a per-delivery view across orders - each receipt with its invoice number and landed costs - use **Received lines with landed costs (CSV)** under **Export options** on the Purchase orders page. And when printing or downloading the PDF, tick **Show received status** in **PDF options** to add **Received** and **Remaining** columns - your copy only, never the supplier's. ## When the rest isn't coming Suppliers short-ship. When you know the remaining items will never arrive, you have two ways to settle the order - both remove the missing units from the order's totals and stop them showing as incoming in Shopify: - **Cancel remaining** on one line - on an ordered or partially received PO, every line with items still outstanding carries a small ✕ button at the end of its row, beside the line total - hover or tap it for **Cancel remaining**, then confirm. The cancelled units drop out of the totals, the line keeps a "cancelled" note for your records, and the rest of the order stays open. Swapping in a substitute? Pair it with **Add items**. - **Close** the whole order - under **More actions**, click **Close**. Closing an order with outstanding items asks you to confirm, then cancels everything still unreceived the same way. Stockroom also asks at the natural moment: when a delivery leaves items outstanding, an **Items still on backorder** prompt offers **Keep open** (another delivery is coming) or **Close order** (the supplier won't ship the rest). * **Cancel remaining** can't be undone - if the items do arrive later, add the product back with **Add items** and receive it. **Close** is different: a closed order can be reopened, and what closing took off comes back with it. And if MyWorks Sync is connected, the reduced quantities sync to QuickBooks automatically. ## If the delivery was received in Shopify instead Some stores take deliveries in as a Shopify **transfer** rather than receiving them against the purchase order here. That adds the stock in Shopify, but the purchase order stays open - so its units keep showing as **incoming** in Shopify for a delivery that already arrived, and Shopify gives you no way to edit incoming from the admin. Stockroom watches for this. When a Shopify transfer receives items from an open order at the same location, the order shows **Items on this order were received in Shopify**, names the transfer with the units it took in and the date, and links to it with **View transfer**. If that covers everything the order still had outstanding, the notice also offers **Close order**, which takes those units back out of Shopify's incoming stock. If only some of the items arrived that way, the notice tells you what it found and leaves the order alone - a delivery that is still coming should not be cancelled. Closing an order this way records no receipt in Stockroom, so that delivery's costs live in Shopify only. If you want landed cost and cost of goods tracked here, receive against the purchase order in Stockroom instead of creating a transfer for it. ## Reopen a closed order Closed an order by accident, or need it back? Open it and choose **More actions → Reopen**. The order goes back to where receiving left off - **Received**, **Partial**, **On the way** or **Ordered**, depending on what had arrived - so you can receive against it again. Whatever was still unreceived when you closed it goes back on the order and shows as incoming stock in Shopify again; the confirmation tells you how many units that is before you commit, and the reopen is recorded in the order's **History** card. Two things worth knowing: - An order closed **before reopening was available** can still be reopened, but its incoming stock in Shopify can't be restored - Stockroom has no record of what that close removed. The confirmation says so when it applies, so check the order in Shopify if you were expecting incoming units. - If the order had already been sent to QuickBooks or Xero as closed, reopening it here doesn't reopen it there - push the order again when you're ready. Reopening is also the way in when a receipt on a closed order needs undoing: reopen the order first, then use **Undo** on the receipt. ## Change a receipt's date Every receipt in the PO's **History** card has an **Edit date** button - useful when you're entering past deliveries after the fact, or a receipt was recorded on the wrong day. Pick the correct date and save: your reports and cost history follow the new date, and your inventory and recorded costs are not touched. A few details: - It works even after the order is **Received** or closed - changing the date never changes what was received or what it cost. - It also works on receipts imported from Stocky (which can't be undone), so a wrong imported date is still fixable. - Dates can't be set in the future, and a receipt that has been undone can't have its date changed. ## Correct a delivery's costs Supplier invoices often arrive after the goods. When one prices a delivery differently from what you recorded, you can correct that delivery on its own - the rest of the order is left alone. There are two ways in: - On the purchase order's **History** card, click the cost icon on the delivery you want to fix. - Or click the figure in the **Received cost** column on the items card. If that item arrived on more than one delivery, Stockroom asks which one the invoice covers. The dialog lists what that delivery brought in, with an editable **Unit cost** per line. A running **Delivery total** sits underneath, and if you recorded an invoice total when you received it, the **Difference** tells you how far off you still are - so you can type until it reaches zero. Saving updates that delivery's costs, its landed cost, and your cost history - dated to the day the goods actually arrived, so your reports don't move. If the correction changes a product's average cost, the same **Update costs and prices?** dialog appears, and nothing reaches Shopify unless you tick it. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2642209068/9e802f27ae0553da1b6d1975557c/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-31+at+10_44_20+AM.png?expires=1788480000&signature=41078c2c776b47e606b3ea35e9b81bdc311f05bc688f3bf914ae0590f4c78b54&req=diYjFMt%2BlIFZUfMW3nq%2BgWQoI8GH6WbQVXlDaLU6%2FxW8s%2B5oPwvlfq2dFePv%0Ar7BfkjDwWvbMT4VmM9I1XHMQhvw%3D%0A) A few things worth knowing: - Only the costs change. Quantities, dates, locations and your Shopify stock stay exactly as they are - to change what arrived*, undo the receipt instead. - The purchase order's own line costs never change. The order is what you agreed; the delivery is what you were invoiced. - If the order has shipping or duty charges, correcting one line re-spreads those charges across the delivery, so other lines' landed costs can move too. - Costs can be corrected while an order is **Partial** or **Received**. On a closed order, choose **More actions → Reopen** first. Receipts you've undone, and receipts imported from Stocky, can't be corrected. ## Undo a receipt Received the wrong quantities, or confirmed costs that don't match the invoice? Every receipt in the PO's **History** card has an **Undo** button. Undoing voids the receipt: received quantities reverse, the order steps back to **Ordered** or **Partial**, and the Shopify inventory move is reversed in the background - so you can receive again right away with the correct numbers. Undoing everything to re-edit the order? **More actions → Revert to draft** undoes every receive and reopens the order as an editable draft in one step - the confirmation spells out what will happen before anything changes. The voided receipt stays in History marked **Undone**, and the undo itself appears as its own row with who did it, so your records stay complete. A few limits: - Product cost updates already pushed to Shopify are not reversed - the corrected receive offers a fresh cost update instead. - Receipts on a closed order can't be undone while it is closed - use **More actions → Reopen** first, then undo the receipt. - Receipts imported from Stocky can't be undone - their inventory never moved through Stockroom. ## Sending stock back to a supplier Undoing a receipt is for a delivery that was *recorded* wrongly - it rewrites your records as though it never happened that way. When the goods genuinely arrived and now have to go back, that is a **supplier return**: its own document, which ships the stock out of Shopify under a reason and tracks the credit your supplier owes you. On a purchase order with a recorded receipt, **More actions** and **Create return** starts one prefilled with what arrived. See *[Return stock to a supplier](https://support.myworks.software/en/articles/16350694-return-stock-to-a-supplier)*. ## Dropship orders: Mark as delivered On a purchase order that ships straight to your customer (a **Ships to customer** badge sits next to its status), the two buttons read **Mark as delivered** and **Mark all delivered** instead. The card works exactly the same - quantities, costs, partial deliveries - but there's no location picker and your Shopify inventory never changes: the goods went to your customer, not to you. When everything's in, the order's status reads **Delivered**. See *Dropship purchase orders: ship straight to your customer*. ## Good to know - **Click a product image to see it full size** - on the purchase order and in the receiving card, the small thumbnail beside each product opens the full picture, so you can check what should be in the box without opening Shopify. Variants with their own image in Shopify show that image - so on a colour run you see the exact colour you ordered, not just the product's main photo. - **Print labels as you receive** - from a receipt in the PO's History card, print one label per unit that arrived. See *Print barcode and price labels*. - **After a PO is ordered, its lines are locked** - you can still edit the Reference, PO number, Notes, Expected arrival, and Payment due, but not the products or quantities. This keeps your receiving history accurate against what was actually ordered. You can still **Add items** to an ordered PO, and cancel a line's unreceived remainder with **Cancel remaining**. - **Payment due fills itself in** - when a purchase order is marked ordered without a due date, Stockroom derives one from the supplier's payment terms (Net 30 dates it 30 days out; "due on receipt" dates it same day). It's a prefill, not a lock - edit it any time. - **Supplier didn't ship everything and never will?** Receive what arrived, then cancel the rest - see *When the rest isn't coming* above. Cancelled items stop counting toward the order total and no longer show as incoming in Shopify. - **Receiving into a location that has never held the item** is fine - Stockroom stocks the item at that location as it receives, so a new store or warehouse can take its first delivery without any setup in Shopify first. - **Imported the order from Stocky?** Receiving updates your available stock as usual, and Stockroom also clears Stocky's leftover "incoming" entry for the items you receive - so nothing lingers in Shopify. If an order you received earlier still shows a leftover incoming amount, that's Stocky's original entry from before this worked automatically - contact support and we'll clear it for you. - Using **MyWorks Sync**? Receiving is the moment your purchase order becomes a real cost - connect MyWorks to send POs and bills to QuickBooks automatically. --- ## Print barcode and price labels **URL**: https://support.myworks.software/en/articles/15859183-print-barcode-and-price-labels > Print barcode and price labels for what you order or receive - Dymo, Zebra/Rollo rolls or Avery sheets, using each product's existing barcode. Stockroom prints barcode and price labels straight from a purchase order, a receipt, or any product in your catalog - so newly-arrived stock is shelf-ready, and reprints are one click when a barcode falls off or a price changes. ## Where to print from - **From a whole PO:** open the **Print** menu on the purchase order and choose **Print labels**. This prints one label per ordered unit. - **From a single receipt:** in **Receiving history**, click **Print labels** on a receipt. This prints one label per unit that actually arrived - the best option for large orders. - **From a product - no purchase order needed:** open any product in Stockroom and click **Print labels**. Every variant is listed with one label preselected - ideal for replacing a damaged label or relabelling after a price change. - **In bulk from the Products list:** tick the products you want, then click **Print labels** in the selection bar (up to 100 products at a time). - **From the Shopify product page:** choose **Print labels** in the product's **More actions** menu - it opens Stockroom's label printer for that product. * ## Choose a format and options In the **Print labels** dialog: - **Label format:** 14 sizes. Thermal rolls - Dymo 30334 / Zebra / Rollo (2.25 x 1.25 in), Dymo 30336 (2.125 x 1 in), Dymo 30252 (3.5 x 1.125 in), Dymo 30330 (2 x 0.75 in), Dymo 30332 (1 x 1 in), Zebra (3 x 1 in), Zebra (2.25 x 1 in), Zebra (1.5 x 1 in), Zebra (1.25 x 1.25 in), Zebra (1.25 x 1 in), Zebra / Rollo (2 x 1 in), and the Dymo 30299 jewelry barbell - plus Avery 5160 (30 per page) and Avery 5167 (80 per page) sheets. The Zebra rolls fit Rollo, Munbyn and other printers sold for the same stock - if the die measures the same, the preset is the right one. Rolls print one label per page; the Avery options tile a grid on letter paper. **If your roll is not on the list, you can add it** - see Add your own label size* below. **Stockroom remembers the size you last printed on** and pre-selects it next time, per device - so a till with a Dymo and a back-office printer loaded with Avery sheets each keep their own default, and you only pick a size when you are changing it. **The field checkboxes are remembered too**, separately for each label size - so the fields you print on a 2 x 1 roll do not follow you onto a 1 x 1 square. - **Print from** (purchase order printing only)**:** the entire order (ordered quantity) or a specific receipt (received units only). - **Counts:** set how many labels to print per line. Printing from a product starts at one label per variant, with **Zero counts**, **Fill 1 each**, and **Fill on hand** shortcuts - **Fill on hand** prints one label per unit currently on the shelf, and the **On hand at** dropdown chooses which location's stock counts if you have more than one. - **Skip first labels** (Avery sheets only)**:** reprinting onto a sheet you have already peeled labels off? Enter how many spots are gone and Stockroom leaves that many blank, starting at the top left, so the run picks up at the first spot you still have - a sheet missing its first 8 labels takes **8**. The box only appears when an Avery size is selected, because a thermal roll prints one label per page and has nothing to skip. It starts at 0 every time you open the dialog, so a part-used sheet today never blanks the first labels of a fresh sheet tomorrow. The labels you have left need to be the ones after the gap - a sheet with holes in the middle is not something we can print around. - **Fields:** **Include title**, **Include variant**, **Include price**, **Include SKU**, **Include supplier SKU**, **Include vendor**, **Include cost**, and **Include barcode** checkboxes choose what prints - useful when a small tag needs the size and price more than a long product name. Price prints in your store's currency. The barcode prints by default - untick **Include barcode** for stock that already arrives with the maker's own barcode on it, and the label prints just the fields you picked. Like the other fields, the choice is remembered per label size. Selling at a discount? Tick **Use compare-at price** (it sits beside **Include price** and needs it ticked) to print the higher of the price and compare-at price, so a discounted item's label shows its original price - useful where shelf labels must carry the pre-discount price. Items with no compare-at price keep printing their regular price, so it is safe to leave on. If you would rather print a sale tag showing **both** prices, tick **Cross out compare-at price** instead: the label prints the current price with the original beside it, crossed out. It only appears on items whose compare-at price is higher than the price they are selling at, so this one is also safe to leave ticked - everything not on sale prints exactly as before. The two compare-at options answer the same question in different ways, so ticking one greys out the other. **Include supplier SKU**, **Include vendor** and **Include cost** are off by default - they share one line with the SKU, so no combination of them ever costs you a label. **Include vendor** works on every size except the very smallest (the Dymo 30330, the jewelry barbell and Avery 5167, which have no room for that line at all) - including the 1-inch labels, where it prints beside the SKU. **Include supplier SKU** and **Include cost** need one of the larger sizes. **Include vendor** prints the product's vendor from Shopify, which is handy for walking the shop floor and pulling an order together brand by brand. Cost prints on merchandise a shopper can pick up, which is why the checkbox says so, and once ticked it keeps printing until you untick it. **Include printed date** prints the day the labels were printed at the end of that same line, as a date code (2026-08-28) - a glance at the tag tells you how long an item has been on the shelf, which makes spotting aged stock easy. It is off by default, needs one of the larger sizes, and a reprint carries the day it reprints. With lot tracking on (an early-access feature, off by default), **Include lot number** and **Include lot expiry** appear here too - labels printed from a receipt carry the batch that arrived on that delivery, and the expiry prints as EXP with the date. If a size has no room for a field, its checkbox is disabled with "No room on this label size". **The product name shrinks to fit the label** rather than being cut off mid-word, down to a minimum size that stays readable - so most names print in full, and a very long name on a small stock is the one case that still gets trimmed. Then click **Print** to open and print the labels, or **Download PDF** to save them. * ## What is on a label Each label carries the fields you selected - title, variant, SKU, price - and, unless you unticked **Include barcode**, a barcode with its digits printed underneath. The barcode always uses the product's **current** barcode in Shopify at the moment you print, in its native format (for example EAN-13 or UPC-A). That means you can add or correct a barcode in Shopify at any time and simply reprint - the labels pick it up automatically, including on older purchase orders and orders imported from Stocky. If a product has no barcode saved in Shopify, Stockroom encodes its SKU instead, so new products still scan - a label showing the SKU under the bars is the sign that the variant has no barcode yet - and you can generate one from the same dialog, described below. Printing on its own writes nothing back to your catalog. The smallest sizes have fixed layouts: the 1-inch-high labels (Dymo 30332, Zebra 1.25 x 1) print the price, a one-line product name, the variant, and the barcode. These two sizes - and the Zebra 1.25 x 1.25 - can also print the SKU on a line beneath the barcode digits, and the vendor beside it: tick **Include SKU** and **Include vendor** in the print dialog. Both are off by default here, so labels you already print are unchanged until you turn them on. The Dymo 30299 jewelry barbell prints price and SKU on one end and the barcode with its digits on the other, leaving the middle blank to wrap around a ring or chain - short barcodes (around 8 digits) scan most reliably at that size. Avery 5167's half-inch labels print price and barcode only. You can also add the item's **Bin location** to the label - it prints on the small detail line beside the brand, so it costs no extra space. Handy for restocking: the ticket says which shelf the item belongs on. Printing from a purchase order uses each line's destination; printing from a product uses the location picked in the dialog, and **All locations** prints the item's default bin. ## Products with no barcode If anything in the print run has no barcode, the print dialog says so just above the buttons - for example **3 products in this run have no barcode** - with a **Generate barcodes** button beside it. Generating gives each of those products a barcode in Shopify and prints it on the label, so a shelf of unbarcoded stock becomes scannable in one pass. Worth knowing before you use it: - Generated codes scan on any scanner and in Shopify POS with nothing to set up. Out of the box each one is a **13-digit** EAN-13 starting with **20**. If you want shorter codes, you can choose an 8-digit or 6-digit format - see Choosing the barcode format* below. - The two EAN formats are **internal codes**, taken from a number range reserved for use inside a single business - which is what makes them safe, because no other company's product can ever carry the same code. Whichever format you pick, they are not licensed GTINs. Use them in your own store, stockroom and POS; for listing on Amazon or Google Shopping, or selling through a distributor, you need barcodes issued to you by GS1. - Only empty barcodes are filled. A product that already has one is left exactly as it is, so you can print a whole order without checking first. - The code is saved to the product in Shopify, not just printed on the label, so it is there the next time you scan that item into a delivery or a stock count. ## Choosing the barcode format Go to **Settings** > **Labels** > **Generated barcodes** and pick a **Format**. There are three, and the page shows you an example of the next code as you choose. - **EAN-13 - 13 digits.** The standard retail barcode, and what Stockroom uses unless you change it. - **EAN-8 - 8 digits.** A short retail barcode with the same protection as EAN-13, and about a third narrower. This is the one to pick for small labels like jewellery tags, where a full-length barcode has to print very fine to fit. - **Short number - 6 digits.** The shortest option and the easiest to read out or type in by hand. It is a plain number rather than a retail barcode, so it prints as a Code 128 - it scans anywhere, but short numbers are reserved to nobody, so one could clash with a code from an older system or a supplier's own label. Stockroom skips any code already in your catalog, but it cannot see labels it did not print. If you are choosing for space, it is worth knowing that shorter is not always narrower: a 6-digit code and an 8-digit EAN-8 print at almost exactly the same width, so the real choice between them is whether you want a check digit or a code you can read aloud. Changing the format **never renumbers barcodes you already have** - it only decides what the next ones look like. You can switch back and forth, and each format carries on from where it left off. ## Generate for a whole catalog If you are moving to Stockroom with a lot of unbarcoded stock, you do not have to work through it order by order. Go to **Products**, set the **Barcodes** filter to **No barcode**, and the page tells you how many are missing - for example **168 barcodes missing across 142 products**. **Generate barcodes** then does the whole set. It covers everything matching the filters you have on, not just the page you are looking at, so you can narrow it first - one vendor, or active products only - and generate for that group alone. Large catalogs keep running in the background: you can leave the page and come back, and the count carries on where it left off. Products that already have a barcode are skipped, so it is safe to run over your whole catalog. The codes are the same internal EAN-13s described above - right for your own store and point of sale, not licensed GTINs for selling through a marketplace. ## Add your own label size Using a roll that is not one of the 14 presets? Measure a single label and add it: **Settings** > **Labels** > **Your label sizes**, then enter the **Width** and **Height**, choose whether you measured in **Inches** or **Millimetres**, and press **Add size**. Measure the label itself, not the backing paper, and not the gap between labels. A 1 x 0.5 in roll and a 30 x 20 mm roll are both fine - Stockroom converts millimetres for you and shows both on the list afterwards. * The size then appears in every **Print labels** dialog alongside the presets, and behaves exactly like one: it remembers its own field checkboxes, warns you if a barcode is too long to scan at that size, and has its own layout you can edit below. Stockroom works out the type sizes and barcode size from the measurements, and fits what it can - so how much goes on a label follows its height. Under about 0.65 in tall there is only room for the price, the barcode and its digits; taller stock adds the product name, then the variant, then the SKU and cost line. Sizes can be between 0.5 and 4 inches wide and 0.375 and 4 inches tall, and you can keep up to 12 of them. Removing one from the list does not lose its layout - add the same measurements again and your layout comes back. ## Change the layout The print dialog decides **which** fields print. Where they sit and how large they are is set once per label size, in **Settings** > **Labels**, and it applies to every label you print on that size afterwards. - **Move fields between lines.** Each line holds one or more fields - put the product name and variant together, give the price a line of its own, and so on. A field can only be on one line at a time. - **Set a size per line** - Auto, S, M, L or XL. These are ceilings: a long value still shrinks to fit rather than being cut off. This is why raising a size sometimes changes nothing - if the label is already full, there is no room to grow into. - **Use the whole label** - grows the text to fill whatever space the label has left over, instead of leaving it small in the middle. The barcode keeps the height you set, and nothing grows wider than the label. Turn it on when your text looks lost on the stock. For a bigger jump than that on a small label, the space has to come from somewhere: remove a line you do not need and drag the barcode height down, and the remaining lines get noticeably larger. - **Resize the barcode** - its width and height, and whether the digits print underneath. - **Add your own text with Add text line** - your store name, "Made in Canada", a phone number. It prints on every label of that size and has no checkbox in the print dialog, because typing it is already the instruction to print it. Up to 40 characters; clear the box to remove the line. - **Print your own Shopify metafields.** The field list also holds your product and variant metafields, so you can put your own stored information on a label and position it like any other field. You pick from the metafield definitions your store already has, so there is nothing to type. A variant's own value is used when it has one, otherwise the product's value covers all its variants, and values are read at the moment you print. Up to four per layout. Text, numbers, dates, money, ratings, weights and dimensions can print; metafields holding a file or a reference to another record are not offered, because there is nothing readable to put on a label. A live preview beside the editor shows the real label as your printer will render it - barcode width included, at the printer resolution you have set (see below). The smallest stocks keep fixed layouts - there is nothing to move at that size - and **images are not supported yet**, so a logo or an address block still needs a taller stock than any size available today. ## Print straight to your label printer Stockroom can send labels directly to a Dymo or Zebra label printer, skipping your browser's print dialog. This is the fix if your labels come out off-centre, clipped at the edges, or with a blank label between each one - see the next section for why that happens. It needs the free software your printer's manufacturer already provides, running on the same computer you print from: **Dymo Connect** for a LabelWriter, or **Zebra Browser Print** for a Zebra. If you installed your printer normally, you probably already have it. Go to **Settings** > **Labels** > **Printer**. Stockroom tells you which of the two it can see from this computer, and **Send labels to** starts on **Label printer if one is running, otherwise the browser** - so if the software is there, direct printing is already on and there is nothing to configure. Pick **Always the browser print dialog** if you would rather keep printing the way you do now. When a print run is going straight to a printer, the **Print labels** dialog says so above the buttons, naming the printer. If you are printing on a Dymo label size and none of that software is running, the same spot tells you what to install - so you find out where you print, rather than after a roll of labels has come out wrong. If the printer refuses the job, Stockroom falls back to the browser print dialog and tells you why, so you always get your labels. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2611705124/d20d561a63c4df59158d242962c8/MyWorks+Demo+Store+%C2%B7+Settings+%C2%B7+Shopify+2026-08-16+at+8_00_33+AM.png?expires=1788480000&signature=2d34c19e60adecabe629633eea41a0e4b6e9da716ebe3c8372b814bff25b1d13&req=diYmF85%2BmIBdXfMW3nq%2BgTQUCxxMOoLYtKuc5aNZDcdqn3TyyhooAn%2BQIfsL%0A0Qg%2Fw6jeTejCaqsWZG78e9QpCik%3D%0A) Two things worth knowing. **Dymo Connect only accepts label sizes Dymo itself makes** - 30332, 30334, 30336, 30330, 30252 and the 30299 jewelry barbell - because Dymo identifies the stock by name. Any other size, including one you added yourself, prints through the browser or through Zebra Browser Print, which has no such limit. And when you print through Dymo Connect, Stockroom always renders at 300 dpi, because every Dymo LabelWriter is a 300 dpi printer - the resolution setting below does not apply on that path. If that screen says **Dymo Connect is not running on this computer** but you know it is installed, check two things. The printer needs to be plugged in and turned on - Stockroom only lists printers Dymo Connect reports as connected. And Dymo Connect itself needs to be running on the computer you are printing from. Once both are true, click **Check again** - Stockroom looks for the software when the page loads, so refreshing the page also works. If it still says not running, message us through the chat and we will sort it out. If Stockroom says the labels were **Sent to printer** but nothing comes out, while Dymo Connect itself prints a test label fine, the usual cause on a Mac is an older DYMO Label Software v8 service still running alongside Dymo Connect. Stockroom checks for both and prints through Dymo Connect, so this fixes itself the next time you reload the page - there is nothing to uninstall. If it still happens, check that the printer has labels loaded and its light is solid, then message us through the chat. ## Set your printer's resolution Thermal labels are rendered as a black-and-white bitmap at your printer's exact resolution, so what matters is that Stockroom knows what that resolution is. Go to **Settings** > **Labels** > **Printer resolution** and pick the one your printer prints at: **300 dpi** for every Dymo LabelWriter (400, 450, 4XL, 550), **203 dpi** for most Zebra, Rollo and Munbyn desktop printers - the spec sheet or model number will say. Stockroom starts at 203 dpi. A mismatch in either direction makes the printer driver stretch or squeeze the label onto its own dot grid: text comes out jagged, and on the smallest stocks the bars of the barcode end up uneven widths and stop scanning. A Dymo LabelWriter left on the 203 dpi setting is the usual cause of a 1 x 1 label that looks fine in the preview but prints blurry and will not scan. If you print on a Dymo-only label size while the setting is still 203 dpi, the print dialog says so and links to the setting. ## Labels print off-centre, cut off, or with a blank one between each These three symptoms almost always have the same cause, and it is not your printer's calibration - a printer that prints correctly from other label software will still do this. Your browser is fitting a label-sized page onto whatever paper size the printer driver has selected, and when the driver's printable area is even slightly smaller than the label, the overflow spills onto a second label. That second label is the blank one, and the same overflow is what pushes the artwork off-centre and clips it. **The reliable fix is to take the browser out of it:** install Dymo Connect or Zebra Browser Print and set **Settings** > **Labels** > **Printer** as described above. Stockroom then sends the printer an image the exact size of your label, so there is no paper size to mismatch and no page to spill. If you would rather keep using the browser print dialog, set all three of these every time you print: - **Paper size** - pick the entry that matches your label, not Letter or A4. Dymo installs one per label type, for example "30332 1 in x 1 in". - **Margins: None**, under More settings. - **Scale: 100%**, not "Fit to page" or "Fit to printable area". **The print preview tells you whether you have it right.** One label should be one page. If the preview says 2 pages for a single label, that second page is the blank label you are about to feed - change the paper size or the margins until it says 1. If the label is blurry or the barcode will not scan, that is a different problem - see Set your printer's resolution* above. ## Good to know - Print at **100% / actual size** in your printer dialog - "fit to page" or "fit to printable area" shrinks the bars and the barcode may not scan. - Labels print in alphabetical order - by product title, then variant, then SKU - whatever order the lines sit in on the purchase order. In a stack of 100 printed labels, the one you want is where the alphabet says it is. - There is a limit of 500 labels per print run. A whole-PO print can exceed this on big orders - print per receipt instead, which matches what physically arrived. - The label count shown in the dialog is an estimate; the exact count is checked when you print. For an overview of label printing, see [Label printing on stockroom.app](https://stockroom.app/features/label-printing/?utm_source=help-center). --- ## Receiving more than you ordered **URL**: https://support.myworks.software/en/articles/16379265-receiving-more-than-you-ordered > Over-shipments, samples and items that were never on the order - receive what actually arrived, and see what it does to your inventory, costs and labels. Suppliers over-ship, throw in samples, and send things you did not order. Stockroom records what actually turned up rather than forcing the delivery to match the paperwork, so you can receive the whole box and move on. ## Counting more than is outstanding Just count it. On the **Receive stock** card you can take a line past what is outstanding, by scanning or by typing the quantity, both in the app and on POS. The status column beside each line tells you where the count stands: - **Complete** - the count matches what was outstanding. - **Over by 3** - you have counted three more than the order had left. - **Not ordered** - this item was not on the order at all. - **3 of 12** - a part count, still short. Rows you have not touched stay blank on purpose, so your eye only catches what is decided or wrong. * **The purchase order's ordered quantity never changes.** The order is the agreement you made with your supplier; the receipt is what arrived. So receiving extra does not rewrite the order, and it does not change the PO total or what you owe. ## Something that was not on the order Scan it. If nothing on the delivery matches, Stockroom tells you the code did not match and offers **Add to receipt**. The item joins the receipt as a line that was ordered zero, so every unit of it counts as extra. Its cost pre-fills from the product and you can edit it. Unmatched scans build up as a list with a count of how many times each code was scanned, so a handful of surprises in one delivery do not overwrite each other. If the barcode is not on any product in Stockroom at all, the banner offers **Create product**: it creates the product in Shopify right there - the scanned barcode already filled in - adds it to this order, and receives the scanned count in one step. The product is created as a draft, so it will not appear in your store until you finish and activate it in Shopify. You can also just check the label, in case the code was misprinted. After your first scan of a session a **Sound on** / **Sound off** toggle appears: distinct cues for a normal count, going over, and a scan that matched nothing. The choice is remembered on that device. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2605006225/75fd38342ae91bdffd5369af9f92/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-12+at+4_08_38+PM.png?expires=1788544800&signature=1c165e35b4bf648a1cd9f9008ef0aeb210555c3e217b3f2c03ed350eb68546a0&req=diYnE8l%2Bm4NdXPMW3nq%2BgZJQxBXDRTwJV3I6aLJ435nEKQHS3u4xtK00ti7O%0APXsQA8q8KcONF0JPs90ZT32s10g%3D%0A) ## What reaches Shopify Everything that arrived becomes sellable. Units you had ordered move from incoming to available, the way they always do. Extra units go straight to available, because they were never counted as incoming in the first place. ## Deliveries that arrive late If you used **Cancel remaining** and the goods turn up afterwards, receive them anyway - a late delivery is recorded rather than refused. A **closed** order needs one extra step, because closing puts the **Receive stock** card away: choose **More actions → Reopen** first, then receive as normal. ## Rejects stay capped You can only reject up to what was outstanding. A supplier cannot owe you for more than you ordered, so the reject column stops there even when the count goes over. ## Two things to watch **Landed cost is shared out on the ordered quantities.** Extra units carry the same freight and duty rate per unit as the units beside them, which means the total allocated charge sits slightly above the charge you actually entered - by the extra quantity times the per-unit rate. That is deliberate. A small, predictable drift is better than one unit costing a different amount from an identical unit in the same box. **Extra units get no label allowance.** The number of labels a receipt offers is based on the ordered quantity, so labels for the extras are not counted in. Print those from the product, or from a standalone label print. Nothing breaks - there are simply fewer labels than units. ## Good to know - This works the same on Shopify POS as it does in the app, and no POS Pro subscription is required. - Scanning fills every line that still has room across the order (and any orders included with it) before any scan is allowed to count over, so a scan never reports an over-delivery while a sibling line is still short. - If the over-delivery is going back to the supplier, that is a supplier return rather than an edit to the receipt. See [Return stock to a supplier](https://support.myworks.software/en/articles/16350694-return-stock-to-a-supplier)*. - If the delivery was recorded wrongly rather than genuinely over-delivered, undo the receipt instead. See *[Receiving Inventory Against a Purchase Order](https://support.myworks.software/en/articles/15811678-receiving-inventory-against-a-purchase-order)*. --- ## Return stock to a supplier **URL**: https://support.myworks.software/en/articles/16350694-return-stock-to-a-supplier > Send damaged or wrongly ordered stock back on a supplier return - Stockroom removes it from Shopify at the right location and tracks the credit you are owed. Stock does not only travel one way. Goods arrive damaged, a case turns out to be the wrong item, or a supplier ships something you never ordered - and it has to go back. A **supplier return** is a purchase order running in reverse: the same document, the same lines, the same supplier, except stock leaves your shelves instead of arriving, and the money comes back to you as a credit. ## Create a return The quickest way starts from the order the goods arrived on. Open the purchase order, then **More actions** and **Create return**. Stockroom fills the return with what that order actually received, at the costs it was received at, and remembers which order it came from. The button appears once an order has a recorded receipt - something has to have arrived before it can go back. Nothing to return against? **Create return** also sits beside **Create purchase order** on the **Purchase orders** page: pick the supplier, add products, enter quantities. * Returns take their own numbers - RET-1001, RET-1002 - and live in the same list with a **Return** badge. **Filter orders** gains **Returns only** and **Purchase orders only**. A document is a purchase or a return for its whole life: the type is set when you create it, and no document mixes the two. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2604680563/74fa7ebbd3c24cfd3b21b7151568/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-12+at+1_54_29+PM.png?expires=1788544800&signature=3d0bd9ce2f09ea8dc58115ccb0604bb273f7eb9c828107d44dc3e300fb280ab6&req=diYnEs92nYRZWvMW3nq%2BgTNHLN3aI16L6YzRPTFRa%2FrfPOPRqY8FfWX9G9J0%0AiF7fUwINTchX31cZNL8DVcD%2Ffhs%3D%0A) ## Fill in the return - **Reason** - **Damaged or defective**, **Ordered in error**, or **Other**. This is the reason Shopify records against the stock movement later, so it is worth setting correctly. You can change it while the return is a draft. - **Ship back by** and **Credit expected** - the two dates. Credit expected drives the overdue flag on the credit, the way a payment due date does on a purchase order. - **RMA #** and **Return number** - the return number your supplier gave you, and your own number for the return. Whatever you type in **Return number** replaces the number Stockroom generated, everywhere - exactly as the **PO number** field does on a purchase order. Your supplier's credit note number goes in **Reference**. - **Quantities** - always a positive number, exactly as on a purchase order. Three items going back is **3**, never -3. The document already knows the stock is leaving you, so there is no need to sign the quantity - and a negative number is refused. What Stockroom does show as negative is the **money**: every amount on a return, from the unit credit to the total, prints with a minus sign, so a total of -$445.50 is $445.50 coming back to you. Your supplier's copy prints those same amounts as positive figures under **Total credit**, which is how they read a credit. - **Unit costs** - on a return these are the credit you expect, not a price you paid. They start from what the goods cost you, and you can edit them if the supplier is crediting something different. They never reach your product costs, your cost history, or your selling prices, so the update costs and prices prompts from receiving are not offered here. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2604685982/aba45687a8f80d6aae693a98f859/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-12+at+1_56_19+PM.png?expires=1788544800&signature=465c284269d2f59a88612bf60effac22f206e03c9002a64eff88fa2beac72526&req=diYnEs92mIhXW%2FMW3nq%2BgWrIoh%2BEID2BZXGVLpSlvfC9yRKISUeRIY3Uz79M%0AiS4J7cccm5uCP5sRprtvEzSRMl8%3D%0A) ## Send it to the supplier Click **Mark as sent** and the status moves to **Sent**. **Email to supplier** sends the return as a PDF with your message; **Print return** and **Download PDF** are under More actions. Damage claims usually travel with photos. Drop them on the return's **Attachments** card - 5 files, up to 10 MB each - before or after you save it, then tick the attach box in the email dialog to send them to the supplier with the PDF. Full details are in Creating and Sending Purchase Orders*. Nothing moves in Shopify at this point, and nothing will until goods physically leave. A return never touches incoming stock in either direction, so units on an open return are never counted as being on the way - not in reorder suggestions, not in a product's incoming figure, not on your home page. ## Record what shipped back When the box goes back, open the return and click **Record ship-back**. The card is the receiving card in reverse: choose **Ship back from location**, then enter what actually left on each line. **Max counts** fills every line with what is still outstanding, **Zero counts** clears them, and scanning a barcode adds one to the matching line. Set the **Ship-back date** and a **Shipment reference** - the courier's tracking number is the useful one - then click **Ship back now**. Moments later those units leave your Shopify **available** quantity at that location, and the product's inventory history in Shopify shows the change under your return's reason with the return's number attached - never an anonymous edit. The return moves to **Partially returned**, then **Returned** once everything has gone. Sending it all back at once with no reason to count line by line? **Ship back all** does it in one step, after a confirmation that spells out the units and the location. * ## If something changes - **Undo** on any ship-back in **Ship-back history** restores that stock to available in Shopify and withdraws the credit it recorded from your reports. The undone ship-back stays in the history, and you can record it again with the right numbers. - **Cancel remaining** on a line drops units that are not going back after all, so they stop counting toward the expected credit. **Close** under More actions does the same for the whole return, and a closed return can be reopened again from **More actions** and **Reopen** if more of it does go back after all. - **More actions** and **Revert to draft** undoes every ship-back and reopens the return as an editable draft in one step. ## Getting your credit The pill beside the return tracks the money the way it tracks payment on a purchase order, only in your favour: **Credit pending**, then **Credit overdue** once the credit expected date passes, and **Credit received** when you click **Mark credit received**. The **Credit summary** totals what you are owed, in the supplier's currency if you buy in one. ## Where returns show up in reports - **Vendor purchase history** - **Returns**, **Credit** and **Net** columns beside **Spend**. A return never quietly shrinks what you spent with a supplier: you see both numbers and the net. - **Receipts** - a **Direction** column separates received lines from returned ones, and returned units and value are split out of the totals rather than blended in. - **Inventory roll-forward** - a **Returned** column between Adjusted and COGS, so the tie-out still reads left to right: opening + received + restocked + adjusted - returned - COGS = ending. - **Inventory movements** - every ship-back as its own row, filterable to the **Return to supplier** type. On a product's **History**, each one carries a **Returned** badge. A return takes stock out at the cost it came in at and books no cost of goods sold, because nothing was sold - your COGS and margin figures are untouched. See [The COGS report: FIFO and weighted average costing](https://support.myworks.software/en/articles/15986238-the-cogs-report-fifo-and-weighted-average-costing)*. * ## Good to know - A return is for stock that physically goes back to your supplier and comes back as money. If the goods are simply gone - broken, lost, stolen - that is a write-off: use a stock adjustment instead. See [Stock adjustments: corrections with a paper trail](https://support.myworks.software/en/articles/15986039-stock-adjustments-corrections-with-a-paper-trail)*. - Migrated from Stocky? Stocky had no return document, so credits were recorded there as orders with negative quantities. Stockroom imports those as returns, with the amounts the right way up. If you imported before this changed and your old credits show $0.00, contact us and we will repair them - nothing needs re-importing. See *[Switching from Stocky to Stockroom](https://support.myworks.software/en/articles/15811609-switching-from-stocky-to-stockroom)*. - There are no rejected counts on a return - nothing is arriving to reject, so record only what shipped back. Barcode and price labels do not print from one either; labels are for stock you are putting away. - If MyWorks Sync is connected, returns are deliberately kept out of what Stockroom sends it: everything in that feed becomes a supplier bill, and a return is money moving the other way. Vendor credit support is coming - until it lands, enter the supplier's credit note in QuickBooks yourself. - Returns do not appear on the POS, do not fire Shopify Flow triggers, and are not relayed to a supplier who is also on Stockroom Network. - Receiving works the same way in the other direction. See *[Receiving Inventory Against a Purchase Order](https://support.myworks.software/en/articles/15811678-receiving-inventory-against-a-purchase-order)*. --- # Inventory & locations See stock across every location, record bin locations, and move stock with transfers. --- ## Lot tracking: batch numbers and expiry dates **URL**: https://support.myworks.software/en/articles/16738793-lot-tracking-batch-numbers-and-expiry-dates > Record supplier batch numbers and expiry dates as you receive, browse them in the Lots view, and catch expiring stock - an early-access preview, off by default. Lot tracking records which supplier batch each delivery came from, and when it expires. It's an early-access preview and it's off by default - if you don't need it, you'll never see it. Lots are a record that sits alongside your inventory. Recording, correcting, or consuming a lot never changes your Shopify stock levels - receiving updates inventory exactly as it always has, and the lot simply remembers where those units came from. ## Turn it on In Stockroom, open **Settings**, choose **Purchase orders**, and scroll to the **Early access** section. Turn on **Turn on lot tracking** and save. The same toggle is available in your store settings on go.stockroom.app. Then mark each product you want to track: on its product page, tick **Track lots** in the **Costs & replenishment** section. To mark many at once, select products on the Products page and use **Track lots**, or use the **lot_tracking** column in the stock settings CSV. Most stores only track a few products - everything else stays exactly as it was. * ## Record lots as you receive On a purchase order with marked items, the receive card's **Columns** picker offers **Lot**, **Expiry** and **Mfg date** columns - turn on the ones you use. Type the supplier's batch number next to each line and pick the expiry date if the product has one. When you receive, the accepted units are booked into that lot. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2641923664/b2ee0636719586fc397ca4723ee1/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-31+at+8_57_05+AM.png?expires=1788544800&signature=a2aad2d3cf03109a6b0ccc79d87991d199637ba37dea5ffcef47d3b4649d622b&req=diYjF8B8nodZXfMW3nq%2BgZrkquybMYwtu882oPQ7%2BKXh2gs5BuNNzEtBXX4A%0A7xpEHus44Bcb1VvL10rzgNvQ8mU%3D%0A) A few things worth knowing about how capture works: - Each receive line takes one lot. If a single delivery contains two batches of the same product, receive it in two rounds - each round makes its own receipt. - If you receive more of a lot number you've recorded before, the new units join the existing lot. A lot keeps the expiry date it was first given. - Only marked products take a lot - other lines on the same order show a dash. - Only accepted units go into the lot - units you reject at receiving don't. - Undoing a receive also takes its units back out of the lot. The same columns are available when you receive on go.stockroom.app. On a return to a supplier, the column picker offers **From lot** instead - pick which batch the units are leaving from (the batch expiring soonest is at the top of the list), and the lot's balance goes down when you record the shipment. Undoing the ship-back puts the units back. For the full receiving flow, see [Receiving Inventory Against a Purchase Order](https://support.myworks.software/en/articles/15811678-receiving-inventory-against-a-purchase-order)*. ## Browse your lots Open **Inventory** and choose **Lots**. You can search by lot number, switch between **Active** and **Consumed** lots, and filter to lots expiring within 30 or 90 days. A lot is Active while it still holds units and becomes Consumed when its balance reaches zero. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2641925004/b85e8d89fa7a10f67b90c0c1c2f9/MyWorks+Demo+Store+%C2%B7+Inventory+%C2%B7+Shopify+2026-08-31+at+8_57_35+AM.png?expires=1788544800&signature=2a0ad1a37e2ab9df0a7cf244e112d932d1f1289e50e3acbd3624860b5c401ff6&req=diYjF8B8mIFfXfMW3nq%2BgR17KABuxBsiilJhnsSZK3NdiaVQieexQO54vK6R%0ArGAGKdwglAbKn80KaZbpD1nAEDU%3D%0A) Open a lot to see its full story: the expiry and manufacture dates, how many units are on hand, and a history of every movement - which purchase order the units arrived on, any receives that were undone, and any manual corrections. Each product also shows its own lots on the product page. ## Correct a lot On a lot's page you can edit the expiry and manufacture dates directly. To move units in or out - say a batch number was typed on the wrong line - use **Adjust**: enter the change (positive adds units, negative removes them) and a reason. Adjustments only correct which lot the units belong to; your Shopify inventory doesn't move. ## Recall a batch If a batch has to be pulled, open its lot page and choose **Mark recalled**, adding a reason if you like. Nothing moves in Shopify - a recall is a flag, not an adjustment. While a lot is recalled, Stockroom won't let it be assigned to an order or consumed by a build, and it disappears from the earliest-expiry suggestions. Adjustments, stocktakes, returns to the supplier and unbuilds still work on it, so you can pull the stock out however suits you. The lot page turns into the case file: a red banner with the reason and date, and a **Where this batch went** section listing the orders that shipped units from it and any batches that were built from it - so a recalled component leads you straight to the finished goods it went into. The Lots view gets a **Recalled** tab to find these quickly. When the recall is over, **Reinstate** puts the lot back to normal. ## Assign lots to orders On a Shopify order, the **Stockroom - Lots** block lists the order's lot-tracked items with a suggestion for which lot the units should come from - the batch expiring soonest comes first, split across batches when one can't cover the quantity. Review it, change any line, and **Save**: the units come out of those lots, and each lot's page lists the order in its history. You'll find the block on the order page in the apps area - pin it to keep it in view. Assignments are always yours to confirm - Stockroom never picks a lot on its own. Clearing an assignment puts the units back in the lot, and a refund doesn't return units automatically - adjust the lot if you restock them. ## Lots on adjustments and stocktakes When you write off or find stock, you can say which batch it belongs to. On a stock adjustment, lines for lot-tracked products get a **Lot** column: pick the lot the units are leaving (a negative adjustment) or joining (a positive one). The pick is optional - a correction with no lot still updates Shopify, it just leaves your lot balances alone. **Putting existing stock into a batch.** The same column is how you record a batch number for stock already on your shelves, which is what you need when you start tracking lots on a product you have been selling for a while. Choose **New lot** in the **Lot** column, type the batch number, and set the quantity. Applying the adjustment creates the lot and puts those units in it. If the same number arrives on a purchase order later, it joins the batch you made rather than starting a second one. You can add an expiry date afterwards on the lot's own page. Stocktakes work the same way at the review step. You count the shelf as usual - one count per product, since every batch shares the same barcode - and any line with a difference shows a **Lot** select where you can say which batch the missing or extra units came from. When you apply the stocktake, that lot moves along with the Shopify correction. Lot balances move when the document is applied, not when it is saved, and Stockroom refuses to apply one that would take more units out of a lot than it holds - adjust the lot first if its balance is wrong. Each lot's page lists these movements as **Adjustment** or **Stocktake** with the document number, linked to it. ## Lots on builds When you record a build, you can track both sides of it. If a component is lot-tracked, its line in the **Record build** dialog gets a **Lot** select - pick the batch those parts came from, and the lot's balance goes down by what the run consumed. Picks are optional, and Stockroom refuses to record a run that would take more units out of a lot than it holds. If the product you're making is lot-tracked, the same dialog offers a **Lot number** field - prefilled with the build number, like BLD-1024 - and an optional **Expiry**. The units you record join that batch, so a production run becomes a traceable lot of its own. Type a different number to add to an existing batch, or clear the field to skip it. Scrapped units never enter a lot. Undoing a run puts everything back - the component lots and the output batch. Each lot's page lists these movements as **Build** with the build number, linked to it. Components issued to a build ahead of time aren't drawn from a lot until a run consumes them. Unbuilds work the same way in reverse. In the **Record unbuild** dialog, a lot-tracked product gets a **Lot** select for the batch the units you're taking apart come out of, and each lot-tracked component gets a **Lot number** and optional **Expiry** for the batch the recovered parts go back into - type an existing number to rejoin it, or a new one to start a batch. Leave either blank to skip it. ## The Expiring lots report Under **Reports**, the **Expiring lots** report lists every lot with an expiry date that still holds units, soonest first - anything already expired sits at the top. You can export it as a CSV. To get this by email or Slack on a schedule, create an **Expiring lots** alert under **Settings** > **Alerts**. Choose how far ahead it looks, and expiring lots arrive with your stock alert digest. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2642043257/687c5f598b4881e64159c3132cb8/MyWorks+Demo+Store+%C2%B7+Reports+%C2%B7+Shopify+2026-08-31+at+9_41_02+AM.png?expires=1788544800&signature=4a4e98c39bc8b9e86e2d7c1f4d94fb741a9b9365a4489710cc551302741475f4&req=diYjFMl6noNaXvMW3nq%2BgYlP89yCsg5ZasSg2867wp%2BvnI%2FYUpS1BYTsnSRw%0AaoiTxvR8ciXf0t5NoJjiw%2F8LiAM%3D%0A) ## Put the lot on your labels When you print labels - from a receipt, a purchase order, or the Products page - the print dialog offers **Include lot number** and **Include lot expiry**. Labels printed from a receipt carry the batch that arrived on that delivery; printing for a whole order or from the Products page uses the item's most recent lot. The expiry prints as EXP followed by the date, and both need one of the larger label sizes. ## Good to know - Lot tracking is off by default, and applies only to products you mark. Until you turn it on and mark a product, the columns, the Lots view, and the report stay hidden. - Lots never change Shopify inventory. They're a record of where units came from, kept alongside your stock levels. - Lots are captured at receiving, when a build records a lot-tracked product, or when an unbuild recovers lot-tracked components; drawn down when you assign them on an order, return stock to a supplier, a build consumes lot-tracked components, or an unbuild takes a batch apart; and moved by the lot you pick on an adjustment or at stocktake review. Transfers don't record against lots yet - this is an early-access preview, and lot awareness will reach more of the app as it grows. - go.stockroom.app has the same Lots view and lot pages under Inventory, records lots at receive, and can turn the feature on or off. When receiving at the POS, marked products offer a lot number field too. --- ## Picking and packing orders with pick lists **URL**: https://support.myworks.software/en/articles/16778985-picking-and-packing-orders-with-pick-lists > Make a pick list from Shopify orders, pick in bin order with a scanner, verify at the bench, then fulfill or hand the label to Shopify. A pick list turns Shopify orders into one walk through the stockroom: lines in bin order, a scanner to pick, a second scan at the bench to verify, then the order is fulfilled or handed to Shopify for its label. Picking never changes your inventory - Shopify already holds the units as committed, and the fulfillment does the deduction, exactly as it would from the admin. Picking is part of the free core alongside purchase orders and receiving. ## Settings for picking Picking is on for every store: the **Pick lists** view under **Inventory** and the **Pick with Stockroom** actions on the Orders page in Shopify are always there. **Settings** > **Picking** holds three settings: - **When an order is packed** - the finish the bench pre-selects: **Hand off to Shopify** (mark it packed here, buy the label on the order in Shopify), **Fulfill in Stockroom** (type the tracking here and Stockroom creates the fulfillment) or **Buy a Shopify Shipping label** (Shopify sells the label and fulfills the order; print it from the bench). Pickup orders always finish with **Ready for pickup**. Packers can change the finish per order. - **Verify each item by scan at packing** - on by default. Off, packing is one tap per order. - **Packages for shipping labels** - saved package sizes (outside dimensions and the empty package's weight) the bench offers when it buys a label. The bench can also save one while buying. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2647317519/4cd4f68d7363077804b3421e8b23/MyWorks+Demo+Store+%C2%B7+Settings+%C2%B7+Shopify+2026-09-02+at+2_36_03+PM.png?expires=1788480000&signature=ac3c5ffaf953324c0cb12956d4fd702d90af49a82b770be7b9eda2525a99bdde&req=diYjEcp%2FmoReUPMW3nq%2BgStsqAcKz2zgxZ7%2BTzzmEsoRiL59zqBTOzhf%2BZg9%0AtRAf0ONP0iM0%2BmANLTt6D%2BUHjvQ%3D%0A) ## Make a pick list There are three doors, all leading to the same list: - In Stockroom, open **Inventory**, choose **Pick lists**, then **New pick list**. The dialog reads the orders waiting to be picked straight from Shopify - open, unheld, not scheduled for later - and shows each order's location, delivery method and line count. Tick what you want and choose **Create**. - On the Shopify **Orders** page, select orders and choose **Pick with Stockroom** from the bulk actions. - On one order in Shopify, open **More actions** and choose **Pick this order**. Orders at different locations become separate lists, one per location. An order already on an open list is never added twice - the dialog shows which list has it. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2647322902/c7f19513c7122ae46a7239d9b129/MyWorks+Demo+Store+%C2%B7+Inventory+%C2%B7+Shopify+2026-09-02+at+2_39_03+PM.png?expires=1788480000&signature=a9ec958ad6a827566736ccc8fdbea3168e34843d1d382e60ca564be71a76c39b&req=diYjEcp8n4hfW%2FMW3nq%2Bgdoj83uIqbJ6dY9gTT4xst2J%2B8wmainjiCGDE30e%0AjNIz6aaqMtFusTSwwgK57ymZF1o%3D%0A) ## Pick The list opens in pick mode. Lines are sorted by bin, using the bin locations on each product's stock settings at that location, with lines that have no bin at the end. Switch to **By order** to walk one order at a time instead. - **Scan** a product's barcode or SKU and the matching line goes up by one. A code that is not on the list, or a line that is already fully picked, plays the miss sound and says why. - Type a count in **Picked**, or choose **Pick all** on a line. - Choose **Short** when the shelf has fewer than needed. Say what happened (not in the bin, damaged, none in stock) and what to do about the rest. **Count this bin** asks how many units of the item are at the location right now (the dialog starts from Shopify's on-hand count there) and applies a stock adjustment for the difference - a real adjustment, linked from the line, so the count is fixed without leaving the aisle. **Order more** puts the missing units on a draft purchase order for the item's supplier at that location; shortfalls from other picks join the same draft, and the line links to it. **Pick what's there** ships what was picked and leaves the rest open on the order. Every short pick is recorded in the list's history. An item Shopify does not track cannot be counted, and a product with no vendor has no supplier to order from - the dialog says so and you can choose another option. When every line is picked or short, choose **Mark picked**. The list moves to the bench. **Back to picking** reopens it if something was missed - nothing has reached Shopify yet. **Picker links** let staff without a Shopify login pick from their phone. On a list that is being picked, choose **New picker link** under **Picker links**, type the picker's name and send them the link - it is shown only once. The page shows the list's lines in bin order with the order number, product, SKU and picked count, and nothing else: no stock levels, no customer details. They scan with a scanner or the camera, tap **+1** or **Pick all**, and can record a **Short** pick with a reason (the count and order-more options stay with staff in the admin). Their picks land on the list instantly under their name. Choose **Revoke** to turn a link off; every link stops working the moment the list leaves picking. **Lot-tracked items** (lot tracking on, and **Track lots** on the product) show which lot to pick on the line: the lot assigned on the order page, or the same first-expiry-first suggestion that page offers. Scanning the batch label picks the line and marks the lot confirmed - on the admin page, on a picker link and in POS. The printed pick list names the lot too. Confirming a lot on a pick list never moves lot balances; that still happens when staff save the lot assignment on the order. **Pickup orders in POS**: the **Pickup orders** tile on the POS home screen lists the pickup orders waiting at that location. Open one, scan every item (or tap **+1** / **Pick all**), and choose **Ready for pickup** - Stockroom marks the list picked, packs the order and sends Shopify's own ready-for-pickup notification. It is the same pick list the admin page shows, so progress is shared. POS cannot ask for the fulfillment permission itself: grant it once from the Stockroom app (any pick list, **Ready for pickup**) and the tile works from then on. ## Pack and finish In pack mode the bench works one order at a time - choose the order at the top, or scan its barcode on the pick list or packing slip. The lines sit on the left and the finish beside them. **Print packing slip** prints the slip for the box: your logo, the order number, the items in this box (and what follows if a line was short) and the ship-to address, which Stockroom reads from Shopify when you print and never stores. With verification on, scan each item as it goes in the box; a scan that belongs to another order on the list is called out by name, and the finish button waits until every item is scanned (**Mark all packed** skips the scan). Pick a finish and one click marks the order packed and finishes it: - **Fulfill in Stockroom** - enter the tracking number, carrier and an optional tracking link, choose whether to notify the customer, and choose **Fulfill order**. Stockroom creates the fulfillment in Shopify. The first time, Shopify asks you to grant Stockroom permission to fulfill orders. - **Buy a Shopify Shipping label** - pick a saved package or type the outside size and empty weight, check the total weight (prefilled from Shopify's product weights when every item has one), optionally name a carrier and service code, and choose **Buy label and fulfill**. Shopify picks the rate the way the admin does - the buyer's shipping method first, then your preferred carrier - bills the label to your Shopify account, and the order is fulfilled with the label's tracking. **Print label** then opens the label as a PDF, or sends it straight to a Zebra when **Settings** > **Labels** prints to one. The first time, Shopify asks for permission to buy labels and fulfill orders. Your store must have accepted Shopify Shipping's terms (buy one label in the admin first if it never has), and FedEx labels are not available to apps. - **Ready for pickup** - for pickup orders. Shopify sends its own ready-for-pickup notification; mark it picked up in Shopify or POS as usual. - **Hand off to Shopify** - the order is marked packed here. Buy the label on the order in Shopify; Stockroom sees the shipment once it is fulfilled. Short-picked units stay open on the order in Shopify, so finishing ships a partial order and the rest can be fulfilled when stock arrives. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2647327045/103f9fb492ada17268743cccb06f/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-09-02+at+2_40_43+PM.png?expires=1788480000&signature=0902f7139841af0213558076a9550178a0f5a4f3d13085e692b29bcbdb312ddf&req=diYjEcp8moFbXPMW3nq%2BgZH4h3xlZqcM7CsxrYqySesYvN3XYg7AIDZFSmhI%0AmW%2Frrr4iWBWD9%2FW39aDQQnDYmy0%3D%0A) ## Print the pick list **Print pick list** on the list makes a PDF: tick boxes, bins in walk order, and one barcode per order so the bench can scan an order open. It prints in English, with no prices and no customer details. Shopify's own **Print** menu has Stockroom in it too. On an order, **Print** > **Stockroom documents** previews the packing slip or the pick list the order is on, and prints from there. On the Orders page, select orders and choose **Print** > **Stockroom packing slips** for one PDF with a slip per page (up to 50 orders at a time; orders that are not on a pick list yet are counted and left out). ## Keeping in step with Shopify Shopify stays the truth. If an order is edited, cancelled, moved to another location, put on hold, or fulfilled in the admin after the list was made, the list updates itself and shows a banner naming the order and what changed. Lines that no longer exist come off the list; nothing else is changed for you. **Check for changes** re-reads the orders on the spot. ## Good to know - Picking never writes to inventory. The only inventory change is the fulfillment itself, which Shopify makes. - Stockroom keeps the order number and the lines. It stores no customer name or address. - A finished list is permanent. Cancelling a list writes nothing to Shopify and puts the orders back in the waiting list. - A pick list covers Shopify's merchant-managed locations. Orders routed to a fulfillment service are not picked here. - **Shopify Flow**: three triggers - **Pick list created**, **Pick list picked** and **Order line short picked** (the order, product, units missing, reason and decision) - so a workflow can tag the order, email the customer or notify the buyer when a shelf comes up short. - **Shopify Shipping labels** are sold and billed by Shopify at Shopify Shipping rates - Stockroom never charges for them, and cannot void one: void it from the order in Shopify. A short-picked order gets a label for what was packed; Stockroom splits those units into their own fulfillment order first, so the rest stays open. --- ## Transfers: move stock between locations **URL**: https://support.myworks.software/en/articles/16081475-transfers-move-stock-between-locations > Stockroom suggests what to move between locations, creates the draft in Shopify, and receives shipments with barcode scanning - plus labels. Transfers move stock between your locations. Stockroom doesn't replace Shopify's transfers - it works on top of them. Every transfer you create in Shopify admin shows up in Stockroom automatically, and Stockroom adds the parts admin doesn't have: suggestions for what to move, barcode receiving, and labels. You'll find everything under **Inventory**, in the **Transfers** view. ## Suggested transfers When one location dips to its reorder point while another holds more than its maximum stock level of the same item, Stockroom pairs them up: a suggested transfer appears at the top of the Transfers view, showing each item, how much to send, and the value at cost. - Suggestions come from the same reorder points and maximum levels that power the Reorder page. Set them on the **Suggested levels** view under Inventory, or on any product page - without them, there is nothing to suggest. - A location's max level is what marks it as having stock to give - anything above that number is excess a suggestion can move. A saved max level of 0 is a valid setting: it means the location shouldn't hold that item at all, so every unit there counts as movable. That's the recommended setup for a central warehouse that pushes stock out to stores - save a max level of 0 on the warehouse for the items it distributes, and set normal reorder points and max levels at each store. - How much a suggestion moves is the gap back up to the low location's max level. The reorder point is the trigger ("suggest when stock gets this low") and the max level is the target ("fill back up to this") - so a location already sitting at its max needs nothing. If you set the max level equal to the reorder point, a store holding exactly that amount gets no suggestion; give the max some room above the reorder point (say reorder point 3, max level 6) and a store dipping to 3 gets a 3-unit suggestion. - Use the **From** and **To** filters to focus on one location. - Press **Create transfer** to create a draft transfer in Shopify with those items and quantities. Review, pick, and ship it in Shopify admin as usual - Stockroom never ships stock on its own. Suggestions recalculate live: once a draft covers the shortage, or stock moves, the suggestion disappears on its own. This counts both ways - units on any open transfer are treated as already moving, toward the destination's shortage and out of the origin's excess. A forgotten draft can quietly hide suggestions for the items on it; delete or ship it and they come back. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2565420523/21b700b486eee42a415081cf3daf/The+Dainty+Dinker+%C2%B7+Inventory+%C2%B7+Shopify+2026-07-25+at+10_06_09+AM.png?expires=1788480000&signature=794ead9993afcbb72fd408f99c48bad8916c61a6d66292524eb0bff9a845f4e2&req=diUhE818nYRdWvMW3nq%2BgRax%2F090i7n8ZqWKultj3ipYe0CGsZbVfQ7eo85A%0AnKt5AWEvz5C8lskmJBS67sUmDBI%3D%0A) ## Creating a transfer yourself Suggestions aren't the only way - press **New transfer** in the Transfers view to build one on its own page. - Pick the **From** and **To** locations, then add items: scan a barcode (each scan adds 1), type a couple of letters to search by name or SKU, press **Add products** to browse your catalog, or press **Import CSV** to bring in a file - or rows pasted straight from a spreadsheet. - The import needs just a SKU or barcode column - a quantity column is optional (rows without one count as 1 each) - and nothing is added until you confirm what matched. Importing a corrected file again updates the same lines instead of doubling them. - The **At origin** and **At destination** columns show each item's stock before and after the move, at both ends, updating as you change quantities - so you see exactly what the transfer will do before you create it. - Add a reference name or a note if you want them on the transfer, then press **Create transfer**. Like the suggestion buttons, this creates a draft transfer in Shopify. When it's ready to go, press **Mark in transit** on the transfer's page in Stockroom to ship everything in one shipment - or pick and ship it in Shopify admin as usual. Partial picks and tracking numbers stay admin work. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2580423262/5a8f39885c83e17d3af15d5328ab/MyWorks+Demo+Store+%C2%B7+New+transfer+%C2%B7+Shopify+2026-08-01+at+8_27_26+AM.png?expires=1788480000&signature=94d457f20613f2c6e0765e2770e5752a67f59c55e347256762967838c809db6d&req=diUvFs18noNZW%2FMW3nq%2Bgf3LQlcC2ztRzsfuAzbRarvJkvoyuxfHhuqXm3ve%0AqD0Wilj1RUxq7Cle2c5rHm1ofV8%3D%0A) ## Your transfers, synced both ways The list below the suggestions mirrors Shopify: **All**, **Transferred**, **Open**, and **Canceled** tabs - the list opens on **All** - with search by transfer number, reference, or location. Transfers created in Shopify admin appear here on their own; anything Stockroom creates or receives shows up in admin the same way. The transfer document itself - items, quantities, shipments, tracking - is always edited in Shopify; use **Open in Shopify** on any transfer to jump straight to it. A transfer's page shows one items table with each product's total, shipped, received, rejected, and outstanding units added up across every shipment, a compact list of the shipments themselves with their status, dates, and tracking, and a timeline of what happened when - created, shipped, and received. ## Receiving a shipment Once a shipment is in transit, open the transfer in Stockroom and press **Receive items** on that shipment. - Counts start pre-filled to everything outstanding, so the "it all arrived" case is one click. - Counting as you unpack? Press **Zero counts**, then scan barcodes or SKUs - each scan adds one to the item's accepted count. Scans make a sound here, and when adding items to a new transfer: a short beep when the scan lands, a double beep when that item is already at its outstanding quantity, and a low buzz when nothing matches. **Sound on** / **Sound off** appears next to the field after the first scan and is remembered on that device. - Use the **Rejected** column for damaged or wrong items: rejected units are recorded on the transfer but never enter your stock. Press **Receive** and Shopify does the inventory math - accepted units land at the destination, and the transfer's progress updates in both places. Partial receives are fine; the shipment stays receivable until everything is accepted or rejected. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2645576999/539fd5276fdc56ca342a4b05669a/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-09-01+at+10_10_26+PM.png?expires=1788480000&signature=a5f458de799af44aff4e076b5f9e88b1b8888b9df361db72269a460f88a42747&req=diYjE8x5m4hWUPMW3nq%2BgYRkFO5giD5PA4zPcYHb3Fq2aFrzO9X7WjPZVQPa%0ADWyqB57uBzYbIthqrWN9FmvuBP8%3D%0A) ## Printing labels Press **Print labels** on any transfer to label what you're moving - handy when items get re-shelved at the destination. Rows seed at the transfer quantities, and the same label formats and field checklist you know from purchase orders apply. The same menu also has **Export CSV**: a spreadsheet of the transfer's items with SKU, product, variant, barcode, price, compare-at price, and the total, shipped, received, rejected, and outstanding quantities - one row per item, ready for reporting or a hand-off. ## Good to know - Transfers need updated Shopify permissions. If the view shows a banner about data access, close and reopen Stockroom and approve the prompt - your transfers sync in automatically afterwards. - Suggestions need at least two active locations, plus reorder points and maximum levels on the items you want watched. - Stock already on its way counts: a location expecting units from an open purchase order or an in-transit transfer isn't treated as low, even if the shelf count sits below its reorder point. - Only active products that track inventory appear. A draft or archived product never generates a suggestion, even with levels saved - and neither does a variant marked **Exclude from reorder**. - Locations hidden in **Settings** → **Inventory & COGS** → **Locations** never appear in lanes or suggestions. The **From** and **To** fields pre-fill with your last transfer's route. - A max level you've saved yourself counts at any value, including 0. Suggested levels you haven't applied only mark a location as having excess when the suggestion is above 0. - Transfer movements show up everywhere you'd expect: the product page's inventory history (shipped out at the origin, received at the destination) and the **Incoming** click-through on the Products list, which lists in-transit transfers beside open purchase orders. - Like the rest of Stockroom's core, transfers are free. For an overview of transfers, see [Transfers on stockroom.app](https://stockroom.app/features/transfers/?utm_source=help-center). --- ## Bin locations: record where each item is shelved **URL**: https://support.myworks.software/en/articles/16268401-bin-locations-record-where-each-item-is-shelved > Give variants a bin or shelf label - per location if needed - and see it on Inventory, counts, and CSV exports. A bin location is a short label - **A4**, **W-12**, **Back wall** - recording where an item physically lives. Stockroom keeps one per variant, with per-location overrides for stock that's shelved differently in each place, and shows it wherever someone would go looking for the item. ## Set bins on the product page Open a product and find the **Costs & replenishment** section. Each variant row has a **Bin** field. The **Default** row is the one every location falls back to; pick a location above the table to give that location its own bin, and location rows show the inherited default greyed out until you type over it. The **Combined** tab sets reorder levels across your locations and carries no bin - a shelf belongs to a building. * An item can hold more than one shelf: next to the Bin field, **Overflow** opens a small editor for up to 5 extra bins - useful when a pick face like A4 is restocked from bulk in R12. The Bin field stays the pick face, and everything that prints or prefills a bin keeps using it; overflow bins count into the Products list's "+2" style rollup, and ride the stock-settings CSV in an **extra_bins** column (separated by semicolons). One nice side effect while receiving: putting a delivery away in a shelf the item already lists - pick face or overflow - changes nothing, so stocking the bulk bin never flips the pick face. ## Set bins while you put a delivery away The moment you actually know where something goes is when you are holding the box. On the receive card, open the **Columns** picker and switch on **Bin**: every line gets a bin field, pre-filled with whatever is already on record for that item at the location you are receiving into. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2642212106/533c7b4a8413cc97372953f1f111/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-31+at+10_45_49+AM.png?expires=1788544800&signature=13f4c224b2ea1a473a5dc3e64eaea11a6b59e9963e64d659f477f43f4dc49305&req=diYjFMt%2Fn4BfX%2FMW3nq%2BgZlmb7PKgpoCOyPXVu24k1hFG2YFdsPGQqiUSnia%0ASWLT3PMZe8ROeKAibKz4%2FG2Dpw8%3D%0A) Receiving records the bin against the **location the delivery arrived at**. If you split one order across locations and receive it to the destinations it was ordered for, each line's bin lands at the right location on its own. A bin you leave alone is not changed, and a field you empty does not clear the bin on record - a blank box on a long delivery means "nothing to say here", not "wipe it". The product page and the CSV are where you remove a bin. ## Bins in bulk with CSV The **Inventory** page's **Export CSV** and **Import CSV** carry a **bin_location** column alongside reorder points and supplier details, and the starter template in the import dialog includes examples. The importer also accepts **bin** or **shelf** as the header. Leave the **location** cell blank to set the every-location default, or name a location for its override - and blank cells never clear an existing bin, so a partial file is always safe to import. To empty a bin instead, put the word **clear** in the cell. ## Where bins show up - **Inventory** - add the **Bin** column from the **Columns** picker. A product whose variants sit in different bins shows the first one plus a count, like **A4 +2**. - The **Last counted** report gains a **Bin** column the moment any item has one, so a counting worklist can follow the walk order of the room instead of alphabetical order. Each row shows that location's own bin when set, otherwise the default, and the CSV export always carries the column. Pair it with a stocktake when it's time to count - see Count your inventory with stocktakes*. - The **purchase order PDF** can print a **Bin** column, so the printed order doubles as a put-away sheet. It's off until you switch on **Bin location column** in **Settings**, **Documents & email** (or for one supplier, or in the print dialog for one order), and each line prints the bin for the location that line is going to. See *Customize the purchase order PDF*. * ## Keep bins in a Shopify metafield If another app - a picking app, your theme - reads bin locations from a Shopify metafield, Stockroom can make that metafield the bin's home. In **Settings**, **Data & sync**, find **Linked metafields** and pick a single-line text metafield on your products or variants for **Bin location**. Linking asks one question - **Where are these values today?** Choose **In Stockroom** to copy Stockroom's bins onto the metafield, or **On the metafield** to bring its values into Stockroom, blanks included. From then on there is one home for the field: bins typed anywhere in Stockroom - receiving included - save to the metafield, and edits made in Shopify or another app flow back within seconds. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2642213284/4820a2de2331fce1184c96de8c10/MyWorks+Demo+Store+%C2%B7+Settings+%C2%B7+Shopify+2026-08-31+at+10_46_21+AM.png?expires=1788544800&signature=7b5ad88e5107e87d05e3759cadf7ee7ebbf2f73bdaed355dbb3c2ed691abdf8f&req=diYjFMt%2FnoNXXfMW3nq%2BgauSJoCQen5JilcqfW5GrfSYVnGWI8FGAicH6zKR%0AMybaZtoCz8bS6SecIycIqFKqHbE%3D%0A) A linked bin is one value per item, so per-location bins stop being used - Stockroom warns you with a count before it links. A product metafield means all variants of a product share one bin; a variant metafield keeps one per variant. Unlinking keeps every bin in Stockroom exactly as it was. Bins also drive picking: a pick list lays its lines out in bin order at the list's location, so a picker walks the shelves once. See [Picking and packing orders with pick lists](https://support.myworks.software/en/articles/16778985-picking-and-packing-orders-with-pick-lists)*. ## Good to know - Without a linked metafield, bins live in Stockroom only and are never written to your Shopify products. - The **Bin** column on the receive card is off until you switch it on, and the choice is remembered on that device. Returns have no bin column - stock is leaving. - Free text up to 100 characters. There's no bin list to maintain - use whatever your shelving already calls things. - Bins are per variant, so each size or color can have its own spot. --- ## Hide locations you don't use **URL**: https://support.myworks.software/en/articles/16188372-hide-locations-you-don-t-use > Keep unused Shopify locations out of Stockroom's pickers, stock totals, reorder suggestions, and alerts. Shopify stores collect locations over time - a closed shop, a returns depot, a dropship placeholder. Hiding a location keeps it out of your way across Stockroom without changing anything in Shopify. ## Hide a location Go to **Settings** → **Inventory & COGS** and find the **Locations** section. Tick **Hide** next to any location - each change saves immediately. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2582861178/2079db62f008b7541a0d0b23eb82/MyWorks+Demo+Store+%C2%B7+Settings+%C2%B7+Shopify+2026-08-03+at+9_13_28+AM.png?expires=1788544800&signature=7469ac54e036cd14e972c234a232d23f5900d22ec357e3abe8e8e799f1db3511&req=diUvFMF4nIBYUfMW3nq%2Bgfjz3AvxFQQaIWf%2B%2B8aDTB4FJnwi3e1cMKfd1R44%0AIoFE%2BQGmGdQpssACM8ybuTVqHTY%3D%0A) At least one location always stays visible - the last visible location's **Hide** box is disabled. ## What hiding does - The location leaves every picker and filter: new purchase orders, adjustments, stocktakes, transfers, label printing, and the Products location filter. - Its stock stops counting toward product totals, low and out-of-stock counts, and the inventory value on the Products page. - Reorder suggestions and suggested transfers no longer consider it - its stock and its sales history both drop out of the math. - Stock alerts stop for that location (anything already alerting there clears), and Shopify Flow stock triggers no longer fire for it. Your existing alerts keep working for every location you still use - there is nothing to delete and recreate, and the hidden location simply stops appearing in the emails. This applies even to an alert you pointed at that location specifically. - Stock reports and Sidekick answers skip it. ## What hiding doesn't touch - **Shopify itself.** The location is untouched in your Shopify admin and keeps working everywhere outside Stockroom. - **Existing documents.** Purchase orders, receipts, adjustments, and stocktakes that already use the location keep it, with its name, forever. - **COGS and cost history.** Costs already booked stay exactly as they were - hiding changes what you see going forward, never your financial history. - **Point of Sale.** A register at a hidden location keeps working normally - the till's physical location is a fact, not a preference. ## Locations you didn't create Shopify creates a separate location for every app that stocks or ships on your behalf - a third-party warehouse (3PL), or one location per supplier brand if you use Shopify Collective. Stockroom shows these with a **Fulfillment service** badge, so you can tell them apart from the locations you set up yourself. These start hidden: Stockroom hides a fulfillment-service location automatically when it first appears, so it stays out of your pickers, stock totals, reorder suggestions and alerts from day one. If you do manage one in Stockroom - a 3PL you raise purchase orders for, say - untick **Hide** next to it and it works like any other location from then on. Stockroom never re-hides a location you've unticked, and a fulfillment-service location you had already used on a purchase order, stocktake or adjustment was left visible when this default arrived. ## Unhide it later Untick **Hide** and the location returns everywhere: pickers offer it again, its stock counts again, and reorder suggestions and alerts rebuild on their own within a few minutes. ## Good to know - Locations you deactivate in Shopify are treated exactly like hidden ones - they leave the pickers and stop counting, automatically. - Location fields across Stockroom pre-fill with the location you used on your previous document of the same kind - your last purchase order, adjustment, stocktake, or transfer route. Hiding a location also removes it from those defaults. - Hiding only affects Stockroom - other apps and Shopify's own reports still see the location. --- # Alerts & Reports Get notified when products sell out or run low, and dig into units sold, stock on hand, dead stock, and vendor spend --- ## ABC analysis: grade products by the revenue they earn **URL**: https://support.myworks.software/en/articles/16268399-abc-analysis-grade-products-by-the-revenue-they-earn > Every item graded A, B or C by its share of revenue - with grade filters across Reorder, Inventory, and purchase orders. Stockroom grades every item in your store **A**, **B** or **C** by its share of your revenue - A items are the products your revenue depends on, C items the long tail. The grade follows the item across the app, so you can reorder, filter, and review by what actually earns its shelf space. ## How grading works Each night, Stockroom ranks every item by net revenue - sales minus refunds - over your sales window (**Settings**, **Reordering**, **Sales window (days)**; 30 days unless you've changed it). Items completing the top 80% of revenue are graded **A**, the next 15% **B**, and the rest **C**. Two things about the grading are deliberate: - Grades are store-wide. An A item is an A everywhere - filtering a list by vendor or location never re-ranks what's left, so a grade always means the same thing. - Items with no sales in the window are **Ungraded**, not C. A C item sells - just modestly. An item that didn't sell at all is a different conversation, so it's shown separately instead of blurring what C means. ## The ABC analysis report Open **Reports** and choose **ABC analysis**. Every graded item is listed by revenue rank with its grade, net revenue, revenue share, units sold, current availability, and **Value at cost** - what your stock of that item is worth at cost price. Below the table, a per-grade summary shows how many items each grade holds, with the revenue it earned and the stock value sitting in it - so you can see at a glance whether your money is parked in the items that earn it. A note counts any active items that were ungraded. Filter by vendor or product type to see how one slice of the catalog grades out, **Export CSV** for the full list, or use **Schedule** to have it emailed like any other report. Use **Columns** to add **Barcode** to the table - the CSV always carries it, so the exported list pairs each item's grade with its barcode, ready for a scanner or a label tool. The *Variants* report carries an ABC grade column too, so either report alone gives you grades and barcodes side by side. * The report carries an **Early access** badge: the grading is live and real, and we're still deepening where grades reach - tell us what you'd like them to do next. ## Grades across the app - **Reorder** - open **More filters** and use the **ABC grade** buttons. Pick **A** and **B** to restock only your revenue leaders right now and leave the tail for a quieter week. - **Inventory** - every product shows its grade in the **ABC** column (a product with several variants shows its best one). Filter the whole list by grade, including **Ungraded**, or hide the column from the **Columns** picker if you prefer. - Adding products to a purchase order, transfer, or adjustment - the product picker has the same **ABC grade** filter, so an order can start from just your A items. - Purchase order lines wear the grade badge beside each product - while you're building the order and after it's placed. It's on for everyone; switch it off from the line table's **Columns** menu if you'd rather not see it. The grade never appears on the PDF, email, or CSV your supplier receives. - A product's page shows its grade beside the title - hover or tap it for the revenue share, rank, and the window behind them. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2606295898/467f126a9f1dfa254511261f7398/MyWorks+Demo+Store+%C2%B7+Reorder+%C2%B7+Shopify+2026-08-13+at+7_37_09+AM.png?expires=1788480000&signature=26ad8d3e0a7289b5acc87074a6e9a15e276a2db1d0fcf8e1e3e2972ef9ecdd41&req=diYnEMt3mIlWUfMW3nq%2BgSep4Z%2FG9DqL7HtGZUQhSa4114oKzT%2BJjsQiCIin%0AawFsJyqy39bWIL7YYrtj8N07j8M%3D%0A) ## Good to know - Grades refresh nightly, and a new install has them shortly after its sales history finishes syncing - there's no day-long wait. - The 80 / 15 / 5 split is of revenue, not of item counts. Most stores see a short A list earning most of the money and a long C tail - that imbalance is the insight, not a bug. - A grade is a lens, never a trigger - nothing is reordered, hidden, or changed automatically because of a grade. - Grading happens per variant. Lists that show one line per product show the best grade among its variants; the report ranks each variant on its own. - Comparing against Shopify's own ABC analysis by product* report? The two won't match exactly, by design: Shopify grades on a fixed 28-day window, while Stockroom uses your sales window; Stockroom ranks on net revenue, with refunds deducted; grades refresh nightly; and locations you've excluded in Stockroom don't count toward availability or value. Both reports value negative stock at zero. --- ## The COGS report: FIFO and weighted average costing **URL**: https://support.myworks.software/en/articles/15986238-the-cogs-report-fifo-and-weighted-average-costing > Period cost of goods sold and ending inventory value from your real landed costs, under FIFO or weighted average - matched to how QuickBooks costs inventory. The COGS report answers two questions your accountant asks every period: what did the goods you sold actually cost, and what is the inventory you still hold worth? Both come from your real receipt costs - the landed cost each delivery arrived at - not a static per-product cost field. ## Run it Go to **Reports**, pick **COGS**, and set a date range. Then choose the **Method** your books use: - **FIFO** - sales consume your oldest stock first, at the cost that stock arrived for. This is how QuickBooks Online costs inventory. - **Weighted average** - every receipt re-blends into a moving average cost, and sales consume at that average. This is how QuickBooks Desktop costs inventory. Match the method to your accounting system and the two will reconcile. Switching the select on the report recomputes it, so you can look at both freely - your books just use one. Which one your books use is set once, in **Settings** under **Costing method**. That choice is what Stockroom treats as your official basis, and it is what your accounting sync will use - the select on the report itself is only for looking. Set it before your first period closes, because once those figures have gone to your accounting sync the method is fixed: changing it afterwards would restate books you have already closed on those numbers. If you need to change it after that point, contact us and we will work through it with your accountant. * ## Reading the columns - **Units sold / Restocked** - units sold in the window, and the subset of refunded units that were actually restocked. - **COGS** - the cost booked for the units sold. - **Reversals** - cost credited back for restocked refunds. A refund without a restock keeps its cost booked - the goods are gone, so their cost stays sold. - **Net COGS** - COGS minus reversals; the number for your books. - **Avg / unit** - net COGS per unit sold, handy for spot-checking. - **Ending units / Ending value** - what is left at the end of the window, valued under the same method. This is your period-end inventory valuation. ## Where the numbers come from Costing starts from a one-time opening snapshot: the day Stockroom began tracking costs for your store, everything on hand was valued at its cost of record. From that day forward, every receipt adds stock at the landed cost it actually arrived for - unit cost plus its share of freight and other charges. The more of your purchasing flows through Stockroom, the closer this report gets to accounting-grade. Applied stock adjustments and stocktake corrections move stock in the walk too - shrinkage consumes cost layers without ever entering COGS, and found stock re-enters at the nearest known cost. Stock returned to a supplier leaves the walk the same way: it consumes the layers it arrived on, at their cost, and books no COGS, because nothing was sold. ## The footnotes are the honesty The report never quietly guesses. Anything that could not be costed cleanly is counted and disclosed under the total: - **Provisional figures** - the most recent days are marked provisional until the nightly sales recompute settles them (late refunds and edits can still land). - **Units sold past all cost layers** - you sold more than Stockroom has receipted; those units used the nearest known cost. - **Units with no cost on file** - booked at zero rather than invented. - **Foreign-currency costs** - items whose costs are in another currency are excluded until currency conversion ships, and the count tells you how many. - **Stock moved outside Stockroom** - units that changed through other apps or direct edits in Shopify are flagged as unaccounted rather than silently costed. Stockroom's own adjustments and stocktake corrections are already counted as stock movements. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2551574545/36b248f29b15719bce078f91002a/MyWorks+Demo+Store+%C2%B7+Reports+%C2%B7+Shopify+2026-07-17+at+5_52_22+PM.png?expires=1788544800&signature=03ec3d342da9775eff1e595a9be7f1a199747c15a9e199b5861c2a4def7f826a&req=diUiF8x5mYRbXPMW3nq%2BgV2yujNUpaQk6Q%2ByoyX%2Bt%2BQEjwcSGdndEsKXb4WV%0AzOFa2xiKjtdYiCO7xmquymV7A2k%3D%0A) ## Export and schedule it **Export CSV** downloads the whole report, not only the rows on screen - and on a large catalog those are different things. The table lists the top 500 products by net COGS so it stays readable, and says so underneath when there are more; the totals above it always cover every product in the window. The CSV carries every one of those rows, so the file you reconcile adds up to the total you saw. **Schedule** emails the report (or posts it to Slack) on a cadence - monthly on the 1st is the natural fit for period-end books, and the recipient does not have to be you, so it can go straight to your bookkeeper or accountant. The scheduled email attaches the full report; on a very large catalog it will say in the body if the attachment had to stop short, so you know to export from the report instead. ## Good to know - Figures are per product across your whole store, not per location. If you want retail and online reported separately, revenue can be split that way but cost of goods will arrive blended. - Any date range works, so a fiscal year that does not start in January is the same report as any other. - Exports stay in plain dot-decimal numbers and ISO dates whatever language you use Stockroom in, so a spreadsheet always reads them correctly. - Purchase orders set to **Does not update my stock** never enter the costing pool: items your supplier ships straight to your customer count at their exact purchase cost on the date of the customer's order, and never affect ending inventory value. What decides this is the order's stock handling, not where it ships - a dropship order you have set to **Updates my stock** is costed like any other, joining the FIFO or weighted-average pool when you receive it. See Dropship purchase orders: ship straight to your customer*. --- ## The Margin report: what your products actually made **URL**: https://support.myworks.software/en/articles/16090535-the-margin-report-what-your-products-actually-made > Net revenue against cost of goods, ranked by gross profit - at your real receipt costs or each item's current cost, with margin bands, a below-threshold flag list, GMROI, and sell-through. The Margin report answers the question the Sales report can't: what did you actually make? It sets net revenue against cost of goods for everything you sold in a window and ranks by gross profit - so the top of the list is your most profitable products, and anything selling at a loss gets flagged instead of hiding at the bottom. ## Run it Go to **Reports**, pick **Margin**, and set a date range. Then choose the **Cost basis**: - **Receipt costs** (the default) - cost of goods comes from what your stock actually cost to land: each receipt's unit cost plus its share of freight and other charges, consumed under the **Method** your books use (**FIFO** or **Weighted average**). It is the same costing engine as *[The COGS report](https://support.myworks.software/en/articles/15986238-the-cogs-report-fifo-and-weighted-average-costing)*, so the two reconcile. - **Current cost** - an estimate at each item's current cost in Shopify. The day-one answer, before your receiving history builds up. If receipt costing can't cover the window - costing hasn't started yet, or the dates predate it - the report falls back to current cost and says so under the table, rather than opening empty. **By product** (the default) shows one row per product - click the **Variants** count on a row to see its variants without leaving the report, or switch to **By variant** for the flat per-variant list. Grouping **By vendor** works on both bases; **By location** is available under **Current cost** only, because receipt costing tracks each item across all locations and a per-location number would be invented. * ## The trend chart The chart plots the window day by day (weekly once the range passes six weeks) with a toggle for **Profit**, **Margin %**, or **Revenue**, and the hero number shows the change vs the prior period - the same window shifted back by its own length. Where margin isn't known yet, the line breaks rather than guessing: the most recent days post after the nightly costing settles, so revenue shows immediately and margin follows. ## Reading the table - **Units / Net revenue** - sold minus refunded; revenue is net of discounts, before tax and shipping. - **COGS / Profit / Margin %** - the cost of the units sold under your chosen basis, and what's left of revenue after it. - **Vs prior** - margin movement in points against the prior period. A product can grow revenue while its margin slips - this column is where that shows. - **% of profit** - each row's share of total gross profit. A handful of products usually carry most of it; this is where you see which. - **GMROI** (receipt costs only) - gross profit returned per dollar of average inventory. 2x means every $1 tied up in that product's stock returned $2 of profit over the window. - **Sell-through** (receipt costs only) - net units sold as a share of what was available to sell: opening stock plus units received during the window. ## Bands and the flag list Under the table, badges count sales into margin bands - **Negative**, **0-15%**, **15-30%**, and **30%+** - with the revenue riding in each. The bands cover everything sold in the window, not just the rows shown above them. Set **Flag at or below %** and a second table lists everything at or below that margin, worst first, with the average selling price beside the average cost - the fastest way to spot a mispriced product or a cost that crept past its price. Leave it empty to see only what sold at or below cost. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2567232170/12a305d330b29226cb2d6f7e7d5d/Fiber+Rhythm+Craft+-+Design+%C2%B7+Reports+%C2%B7+Shopify+2026-07-26+at+6_00_51+PM.png?expires=1788480000&signature=cd2303d9027f4ae1c642203dd46ce2e84647fa4a3d3c0ec52d1d013165850b7e&req=diUhEct9n4BYWfMW3nq%2BgYhi58F%2FKOU%2BdTTSnBaajBRGXpBs2jzqtyBOluFs%0AXH9SPAonZaDFlpP6aFmWyux5%2BMQ%3D%0A) ## When margin doesn't show The report never quietly guesses. A row holding units without a usable cost shows no margin rather than an understated one, and the footnotes under the total count everything excluded: units that sold past all cost layers (they used the nearest known cost), items with foreign-currency costs (excluded until currency conversion ships), and how many rows show no margin as a result. ## Drill into a product On any product page, the **Cost & price** card is the drill-down: a 12-month chart of the **Avg selling price** (or **Est. margin %**) per variant, over a ledger of every cost change - Shopify edits and receipt landed costs, named with the PO that changed them - and every retail price change as they happen. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2567229449/a3614af462448c421f7637cdda5f/Fiber+Rhythm+Craft+-+Design+%C2%B7+Alpaca+Silk+%C2%B7+Shopify+2026-07-26+at+5_56_46+PM.png?expires=1788480000&signature=99f9cd7b30b0c77b417c3685bd0d1688d4d98b1b2c118a745e7f6fc22154b355&req=diUhEct8lIVbUPMW3nq%2BgQKSk64pLo0MzlwPlxQlzqoEcEESGO%2BXP%2FnFbADk%0ABrfo3MhDgEaJj8gyMGFs9twEI6o%3D%0A) ## Export and schedule it **Export CSV** downloads the whole report (GMROI and sell-through included on the receipt basis), not only the rows on screen: the table ranks the top 500 products by gross profit and says so underneath when there are more, while the band histogram, coverage counts and totals are always calculated over every product in the window. **Schedule** can email it or post it to Slack on a cadence. [Reports in Stockroom](https://support.myworks.software/en/articles/15859199-reports-in-stockroom)* covers how scheduling works. ## Good to know - Margin here is merchandising margin - revenue net of discounts, before tax and shipping - not a full P&L. - This holds on tax-inclusive stores too: when your product prices include tax, Stockroom subtracts the tax actually charged on each order, so revenue and margin here are net of tax automatically - nothing to configure. For the margins shown next to list prices elsewhere in the app (purchase orders and product pages), set **Settings** > **Taxes** > **Tax rate in selling prices** so those net out tax as well - your prices themselves never change. - GMROI and sell-through need to know what stock you held through the window, which only receipt costing tracks - so they hide on the current-cost basis rather than estimate. - The report reaches back up to 2 years of sales. Revenue tracking began July 10, 2026, so earlier dates on early installs may show units without revenue. - The more you receive through Stockroom, the more of your margin sits on real landed costs instead of an estimate. --- # Integrations & data Push purchase orders to QuickBooks through MyWorks Sync, automate Stockroom with Shopify Flow, and keep your data synced, exportable, and yours. --- ## All your stores in one place on go.stockroom.app **URL**: https://support.myworks.software/en/articles/16447827-all-your-stores-in-one-place-on-go-stockroom-app > Sign in to go.stockroom.app to see every store together - combined purchase orders, SKU-matched inventory, and connecting Shopify or WooCommerce stores. [go.stockroom.app](https://go.stockroom.app) is Stockroom's companion web app - the same purchase orders, receiving and inventory, outside the Shopify admin, and the place where all of your stores come together. Sign in with the email you use in your store's admin; stores where you're recently active staff appear automatically. ## All your stores, one view With two or more stores linked, go. opens on **All stores**: a card per store with its open purchase orders, units incoming and low-stock count, plus a combined "Needs attention" feed. Every store has its own color, so rows are easy to attribute at a glance. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2642128481/0f25d3e05030e53941071531bf00/All+stores+-+Stockroom+2026-08-31+at+10_10_33+AM.png?expires=1788544800&signature=f5f3c0ac4974fb71b556c2d34cc1565221ff83bcb6c57b3646e381faebc68164&req=diYjFMh8lYVXWPMW3nq%2BgXDAtW0i2it3t9n2TmR%2BnK36oYRxR6B%2Fd1b5kVQ6%0AEyWqalgoEuefS4IAhAsfmdSHJOU%3D%0A) The **Purchase orders** tab merges every store's orders into one list. Filter by store, status, supplier or payment state, search across all of them at once, and click any row to open it inside its store. Totals are reported per currency - they're never blended. The **Inventory** tab matches products across stores by SKU: one row per SKU with each store's available count and a combined total. Filter to items in multiple stores, or to what's out of stock everywhere. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2642130651/65e72ec6e284297198b0a317a3bd/All+stores+-+Stockroom+2026-08-31+at+10_11_22+AM.png?expires=1788544800&signature=7436cc579a348a9c1b447d2db7134580fa84ddfd039b63a1868c5d4736d76db9&req=diYjFMh9nYdaWPMW3nq%2BgceUmsnsCg1Gavr4xUKotPzsUrRLIdRFt7s%2FbgNy%0A1tvPHOZmXqHauSD8ZT6WA3Xx0Zo%3D%0A) ## Connect another store Open the store switcher in the sidebar and choose **Connect store**. Shopify stores connect by installing the Stockroom app from the App Store - open it once and the store links to your account automatically. WooCommerce stores connect with just your store URL: you approve read and write access on your own wp-admin screen, with no plugin to install. Selling on Amazon, BigCommerce or Wix? Tap **Request early access** on the connect page - we'll email you when your platform opens up. ## Settings, two levels - **Store settings** (inside each store) holds that store's connection details, its display name, your cost-and-price update defaults - and the store's full configuration: PO numbering, tax rates and defaults, PDF and supplier email settings, reorder defaults and automation, costing method, locations, and the generated-barcode format. These are the same settings as the Stockroom app inside the Shopify admin - change them in either place. On Shopify stores you can also resync the product catalog and rebuild sales history from the **Data** and **Inventory & COGS** tabs. The display name only changes how the store appears in go. - it's never sent back to Shopify or WooCommerce. - **Org settings** (on the All stores level) manages your connections and your team - everything that spans stores. ## Good to know - With a single store linked there's no All stores level - go. opens straight into your store. - The All stores view is for looking and deciding - creating, sending and receiving still happen inside each store, and the combined lists take you straight there. - Nothing changes in the Stockroom app inside your Shopify admin - go. is a second door to the same data. --- ## Automate Stockroom with Shopify Flow **URL**: https://support.myworks.software/en/articles/16023610-automate-stockroom-with-shopify-flow > Route stock and purchase order events anywhere with Shopify Flow - eight free triggers covering out of stock, low stock, reorder points, overstock, and the full purchase order lifecycle. Shopify Flow is Shopify's free automation tool - it lets you build "when this happens, do that" workflows right in your admin. Stockroom provides fourteen Flow triggers and two actions - **Create purchase order** and **Create build** - so your inventory, purchase order and build events can start any workflow you like, and a workflow can create purchase orders or builds: send an email, notify staff, tag a product, update a metafield, or hand off to another app - no custom code needed. ## Before you start - Install **Shopify Flow** from the Shopify App Store - it is free on every Shopify plan. - That is the whole setup. Stockroom's triggers appear in Flow automatically under the Stockroom app name, and firing starts as soon as you turn on a workflow that uses one - there is nothing to enable inside Stockroom. ## Stock triggers Each stock trigger fires per item, per location, the moment Stockroom sees available stock cross into the condition: - **Item went out of stock** - available quantity reached zero at a location. - **Item fell below low stock level** - available dropped to or below the item's **Low stock** value. - **Item crossed its reorder point** - available dropped to or below the item's **Reorder point**. - **Item hit its overstock level** - available reached the item's **Max level**. Every firing includes the product itself (so your workflow conditions can use any product field), plus the variant title, SKU, location name and id, the available quantity, and the threshold that was crossed. The three threshold triggers use the values saved in the product page's **Costs & replenishment** section; *Item went out of stock* needs no setup at all. ## Purchase order triggers These fire from the purchase order lifecycle - automation no other purchasing app can offer, because your POs live in Stockroom: - **Purchase order ordered** - a PO was marked as ordered, from Stockroom or from POS. - **Purchase order receipt recorded** - a shipment was received against a PO, partial receipts included. The payload carries **Units received** and a true/false **Final receipt** you can branch on. - **Purchase order received** - the PO became fully received (every line received or cancelled - closing an order short counts). - **Purchase order overdue** - the expected date passed and the PO is not fully received. Carries **Days overdue** and **Outstanding units**. Every PO firing carries the PO number, supplier name, destination location, order total with its supplier currency, expected date, and a link that opens the purchase order in Stockroom - handy in staff notifications. ## The Create purchase order action Stockroom also adds an action to Flow: **Create purchase order**. Use it in any workflow that starts from an order - Order created, Order paid, Order tagged - and the order becomes draft purchase orders, one per supplier, exactly like clicking **Create PO** on the order's page. Four checkboxes control the behavior: - **Ship to the customer's address** - the purchase orders become dropship orders shipping to the order's customer. See *Dropship purchase orders: ship straight to your customer*. - **Only include items from dropship suppliers** - limit the purchase orders to items whose supplier is marked **Ships direct to customers**, or items flagged **Auto-create dropship POs**. - **Mark as ordered** - send the purchase orders on their way immediately instead of leaving drafts. Suppliers connected on Stockroom Network receive them in their own Stockroom. - **Email the PO to the supplier** - when marking as ordered, email each purchase order with your usual template. The action never duplicates: an order that already has purchase orders is left alone. When something needs a human - no supplier matched, no customer shipping address, nothing on the order qualified - a note appears in the **Needs your attention** feed on Stockroom's Home page. And if all you want is dropship orders handled automatically, you don't need a workflow at all: turn on **Automation** in Stockroom's Settings instead - see *Create dropship purchase orders automatically*. ## Build triggers and the Create build action If you make products with Stockroom's **Build** page (bills of materials and builds), six more triggers cover the build lifecycle. Each carries the build number, product, quantity, location, status, due date, stage, priority, assignee and workstation, so a workflow can message the right person or update a product. - **Build created** - a build was created, from the Build page, Restock, an order, the out-of-stock rule or a Flow action. - **Build finished** - it reached Built: the planned quantity was recorded, or it was marked as built. - **Build blocked** - someone marked it blocked. - **Build overdue** - it passed its due date without being finished (checked once a day). - **Build assigned** - it was assigned to a staff member (carries who it moved from and to). - **Build stage changed** - it moved to a different stage of your build workflow - Queued, Assembly, QC or whatever you named them (carries the previous stage). The **Create build** action creates a draft build for a product that has a bill of materials - pick the product, quantity and location in the action. A product without a recipe is refused and a note appears in **Needs your attention**. See *Builds: plan, record and finish* and *Build stages, priority, assignees and workstations*. ## Build a workflow - In your Shopify admin, open **Flow** and click **Create workflow**. - Click **Select trigger** and search for Stockroom, then pick a trigger. - Add a condition if you want to narrow it down - stock triggers let you condition on anything about the product (vendor, tags, type, and so on). - Add one or more actions - send an internal email, tag the product, call another app - then turn the workflow on. * ## Workflow ideas - Email your buyer the moment a key item crosses its reorder point at any location. - Notify your receiving team when a purchase order is marked ordered, so they know what is on the way. - Escalate overdue purchase orders to a manager, with the days overdue and outstanding units in the message. - Tag products that went out of stock so your theme or marketing apps can react. - Create purchase orders for wholesale orders only - trigger on Order created, add a condition on the order's tags or channel, then the **Create purchase order** action. ## Good to know - Stock triggers fire within seconds of the stock change; Purchase order overdue* is checked hourly. - *Purchase order overdue* fires once per PO. If you change the PO's expected date, the trigger re-arms and can fire again if the new date is also missed. - Triggers fire only when stock actually crosses into a condition. Catalog imports, resyncs, and installing the app never replay old events into your workflows. - Stock triggers never fire for locations hidden in **Settings** → **Inventory & COGS**, or for locations deactivated in Shopify. - The threshold triggers only fire for items with a saved **Low stock**, **Reorder point**, or **Max level** value. Stockroom's suggested thresholds do not trigger workflows until you apply them. - PO totals are reported in the purchase order's supplier currency, exactly as they appear on the PO. - Shopify Flow is free on every plan - and so is every Stockroom trigger. --- # Stockroom AI Connect Claude or ChatGPT to your store, drop or email in supplier documents to fill counts and update costs, and ask Sidekick about your stock - nothing applies without your confirmation. --- ## Fill counts and update costs from supplier documents **URL**: https://support.myworks.software/en/articles/16188706-fill-counts-and-update-costs-from-supplier-documents > Drop a packing slip, invoice or price list on any Stockroom AI card - counts and costs fill in for your review, never applied without confirmation. Stockroom AI reads the documents your suppliers already send - packing slips, invoices, and price lists - and turns them into filled-in receive counts or ready-to-review cost updates. Every Stockroom AI card gives you three ways in: drop a file, click to browse, or email the document to your store's own address. Nothing applies to your store until you confirm it. * ## Fill counts from a packing slip Open the purchase order and start receiving - a draft has to be marked as ordered before it can be received. The **Stockroom AI** card sits at the top of the receive flow: **Fill counts from a packing slip or invoice**. Drop the document (or a photo of it) on the card. After a few moments the receive counts fill in - matched by SKU first, then by the supplier part numbers you've recorded in Stockroom, and always clamped to what's still outstanding on the order. You'll see a "Counts filled!" toast, and the card reports anything it couldn't place: lines that didn't match the order, or a warning if the document references a different PO number. Review the counts like any manual entry, adjust if needed, and receive as normal. ## When a line didn't match Filling counts only fills items that are already on the purchase order. Document lines that aren't on the order are reported back to you - "2 document lines didn't match this PO" - and nothing else happens. Stockroom never adds them to the order for you. So if the supplier sent something the order doesn't list, add it to the order first, then fill counts again. While the order is still a draft, use **Browse products**, **Add custom line** or **Import or paste**. Once it has been marked as ordered, use **Add items** - you can add to an order at any time, but the lines that were already on it lock at that point, so correct anything wrong while the order is still a draft. If the item is on the order and still didn't match, the document is using a code Stockroom doesn't have on file. Record that supplier part number against the product and the next document will match it. Re-running the same document is safe. It is read from scratch every time, so nothing is duplicated - and nothing is received until you confirm the counts. ## Save a supplier's price list from a document On any product page, the card reads **Update costs from a supplier price list**. Drop the price list and Stockroom opens **Review price list**: changed prices show old and new with a checkbox, new items are listed, rows that match the current list are counted, and skipped rows are explained (no match or an ambiguous SKU). Confirm with **Save price list** and the prices are saved to that supplier's price list, in the document's own currency - no exchange rate needed, whatever currency the list is in. Quantity breaks on the document (1+ at one price, 12+ at another) are captured as breaks, and a **Takes effect** date lets an announced increase wait until its day arrives. If the document arrived without a supplier attached, the review asks which supplier it belongs to. Items on the current price list that the file does not mention are kept by default - partial lists are common. Tick **This file is the complete list - remove them** when the file really is everything the supplier sells you. Ticking **Also update Shopify costs** additionally pushes the new costs to **Cost per item** in Shopify, where they show in cost history. This replaces whatever cost is there - including an averaged cost, if that is what you keep in that field - which is why it is a separate choice. That push is the one place a foreign-currency list needs an exchange rate: without one on file, the checkbox is held back with a note, while saving the price list itself still works. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2583073682/cb275d9a96abe26df52ae0abfb3a/MyWorks+Demo+Store+%C2%B7+The+3p+Fulfilled+Snowboard+%C2%B7+Shopify+2026-08-03+at+10_50_28+AM.png?expires=1788544800&signature=42aefc240638d73158e549606cf49ffbee6d0ed3453e9ad84deb6d626da944a5&req=diUvFcl5nodXW%2FMW3nq%2BgZ5Klo41DNHO%2BVMgnYnIk2%2FD0Y2QxRp8y2q4Kwur%0APnH6BEz8aTUGAXj1lSRV69I4I1Y%3D%0A) ## Email documents in Every Stockroom AI card shows your store's forward-to address (it looks like **[yourstore-a1b2c3@in.stockroom.app](mailto:yourstore-a1b2c3@in.stockroom.app)**), and you can copy it from **Settings > Stockroom AI + MCP** under **Email documents in**. Forward a document from your inbox and it arrives parsed: a packing slip that cites one of your open PO numbers appears as a banner on that purchase order (and on Home) with a **Fill counts** button, a price list offers the cost review, and anything unmatched can be dismissed. See Email documents into Stockroom* for the full flow: [Email documents into Stockroom](https://support.myworks.software/en/articles/16181241-email-documents-into-stockroom). ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2583072691/7fb36f447b480ea870847ea6f490/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-03+at+10_49_55+AM.png?expires=1788544800&signature=d2bac57584e0dd259f134517cc79004a74934b21ccf355e9dbce82522acefd40&req=diUvFcl5n4dWWPMW3nq%2Bgb9l8vKW6GSl4A%2BXzw4cjzPfHWbVDB%2F4TCV%2Ft3S7%0AhIwFmsevvl5WBicU9MeZjaXsxa8%3D%0A) ## Good to know - Nothing applies without your confirmation - documents arrive as suggestions, and receiving or updating costs is always your click. - Matching is exact - by SKU or a recorded supplier part number - and never guessed. Recording your suppliers' part numbers in Stockroom is the best way to raise match rates. - Goods that arrive without being on the order can still be received - use **Scan to count**, scan the item and choose **Add to receipt**. They land under **Arrived without being ordered**. Filling counts from a document never does this on its own. - Supported files: PDF, images (PNG, JPG, GIF, WebP), CSV, and plain text, up to 10MB. - AI requests are processed by Anthropic, and AI features are free during Early Access. --- ## Connect Claude or ChatGPT to Stockroom (MCP) **URL**: https://support.myworks.software/en/articles/16180685-connect-claude-or-chatgpt-to-stockroom-mcp > Copy your MCP link, approve the connection, and ask your AI assistant about stock, purchase orders and suppliers - or have it draft a PO. Stockroom can connect to your AI assistant - Claude, ChatGPT, or any app that supports MCP connectors. Once connected, you can ask about your stock, purchase orders, suppliers and reports in plain language ("what's below reorder point at the warehouse?", "what was my margin last month?"), and have your assistant draft a purchase order for your review, or change one that is still a draft. AI features are free during Early Access. ## Get your MCP link - In Stockroom, go to **Settings** > **Stockroom AI + MCP**. - Click the **Claude** or **ChatGPT** tile - your MCP link is copied and the assistant opens ready to connect. * ## Connect Claude - Click the **Claude** tile in Stockroom - Claude opens with the connector prefilled. Confirm adding it there. - A browser tab then opens Stockroom inside your Shopify admin. - Review what the assistant will be able to do, then click **Approve connection**. Return to Claude to finish. ## Connect ChatGPT Click the **ChatGPT** tile in Stockroom - it copies your MCP link and opens ChatGPT's connector screen. Custom connectors there need developer mode enabled first (ChatGPT Settings > Connectors > Advanced). Paste the link, then approve in Stockroom the same way. ## Other apps (VS Code, Cursor, and more) On the same Stockroom settings page, open **Other apps (VS Code, Cursor, and more)** and click the snippet to copy it. Paste it into the app's MCP settings file - usually a file named mcp.json. Most MCP-capable apps accept this format as-is. ## What your assistant can do The connection is deliberately narrow, and you see the exact list on the approval screen: - **Read** your products, inventory levels, suppliers, purchase orders, stock counts, adjustments, reorder suggestions and any of your Stockroom reports. - **Create and edit draft purchase orders** for your review - it can never place an order, email a supplier, or change inventory. Every draft waits in Stockroom exactly like one you created yourself. Editing works on **drafts only**. Ask your assistant to change quantities or costs, add items, remove items, or set the notes and expected date - it changes only the lines you name and leaves the rest of the order alone. Once a purchase order has been marked as ordered, your assistant can still read it but can no longer change it, because its quantities are already showing in Shopify as incoming stock. Revert it to a draft in Stockroom if you need to edit it again. ## Ask for a report Your assistant can run any report from the **Reports** page - sales, margin, stock on hand, dead stock, landed cost, COGS, supplier performance, inventory movements and the rest - over whatever period you name, and can narrow one to a single vendor, product type or location. Ask for it in plain language: "run dead stock for the last 90 days" or "what did we receive from Northwind Supply in July?" Two things are worth knowing about the answers. Your assistant sees a limited number of rows - the top of the report - but always gets the full totals alongside them, so a total it quotes covers everything even when the list it shows you is shorter. And the costing reports (COGS, inventory roll-forward, inventory movements, adjustments, and stock on hand by date) are calculated across all your locations at once, so a single-location filter cannot apply to those - your assistant is told when that happens rather than quietly ignoring it. ## Stock counts and adjustments Your assistant can read your counting history too: which stocktakes are open or finished, what was counted at each location, and which items came up short against what Stockroom expected. Same for adjustments - what was written off or corrected, the reason on each one, and the items it moved. ## Example prompts Your assistant combines the reads above to answer real questions - swap in your own products and suppliers: - "What's below its reorder point right now?" - "How much of [product] is on hand at each location?" - "Which purchase orders are still open, and what's outstanding on them?" - "What do I currently have on order from [supplier]?" - "What should I reorder this week, and why?" - "Run the margin report for last month - which products are thinnest?" - "What did we receive from [supplier] in July, and what did it land at once freight was spread across it?" - "Which items came up short in our last count at [location]?" - "Show me everything written off as damaged this month." - "Draft a purchase order for everything running low from [supplier] - I'll review it in Stockroom." - "On PO-1042, change [product] to 24 units and drop [product] - it's still a draft." ## Managing connections Connected assistants are listed on **Settings** > **Stockroom AI + MCP**, each with when it connected, when it was last used, and a call count. Click **Revoke** to disconnect one - access ends immediately. Recent activity below the list shows which tools were called and whether each call succeeded. ## Good to know - A connection belongs to one store. If you run several stores, connect each one separately with its own link. - When your assistant drafts a purchase order, each line is matched to your catalog by SKU, barcode, the supplier's own part number, or the item id a search returned. If a supplier's invoice carries none of those, ask the assistant to search by product name first - it can pass the supplier's name so that supplier's part numbers match too. Recording each supplier's part numbers on your products once (see Buy the same item from more than one supplier*) makes them match automatically from then on. - The conversation happens in your assistant, under your own account there - Stockroom only answers the specific requests it makes, and logs which tools were called, never the contents. - Approving requires being signed in to the store's Shopify admin, so only staff with admin access can connect an assistant. - AI features are free during Early Access. --- ## Ask Sidekick about your inventory **URL**: https://support.myworks.software/en/articles/15859209-ask-sidekick-about-your-inventory > Ask Shopify's Sidekick assistant about your purchase orders, incoming stock, suppliers, and receipts - answered straight from Stockroom. Stockroom connects to Shopify's Sidekick assistant, so you can ask about your purchasing and incoming stock in plain language and get answers straight from Stockroom - without opening the app. ## What you can ask Sidekick can answer questions like: - "What is on order?" or "What POs are overdue?" - "When will {product} be back in stock?" (incoming units on open POs) - "How much did we spend with {supplier} this quarter?" - "Show me recent receipts." - Details on a specific PO by its number, or a supplier's contact info, terms, and lead time. Just ask Sidekick in Shopify admin - it pulls the answer from your Stockroom data. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2525659753/5eaf7242ad33a61507be9d5d82e4/image.png?expires=1788480000&signature=a6dafe0614fb839b1b60daa1c627ac49a2d00e233b9df2aa1abfd880b871ed3e&req=diUlE897lIZaWvMW3nq%2Bgdhdrg%2F0seTQjh0C6zxCAAflNoitOvI0vhexmyVc%0ALwFfNHvsvcPUFdalIelyMAwwQL8%3D%0A) ## Good to know - Sidekick reads your Stockroom data; it cannot change anything. To create or edit a purchase order, head to the Purchase orders page. - Amounts are shown in each PO's own currency and never blended across currencies. - On-hand stock levels live in Shopify (Products, then Inventory); Stockroom's answers cover what is on order, incoming, received, and your suppliers. --- ## Email documents into Stockroom **URL**: https://support.myworks.software/en/articles/16181241-email-documents-into-stockroom > Forward packing slips, invoices and price lists to your store's own address - counts and cost changes arrive ready to review. Every store gets its own Stockroom email address. Forward a supplier's packing slip, invoice or price list to it and the document arrives in Stockroom already read - counts matched to your purchase order, or cost changes lined up for review. Nothing applies to your store until you confirm it. AI features are free during Early Access. * ## Find your address - Go to **Settings** > **MCP & AI features**. - Under **Email documents in**, click the address to copy it - it looks like [your-store-x7k2p9@in.stockroom.app](mailto:your-store-x7k2p9@in.stockroom.app). - Forward supplier emails to it, or save it as a contact wherever your paperwork arrives. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2581660808/e486dd6bf2b3135a63a51767650b/MyWorks+Demo+Store+%C2%B7+Settings+%C2%B7+Shopify+2026-08-02+at+2_21_36+PM.png?expires=1788480000&signature=2e402989b22ff625dc699972b8ce7ef21fb6f936bc1d8ee5862ba5e55074bc4b&req=diUvF894nYlfUfMW3nq%2Bga%2BAUwTTzgjMmxDWX72IEYqLTt%2Bm0USEHpzVZhjk%0A8MfdyTXtUhkZpYoU9VJfUSrowQw%3D%0A) ## What to forward Attachments are what Stockroom reads - PDFs, photos and scans (png, jpg, gif, webp), and csv or txt files, up to 5 attachments and 10 MB each per email. The email body itself is ignored, so a plain forward is perfect. ## Where documents land - **A packing slip or invoice that cites one of your open PO numbers** shows a banner on that purchase order (and on Home, with an **Open PO** button). Click **Fill counts** and the receive flow opens with each matched line's count filled from the document, capped at what's still outstanding - review, adjust, and receive as usual. - **A price list** shows a banner on Home. **Review cost changes** opens the same review as the product-page dropzone: you see each proposed cost next to the current one and choose exactly which rows to apply. - **Anything Stockroom can't match** shows a Home notice you can dismiss. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2582768947/b28ef783c46022a1cfdecd4856a0/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-03+at+8_24_04+AM.png?expires=1788480000&signature=a57256d03aa9ba80a4832d84cb969e4b775861b8a461398f52597af776930dde&req=diUvFM54lYhbXvMW3nq%2BgYZxUcw63hPRDHwKkpPcRK4UlLgSFUUfQv%2Ftikxk%0Ah8gPDUycAZVRnFJJ7x84SifJCPM%3D%0A) Matching works best when the supplier's document shows your PO number - it's on the PDF and in the email Stockroom sends them, so most paperwork cites it already. ## Good to know - Nothing writes to your store from an email alone - counts wait in the receive flow for you to submit, and cost changes wait for your confirmation. - Dismissing a banner discards that document; forward it again if you change your mind. - Banners show recent arrivals - a document forwarded weeks ago won't wait around forever. - The address is unique to your store. Anyone who has it can send documents into your review queue (never into your inventory), and inbound volume is capped per hour - but treat it like a private address. Documents are read by AI; the disclosure lives on the same settings page. - Connecting Claude or ChatGPT is separate - see Connect Claude or ChatGPT to Stockroom (MCP)*. --- # Stockroom Network Connect your store with suppliers and buyers on Stockroom - purchase orders you send arrive ready on their side, and orders from your buyers arrive in yours. --- ## Connect with your suppliers on Stockroom Network **URL**: https://support.myworks.software/en/articles/16091940-connect-with-your-suppliers-on-stockroom-network > Invite a supplier and the POs you send arrive right in their Stockroom - confirmed, shipped, and tracked back to your PO. Free for both sides. Stockroom Network connects your Stockroom with your suppliers'. Invite a supplier - once they accept, the purchase orders you send them arrive directly in their Stockroom, matched to their catalog with nothing to re-type. When they fulfill it, your PO flips to On the way with tracking, and receiving is prefilled from what they shipped. Stockroom is free for your suppliers too, and connecting costs neither side anything. ## Why connect a supplier Connecting removes the gap between sending a purchase order and somebody at the other end typing it back in: - **It arrives in seconds, not days.** Mark the PO ordered and it is in their Stockroom immediately - no inbox to wait on, and no one to three days lost before the order even exists on their side. - **Nobody re-types it, so nobody mistypes it.** Lines arrive matched to their catalog through the supplier SKUs you already keep. An ambiguous code is surfaced rather than guessed. - **The status comes to you.** They fulfill in their own Shopify admin, your PO moves to On the way with their tracking, and receiving is prefilled with what actually shipped. It is free for both sides, nothing crosses until your supplier accepts, and either side can disconnect at any time. ## Invite a supplier The **Network** column on the Suppliers page shows where each supplier stands: - **Connected** - POs you mark as ordered are relayed to this supplier automatically. - **Invited** - your invitation is waiting on their side. Invitations stay valid for 14 days. - **On Shopify** - this supplier's store runs on Shopify, so they can connect with one click. - **Not connected** - invite them anytime from their supplier page. * The quickest way is straight from the list: any supplier you can connect with shows an **envelope** button in the Network column. Click it and the invitation dialog opens on the spot. You can also open the supplier's page and use the **Stockroom Network** card - **Invite to connect**. The dialog explains what Stockroom Network is, what it changes for you and for your supplier, and exactly what a connection shares. It also holds the **Supplier email** the invitation goes to - **if you have not recorded one yet, you can type it right here**, and it is saved as that supplier's email so purchase orders go to the same place. While an invitation is pending you can **Resend invite** or cancel it from the supplier's page. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2567425255/427961d8a2b89fb33d62b78e02a5/MyWorks+Demo+Store+%C2%B7+Multi-managed+Vendor+%C2%B7+Shopify+2026-07-26+at+9_45_27+PM.png?expires=1788544800&signature=602d06e3a7684a1f33af4f0b431637050aba98423356125ab685e96493da966e&req=diUhEc18mINaXPMW3nq%2BgduOLgaSqsVrz9o3%2Bf6gf%2FueumrlG9QetxapnRVM%0A5BdgZQdN19D7iTYbFqVmw8OKdLE%3D%0A) ## What happens when you order On a PO for a connected supplier, the primary button reads **Order via Network** - and a **Network** badge appears by the supplier, on the PO and on the purchase orders list, so you know before you order. The button does everything Mark as ordered does, and relays a copy into your supplier's Stockroom - the PO shows it sending, and a **Sent via Network!** toast confirms within a few seconds. Lines are matched to their catalog: your recorded supplier SKUs first, then your own variant SKUs - an ambiguous code is left unmatched rather than guessed. Your PO shows the relay echo: **Sent to your supplier via Stockroom Network** with how many lines matched. When your supplier matches a line to their own product, Stockroom offers their SKU back to you as a save prompt on the PO - accept it and every future PO for that item arrives pre-matched. ## Shipping and receiving When your supplier fulfills the order in their own Shopify admin, your PO flips to On the way on its own - usually within about ten minutes. A shipment row records the tracking number, carrier and delivery estimate that came with their fulfillment, and the receive screen prefills with what they shipped. A supplier who does not run the order through their own admin can send the notice by hand instead, and it reaches you exactly the same way. Nothing is ever auto-received - you confirm what actually arrives. ## Prices from your supplier A connected supplier can publish their price list to you through Stockroom Network. When they do, open the supplier's page and choose the **Price list** tab - a banner reading **Price list update from** that supplier appears whenever something changed, and **Review prices** opens the details. The review shows each item old and new, with quantity breaks and any future effective date, and nothing touches your records until you choose **Accept selected**. A price you entered yourself is marked **You set this price** and starts unticked, so the feed never replaces your own numbers unless you say so. Items your supplier no longer offers stay on your list unless you tick **Remove these prices from my list**. **Future price updates** in the same dialog decides how later changes arrive: **Ask me each time** (the default), **Apply price drops automatically**, or **Apply all changes automatically**. Accepted prices flow into everything that already reads your price list - purchase order prefill, reorder suggestions, cheaper-supplier hints - and a price change never rewrites a purchase order you already sent. If their list is in a different currency than your supplier record, the review points it out and offers to switch the record - prices are never converted. ## Browse their shared catalog A supplier who shares their catalog adds a third view to their supplier page: **Shared catalog**, beside Details and Price list. It lists everything they publish to you, grouped the way they sell it, with quantity price breaks and pack details where they share those - and filters for **All**, **New**, **Linked** and **Price changed**. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2642219970/bd41bea297adff178166c2137bb5/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-31+at+10_49_16+AM.png?expires=1788544800&signature=9fe501a2c6d9863af5206ee49fa7de5d4b83a121a54fe5d3b180624a6cf54e80&req=diYjFMt%2FlIhYWfMW3nq%2BgSuhr%2BRuO55tl8Wce%2BCqOzIKCc46Qptw9ZU7rPEF%0ABiIl1UNzVT5%2BoLKqm7l%2Bz69%2B6IQ%3D%0A) Items Stockroom recognizes as products you already carry offer **Link**: one click records that supplier's part number, pack and minimum order against your own product, so future orders match automatically. Their published prices for a linked item then arrive under your **Future price updates** setting - nothing is ever written silently. A product you don't carry yet offers **Add to my store**. Stockroom creates it in your store as a draft - variants, description and image included when your supplier shares them - and wires everything in the same step: their part numbers, pack details, and their published prices onto your price list. You set your own selling price before it goes live, or tick **Create it as an active product instead of a draft**. Their price becomes the product's cost only when their list is in your store's currency. ## What is shared (and what never is) - Nothing is shared until your supplier accepts the invitation inside their own Stockroom. - Only the POs you send that supplier cross the connection, plus business contact details - and, if your supplier publishes one, the catalog and price list they choose to share with you. - Your costs, margins and sales data never cross. Your supplier never sees what you sell things for. - Either side can disconnect at any time - **Disconnect** on the supplier's Stockroom Network card. Disconnecting stops anything new from crossing, but never deletes documents already shared. ## Good to know - The relay starts with POs you mark as ordered after connecting - older POs are not sent retroactively, and edits made after sending are not re-sent. - The "already on Shopify" hint keys on the supplier's email domain - a supplier using a personal address (gmail and similar) will not show it, but you can still invite them. - Declining an invitation is anonymous - you will just see the invitation is no longer open. - Setting up the other side? Send your supplier [Receive purchase orders from your buyers with Stockroom Network](https://support.myworks.software/en/articles/16091939-receive-purchase-orders-from-your-buyers-with-stockroom-network)*. For the full story on what connecting does for you and your supplier, see [Stockroom Network on stockroom.app](https://stockroom.app/network/?utm_source=help-center) - a good page to share with a supplier you are inviting. --- ## Receive purchase orders from your buyers with Stockroom Network **URL**: https://support.myworks.software/en/articles/16091939-receive-purchase-orders-from-your-buyers-with-stockroom-network > Accept a buyer's invitation, review incoming orders matched to your products, create them in your store, and fulfill in Shopify - the fulfillment is the ship notice. Free for both sides. A buyer who manages purchasing with Stockroom has invited you to connect on Stockroom Network. Once you accept, the purchase orders they send you arrive directly in your Stockroom - matched to your products, ready to confirm, create in your store, and ship. Stockroom is free, and so is connecting. ## What connecting changes for you - **Their POs become orders without typing.** One click creates the order in your Shopify store - matched lines land on your own products, and anything unmatched becomes a custom line so nothing is dropped. - **You get the order sooner.** It reaches you the moment your buyer places it, instead of sitting in an inbox until somebody opens a PDF. - **Shipping is the status update.** Fulfill the way you already do and their purchase order updates itself - so the emails asking where the order is stop arriving. - **Your private numbers never cross.** Your costs, your margins, your stock levels and your other customers are never visible. Beyond the order itself, a buyer sees only what you choose to publish on your shared catalog. Stockroom is free, and you also get the whole buying side of it for your own suppliers. ## Accept the invitation The invitation arrives by email and can only be used once. Open **Review the invitation** and pick the path that fits: - **Accept in Stockroom** opens Stockroom in your Shopify admin and shows who is asking and exactly what a connection shares. Nothing is shared between the stores until you choose **Accept and connect**. - New to Stockroom? Choose **Get Stockroom - free** to install it from the Shopify App Store, then return to the invitation page and choose **Accept in Stockroom**. - Prefer to paste the code? In Stockroom, open **Settings**, find **Stockroom Network**, paste the invitation code and choose **Review invitation**. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2567502028/e205ad5d56cfc72eb6241e3d2a28/Stockroom+Network+invitation+2026-07-26+at+10_11_09+PM.png?expires=1788480000&signature=38452b3c59adc26a3f51c52d3963f2e5d344394a784e84d437b28115b93a01bb&req=diUhEcx%2Bn4FdUfMW3nq%2BgYmu9HiusdggvBBaUSxYZhzND%2FsGPmJl7FFodIsF%0AqBbOnSyBSl8ocvxkq4vpHfakoII%3D%0A) Invitations expire after 14 days - if yours lapsed, ask your buyer to send a fresh one (it takes them one click). ## Review incoming orders Once connected, a **Network** item appears in Stockroom's navigation. Each order your buyer sends shows up under **Incoming orders**, and an email notification goes to the address your documents show - open the connection's **Settings** to see which address that is. Open an order to review its lines: - Lines Stockroom recognized show **Matched** - they already point at your own products. - A line marked **No match** needs your SKU once: enter it under **Your SKU or barcode**, choose **Find**, then **Match this**. Stockroom remembers the match for every future order from that buyer, and offers your SKU back to them so their next PO arrives pre-matched. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2567527814/e241f2e8bd2d3ff8888ceb961e00/MyWorks+QBO+Test+-Staging+App-+%C2%B7+Stockroom+Network+%C2%B7+Shopify+2026-07-26+at+10_37_10+PM.png?expires=1788480000&signature=c8edae2c0e9d1ba3db9ff48b0f39ec4683be0458212c3073b97a5526bdc75fe7&req=diUhEcx8moleXfMW3nq%2BgVwpBKlkTL0WA8L0XsJvmY28zKfYPR4UiWg5smT0%0ADTfdkicTs%2Far53c%2F6aYs6kRuQTo%3D%0A) ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2567528087/78b6b46e963d3393761938ebac5a/MyWorks+QBO+Test+-Staging+App-+%C2%B7+Stockroom+Network+%C2%B7+Shopify+2026-07-26+at+10_37_30+PM.png?expires=1788480000&signature=78050c502f9f44da49f494b5f751fca63c203432ae06fe6cec3128c600c2a7d9&req=diUhEcx8lYFXXvMW3nq%2BgZ1%2FRFQUG5WzTNvf22eGJrEsiOn%2FYGdm3Vk6dtqC%0AAR%2FOm%2BZ%2BGyDnhSZ3fyhZTztYCQA%3D%0A) Not a real order? **Decline order** removes it from your queue - your buyer sees it was declined on their PO. ## Create it in your store Choose **Create draft order in my store** - or **Create order** to skip the draft and land it straight in your Orders. Both buttons are always there, so the call is yours per order. Stockroom asks for the matching Shopify permission the first time - it is never requested at install. Matched lines are created on your own variants; unmatched lines become custom items, so nothing is dropped. Each connection has its own settings - choose **Settings** on the connection under **Buyers who order from you**: **How incoming orders are handled** (review each order first, or create automatically) and **Create as** - the default order type: it decides which create button leads on each order, and what automatic mode creates. Prices on the created order are your buyer's expected prices. When a matched line's PO price differs from your own catalog price, Stockroom flags the difference before you create and lets you pick under **Prices to use**: the PO prices (the default) or your store prices. Buyer prices carry over only when the PO currency matches your store currency - otherwise your own catalog prices are used and the order gets a review note. Draft orders are the default, so you can check pricing before anything counts. ## Ship the order Fulfill the order in your Shopify admin the way you normally would - that is the ship notice. Stockroom picks the fulfillment up, usually within about ten minutes, flips your buyer's PO to On the way, and passes along the tracking number, carrier and delivery estimate from the fulfillment itself. Their receiving screen prefills with what you shipped, and a second parcel crosses the same way when you fulfill the rest. Created it as a draft order? Complete it first - a draft order cannot be fulfilled, so nothing reaches your buyer until it becomes a real order. Not creating the order in your store at all? Choose **Mark as shipped** on the incoming order instead - tracking number, carrier and expected date are optional, and per-line quantities default to whatever has not shipped yet. Sending another parcel later? The same order offers **Ship more**. Mixing the two is safe: your buyer is never told the same goods shipped twice. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2567522280/39d9803e3dfa0bf76a80e27a353c/MyWorks+QBO+Test+-Staging+App-+%C2%B7+Stockroom+Network+%C2%B7+Shopify+2026-07-26+at+10_30_46+PM.png?expires=1788480000&signature=bcdd29d816844cafbf8702d3979576726fbeb2842b466a0804c832a541972f2d&req=diUhEcx8n4NXWfMW3nq%2BgYFlGd8HiCqUqpPibknY46gSgTtKP7fno7vQqgKI%0A3lWeXVevnmOgCUi%2Fop38WDk6y9k%3D%0A) ## Invite your buyers Connections work in both directions. Under **Buyers who order from you** on the Network page, choose **Invite a buyer** and send the invitation by name and email - once they accept, their purchase orders start arriving exactly as above. You can also invite from a customer's page in your Shopify admin: open **More actions** and choose **Invite to Stockroom**. ## Share your catalog and price lists Open **Network** and choose **Shared catalog** to control what connected buyers can see from you. The page lists every product in your store - share the ones you sell wholesale and leave the rest off. Nothing is ever shared without you turning it on. Each shared product carries the prices buyers pay: create named price lists (Wholesale, Distributor) with quantity price breaks and future effective dates, then pick which buyer gets which list on your buyer rows - or choose **No prices** for a buyer who should see products only. **What you share** controls images, barcodes, the product description and pack details at the catalog level, and **Preview as buyer** shows exactly what a buyer will see. Your costs, your stock numbers and your other buyers are never shared. **Import prices** and **Export CSV** round-trip your prices through a spreadsheet. If you manage your orders at go.stockroom.app, **Shared catalog** and **Buyers** are in the menu there. Sharing is live: the price list you assign reaches each connected buyer's Stockroom, and your changes arrive under their own approval settings - a price change never rewrites an order they already sent. Buyers can also add a product you share straight into their own store: it arrives as a draft with your description and image, they set their own selling price, and it comes matched to you for ordering. ## Good to know - Only the purchase orders that buyer sends you cross the connection, plus business contact details and whatever you publish on your shared catalog. Your costs and margins never cross, and no buyer ever sees another buyer. - You can disconnect at any time with **Disconnect** on the connection - either side can. Disconnecting stops anything new from crossing, but never deletes documents already shared. - Your buyer confirms what actually arrives - a ship notice never auto-receives anything on their side. - Only fulfillments that went out count. A fulfillment you cancel in Shopify is never sent as a shipment, and quantities are capped at what your buyer ordered. Curious what your buyers see, or want a page to send them? [stockroom.app/network/suppliers](https://stockroom.app/network/suppliers/?utm_source=help-center) covers the supplier side of Stockroom Network. --- # Suppliers Manage your supplier list, product assignment rules, supplier codes and pack recipes. --- ## Buy the same item from more than one supplier **URL**: https://support.myworks.software/en/articles/16218717-buy-the-same-item-from-more-than-one-supplier > Record every distributor that sells an item - their part number, case size and minimum - and see what each one last charged you while you build the order. Plenty of stores buy the same product from two or three distributors - whoever has it in stock this week, whoever gets you to free shipping, and then price. Stockroom lets you record all of them against an item, each with their own part number, case size and minimum, and shows you what each one last charged you. ## Add a supplier to an item Open a product and find the **Supplier ordering** section. Under **Other suppliers for this item**, click **Add a supplier**, pick one from your supplier list, and fill in whatever applies: - **Supplier SKU** - their part number for this item. It prints on the purchase order you send them, and it is what their order sheet matches on when you import one. You can also set it straight from a purchase order line - see *Editing a supplier SKU while you order* below. - **Pack size** and **Pack name** - how many units they ship together, and what they call it. The "3 cases of 4" breakdown on a purchase order comes from here. - **Minimum order** - the fewest units they will sell you of this item. Every field is optional. Naming a supplier and leaving the rest blank is still worth doing - it records that they carry the item, which is what the rest of this article builds on. The values at the top of the **Supplier ordering** section are your fallback, used for any supplier without a row of their own. A supplier's row wins field by field - so a distributor who only sells the case can sit at a pack size of 12 while the item itself stays at 1. Already keep supplier part numbers on a Shopify metafield? Link it once under **Settings** > **Data & sync** > **Linked metafields** and Stockroom fills that fallback supplier SKU straight from your catalog - on products, purchase orders, PDFs and labels, with no re-entry. Values sync when you link and then automatically as your catalog updates, usually within seconds; a variant's own metafield value wins over its product's. While linked, the metafield owns the default - editing it in Stockroom saves back to the metafield - and per-supplier rows like the ones above still win on that supplier's orders. If you later remove the link, every supplier SKU stays in Stockroom as it was. Pack size and minimum order quantity can live on metafields the same way - link each to a whole-number metafield in the same card, and the item's default ordering constraints follow it, with per-supplier rows still winning on that supplier's orders. * ## What each one last charged Beside each supplier you will see **Last paid $4.50 on 3 Aug**, or **Not ordered from yet**. That comes from your own purchase orders - the most recent one you actually placed with that supplier for that item, after any line discount. Drafts do not count, and freight is not baked in. What you paid last time is a fact, and it is dated so you can judge how old it is. It sits beside the price list below, and the two never overwrite each other - one is what you actually paid, the other is what the supplier says it costs today. ## Keep a supplier's price list Each supplier can also carry a **price list** - the prices they publish, kept in their own currency. Open the supplier and switch to the **Price list** tab to see every item they carry with its list price, or type a price into the **List price** field on any item's supplier row on the product page. A price can carry **quantity breaks** - 1+ at one price, 12+ at another - and a **future date**: when the supplier announces new prices from the 1st, enter them with that date and the old prices hold until it arrives. You can also drop the supplier's own price list file onto Stockroom and review it row by row - see Fill counts and update costs from supplier documents*. The list is what your purchase orders start from: when an order is in the same currency as the list, every line pre-fills at the list price for its quantity - crossing a quantity break re-prices the line until you type a cost yourself. And when you mark an order as placed with prices that differ from the list, Stockroom offers to update the list, line by line - items not on the list yet are ticked by default, so the list builds itself as you order. Changed prices are unticked by default, because a one-off deal should not overwrite the list unless you say so. ## Editing a supplier SKU while you order You do not have to come back to the product page to fix a part number. On a purchase order, click the note icon at the end of any line and you get a **Supplier SKU** field, already filled in with whatever is on record for that supplier. Change it and two things happen: this order prints the code you typed, and the item's record for that supplier is updated so your next order fills it in. The field also works on an order you have already sent - a part number is not a change to what you ordered. * Clearing the field only affects that order. Your saved part number for the supplier stays as it was - the product page is where you remove one. Ordering against part numbers all day? Turn on a **Supplier SKU** column instead of opening each line: the **Columns** button above the items switches it on, and it stays on for your whole store, on drafts and on orders you have already placed. It edits and saves back exactly as the field does. ## While you build a purchase order Add an item to a purchase order and, if another supplier on record last charged less for it in the same currency, the line says so quietly: **Distributor B charged $4.20**. It is a note, not a warning - nothing moves the line, and nothing tells you to switch. That is on purpose. Which distributor to use is mostly about who has it in stock today and who gets you to free freight, and those are things you know and we do not. So we give you the one piece we do have - what you paid - and the choice stays yours. Everything else follows the supplier the order is for: their part number prints on the PDF, their pack size drives the pack breakdown, and importing their order sheet resolves part numbers against them first - the same code on a different supplier's file is not treated as a match. See Creating a purchase order from a CSV file*. * ## Let Reorder pick the cheapest The note on a purchase order line leaves the choice to you. When you would rather have Stockroom make it, **Reorder** can group your suggestions by cost instead of by supplier. Above the suggestions, switch the grouping from **By supplier** to **Lowest cost**. Every line that had a cheaper price on record moves under the supplier that charged it, and a strip at the top totals what the regrouping saves - Saving about $66.64 across 7 lines*. If nothing can be improved it says so: *Every line is already at its lowest known cost*. Moved lines carry a *was Distributor A* hint with an **Undo** beside it, so you can send any single line back to its original supplier without leaving the grouping. A moved line also re-rounds to its new supplier's minimum and pack size, because the case you have to buy from one distributor is rarely the case you buy from another. From there, create the purchase orders exactly as you would from any other grouping. It follows the same rules as the notes on a purchase order, so the two can never disagree: same currency only, and never a supplier you have archived or told Reorder to ignore. Savings are measured against what you actually need, so padding a line up to a case size is never counted as a saving. Where currencies are mixed, the strip reports how many lines moved rather than a blended total - Stockroom never adds two currencies together. **The toggle is a view, not a setting.** It changes nothing durable, and tomorrow's suggestions are grouped by supplier again. When one distributor really is the right default for an item, pin it instead: **Make primary** in the compare dialog, or the **Primary** checkbox on the item's supplier row. A pinned supplier is the one Stockroom uses everywhere it has to choose. Stockroom can also set the primary supplier for you, from your own order history: when a Stocky import finishes - and once, automatically, for existing stores - each item with no useful supplier assignment is pinned to the supplier you last ordered it from - and from then on, marking a purchase order as ordered does the same for any of its items that still have no primary supplier, so the first real order names the supplier. Your own choices always win: a supplier you pinned yourself, or a vendor or tag rule you set up, is never changed. The product page leads each item's supplier section with a **Current supplier** line naming who Stockroom will use and why - **From your order history**, **Set as primary**, a vendor or tag rule, or **Matched by vendor name** - so you can see where an assignment came from, and re-pin or remove it if it is wrong. To review assignments at scale, open a supplier: their page shows an **Items supplied** count, and the **Price list** view marks each item where they are the primary with a **Primary** badge - tick **Primary items only** to see exactly what will group under them on Reorder and on purchase order suggestions. On the Inventory page, pick a supplier in the filter row to see everything you order from one company, and turn on the optional **Supplier** column to see each product's current supplier while you scan. ## Set them in bulk by CSV For more than a handful of items, use **Export CSV** and **Import CSV** on the Inventory page. A **supplier** column takes a comma-separated list, and **supplier_sku**, **pack_size**, **pack_unit**, **min_order_qty** and **supplier_price** line up with it by position (prices use dot decimals - 3.85, never 3,85 - and a cell holding **clear** removes the item from that supplier's price list): - **Distributor A,Distributor B** against **DA-1001,DB-88** gives each of them their own code. - An empty slot means the item's own fallback value, so **,Distributor A** reads as "the default, then Distributor A". - A single value against several suppliers applies to all of them. - Anything else that does not line up fails that row and tells you which, rather than guessing. - A supplier name Stockroom does not recognize is refused, never created, so a typo cannot quietly invent a distributor. **Download a template** in the import dialog gives you the columns with an example row already in place. Leave the **supplier** column out and your file behaves exactly as it always has. The file also carries a **primary_supplier** column - the item's primary supplier, by name, one per item. The export shows who is currently pinned, so you can audit the whole catalog in a spreadsheet; on import, naming a supplier makes them the primary (linking them to the item if they were not already), a cell holding **clear** removes the pin, and an unknown or hidden supplier name fails that row rather than guessing. ## Good to know - Removing a supplier from an item removes the row only. Purchase orders you already sent them, and the costs on them, are untouched. - Costs are shown in the currency you paid in. Stockroom never converts one supplier's price into another's currency to compare them - a converted figure is one nobody quoted. - Reorder suggestions use the item's own pack size and minimum, not a particular supplier's, because the suggestion is worked out before you have picked one. The per-supplier values take over on the purchase order itself. - Which supplier a product is grouped under on the Reorder page still comes from your auto-assign rules - the extra suppliers here are alternatives you can see, not a second reorder list. See *Suppliers: automatic imports, details, and product rules*. - Free freight is set per supplier rather than per item: fill in **Free freight over** on the supplier and every purchase order for them shows how close the subtotal is. --- ## Suppliers: automatic imports, details, and product rules **URL**: https://support.myworks.software/en/articles/15859172-suppliers-automatic-imports-details-and-product-rules > Where suppliers come from, the details worth adding, the rules that put each product on the right PO, and CSV import/export. Stockroom builds your supplier list for you and keeps it tidy. This guide covers where suppliers come from, the details worth adding, the rules that put each product on the right purchase order, and importing or exporting by CSV. ## Where your suppliers come from Supplier names are added automatically from your Shopify products' vendor names - or you can create your own Supplier right in Stockroom! The list has three tabs - **Active**, **Hidden**, and **All** - and you can search by name, company, or email. * ## Add details to a supplier Open any supplier to fill in the details that make ordering smoother. Only **Name** is required; everything else is optional: - **Details:** Company name, Account number, Contact name, Email, Phone, Currency, Lead time (days), Payment terms, Free freight over, Minimum order value. - **Type** - group suppliers your own way, like "Product", "Office supplies", or "Dropship". Pick an existing type or choose **New type…** to name a new one. Once any supplier has a type, the Suppliers list gains a **Type** column and a type filter. - **Address** and **Notes**. - **Ships direct to customers** - tick this when the supplier dropships their items to your customers. With **Automation** on in Settings, new orders for their items create purchase orders automatically - see Create dropship purchase orders automatically*. This is about where the goods go; what their orders do to your stock is the next field. - **Stock handling** - what purchase orders to this supplier do to your Shopify inventory. Leave it on your store default, or choose **Do not update my stock** for a dropshipper you never receive into stock, and their orders stop pushing incoming units. Any single order can still override it while it is a draft - see *Dropship purchase orders: ship straight to your customer*. Adding an **Email** now means you can send that supplier a PO with one click later. **Account number** is the number this supplier files you under, and it prints on every PO you send them - on the PDF and in the email - so their team can match the order to your account. Setting a **Currency** fills in the currency on their POs automatically, and **Lead time (days)** helps Stockroom time your reorders. Once a supplier has received orders in Stockroom, a hint under the field shows their actual average ("Deliveries averaged N days") - click the number to use it. The Suppliers list shows the same observed average as a subdued "~N days" wherever no lead time is set. To create a supplier from scratch, click **Add supplier** - a name is all you need (it has to be unique). Save changes with **Save** in the bar at the top. ## Free freight and minimum orders **Free freight over** and **Minimum order value** are the two numbers you weigh up when deciding whether an order is worth placing yet. Fill in either one and every purchase order for that supplier shows where it stands, right under the subtotal: "Spend $142.00 more to reach free freight ($500.00)", turning into **Qualifies for free freight** once you get there. Neither is ever enforced. An order under the minimum still saves, still sends, and still receives - the numbers are there to tell you, not to stop you. Both are read in the supplier's own currency, so a purchase order raised in a different currency skips the comparison rather than converting it into a figure nobody quoted. ## Hide suppliers you no longer use Nothing is ever deleted. On a supplier's page, click **Hide supplier** to remove them from purchase-order pickers. Their history is kept and you can **Unhide supplier** anytime. Hidden suppliers still show on the **Hidden** and **All** tabs, and hiding also drops their items from reorder suggestions - hidden means you do not order from them. Pruning a long list after a migration? Tick suppliers on the list and use **Hide suppliers** or **Unhide suppliers** in the bulk bar. ## Merge duplicate suppliers If the automatic import left you with more than one entry for the same real-world supplier - a distributor plus each of the brands you buy through them, or a few spellings of one name - you can fold them into one. Tick the duplicates on the Suppliers list and click **Merge** in the bulk bar, then choose the supplier to keep. Purchase orders, item links, pack recipes and auto-assign rules from the others all move to the one you keep, and the duplicates are hidden - nothing is deleted. The merged names keep working: each one is added to the surviving supplier's **Vendors** rule, so products carrying that vendor name still land on the right purchase order - and the automatic import will not re-create the entry you merged away. Renaming behaves the same way. Rename a supplier that came from a vendor name - say, to the distributor's real name - and the old vendor name is added to their **Vendors** rule automatically, so their products stay assigned and the old entry does not come back on its own. One exception: a supplier connected on Stockroom Network cannot be merged into another - disconnect them first, or pick them as the supplier to keep. ## Auto-assign products to suppliers When you build a purchase order, Stockroom works out which supplier each product belongs to. You can steer this from the **Auto-assign products** section on each supplier: - **Vendors** - the Shopify vendor names this supplier covers. Useful when you buy several brands through one distributor. - **Product tags** - any product carrying one of these tags is matched to this supplier. Separate multiple values with commas. Stockroom matches in this order: a **Vendors** rule first, then a **Product tags** rule, then a supplier whose name exactly matches the product's vendor, and finally it creates a new supplier from the vendor name if nothing else matches. Matching ignores capitalization. **Tip:** if you map a vendor name to a distributor with a **Vendors** rule, Stockroom will not also create a separate supplier for that vendor name. * ## Import and export by CSV From the Suppliers list, use **Export CSV** to download your current view (it respects the active tab and search) and **Import CSV** to bulk-add or update. - Exported files re-import as-is. - New names are added; existing suppliers are matched by name and updated. - Blank cells never overwrite existing values - to clear a field, edit it in the app. - The **assigned_vendors** and **assigned_tags** columns hold your auto-assign rules. - The **type** column (last in the file) holds the supplier's type - handy for setting types in bulk. ## Good to know - Supplier names must be unique. Trying to add a name that already exists (including a hidden supplier's) will not save. - The list refreshes vendor names about once a minute, so opening the page repeatedly is fine. - If a supplier bills a box or an assorted pack under a single code, the **Pack recipes** section on their page teaches Stockroom what that code contains, so CSV imports expand it into the right product lines - see [Pack recipes: turn one supplier code into several products](https://support.myworks.software/en/articles/16301758-pack-recipes-turn-one-supplier-code-into-several-products)*. - Use the columns button above the list to choose which columns show - the choice is remembered on this browser. --- ## Pack recipes: turn one supplier code into several products **URL**: https://support.myworks.software/en/articles/16301758-pack-recipes-turn-one-supplier-code-into-several-products > Teach Stockroom what a supplier's code for a box, case or assorted pack contains, and a CSV import expands one invoice row into the right product lines at the right cost. Some suppliers bill in packs of their own making: one code on the invoice that stands for a box of a single product, or an assorted pack of several. A pack recipe teaches Stockroom what that code contains, so a CSV import turns **CASE-4410 x 1** into the products you actually stock - right quantities, right cost per unit, no hand-splitting the file first. Pack recipes are marked **Early access**. They work exactly as described here, and we are still shaping them around what merchants tell us - so if your supplier's packs work differently, tell us. ## Set up a pack recipe - Open **Suppliers** and click the supplier whose codes you want to teach. - Find the **Pack recipes** section and click **Add pack recipe**. - Enter their **Supplier code** exactly as it appears in their file. Matching ignores case. - Click **Add products**, pick what one pack contains, and set **Qty per pack** for each product. - Click **Save**. * ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2601309286/cbaf3c546237c423efe70115487d/MyWorks+Demo+Store+%C2%B7+Demo+Vendor+%C2%B7+Shopify+2026-08-11+at+8_51_06+AM.png?expires=1788544800&signature=4592c010785754ba1728c79aa9acbc43b9742faadb895e4c98ee69b8da8ad0e3&req=diYnF8p%2BlINXX%2FMW3nq%2BgZOOvvozSohjcYZHSoAanOBJmXGKF2CdugRHxxjO%0ATn3hPGzC8jgr384I27ksh1Sz1S4%3D%0A) A recipe records contents only - there is no price on it. Every import brings its own price, which is what keeps the numbers right when the supplier's price moves. ## Two shapes it covers - **A case of one product.** A distributor bills a box of 30 candles as **CASE-4410**. The recipe holds one product: **CANDLE-VAN**, qty per pack 30. - **An assortment.** Their **ASST-2200** is a mixed four-pack: **TEE-BLK-M** x 2 and **TEE-BLK-L** x 2. A recipe can hold as many products as the pack does. One product with a quantity of 1 is fine too, if a supplier simply uses a different code for something you already stock. ## Importing a file that uses the code Nothing changes about how you import. On the **Purchase orders** page click **Import CSV**, choose the supplier, and upload the file as it arrived. Any row whose code matches a recipe becomes one line per component: - **Quantity counts packs.** A quantity of 2 against **CASE-4410** orders 60 of **CANDLE-VAN**. - **The cost is the price of one pack** - whichever cost column your file uses - split evenly across the units in the pack and kept to four decimal places. So a row reading **CASE-4410, 1, 100.00** imports as 30 x CANDLE-VAN at 3.3333 each, and the line totals exactly 100.00 - the same figure as the invoice, with no cents left to reconcile. The import summary counts what expanded: **32 lines imported, 2 pack codes expanded**. ## How a code is matched - Recipes are checked **before** your Shopify catalog, against whichever code column the row has - SKU, barcode or supplier SKU. - A recipe belongs to one supplier. The same code on another supplier's file is not a match. - A recipe wins even when the code also exists in your catalog. That is deliberate: a pack code is often stored in Shopify as a bundle, and Shopify does not allow inventory to be written to a bundle - its components are the only place stock can be received. - A row that names a Shopify **variant ID** is never treated as a recipe. An explicit ID always means that exact variant. - Repeated rows for the same code add up first, then expand once. ## On the purchase order Expanded lines are ordinary product lines, so incoming quantities, receiving and average cost all work against the real variants in Shopify - exactly as if you had entered them yourself. Each line keeps the code it came from: shown beside the item in the editor, and printed as **Pack: CASE-4410** under the SKU on the PDF your supplier receives, so their own code is on the document. Duplicating the purchase order keeps it too. ## Good to know - Recipes expand in the **Import CSV** flow on the **Purchase orders** page, and when importing or pasting rows into a purchase order you already have open. The purchase order history import does not expand them yet. - If a recipe contains a product that is no longer in your catalog, that row is skipped with an error rather than importing part of a pack. Fix the recipe on the supplier page and import the file again. - A row with no cost at all falls back to each component's own cost from your catalog. - If the same variant also appears on its own row in the file, it stays a separate line - the pack's line and the loose line are not merged. - Editing or deleting a recipe never changes purchase orders you have already imported. - Priced by the case, but with no code that stands for the pack? A **pack_cost** and **pack_size** column pair does that division on its own - see Creating a purchase order from a CSV file*. --- # Sending & documents Send purchase orders, customize the PO PDF and emails, and export in your supplier's format. --- ## Customize the purchase order PDF **URL**: https://support.myworks.software/en/articles/16268403-customize-the-purchase-order-pdf > Logo, paper size, bill to, a standing note, and which blocks the PDF shows - product images, variant and barcode columns, costs - with per-supplier overrides. The purchase order PDF - downloaded, printed, or attached to the email your supplier receives - is customized in **Settings**, **Documents & email**. Everything there is a shop-wide default, and any supplier can be given its own version. ## The basics - **Business name shown to your suppliers** - the name your suppliers deal with, when that is not your Shopify store name. It prints on the PDF and is used in the emails they receive, including the sender name in their inbox. Left empty, your store name is used. Worth setting if you trade under a different name from the one on your storefront. - **Logo** - upload one and it prints in the document header. - **Paper size** - **Letter (8.5 x 11 in)** or **A4 (210 x 297 mm)**, applied to downloaded, printed, and emailed PDFs. - **Email shown on documents** - printed in the PDF header. Left empty, it falls back to your reply-to address, or your store email. - **Bill to** - where suppliers should send the invoice, when that's not the address goods ship to. A supplier or a single order can override it. - **Default ship-to address** - where suppliers should deliver, when that is not your Shopify location address. It prints on every order that has no ship-to of its own, whichever location the goods are for - so leave it empty if you receive into more than one location and let each location print itself. Any single order can still override it. ## A standing note on every order **Standard note on purchase orders** prints at the bottom of every PO PDF, below the order's own note - the natural home for payment instructions, delivery hours, or terms you'd otherwise retype on each order. Each purchase order can still carry its own note; the two print together. * ## What the PDF shows A **Currency** row prints only when the order is in a currency other than your store's own, so a single-currency store never sees it. It rides the costs switch, since a currency code on a document carrying no money says nothing. Whole blocks of the document can be turned on or off: - **Show costs and totals** - turned off, the document carries no money at all: no unit costs, discounts, line amounts, charges, tax or total. Useful when the PDF doubles as a picking or packing document. With costs on, the totals block also states **Total units** - the piece count across every line, net of anything cancelled - so whoever receives the delivery can check it against one number. - **Show SKU column**, **Show discount column**, **Show pack breakdown**, **Show notes**, **Show logo**, and **Show account number**. - **Show supplier order number** and **Show customer order number** - the two numbers you can record on the order itself. Both are off to start with, because most stores keep them for their own use: a number you typed for the warehouse should not reach your supplier unless you say so. With one switched on, the row still only prints when you have actually filled the field in. - **Product images** - a thumbnail beside each item, so a warehouse picking from your order can see what they are pulling. Off by default, and it adds to the size of the emailed PDF. - **Variant column** - prints the variant in a column of its own instead of after the product name. Off by default, and it hides itself when nothing on the order has a variant worth naming. - **Barcode column** - prints each item's barcode in a column of its own, for a supplier who picks or receives by scanning. Off by default, and it hides itself when nothing on the order has a barcode. The code printed is the item's current barcode, so one you add in Shopify after building the order still reaches the supplier. - **Retail price column** - prints each item's current selling price in a column of its own, so staff can price arriving stock straight off the printed order. Off by default, and it hides itself when nothing on the order has a price. The price printed is always the item's price in Shopify at print time, not what it was when the order was built. **Stock on hand** - prints each item's current available stock at the order's location in a **Stock** column beside Qty, so staff working the delivery know what is already on the shelf and what goes to the floor. Off by default. When the order names no location it prints the whole store's stock, a custom line prints a dash, and the column stays away when no line has a stock figure. Like the other blocks it can be set per supplier and in the print dialog - remember it is on the supplier's copy too. - **Bin location column** - prints each item's bin location in a column of its own, so staff can put arriving stock away straight off the printed order. Off by default, and it hides itself when nothing on the order has a bin. Each line prints the bin for the location it is going to - on an order split across locations, every line shows its own warehouse's shelf. Set bins on the product page or by CSV - see Bin locations: record where each item is shelved*. - **Show our own SKU** - when an item has a supplier part number, the SKU column prints theirs first with yours in small text underneath. Turn this off to print only the supplier's code. Clearer when you buy the same item from several suppliers, where your own code means nothing to any of them. These apply to every supplier. To vary them for one, open the supplier's page and use **Customize for this supplier** on the **PO document** card - turn a block off there and it's left off their copy only. You can also change them at the moment you send or print. The **Email to supplier** dialog shows the whole list under **The PDF includes**, and **Print** or **Download PDF** opens the same switches as **PDF options**, already set the way this supplier's document is configured, and a change you make there is remembered for that supplier - so the second order to them starts where the first one ended. A choice that matches your store defaults leaves the supplier following those defaults, so a later change in **Settings** still reaches them. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2606290911/660e0a74c058c1a0aeec26e362d0/MyWorks+Demo+Store+%C2%B7+Demo+Vendor+%C2%B7+Shopify+2026-08-13+at+7_34_07+AM.png?expires=1788480000&signature=cef2e06f12943a797da71af5ae1773a4485efd1d789a91bc1276dea85df38267&req=diYnEMt3nYheWPMW3nq%2BgZ6ynShz86TN4qeuab%2BhvkhGCjRWITNOGK3GJVdG%0A9JqLGyTrwT8GLxuPp%2Fc1xLZWXjY%3D%0A) One switch in **PDF options** is just for you: once anything on the order has been received, **Show received status** adds **Received** and **Remaining** columns beside the quantity - print the order and check the delivery against it, or file a copy showing exactly what is still due. It applies to that one print or download only: it is never remembered for the supplier, and an emailed document never includes it. ## Metafield columns You can print up to two of your Shopify metafields as columns of their own - a season, a model year, a fabric - so a supplier picking your order can tell near-identical items apart. Choose them in **Settings > Documents & email**. Stockroom picks up your product and variant metafields automatically; **Settings > Data & sync > Your Shopify metafields** shows which ones are available. A metafield column hides itself when no item on the order has a value for it, and the value printed is the current one from Shopify. Unlike the blocks above, the choice of metafield columns is shop-wide: it is not part of **Customize for this supplier**, and it does not appear in the **PDF options** switches at send time. ## Good to know - **Show notes** governs every note on the document - the order's own note, the standing note, and the per-line notes for the supplier. Turn it off for a supplier and none of them prints on their copy. Internal line notes never print either way. - The same Settings tab holds the **Supplier email** template - the subject and message that accompany the PDF when you email an order. - The PDF's own labels and headings are always in English - it is a supplier-facing document, so it does not follow your admin language. **Your own text prints exactly as you typed it**, in any language: product names, supplier names and addresses, order notes and the standing note all print in their own script, including Japanese, Chinese and Korean. If any character comes out as an empty square, tell us which language and we will add it. --- ## Send purchase orders from your own email address **URL**: https://support.myworks.software/en/articles/16382130-send-purchase-orders-from-your-own-email-address > Connect your own domain so purchase orders arrive from your address instead of ours. By default, purchase orders you send from Stockroom arrive from our address with your store name on them, and replies go to your reply-to address. If you would rather your suppliers see your own email address in the From line, you can connect your own sending domain. ## What your suppliers see Once your domain is verified, a purchase order arrives from the address you chose, for example **[purchasing@yourcompany.com](mailto:purchasing@yourcompany.com)**, with your sender name beside it. Nothing else about the email changes: the same PDF, the same message, the same attachments. Until it is verified, purchase orders keep sending exactly as they do today. Setting this up can never hold up an order. ## What you need before you start You need an email address on a domain you control, and access to that domain’s DNS settings, usually at whoever you bought the domain from. - Addresses at shared mailbox providers cannot be used - Gmail, Outlook, Hotmail, Yahoo, iCloud and similar. There is no DNS record you can add to prove you own gmail.com, so Stockroom will not accept one. - The address does not have to be a real mailbox, but it is better if it is. If a supplier replies, the reply goes to whatever address you have set as your **Reply-to address** in **Supplier email**, and to the From address if you have not set one. ## Connect your domain Go to **Settings**, open **Documents & email**, and find **Send from your own domain**. Press **Set up**. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2606299648/7c6c3a0875c9089cb172267f224b/MyWorks+Demo+Store+%C2%B7+Settings+%C2%B7+Shopify+2026-08-13+at+7_38_12+AM.png?expires=1788544800&signature=ff741441b0652224370a7ec72eee036c1078abe25ebeeea941f0b99b01f80c80&req=diYnEMt3lIdbUfMW3nq%2BgZMzT7VYgrCVBUlM6XAemvIjVJsX98VBnh0GK8q4%0AEIcuE1OSI%2BbY%2BHFKOBRPjSIhAfk%3D%0A) Fill in the two fields and press **Continue**: - **From address** - the address purchase orders should come from. Stockroom suggests your store contact email, which is usually the one you want. - **Sender name** - what shows beside the address. Leave it empty to use your store name. ## Add the DNS record Stockroom now shows you one record to add to your domain’s DNS. Copy each field with the **Copy** button rather than retyping it - a single wrong character is the most common reason a domain never verifies. ![The setup dialog showing the DNS record type, name and value with Copy buttons](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/2605305466/e4afd4feb322de7acea73917fb6f/sending-domain-2-record.png?expires=1788544800&signature=338e78c69a4ec771dfe4354ced7b014acda64aa5a93abc2b01cc4645c51ea11c&req=diYnE8p%2BmIVZX%2FMW3nq%2BgdCkIwXIYdRzE%2BUgGPuyz2TcJRbIegaK18Zd0%2FrL%0AtB4Fd5VmGcTKXyABfAdu8xhfq2o%3D%0A) - **Record type** is TXT. - **Record name** is shown two ways. Most DNS hosts want the full name. Some want it without your domain on the end, and Stockroom shows you that shorter version underneath - use whichever your host asks for. - **Record value** is a string starting with **v=DKIM1**. Copy all of it. It fits in a single TXT value at every DNS host, including domains managed in your Shopify admin. (If you set your domain up before August 30, 2026 and your host refused the value as too long, disconnect and reconnect the domain - the record you get now is shorter.) Save the record at your DNS host. You do not need to come back and press anything - Stockroom starts watching for the record straight away and switches you over on its own, usually within a minute or two of your host publishing it. **Check DNS** is there if you want to force a check while you are looking at the page. ## Waiting for it to verify Most DNS hosts publish a new record within about 15 minutes, but some take up to 48 hours. If the record is not there yet, that is normal - nothing is wrong and there is nothing for you to fix. You do not have to sit and wait, or keep the page open. Stockroom checks every minute at first and keeps checking through the day, and **emails you as soon as your domain goes live** - so you can close the page and get on with something else. ## Changing or removing it Press **Manage** on the card at any time to see your record, change the address, or disconnect. - **Change address** - if the new address is on the same domain, your DNS record keeps working and nothing needs re-adding. If it is on a different domain, you will get a new record to add. - **Disconnect** - purchase orders go straight back to sending from our address with your store name. You can reconnect later. ## Good to know - One domain per store, and one store per domain. If your domain is already connected to another Stockroom store, get in touch and we will sort it out. - If the DNS record is ever deleted, or your domain lapses, purchase orders go back to sending from our address rather than failing - and **we email you to tell you**, with the record you need to put back. Your orders keep going out either way, and we start watching again so it switches back on its own once the record returns. - This covers the email your suppliers and trading partners receive: purchase orders, Stockroom Network order notifications and Network invites. Notifications meant for you - stock alerts, scheduled reports, cycle count reminders - still come from us. - Deliverability is still down to your domain. If your domain is brand new or has never sent email, some suppliers’ mail servers may treat the first few messages cautiously. --- ## Customize your supplier emails and PO PDFs **URL**: https://support.myworks.software/en/articles/15859200-customize-your-supplier-emails-and-po-pdfs > Set a default subject and message for supplier emails, choose what the summary shows, set a reply-to address, and pick Letter or A4 for your PO PDFs. You can set the default email your suppliers receive with each purchase order, and choose how your PO PDFs are sized. It is all in **Settings**, and you can still tweak any individual email before you send it. ## Set your default supplier email In Settings, the **Supplier email** section lets you set a default **Subject** and **Message** for the email that goes out with each PO. Use variables in double curly braces to personalize each send: - #{{po_number}}, #{{shop_name}}, #{{supplier_name}}, #{{contact_name}}, #{{total}}, #{{currency}}, #{{expected_date}}, #{{item_count}}, #{{unit_count}}, #{{account_number}}. A live preview shows exactly how it will look. You can also: - **Include the order summary table** (PO number, items, total, expected date) - on by default. - Set a **Reply-to address** so supplier replies reach the right inbox. Leave it empty to use your store email. The PDF is always attached to the email. You can also attach a CSV of the order lines - tick **Attach a CSV of the order lines** in the send dialog for one send, or turn on **Attach the order CSV to purchase order emails** on the supplier's page (in the CSV export format section) to include it on every send to that supplier, automatic ones included. The file follows the supplier's CSV export format when one is saved. Every purchase order email also carries a **Confirm receipt and more** button, sitting above the attachments. It opens the supplier's own page for that order - no login needed - where they can confirm it arrived, share an expected ship date, mark it shipped with tracking, and leave you a note. If a particular supplier prefers a plain email and PDF, you can leave the button out for them: on that supplier's page, in the **Additional recipients** section, untick **Include the confirmation button in emails**. It is a per-supplier setting - there is no store-wide switch - and it is on by default. Purchase orders send from our address with your store name on them. If you would rather suppliers see your own address in the From line, you can connect your own domain - see *[Send purchase orders from your own email address](https://support.myworks.software/en/articles/16382130-send-purchase-orders-from-your-own-email-address)*. * ## Tweak an individual email When you click **Email to supplier** on a PO, the subject and message are pre-filled from your default, ready to edit. Any change you make there applies to that send only - your saved default stays as it is. ## Keep a copy of every purchase order you send Under **Reply-to address** there is a checkbox: **Send me a copy of every purchase order email**. Tick it and every purchase order Stockroom emails is blind-copied to you, so sent orders sit in your own mailbox right next to the supplier’s reply. By default the copy goes to your store’s contact address. If you would rather it went somewhere else - a shared purchasing inbox, or your accountant - fill in **Send copies to**. - It is a blind copy, so your suppliers never see the address. - If that address is already on the To or Cc line, you get one email rather than two. - The setting is read when each order is sent, so turning it on also covers orders already on their way out. ## Choose your PDF paper size In the **PDF documents** section of Settings, choose **Letter (8.5 x 11 in)** or **A4 (210 x 297 mm)**. This applies to downloaded, printed, and emailed purchase order PDFs. Which blocks the document prints - costs and totals, the SKU column, product images, a variant column, your logo - is set in the **Documents & email** tab, and can be varied per supplier or changed as you send. See Customize the purchase order PDF*. The same section holds **Email shown on documents** - the contact email printed in the PDF header. Left empty, Stockroom falls back to your reply-to address, then your Shopify account email (often the owner's personal address - worth setting!). The ship-to block prints the destination location's full street address and phone straight from Shopify, so renames and moves are always current - and a per-PO **Edit ship-to** override (for drop-ships) prints exactly what you typed instead. ## Show your account number on your POs If a supplier files you under a customer account number, add it once on the supplier - **Suppliers**, open the supplier, **Account number** - and Stockroom puts it in front of them on every order: an **Account #** row in the PDF, alongside your terms and reference, and a row in the PO email's summary table. Nothing prints if you have not set one. If a particular order goes against a different account, open the PO and use the **Account number** field in its **Details** card. It overrides the supplier's for that one order; leave it empty and the supplier's number is what prints. The field stays editable after you mark the PO as ordered, so a late request from their accounts team still reaches the PDF you re-send. ## Good to know - If you use a variable name Stockroom does not recognize when saving a default, it points it out, so nothing sends with a broken placeholder. - Emails send in the background, so "Email sent!" means it is on its way. Replies go to your reply-to (or store) address, not to Stockroom. --- ## Export a purchase order in your supplier's own CSV format **URL**: https://support.myworks.software/en/articles/16239397-export-a-purchase-order-in-your-supplier-s-own-csv-format > Choose the columns, the order and the header names a supplier's ordering system expects, then export any PO for them as a file that uploads straight in - cases instead of singles included. Most suppliers with an online ordering portal will let you upload a file instead of typing an order in by hand - but each one wants its own columns, in its own order, under its own header names. A CSV export format tells Stockroom what that supplier's file looks like, so exporting a purchase order for them produces a file their system accepts. ## Add a format for a supplier Go to **Suppliers**, open the supplier, and scroll to the **CSV export format** section. - Click **Add export format**. You start with three columns - Supplier SKU, Product and Quantity. - For each column, choose the field on the left and type the header your supplier expects on the right. That header is what lands in row 1 of the file, so type it exactly the way their system wants it, capital letters and all. - Use the arrows to reorder columns, the x to remove one, and **Add column** to add more - up to 40. - Two columns can't share a header name. You'll see **Already used by another column** until you change one of them. - Click **Save**. Setting up a second supplier who wants something similar? **Copy from another supplier** brings an existing format's columns and headers over for you to adjust. * ## When your supplier orders in cases Stockroom counts in single units: an order for 15 is 15 units, even when the supplier ships them 5 to a case. Their ordering system usually wants the case count instead, and reading 15 as 15 cases is how you end up with five times what you meant. Save the pack details on the product first - on the product page, under **Supplier ordering**, set **Pack size**, **Pack name** and **Minimum order** (per supplier, if your distributors case things differently). Then map one of these fields to their quantity column: - **Packs** - the quantity expressed in packs. 15 units of a case of 5 exports as 3. Blank for items with no pack size saved. - **Order quantity (packs or eaches)** - packs where the item has a pack size, single units where it doesn't. This is the one to use when an order mixes cased and loose items, because a blank quantity cell usually makes their importer skip the line. - **Order unit (pack name or each)** - the word for what that number counts: your pack name ("case", "box"), or "each" for a loose item. Map it to their unit or UOM column if they have one. If a quantity isn't a whole number of packs, the file says so - 7 units of a case of 4 exports as 1.75 rather than quietly rounding your order up or down. ## Export a purchase order in that format - **One order:** open the PO, click **More actions**, then **Export CSV for [supplier]**. The file is named after the PO number. - **Several orders at once:** on **Purchase orders**, filter the list to that one supplier, then **Export** and **Export lines for [supplier]**. A file spanning several suppliers has no single set of headers, so this option only appears once the list is narrowed to one. - **Export CSV** is still there alongside it, with Stockroom's own standard columns. - **Attach it to the email:** the send dialog has an **Attach a CSV of the order lines** checkbox, and the supplier's CSV export format section has **Attach the order CSV to purchase order emails** to make that the standing default - every emailed purchase order then carries the CSV beside the PDF, including automatically sent ones. The file uses this supplier's format when one is saved, and the standard columns otherwise. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2591639651/30e993cf42a22133bd06c13346e1/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify++2026-08-06+at+5_56_38+PM.png?expires=1788544800&signature=02139226042296eaed87d7ce1cc6dc28abd5c9533dbcb42c9c2ffc2705fdbea2&req=diUuF899lIdaWPMW3nq%2BgeN5QFwgkUlkhW9JYIbcRH7QyAbH%2BKkmeiJc0X5p%0A9lWi9MLAOSDLVurEwjannGtOyFQ%3D%0A) ## Which columns you can choose **Order details:** PO number, status, payment status, paid on, supplier, account number, currency, created date, expected date, destination. **The item:** supplier SKU, SKU, barcode, product, variant, retail price, on hand, vendor, product type, handle. **Quantities and money:** quantity, packs, order quantity, order unit, pack size, pack unit, unit cost, discount %, line total, taxable, received quantity, cancelled quantity, **remaining quantity**, weight. **Remaining quantity** is what is still on order for that line: ordered minus received minus cancelled. It is the column to use for an Open To Buy report, and it never goes below zero - a line where more arrived than you ordered reads 0 rather than a negative number. **Vendor**, **product type** and **handle** come from your Shopify catalogue as it is when you export, so they show current values rather than what was true when the order was written, and they are blank for custom lines. **Your Shopify metafields** appear in the field list too, under the names you gave them - a season, a model year, a fabric. Stockroom picks them up automatically, from both products and variants; **Settings > Data & sync > Your Shopify metafields** shows which ones, and lets you turn off any you do not want. The value exported is the current one from Shopify, so a correction you make later exports correctly on an order you wrote weeks ago. Two worth knowing about: **Supplier SKU** falls back to your own SKU for items where you haven't recorded a part number for that supplier, so the column is never half empty. **Account number** is your account with that supplier, which is often what their file needs at the top of every row. ## Export everything that is still on order To get one file of every item on the way from every supplier, go to the **Purchase orders** list and set the filter to **On order (ordered or in transit)**. That shows ordered, in transit and part-received orders together, which the tabs along the top can only show one at a time. Then choose **Export** > **Purchase order lines (CSV)**. The export always matches what the list is showing, so narrow it by supplier or location first if you want a smaller file. Each row carries the SKU, product, supplier and PO number along with what was ordered, received and what is still remaining. ## Good to know - The plain **Export CSV** keeps Stockroom's own headers, and those are the headers the importer reads - so a standard export can be brought back in to create a purchase order (see Creating a purchase order from a CSV file*). A file written in a supplier's headers is for them, not for coming back into Stockroom. - Exports use dot decimals and YYYY-MM-DD dates whatever language your admin is set to, because that is what other systems parse. - **Retail price** and **On hand** are read from your catalog at the moment you export, not from when the order was written. Retail price is in your store's currency; the costs on the line are in the purchase order's currency. - **Remove format** takes the extra export option away and nothing else - the purchase orders themselves are untouched, and the standard export keeps working. - Recording part numbers, case sizes and minimums for more than one distributor per item: see *Buy the same item from more than one supplier*. --- # Costs & pricing Keep product costs current, capture true landed cost, and update selling prices when you order. --- ## Landed cost: what your stock really costs **URL**: https://support.myworks.software/en/articles/15859175-landed-cost-what-your-stock-really-costs > Add shipping, duties, and fees to a PO, allocate them across items, and update Shopify to true weighted-average costs when you receive - for accurate margins. The price on a supplier's invoice is rarely the whole story - shipping, duties, and fees all add to what a unit really costs you. Stockroom captures these at receiving so you can see true unit costs and true margins, and keep Shopify's costs accurate. Landed costs are for your eyes only; they never appear on the PDF or email your supplier sees. ## Add charges to a purchase order In the PO's **Cost summary**, use **Add shipping** or **Add adjustment** to record freight, duty, or other charges. For each charge, choose how it spreads across the items with **Split across items**: - **Split by value** (default) - higher-value lines absorb more. - **Split by quantity** - evenly per unit. - **Split by weight** - by each line's weight. - **Custom split** - type an amount per line. - **Don't allocate** - leave it out of unit costs. If you split by weight, Stockroom uses each product's weight from Shopify, and you can override it per line. When a line has no weight, that charge falls back to splitting by value. As you add charges, the margin shown beside each line's retail price updates live to the landed figure - the item's cost plus its share of the charges - so you can see what a product will really make before the order is placed. Charges set to **Don't allocate** leave margins untouched. * ## Correct costs as you receive Freight invoices often arrive after the goods. That is fine - charges stay editable until the purchase order is closed, and each receipt records the costs that were current at that moment. If receipts are already booked when a charge changes, Stockroom re-books their landed costs so late freight still reaches your true unit costs - it confirms with you first whenever a change touches existing receipts. In the **Receive stock** panel you can also: - Edit each line's **Unit cost** to match the supplier invoice. This updates the receipt only - the PO stays your agreement. - Enter the supplier **Invoice #** for that receipt. When a PO carries charges, the receive panel shows a **Landed / unit** column so you can see the true per-unit cost as you go. If a line carries a **Discount**, landed cost starts from the discounted unit cost - what you actually pay per unit - before adding that line's share of any charges. Costs are always entered pre-discount, on the PO and at receiving alike; Stockroom takes the discount off for you. ## Update Shopify to true costs When you click **Receive stock**, if receiving at these landed costs would change a product's average cost, you will see an **Update costs and prices?** dialog: - **Update costs** - updates Shopify's cost per item, and asks which cost you want: the **New average cost** or the **Latest landed cost**. - **Update prices** - moves selling prices with the new cost, pre-filled to hold your current margin - see [Keep your product costs current when you order](https://support.myworks.software/en/articles/15859174-keep-your-product-costs-current-when-you-order)*. Tick either, both, or neither - the cards are **Update product costs** and **Update selling prices** (an unticked card reads **Not this time**), and the confirm button restates the choice, from **Receive & update costs and prices** down to **Receive only**. If nothing would change, the stock is received with no dialog. Ordering only some of a product's sizes or colours, but the new figures apply across the range? Both cards carry **Also update the other variants of these products**, with the exact count they will touch - one for costs, one for prices - so a range that shares a cost or a price stays aligned without you editing it one variant at a time. Prices spread exactly as you typed them here. The two costs answer different questions, and each option shows you its own figure before you choose: - **New average cost** - blends the delivery into what is already on your shelf. Say you hold 2 units that cost you $14.50 and 1 arrives at $24.50 landed: your cost becomes $17.83, the true average across all 3 units you now own. This is the default. - **Latest landed cost** - this delivery's cost replaces the old one outright. In the same example your cost becomes $24.50. Choose this if you price off your newest shipment. Receiving on Shopify POS records quantities only, so this dialog does not appear at the till. Costs are still kept current when your staff receive deliveries there - Stockroom applies the update itself, using whichever of the two costs you last chose, since there is nobody at the counter to ask. It updates costs only - selling prices always wait for the dialog above. If you would rather set costs by hand, turn off **Update product costs automatically when stock is received on POS** under **Settings - Inventory & COGS**. Whichever you pick becomes your default next time, and the dialog still asks on every receive. Afterwards, the purchase order's **History** records which cost was used and what it moved from, so you can always check back. As with ordering, a PO in a different currency converts at the **Exchange rate** on that purchase order - set one there first, or cost updates are not offered. ## Two cost prompts, two different updates Stockroom can update product costs at two moments, and they behave differently: - **When you mark as ordered** - if the PO's costs differ from your products, the **Update costs and prices?** dialog replaces each product's Shopify cost with the PO cost. It doesn't average - nothing has arrived yet. - **When you receive** - the same dialog sets each product's cost to whichever of the two costs above you choose, and offers the average by default. The choice between the two costs only shows when you already have stock on hand at a different cost. With no stock on hand, both come to the same number - the landed cost. And if you matched costs at ordering and then receive at that same cost, there is no prompt at receiving - the costs already agree, so there is nothing to update. This is worth knowing if you rely on average costing: **updating costs at ordering replaces the cost the later average is worked out from**. Say you have 10 on hand at $76.00 and 5 arrive at $68.00. Skip the update at ordering and receiving gives you the true average of $73.33. Update at ordering first and your cost is already $68.00 when the goods arrive, so receiving averages $68.00 with $68.00 and leaves it there. If you want costs on averages, leave the update alone when you mark as ordered and tick **Update costs** when you receive. An example, with two items on one order. The first has nothing on hand and arrives at a landed cost of $40.00, so its new cost is simply $40.00. The second already has 3 on hand at $18.00 and 2 arrive at a landed cost of $20.00, so its new cost is the weighted average of the two: (3 x $18.00 + 2 x $20.00) / 5 = $18.80. On a purchase order in your supplier's currency, each landed cost is converted at the order's exchange rate first, so what reaches Shopify is always in your store's own currency. ## See true costs and margins - On a product's page, the **Cost** shows a landed figure and the **Margin** shows a true margin whenever landed cost differs from the plain Shopify cost. - The **Landed cost** report breaks down what received stock actually cost, grouped by supplier, product, or PO, with totals kept separate per currency. - The received-lines CSV export includes landed columns - the artifact your accountant will want. **Good to know:** a receipt received in error can be undone entirely - see *Receiving Inventory Against a Purchase Order* for the undo flow. Product cost updates already pushed to Shopify are never silently rewritten - the corrected receive offers a fresh update instead. For an overview of receiving and landed cost together, see [Receiving & landed cost on stockroom.app](https://stockroom.app/features/receiving-landed-cost/?utm_source=help-center). --- ## Keep your product costs current when you order **URL**: https://support.myworks.software/en/articles/15859174-keep-your-product-costs-current-when-you-order > When you mark a PO as ordered, Stockroom can update your Shopify cost per item to match - so margins stay accurate. How it works and when it applies. Supplier prices drift over time. When you mark a purchase order as ordered, Stockroom can update your Shopify cost per item to match the PO - and move your selling prices with it, so your margins hold instead of quietly eroding. It is always your choice, one order at a time. ## How it works When you click **Mark as ordered**, Stockroom compares each line's unit cost to the product's current cost in Shopify, to the cent. If any cost differs (or a product has no cost in Shopify yet), you will see an **Update costs and prices?** dialog listing the changes, with two cards so each decision stays yours: - **Update costs** - each listed product's cost in Shopify moves to this order's cost. - **Update prices** - selling prices can move too, pre-filled with a suggestion that holds your current margin at the new cost (details below). Ordering only some of a product's variants, but the new cost applies across the range? When **Update costs** is ticked and the products on the order have other variants, a checkbox appears underneath - **Also update the other variants of these products**, with the exact count it will touch. Tick it and those variants move to the same new cost, so ten colourways stay aligned without putting all ten on the order. Variants already at that cost are left alone, and the choice starts unticked on every order - it is never remembered. The same checkbox appears when receiving changes costs. **Update prices** has its own copy of the checkbox, so a range that sells at one price can be repriced the same way - those variants take the price you typed in the dialog, exactly as typed. The one case it skips: a product on the order twice at two different prices, where there is no single price to spread. Tick either, both, or neither - the two cards are **Update product costs** and **Update selling prices**, an unticked card reads **Not this time**, the confirm button always says exactly what it will do, from **Order & update costs and prices** down to a plain **Order**, and a summary above it counts what will change. **Cancel** leaves everything untouched, including the order's status. If nothing would change - no cost differs, you typed no new prices, and no supplier price list is waiting for a cost - the PO is marked ordered with no dialog. The dialog also opens when you have typed new selling prices on the order (its intro then says so) and, for a supplier you keep a price list for, when a line's cost is missing from that list or differs from it: the **Supplier price list** section at the bottom saves the cost to the list and never changes Shopify. A supplier with no price list is never asked. One thing worth knowing: this update matches your product costs to the purchase order. It does not average them, and it does not include shipping or duties, because nothing has arrived yet. Averaging against stock you already hold, and true landed cost, both happen when you receive - see *[Landed cost: what your stock really costs](https://support.myworks.software/en/articles/15859175-landed-cost-what-your-stock-really-costs)*. * ## Updating selling prices to hold your margin When a cost rises and the price stays put, the margin quietly shrinks. The dialog shows that on every row as a badge - for example **Margin 55% → 54%** - even while price updates are unticked. Tick **Update prices** and each row gains a **New price** field, pre-filled with the price that keeps today's margin at the new cost. - **Round to** controls how suggestions land: **.99 endings**, **.95 endings**, **Whole numbers**, or **No rounding**. Suggestions always round up, so the margin you are holding is a floor. - Every suggestion is editable - type any price and the badge beside the field recalculates its margin live. - Blank price fields are left untouched. Clearing a field is how you skip one product while updating the rest. - Your choices are remembered - both checkboxes and the rounding come back the way you left them next time. The first time, price updates start unticked, so nothing reprices your store until you choose it once. ## What it will and will not touch - Drafts never change your catalog - costs are only ever pushed as part of marking a PO ordered. - Zero or blank line costs never overwrite a real cost. - Custom lines (items not linked to a Shopify product) are skipped. - If the PO is in a different currency than your store, Stockroom converts each cost at the **Exchange rate** on the purchase order. Set that rate on the PO first - without one, cost updates are not offered, because Stockroom will not guess a rate. - A product with no recorded cost gets no price suggestion - there is no margin to hold. You can still type a price yourself. - If a new price would reach a product's compare-at price, the dialog warns you: the sale badge in your store would stop showing. Compare-at prices themselves are never changed. - Price updates set the base price only - market-specific prices from Shopify Markets are untouched. The updates run in the background, so your product cost and price fields catch up a moment later. ## Related When you receive stock, Stockroom can update costs again using the true landed cost, including shipping and duties. See [Landed cost: what your stock really costs](https://support.myworks.software/en/articles/15859175-landed-cost-what-your-stock-really-costs)*. --- ## Update selling prices from a purchase order **URL**: https://support.myworks.software/en/articles/16188707-update-selling-prices-from-a-purchase-order > Enter new retail prices while you build a purchase order and push them to Shopify when you save, order, or receive - always with a confirmation. A new cost often means a new selling price. Stockroom lets you enter prices while you build a purchase order, then offers to update your products at the moments it makes sense - when you save, when you mark the order as ordered, or when you receive. It never changes a price without asking.**​ ## Turn on the price columns On a draft purchase order, open the Columns** menu next to the sort control in the items section and switch on **Edit prices** (and **Compare-at**, if you use sale pricing). Both are off by default so the editor stays lean - your choice is remembered for next time. It carries past the draft too: an ordered or received purchase order has the same **Columns** menu, with **Retail / margin** and **Compare-at** in it, so the prices you set while buying are still on screen when the stock arrives. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2583068826/67ce65832a0aa5e35be1e300e660/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-03+at+10_48_12+AM.png?expires=1788544800&signature=031b33654758c7333a9d5190c6948adb09e0c4ca6f4026fdb1603fe1f75abcb5&req=diUvFcl4lYldX%2FMW3nq%2Bgc%2FsSKN2IbZS5uznDMyphi3eKO1ywzO5niIpNPjr%0ATxctyUEl%2FYxjnYjZLz%2BNGDVQtWw%3D%0A) Each line gains price fields. Enter what the product should sell for - Stockroom never invents a price for you.**​ ## Push when you save Save an order where you've entered new prices and Stockroom asks: Update product prices?** "You entered new prices on this order. Update your products now, or keep them to confirm when you order or receive." **Update prices** pushes them to Shopify right away - even on a draft. **Not now** keeps them on the order without nagging: you're only asked again if the prices change. Only selling prices push at save; costs wait until you order or receive. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2583069536/b0106fe1916c3bafbed565a00186/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-03+at+10_48_30+AM.png?expires=1788544800&signature=4430e4896ce8e5717603b7942520ddeb3fef10d0ad2923e376104e6b613878e9&req=diUvFcl4lIRcX%2FMW3nq%2BgaOfs0%2FujqJoRS2H2YKMkV0fAd2rAc12%2B3Nwhz%2Fn%0A%2FHONWlwg03eiFhOUnUKlmaFCgac%3D%0A) **​ ## Or when you order or receive Marking a PO as ordered or receiving it opens the cost and price confirmation - Order & update prices** or **Receive & update prices**. The **Update prices** card can also suggest new prices that hold today's margin at the new cost. It reads the item's current cost and current price in Shopify to work out the margin you're making now, applies that margin to the cost you entered on the order, and rounds up using **Round to** in the same dialog (.99 endings by default). There's no suggestion when there's no margin to hold - no cost recorded on the item, or it's selling at or below cost - and every suggestion is editable before you confirm, and it warns if a new price would reach the compare-at price (the sale badge would stop showing). You can also type new prices while you count the delivery: in the receive section, open the **Columns** menu and switch on **New price**. Each line gains a price field beside **Unit cost**, so a long invoice is one pass - count, cost and price on the same row - and everything you typed is waiting, pre-filled, in the confirmation when you press **Receive stock**. Leaving a line’s price empty leaves that product’s price alone, and nothing changes in Shopify until you confirm. If the products on the order have other variants - other sizes or colours - the **Update prices** card offers **Also update the other variants of these products**, with the exact count it will touch. Tick it and those variants take the price you entered here, exactly as typed, so a range that sells at one price stays aligned without you repricing it size by size. One deliberate exception: if the order carries two variants of the same product at two different prices, that product is left alone - there is no single price to spread. The **Update costs** card has the same checkbox for costs. For how costs themselves flow from a PO to your products, see [Keep your product costs current when you order](https://support.myworks.software/en/articles/15859174-keep-your-product-costs-current-when-you-order). ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2583067238/d269c76a3506ccdeea918b2aefd7/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-08-03+at+10_47_30+AM.png?expires=1788544800&signature=ac9f7e79ac20c2c08e052e439a202520ea912f9466c5ef09e51eb6e93e9599f9&req=diUvFcl4moNcUfMW3nq%2BgREM3FK3cE389u3R%2FI2k2q48XS1kCRphtbXqGtni%0ACkgki12v%2FHgVhUhayebm4RTJO3I%3D%0A) ​ ## Good to know - Price updates go to your Shopify products, so every sales channel sees them - and the product's price history in Stockroom records the change. - Nothing pushes without the confirmation dialog - declining leaves your products untouched. - The PO shows the pushed prices immediately; Shopify catches up within a few moments. --- # Restock & reordering Set reorder points and let Stockroom suggest what to order and when, based on your sales. --- ## Reorder suggestions and demand planning **URL**: https://support.myworks.software/en/articles/15859197-reorder-suggestions-and-demand-planning > How Stockroom turns your sales history into suggested reorder points, order quantities, and forecasts - and how to review, understand, and apply them. Stockroom reads your sales history and suggests reorder points and order quantities for every product, so you do not have to guess. Here is where the suggestions live, how to review and apply them, and how the numbers are worked out. ## Where suggestions appear - On the **Inventory** page, under the **Suggested levels** view - a review table of every product's suggested low, reorder, and max levels next to your own values. The **Suggested levels** button in the Reorder page's header takes you straight there. - As ghost values on each product's dashboard, until you set your own. - Behind the **Reorder** page - its list and **Plan ahead** horizon use suggestions as working thresholds when you have not set one. ## Review and apply On **Inventory > Suggested levels**, each row shows a suggested Low, Reorder point, and Max, a sales rate, and a status (Suggested, Partly set, Set, or Ignored). You can: - Search and filter (All, Needs values, Set, Ignored). - Click **Apply** on a row to save its suggestions. - Click **Apply all suggestions** to save them for every product that does not have its own values yet. Stockroom shows a count first, never changes values you have set, and skips ignored products. - Tick **Replace values I've already set** in that dialog to overwrite the numbers you have saved, instead of only filling empty fields. The count updates when you tick it, because the two modes cover different products. Ignored products are still skipped either way. Applying only fills the fields you left empty, unless you choose to replace what you have set. Saving values also turns on stock alert coverage for those products - alerts read your saved numbers, not the suggestions. Applied values are a snapshot: they stop following your sales once saved. Leaving a field empty is what keeps it tracking, because the suggestion is recalculated every night. If you want to hand a set of products back to the suggestions, empty their fields - on the product page, or in bulk by putting the word **clear** in those cells in the stock settings CSV. * ## See the math Click the info icon on any row to see exactly how a suggestion was built, in plain language - for example "120 sold over 44 selling days = 2.73 a day," then how that becomes a reorder point (lead time plus a safety buffer) and a max level (reorder point plus a few more days of cover). Days a product was out of stock are excluded from the rate, so a stockout does not make it look like a slow seller. The flip side: a product that was in stock for only a few days of the window can look like a fast seller - 4 sold in the 2 days it was on the shelf counts as a brisk daily pace, not 4 a month - so a slow line that keeps selling out can carry a higher suggestion than its monthly total implies. The calculation says so ("out-of-stock days excluded"). If you know the real pace, set your own **Max level** on the product (**Costs & replenishment**) and suggestions top up to that instead. ## How suggestions are calculated The approach is deliberately simple and explainable: - **Sales rate** - how many you sell per selling day, over a recent window. - **Reorder point** - enough to cover your supplier's lead time, plus a safety buffer. - **Max level** - the reorder point plus extra days of cover, the level each order refills to. - **Low stock** - the safety buffer, so dipping into it is your early warning. You set the defaults - lead time, safety buffer, order cover, and sales window - in **Settings > Reorder suggestions**. A supplier's own lead time and a product's own safety stock override those defaults. And when one order needs a different horizon, the cover dropdown in the PO editor recalculates that PO's suggested quantities for a 14, 30, 60, 90, 180, or 365-day cover without touching your defaults - see Creating and Sending Purchase Orders*. ## Getting started with suggestions Suggestions need sales history. When you install, Stockroom automatically reads up to 2 years of past orders, so suggestions usually appear within a few minutes. Each product needs about 14 days of history before it gets a suggestion; until then you can set levels yourself. If the Reorder page says it is still analyzing, waiting on order access, or has no history yet, it will start working on its own as the data lands. For an overview of reordering and forecasting, see [Forecasting & reordering on stockroom.app](https://stockroom.app/features/forecasting-reordering/?utm_source=help-center). --- ## Set reorder points and stock levels **URL**: https://support.myworks.software/en/articles/15859189-set-reorder-points-and-stock-levels > Set low stock, reorder point, max level, and safety stock per product - with per-location overrides and CSV import/export. These power your Reorder list and stock alerts. Reorder points and stock levels are the thresholds that drive your Reorder list and your stock alerts. You own them - Stockroom suggests values from your sales history, but never overwrites anything you set. ## The four levels You can set four levels per variant, from **Inventory** (fastest for a lot of products at once) or from a product's own dashboard in the **Costs & replenishment** section: - **Low stock** - when to warn you it is running low (also your low-stock alert trigger). - **Reorder point** - when it is time to order more. - **Max level** - the level each order tops back up to. - **Safety stock** - a buffer of units to keep as a cushion. Leave a field blank and Stockroom shows a ghost value - the suggestion from your sales history - which acts as the working threshold until you enter your own. Reorder point and max level work as a pair: the reorder point is the trigger and the max level is the target. Reorder and transfer suggestions top stock back up to the max, so keep the max above the reorder point to leave room for a meaningful order - set them equal and suggestions only appear once stock falls below the number, and only for the gap back up. A saved 0 is a real value, not a blank: only empty fields fall back to ghost values or your all-locations defaults. If you have saved values you want to undo in bulk - a 0 everywhere, say - a CSV import with **clear** in those cells empties them again. A count below zero counts as zero when Stockroom sizes an order. With a **Max level** of 2 and -1 on hand, the suggestion is 2, not 3. That is deliberate: a count below zero is nearly always a counting gap - an oversell against shelf stock, a receipt nobody recorded - rather than units you owe a customer, so filling it would size the order to repair your books instead of your shelf. Your sales history already counts every unit that sold, including the ones that took the count negative, so real demand is in the suggestion either way. The same floor applies to transfer suggestions and to **Fill suggested quantities** in the purchase order editor. It is the default rather than a rule - see below if a negative count means something different in your store. The negative still shows on the row, so you can always type a higher quantity if you genuinely owe those units. If the count is simply wrong, correcting it is the better fix - see *[Stock adjustments: corrections with a paper trail](https://support.myworks.software/en/articles/15986039-stock-adjustments-corrections-with-a-paper-trail)* or *[Count your inventory with stocktakes](https://support.myworks.software/en/articles/15986036-count-your-inventory-with-stocktakes)*. Once the count sits at zero or above, suggestions fill the whole gap back up to your max level. ## Edit levels straight from the Inventory list If you are setting values for a lot of products, you do not have to open each one. On **Inventory**, open the columns picker (the columns icon above the table) and turn on **Low stock**, **Reorder point** and **Max level**. They are off by default. Click any of those values to open a small editor for that product. It lists every variant, so a product in three sizes shows three rows, and you can switch location at the top to set that location's overrides. Each row shows what is on hand, and empty fields show a grey suggestion you can accept with **Apply suggested**. Because a product can have several variants, the value in the table is a summary. A single number means every variant agrees; a range like **2-3** means they differ, and the editor shows which is which. A grey number is a suggestion from your sales history, not a value you saved. The **Levels** filter above the table narrows the list to **Needs values**, **Levels set** or **Ignored** - so "which products still have no reorder point" is one click. Pick **Needs values** and an **Apply all suggestions** button appears, which fills every empty threshold at once. * Without a location picked, these columns show your all-locations values. Pick a location above the table and they show that location's numbers instead. ## If a negative count means units you owe Some stores order to a customer rather than hold stock, so a count below zero is a real backlog: sell one machine you do not stock and you are one unit short until the supplier ships. If that describes your store, go to **Settings > Reordering** and turn on **Count negative stock when sizing orders**. With it on, the count below zero is added to the order instead of being treated as zero. A **Max level** of 2 with -1 on hand then suggests 3 - enough to clear the unit you owe and refill to your max. It applies everywhere an order is sized: the Reorder list, automatic restock drafts, **Fill suggested quantities** in the purchase order editor, and transfer suggestions. A transfer is still limited to what the other location can spare above its own max level, so turning this on will not empty a healthy location. The setting is off to begin with, and it is one choice for the whole store, not per product. Leave it off if your negatives are usually counting gaps - filling those sizes the order to repair your books rather than your shelf, and a badly wrong count can ask for a very large order. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2525702535/fe4d7140408a5fa8d5ca367087e3/MyWorks+Demo+Store+%C2%B7+The+Coll%E2%80%A6Snowboard+Hydrogen+%C2%B7+Shopify+2026-07-07+at+8_08_02+AM.png?expires=1788480000&signature=88badeea25638130e2091a3b7d08c3f6c099c3c8aa810c328dfe55b8445a5ff8&req=diUlE85%2Bn4RcXPMW3nq%2BgdXa6g0m6yxKzTybfZ1p91sRQY7G%2FYm7nNivAs6l%0AbQue6zinMVGaUn71WSCVNF13Tco%3D%0A) ## Per-location overrides Above the table you will see **Combined**, **Default**, and a tab for each of your locations. **Default** is where most people set their levels: those values apply to any location that does not have its own, and each location is compared against them separately. Pick a location to set overrides just for that one; blank fields there fall back to your Default values. You can also mark a variant **Exclude from reorder** so it never appears in suggestions or the Reorder list. Variants that do not track inventory in Shopify are excluded automatically - with no counted stock, there is nothing to reorder. ## Reorder on your total across all locations If you would rather be told to reorder based on everything you hold, rather than on each shop separately, use the **Combined** tab. Stockroom adds up the stock at every location and compares that one total against the levels you set there. Say you keep 60 units spread across three shops and you set a combined reorder point of 30. You get one suggestion for the business when the total drops to 30, instead of three separate suggestions as each shop dips below it. The suggested order ships to your busiest location, and you can change that on the draft order before you send it. While a combined reorder point is set for an item, its Default and per-location levels are not used, so the two can never ask you to buy the same stock twice. Reorder point alerts and the Inventory list's **Low stock** filter follow the combined total as well. **Out of stock** alerts stay per location - being unable to sell at one shop is worth knowing even when there is plenty elsewhere. ## Apply a suggestion When Stockroom has a suggestion, click **Apply suggested** to save it as your own. It only fills fields you left empty - it never changes a number you typed. To replace numbers you have already saved, use **Apply all suggestions** - on **Inventory > Suggested levels**, or on **Inventory** with the **Levels** filter set to **Needs values** - and tick **Replace values I've already set**. ## Pack size and minimum order In the product page's **Supplier ordering** section you can also set, per variant: **Supplier SKU** (their part number for the item), **Pack size** (how many units the supplier ships together), **Minimum order**, and a **Pack name** ("case", "box"). These shape quantities rather than thresholds: reorder suggestions lift to the minimum and then round up to whole packs, and the PO editor shows the breakdown - "3 cases of 4" - with a caution on quantities that break the pack or sit under the minimum. Quantities everywhere stay in single units - packs are context, never a forced rounding. You can also set all three without leaving a purchase order: in the PO editor, click the pack note under a line's quantity (or **Set case size** on a line that has none) and enter the pack size, pack name and minimum order right there. It saves to that PO's supplier for the product, so future orders and reorder suggestions use it too. Buy the item from more than one distributor? Each of them can carry their own part number, case size and minimum in the same section, under **Other suppliers for this item** - see Buy the same item from more than one supplier*. The values at the top of the section are the fallback, used for any supplier without a row of their own. ## Import and export by CSV On the Inventory page, use **Export CSV** and **Import CSV** to set levels in bulk. The import takes a file, or rows you paste: copy a table from a spreadsheet or another app's page - header row included - and paste while the import dialog is open. The export can follow what you are looking at: with any filter or selection active, **Export CSV** opens a menu - **All products**, **Current view** for just the products matching your filters, or **Selected products** for the rows you have ticked. With a location picked, **Current view** follows it: the file's available column shows that location's own stock (0 for items it does not hold) and the download is named for it, such as stock-settings-main-2026-09-01.csv - a quick on-hand list for one store. With nothing filtered or selected, the button downloads the whole catalog in one click, as always. - Match rows by variant_id, SKU, or barcode. Rows with none of those match by product name plus variant name instead - exactly, and only when that names a single variant; otherwise the row is reported for you to fix, never guessed. - Add a location column for per-location overrides; leave it blank for all locations. - The same file carries the supplier catalog columns - **supplier**, **supplier_sku**, pack and minimum details, and a **primary_supplier** column that shows and sets each item's primary supplier by name. See *[Buy the same item from more than one supplier](https://support.myworks.software/en/articles/16218717-buy-the-same-item-from-more-than-one-supplier)* for how they behave. - This file carries stock settings only - there is no cost column and no price column in it, so it cannot be used to change what you pay for an item or what you sell it for. Costs and selling prices reach Shopify from a purchase order instead: see *[Keep your product costs current when you order](https://support.myworks.software/en/articles/15859174-keep-your-product-costs-current-when-you-order)* and *[Update selling prices from a purchase order](https://support.myworks.software/en/articles/16188707-update-selling-prices-from-a-purchase-order)*. - The **available** column in the export shows stock on hand for reference only - the import reads it but never changes stock counts. To set counts in bulk, count with a stocktake and use its **Import counts** button; to add or remove units from current stock, use **Import or paste** on a stock adjustment. See *[Count your inventory with stocktakes](https://support.myworks.software/en/articles/15986036-count-your-inventory-with-stocktakes)* and *[Stock adjustments: corrections with a paper trail](https://support.myworks.software/en/articles/15986039-stock-adjustments-corrections-with-a-paper-trail)*. - Exported files re-import as-is, and blank cells never change existing values. - Large files are fine. A big import runs in the background - the dialog waits and then shows what changed - so a whole-catalogue file lands without timing out. There is no limit on the number of products in a file; files up to 10MB are accepted, which is well over a hundred thousand rows. - Watch out for SKUs turned into things like **7.08332E+11**. Spreadsheets convert long all-number SKUs and barcodes into scientific notation when the file is saved, and those rows can no longer match a product, so they are reported and skipped. Format the SKU and barcode columns as **Text** before saving, or paste the rows into the dialog instead of exporting a file. - To empty a field, put the word **clear** in the cell. Blank still means "leave this as it is", so clearing has to be asked for - which is what makes a partial file safe to import. It works on any value column: the three levels, safety stock, lead time, bin location and the per-supplier columns. A product left with nothing set goes back to using Stockroom's suggested levels. - Coming from Stocky? You usually don't need this file: Stocky's data export carries min and max levels per location, and the Stocky import writes them for you - Min becomes the reorder point, Max the max level, and nothing you have already set is overwritten. If you copied the values into a spreadsheet before the shutdown instead, columns named **min stock** and **max stock** (or just min and max) work as they are, and you can paste the copied table straight into the import dialog. See *[Switching from Stocky to Stockroom](https://support.myworks.software/en/articles/15811609-switching-from-stocky-to-stockroom)*. - Supplier SKU, pack size, minimum order and pack name round-trip too - columns **supplier_sku**, **pack_size**, **min_order_qty**, and **pack_unit** (case_pack, moq, and pack_name work as aliases), set on the all-locations row. - A **supplier** column makes those four per-supplier. List the suppliers comma-separated and line the other columns up with them by position - **Distributor A,Distributor B** against **DA-1001,DB-88**. An empty slot means the item's own fallback value, a single value spreads to every supplier named, and a supplier name Stockroom does not recognize is refused rather than created. ## Good to know Stock alerts only ever fire on levels you have saved, not on raw suggestions. Saving a suggestion, or typing your own value, is what turns on alert coverage for that product. --- ## Reorder: turn low stock into draft purchase orders **URL**: https://support.myworks.software/en/articles/15859190-reorder-turn-low-stock-into-draft-purchase-orders > The Reorder page shows what needs ordering - now and in the coming weeks - grouped by supplier or as a weekly buy plan, and turns your selection into draft purchase orders in one step. The **Reorder** page answers "what do I need to order right now?" It lists everything at or below its reorder point, grouped by supplier, and turns your picks into draft purchase orders in a click. With **Plan ahead** on, it also becomes a weekly buy plan of what to order and when. It is always live - there is no list to maintain. ## The reorder list Open **Reorder**. Each supplier group shows its items with: - Available, **Incoming** (what your purchase orders marked as ordered have on the way - Stockroom counts it as stock you already have, so an open PO never produces a second suggestion) and **On draft** - units already sitting on open draft POs, so you do not double-order. One honest exception: a purchase order imported from Stocky, rather than placed in Stockroom, never pushed its incoming to Shopify, so the suggestion cannot see it. - Last sold and Last ordered dates. - A suggested **Order qty** you can edit per line. When a variant has a pack size or minimum order set, a note like "Pack of 4 - min 12" sits under the quantity, and suggestions lift to the minimum then round up to whole packs. Suggestions top stock back up to your max level, counting a below-zero count as zero - so an item showing -1 on hand with a max level of 2 is suggested at 2, not 3. *[Set reorder points and stock levels](https://support.myworks.software/en/articles/15859189-set-reorder-points-and-stock-levels)* has the why, and what to do if you really do owe those units. Working brand by brand? Type in the **Supplier** search box to show only the suppliers you are after - with a long supplier list, this is the fastest way to work through it, and **Create draft POs** only acts on the groups you can see. Use **Hide suggestions under** to filter out tiny quantities, and the location dropdown to focus on one location. After specific items rather than a supplier? The **Search items** box narrows the whole page by product title, SKU or barcode - type part of a name or code and only matching items (and their counts) remain, so you can select what is left and create an order for just those. It is a session tool: nothing is remembered between visits. For items you never want suggested, the per-variant **Exclude from reordering** setting is still the right switch. With a very large supplier list the page draws in stages: it shows the first suppliers in the plan and puts a **Show more** button at the bottom for the rest, so a store with hundreds of brands opens quickly instead of stalling. This changes how much is drawn, not what is in the plan - the totals at the top and **Create draft POs** still cover every group your current filters include, including ones you have not scrolled to yet. To narrow what actually gets ordered, use the **Supplier** search box above. * ## Which items appear An item appears when its available stock is at or below its reorder point - using the level you saved, or Stockroom's suggested level if you have not set one. A line disappears on its own once a draft covers it or stock arrives, so the list is always current. Hidden suppliers' items, variants that do not track inventory, and anything marked **Exclude from reorder** never appear. **The page went quiet right after you created POs?** That is the list working: **Create draft POs** moved every suggestion onto draft purchase orders, and an item covered by an open draft is not suggested again - here or by **Add suggested products** on a new PO - so you cannot order the same stock twice. Your items are waiting on the **Purchase orders** page as drafts, ready to review and send. Drafts imported from Stocky count too: delete any draft you do not plan to send and its items return to the list. Home's **Needs your attention** list reads the same numbers. When a flagged item is already on a purchase order marked as ordered, the row names it - "PO-231 arrives Oct 1" - and the item can stay flagged even so: that means the delivery lands after the item runs out, so there is still a gap to mind. Only purchase orders marked as ordered count as incoming - a draft is not on the way yet. ## Create draft POs Tick the lines you want and click **Create draft POs** (or use **Create draft PO** on a single supplier group). If your selection spans more than one location, Stockroom asks how to split it: - **One PO per location** - a separate draft per location. - **One combined PO per supplier** - a single draft covering every location, with each line carrying its own destination. Products with no vendor set in Shopify are grouped separately and flagged, since they cannot be matched to a supplier. Prefer to start from the purchase order instead? In the PO editor, **Add suggested products** pulls one supplier's reorder list straight onto the PO, sized for the timeframe you pick - see Creating and Sending Purchase Orders*. ## Plan ahead The **Plan ahead** dropdown widens the list to items that are not due yet but are on track to hit their reorder point within the next 14, 30, 60, or 90 days at their current sales pace. They join their supplier groups dimmed and unticked, with a "low" date under Available - planning context that never changes your totals until you tick a line in. Ticking one is how you add it to the order you are already placing, ahead of the supplier's lead time. ## See your buy plan by week Switch the toggle above the filters from **By supplier** to **By week** to see the same lines as a weekly buy plan: **Order now** first, then **This week**, **Week of** buckets out to your horizon, and a collapsed **Later** rollup. Each line lands in the week of its **Order by** date - the day it runs low minus the supplier's lead time. Stockroom uses the lead time saved on the supplier; with none set, it falls back to the average of your recent received orders, and otherwise to the default in Settings - the note under the date ("14d lead - default") always says which one was used. Inside each week, items still group by supplier with their own **Create draft PO** button, so a week's ordering stays a couple of clicks. Chips at the top of a week show purchase orders already expected to arrive then - sometimes the reason you do not need to order at all. ## Good to know - The **Suggested levels** review table lives on the **Inventory** page now - the **Suggested levels** button in the Reorder header takes you straight there. See *Reorder suggestions and demand planning* for how the numbers are worked out. - Est. totals count only ticked lines, so dimmed planned items never inflate what an order will cost. For an overview of reordering and forecasting, see [Forecasting & reordering on stockroom.app](https://stockroom.app/features/forecasting-reordering/?utm_source=help-center). --- ## Choose what appears in reorder suggestions **URL**: https://support.myworks.software/en/articles/16221318-choose-what-appears-in-reorder-suggestions > Keep discontinued products or self-managed suppliers out of reorder suggestions - and bring them back anytime. The **Reorder** page suggests items at or below their reorder point, grouped by supplier and ready to turn into draft purchase orders. Most of the time that's exactly what you want - but not everything belongs there. A discontinued product, a seasonal line, or a supplier whose ordering you manage yourself can crowd the list with suggestions you'll never act on. Stockroom never lets you swipe a suggestion away - a dismissed suggestion is one you forget about until the stockout. Instead, what shows and what doesn't is always a setting you can see and undo. ## Keep a product out On a product's page, the Replenishment section has an **Exclude** checkbox per variant. Excluded variants never appear in reorder suggestions and are never added to automatic restock drafts. To do this in bulk, open **Inventory** and switch to the **Suggested levels** view: select the rows and use **Ignore**. **Include again** brings them back, and the view's filter can show everything currently ignored. The stock settings CSV carries the same flag in its **exclude_from_reorder** column, so you can also manage it in a spreadsheet. If another app already flags these items on a Shopify metafield, you can make that metafield the flag's home: in **Settings**, **Data & sync**, **Linked metafields**, link **Exclude from reorder** to a true/false metafield. Ignoring or including in Stockroom then updates the metafield, and edits made in Shopify flow back within seconds. You can also keep whole groups out by tag. **Settings**, **Reordering**, **Exclude tags from suggestions** takes a list of Shopify product tags - anything carrying one of them never shows up in a suggestion or an automatic restock draft. This is the tidiest way to handle lines you have stopped buying but still sell down, or seasonal items you only order at certain times: tag them once in Shopify and the suggestions leave them alone. You can still add a tagged product to a purchase order by hand whenever you want it. * ## Ignore a whole supplier When it's not one product but everything a supplier carries - say they run their own replenishment schedule, or you only buy from them seasonally - open the supplier's page and tick **Ignore in reorder suggestions**. Their items leave reorder suggestions and automatic restock drafts, but the supplier stays fully active everywhere else: you can still create purchase orders for them, email and receive as usual, and **Add suggested products** on one of their purchase orders still fills in suggested quantities - asking on their own PO isn't the same as being nagged on the Reorder page. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2588481295/ebab7e70b5866ba7cbbad7c633fe/MyWorks+Demo+Store+%C2%B7+Demo+Vendor+%C2%B7+Shopify+2026-08-05+at+6_25_51+PM.png?expires=1788480000&signature=82cef28e9c35a98ac55944eb8f18da1fafa918f34b249f3d9e21cd7b1b42c2f2&req=diUvHs12nINWXPMW3nq%2BgVJtVYfjz72%2FnfZrAOh%2FnhlOnjmp77zvQrTA%2BNTx%0AUIbA12XynvcFNznzToz8FVcJfo4%3D%0A) This is different from **Hide supplier**. Hiding means "we don't order from them anymore" - a hidden supplier leaves the pickers and lists too. Ignoring means "we still order from them, just don't suggest it". ## Focus on your best sellers first Filters narrow the view for today without excluding anything. Open **More filters** and use the **ABC grade** buttons - pick **A** and **B** to see only the items your revenue depends on when the list holds more than you can order right now. Grades come from Stockroom's nightly revenue ranking; see [ABC analysis: grade products by the revenue they earn](https://support.myworks.software/en/articles/16268399-abc-analysis-grade-products-by-the-revenue-they-earn)*. ## What never suggests on its own - Variants whose inventory isn't tracked in Shopify - with no counted stock, there's nothing to suggest from. - Stock at locations you've hidden (see *[Hide locations you don't use](https://support.myworks.software/en/articles/16188372-hide-locations-you-don-t-use)*). - Products of hidden suppliers. ## Nothing disappears silently Out-of-stock items that have no reorder point and no recent sales can't produce a suggestion - so each supplier group counts them under **Out of stock, not suggested** instead of hiding them. Expand it to see exactly what the engine had nothing to say about. If a lot of your suppliers are in that state, the section lists the first 25 of them and tells you how many there are altogether - setting reorder points is what moves those items out of it and into the buy plan. ## How much it suggests A suggestion has two parts. The **reorder point** is the level that triggers it: enough stock to cover your lead time plus a safety buffer. The **quantity** then tops the item back up to its max level, which is the reorder point plus a stretch of future sales - the **order cover**. The defaults live in **Settings**, under replenishment: **Order cover (days)** (30), **Default lead time (days)** (14), **Safety buffer (days)** (7), and **Sales window (days)** (30) - the stretch of past sales the rate is measured over. So an item selling 2 a day suggests reordering at 42 and topping up to 102. Each supplier's own **Lead time (days)** overrides the default, and per-product safety stock on the product page overrides the buffer. You can also change the horizon for one order without touching your defaults. On a purchase order, **Add suggested products** has a **Days of cover** menu - **Default cover**, or 14, 30, 60 and 90-day cover. That is how you buy 30 days from a supplier who delivers weekly and 90 from one who ships a container twice a year. ## Let Stockroom draft the orders for you On a supplier's page, tick **Auto-draft restock orders** and Stockroom keeps a standing draft purchase order for them, filled with their items at or below reorder point. Use **How often** beside it to choose **every night**, **weekly** (Monday) or **monthly** (the 1st), in your shop's timezone. It tops up the same draft rather than creating a new order each run, so you never come back to a pile of them, and quantities already sitting on an open draft are subtracted so re-runs settle instead of doubling. These stay **drafts** - Stockroom never marks them ordered or emails a supplier on its own. You review, adjust and send. ## Good to know - Changes apply immediately - suggestions are recomputed live every time the Reorder page loads. - Excluding a product also stops its reorder-point stock alerts. Ignoring a supplier doesn't touch alerts - use an alert rule's vendor filters if you want those narrowed too. - A supplier set to auto-draft restock orders but also ignored gets no drafts - ignore wins. - Everything here is reversible: untick the checkbox or use **Include again** and the items return to suggestions right away. --- # Stocktakes & adjustments Count your inventory and correct stock levels, with a paper trail for every change. --- ## Stock adjustments: corrections with a paper trail **URL**: https://support.myworks.software/en/articles/15986039-stock-adjustments-corrections-with-a-paper-trail > Correct stock with numbered, reason-coded adjustment documents - scan items in, preview the change, and apply to Shopify with full attribution. Stock adjustments are for the corrections that do not need a full count: two units damaged in the back room, a box found behind the shelf, a theft write-off. Each adjustment is a numbered document (ADJ-1001, ADJ-1002, ...) with a reason and notes, so every inventory change has a paper trail you can search, export, and point to later. ## Create an adjustment Go to **Inventory → Adjustments** and click **New adjustment**. Each adjustment covers one location, and carries: - **Reason** - the same list Shopify uses in its own inventory history: Correction, Count, Received, Return restock, Damaged, Theft or loss, Promotion or donation, Other. - **Notes** - free text for the story behind the change. There is also a faster path for a single product: open the product in Stockroom (**Inventory** → **Products**) and click **Adjust stock**. A dialog shows each variant's current availability at the location you pick - enter an **Adjust by** amount or a **New available** quantity, choose a reason, add an optional note, and click **Apply**. This applies immediately as a numbered adjustment, so it shows up in the Adjustments list, the product's history, and Shopify's inventory history like any other. ## Add items - **Quick add** - scan a barcode or type a SKU and press Enter; each scan adds 1 to that line. Each scan makes a sound - a short beep when the item lands on the adjustment, a low buzz when nothing matches. **Sound on** / **Sound off** appears next to the field after your first scan and is remembered on that device. - **Add products** - pick products in bulk from your catalog. - **Import or paste** - bring in a file, or rows pasted straight from a spreadsheet: a SKU or barcode column plus a quantity column (positive adds, negative removes). If every row matched, the lines go straight onto the adjustment. If any row did not - an unmatched or ambiguous code, or one Stockroom had to skip - the dialog lists those rows first and waits for you to confirm the rest. Lines for lot-tracked products also get a **Lot** column, where you say which batch the units are joining or leaving. Choosing **New lot** lets you type a batch number that does not exist yet, which is how you record batches for stock you already hold. See *Lot tracking: batch numbers and expiry dates*. Each line takes an **Adjust by** amount - positive to add stock, negative to remove it. Next to it you will see the current available quantity, what the new available will be, and the value of the change at cost, so you can sanity-check before anything happens. * Products that do not track inventory in Shopify cannot be adjusted - Stockroom will tell you when you try. If an item is not stocked at the location you chose, the **Available** column reads **Not stocked here** instead of a quantity. That is Shopify's own state: the location holds no stock record for that item at all, which is not the same as holding zero. Applying the adjustment stocks the item at that location for you, the same thing Shopify does when you set a quantity at a location for the first time, and then applies your change to it. ## Apply it Click **Apply adjustment** and confirm - the dialog spells out the units, value, and reason one more time. Stockroom then pushes the changes to Shopify, and each product's inventory history shows the change attributed to Stockroom with the adjustment number, not an anonymous edit. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2551542162/5f51df56183aeeba631238533521/MyWorks+Demo+Store+%C2%B7+The+3p+Fulfilled+Snowboard+%C2%B7+Shopify+2026-07-17+at+5_17_10+PM.png?expires=1788480000&signature=02d8fc56fc6475bfa357ab2cb2d184a42dfe8e7b2e3e4d066ab6c63dd975e061&req=diUiF8x6n4BZW%2FMW3nq%2BgZR9SkoYtXKo%2B9%2FnkMyDzJOYUOzv22aefJGwq5%2Bb%0Aoqf7YK7AJbCt%2FyBoHiI36J00K8o%3D%0A) ## Lifecycle - An adjustment starts as a **draft** - edit it freely, nothing touches Shopify. Imported lines are saved to the draft as soon as they land, so they survive closing the tab; anything you type by hand shows an **Unsaved changes** bar until you save it. To remove one, open it and click **Delete draft** at the bottom of the page; cancelled documents can be deleted the same way. - **Applied** adjustments are permanent - they cannot be deleted or edited. To undo one, create a new adjustment in the other direction; that way the record always reflects what actually happened. - A **cancelled** adjustment stays in the list for the record but never touched your inventory. The adjustments list under **Inventory → Adjustments** shows every document with its status, units, and value change - searchable by number and filterable by status, reason, location, and date range. **Export CSV** downloads every line behind the current filter - one row per product line with the document number, reason, location, note, cost values, and who created it - so a month of write-offs is one filtered export. To clear out several at once, tick them in the list and click **Delete** - the button only appears while everything ticked can be deleted, so an applied document in the selection is never at risk. ## Adjustment or stocktake? Use an **adjustment** when you already know what changed and why - damage, loss, found stock. Use a **stocktake** when the point is to count: it compares a full shelf, vendor, or location against expectations and corrects everything in one reviewed pass. See [Count your inventory with stocktakes](https://support.myworks.software/en/articles/15986036-count-your-inventory-with-stocktakes). ## Good to know - Every adjustment can be exported as a CSV, stamped with the document number and date. - The **Adjustments** report under **Reports** totals write-offs by reason and location at the costs your books use - the month-end shrinkage number. See [Reports in Stockroom](https://support.myworks.software/en/articles/15859199-reports-in-stockroom). - Adjustments change **available** stock as a plus or minus, so applying one while sales are coming in is safe - it never overwrites a quantity. - Applying a stocktake creates an adjustment too, with the reason **Count** and a link back to the counting session. Counts and corrections share one paper trail, one export, and one accounting sync. See [Count your inventory with stocktakes](https://support.myworks.software/en/articles/15986036-count-your-inventory-with-stocktakes)*. - The location picker pre-fills with your last adjustment's location, and locations hidden in **Settings** → **Inventory & COGS** are not offered. - Stock going back to a supplier is not an adjustment. Use a supplier return instead: it ships the stock out against a purchase order and tracks the credit you are owed. See *[Return stock to a supplier](https://support.myworks.software/en/articles/16350694-return-stock-to-a-supplier)*. --- ## Count your inventory with stocktakes **URL**: https://support.myworks.software/en/articles/15986036-count-your-inventory-with-stocktakes > Count a location solo or with a team - scan items, review differences, and apply corrections to Shopify. Blind counts, POS counting, and counting links included. A stocktake is a counting session: pick a location, count what is actually on the shelf - solo or with a whole team - review the differences, and apply corrections to Shopify in one step. Stocktakes are free, and no POS Pro subscription is required. ## Start a stocktake Go to **Inventory → Stocktakes** and click **New stocktake**: - **Location** - each stocktake counts one location. - **What to count** - everything at the location, or a narrower slice: **Active products**, **Draft products**, **Only what I scan**, one vendor, one product type, one supplier, or the least recently counted items. - **Blind count** - hides expected quantities from every counter, so people record what they see instead of confirming what the system says. - **Name (optional)** - "Year-end count", "Floor 1", anything that helps you find it later. Stockroom snapshots current stock levels and builds the count list. Products that are not tracked, or not stocked at that location, are left out automatically. **Active products** and **Draft products** split the catalog by the product's status in Shopify. That is the split to use if you hold back-stock as draft products: count the shop floor on one cadence and the stockroom on another. This is the product's **status**, not whether it is published to a sales channel - a product can be active and still hidden from your online store. Archived products are never in either one. **Only what I scan** skips the snapshot entirely. The session opens empty and each item you scan is added as you go, so there is no list to scroll past - useful for spot checks, or for counting a delivery as it lands. Only the items you actually scanned are corrected when you apply; nothing else in the catalog is touched. Stocktakes count **on hand** - what is physically on the shelf - not available. Open, unfulfilled orders never throw a count off. * ## Count items If you record bin locations, they help here three ways. When creating a stocktake, choose **Products in a bin** under **What to count** and type how the bin starts - **A** counts everything shelved in aisle A. While counting, an **Order** select appears above the table so you can walk the list in bin order instead of by product title, and every export gains a **Bin** column (the count sheet follows the same order when you have it selected). Items are matched on their pick-face bin only, so each item lands on exactly one aisle's count. - **Scan to count** - scan a barcode (or type a SKU) and press Enter; each scan adds 1. Scanning something that is not on the list tells you why - no match, not tracked, or not stocked at this location. Scans make a sound, so staff can keep their eyes on the shelf: a short beep when a count lands, and a low buzz when the code matched nothing or needs a choice (several products share the barcode). A **Sound on** / **Sound off** button appears next to the field after the first scan, and the choice is remembered on that device. Counting links make the same sounds; the POS count tile does not. - **Type a count** - enter a quantity directly on any line, for shelf counts done on paper. - **Confirm** - on a non-blind count, one click accepts the expected quantity for a line. - **Skip** - set a line aside; it will not be corrected when you apply. Skipping does not erase the count: skipped lines wait on the **Skipped** tab, and **Include** brings one back exactly as it was counted, while counting or in review. Every count is saved the instant it lands - close the tab, switch devices, lose signal for a moment; nothing is lost. The progress bar tracks items counted, units, and the value counted at cost and at retail. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2551539765/616df5545c57e74b3198fdae41f3/MyWorks+Demo+Store+%C2%B7+Year+End+Count+%C2%B7+Shopify+2026-07-17+at+5_14_23+PM.png?expires=1788480000&signature=7bffa83c6a887ac06769fa92ff75513ed5f9b7495cfacb8285ddd66d93267999&req=diUiF8x9lIZZXPMW3nq%2BgccYuMrDGtVMf72XfyLWjuNbj%2FxHeGX7QKRq6uUQ%0AL60hQF1d0iT1%2FyM2jQvYR6OUDPk%3D%0A) ## Import counts from a file Counting with an external scanner app, or on paper? Press **Import counts** (in the header, next to Export) while counting. A quantity column makes the file a count sheet - same-item rows add together, and the file's total sets each item's count. Without a quantity column every row counts as one unit, so a raw scan dump imports as-is - even with no header row - and you can paste rows straight from a spreadsheet instead of uploading a file. Unmatched codes come back as row errors, and every imported count lands in the scan log like any other count. ## Count as a team Any number of people can count the same stocktake at once, and every count is attributed - the session asks **Who's counting?** so exports show who counted what. There are three ways to count: - **In the app** - open the stocktake on any device with Shopify admin access. - **On POS** - add the **Stockroom - Count stock** tile to your POS smart grid. It lists open counts at the register's location, and **Start a new stocktake here** begins one on the spot. Staff scan with a POS-connected scanner or the camera, or type a code into **Enter a barcode or SKU**. Tapping **Done counting** closes the session out on that device - the counts are already saved, and the review and apply steps below stay in the app. - **Counting links** - for warehouse staff without Shopify logins. Click **Counting links → New counting link**, enter the worker's name, and share the link (it is shown once - copy it then). The link opens a simple counting page that works with a hardware scanner, typed codes, or camera scanning, and can set an exact count for a shelf. Revoke a link anytime; all links stop working the moment counting ends. The name on the link is the name on its counts. POS and counting links never show expected quantities, so counts from the floor are always blind. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2551540113/34974187bed3912205b809b57584/MyWorks+Demo+Store+%C2%B7+Year+End+Count+%C2%B7+Shopify+2026-07-17+at+5_14_54+PM.png?expires=1788480000&signature=099ee2a99a035f4674bcca86db2ebc738bc49aa0c6490bf7b41b50382fefb886&req=diUiF8x6nYBeWvMW3nq%2BgV1cweeqFn9nR1Kyfr3DHZKqUCN21xdh1ovgv9GJ%0AFF3L%2BORnPUms%2BbSGl9uWIyGsZOk%3D%0A) ## Review and apply Click **Finish counting** to move to review. You will see every difference between counted and expected. From here you can skip lines, or **Reopen counting** if a number looks wrong. This article covers the review step in outline. For what Skip and Include actually do, what happens to items nobody counted, and what becomes permanent when you apply, see [Reviewing and applying a stocktake](https://support.myworks.software/en/articles/16379235-reviewing-and-applying-a-stocktake)*. Uncounted items are **left unchanged** by default. For a true full count (like a year-end reset) you can instead set all uncounted items to zero on hand - this is behind its own confirmation, because it changes real inventory. Zeroing only reaches the items in the stocktake itself: on a count scoped to one vendor, supplier, product type or bin, only that scope's uncounted items go to 0 and nothing else at the location moves. Click **Apply stocktake** and Stockroom saves the count as a stock adjustment, then writes that adjustment to Shopify. What gets written is the **difference** for each item rather than the counted number on its own, which is what makes a sale or a delivery part-way through the count harmless: Stockroom takes the expected quantity at the moment you start counting an item, and anything that moves afterwards moves the same number the difference is applied to. The adjustment is linked from the finished stocktake, and Shopify's inventory history records the change against it. If Shopify refuses a change, those lines come back marked **Recount** with the reason and the stocktake returns to review, so nothing is left half applied. * ## Exports While you count or review, the table narrows by **Product type** and **Vendor** - two dropdowns beside the search, shown when the count spans more than one - as well as by the Counted and Uncounted tabs. The stocktake list itself filters by location, scope and created date. Four CSV exports are available at any stage, each stamped with the stocktake and date: **counted items with cost** (every counted item with its unit cost, counted value and the difference in value - the line-by-line breakdown of the **Value at cost** figure, ready for accounting), the full **scan log** (every count, with who and when), the **differences**, and **items not counted**. ## Good to know - Cancelling a stocktake never writes anything to Shopify, at any stage. - Applied stocktakes are permanent history - they cannot be deleted. - A count that finds no differences writes no adjustment - there is nothing to change. It still counts as counted, so your last-counted dates move. - Because the count becomes an adjustment, it reaches QuickBooks like any other adjustment if you sync with MyWorks Sync. See [Syncing Inventory Adjustments from Shopify (Stockroom) to QuickBooks Online](https://support.myworks.software/en/articles/15989847-syncing-inventory-adjustments-from-shopify-stockroom-to-quickbooks-online)*. - Blind counts are enforced by the server, not just hidden on screen - expected quantities never reach a counter's device. - Products added to Shopify mid-session join the count list automatically. - The **Location** field pre-fills with your last stocktake's location, and locations hidden in **Settings** → **Inventory & COGS** are not offered. - Shopify POS only passes scans to apps from the scanner models it supports, so a generic Bluetooth scanner paired to a phone often will not reach the **Count stock** tile. Type the code on the POS count screen instead, or count from a counting link or the app - both accept any scanner that types a code and presses Enter. For an overview of inventory and stocktakes, see [Inventory & stocktakes on stockroom.app](https://stockroom.app/features/inventory-stocktakes/?utm_source=help-center). --- ## Reviewing and applying a stocktake **URL**: https://support.myworks.software/en/articles/16379235-reviewing-and-applying-a-stocktake > Check what your count found, decide what to correct, and apply it to Shopify. What Skip and Include really do, what happens to items nobody counted, and what is permanent. When you finish counting, a stocktake moves to **review**. Nothing has been written to Shopify yet, and nothing on this screen is permanent until you apply. This is where you check what the count found, decide what to correct, and decide what to do about anything nobody reached. ## Finish counting Click **Finish counting**. If items are still uncounted, Stockroom says so first: their stock stays exactly as it is unless you choose to zero them when you apply. Counting closes and the stocktake moves to review. Changed your mind? **Reopen counting** takes you back, and you can move between counting and review as often as you need. Neither direction writes anything to Shopify. * ## The tabs The list is filtered by a row of tabs, and the counts above them are clickable shortcuts to the same filters: - **All** - every line in the session. - **Uncounted** - items nobody has counted yet. This is how you find the gaps before you apply. - **Counted** - items with a count recorded. - **Differences** - counted items where the count does not match what was expected. On a blind count this tab appears once counting has finished. - **Recount** - only appears if Shopify refused to write some lines. See below. - **Skipped** - only appears once something has been skipped. The **In stock only** filter sits alongside the tabs rather than inside them, so it narrows whichever tab you are on to items that were expected to have stock. ## Skip and Include **Skip** means "do not correct this item". A skipped item keeps whatever on-hand it already has in Shopify, and applying the stocktake will not touch it. **Skipping does not erase the count.** The count stays on the line. Skipped items wait on the **Skipped** tab, and **Include** brings one back exactly as it was counted, with its scan history intact. Include is simply the opposite of Skip - it does not mean "approve this difference" or "accept this number", and there is nothing you need to click to accept an ordinary difference. Everything on the Differences tab is already going to be corrected. You can skip and include while counting and in review, as many times as you like. Skipped lines are left out of the Counted and Differences tabs, out of the progress numbers, and out of the apply confirmation, so a tab can never disagree with the total above it. The one thing that is not reversible is applying. **When you apply, skipped items are dropped for good** - their counts are not written, and you cannot bring them back in the app afterwards. So do your including before you apply, not after. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2605009381/c60bfe4fbc83ccd05ec253b5df16/MyWorks+Demo+Store+%C2%B7+ST-1006+%C2%B7+Shopify+2026-08-12+at+4_10_32+PM.png?expires=1788544800&signature=68c0537b0e03c6e084462f4b7af78a38d5856d8a4db9a528c8ca94cf053bb9dd&req=diYnE8l%2BlIJXWPMW3nq%2BgaQxPUxKJjGXe8KraCsliJIl0WctwdWw0d%2BAL4Hu%0AhmewcRHyrch%2FyT6sUM1Vm3c2G5E%3D%0A) ## Items nobody counted Uncounted items are **left unchanged** by default, which is what you want for a cycle count or any count that only covered part of the location. For a true full count there is a checkbox on the apply step: **Set all uncounted items to zero on hand**. That sets every uncounted item in this stocktake* to 0 at this location - the year-end reset. It only ever reaches the items in the stocktake itself: on a stocktake scoped to one vendor, supplier, product type or bin, that means the uncounted items from that scope, and everything else stocked at the location is left exactly as it is. The confirmation names the scope and the number of items it will zero. It is behind its own confirmation because it changes real inventory, and you should only choose it if you counted everything in the stocktake that is actually on the shelf. ## Apply the stocktake Click **Apply stocktake**. The confirmation tells you how many items will be adjusted and at which location, names anything skipped, and reminds you that applying closes the session for good. What Stockroom writes is the **difference** for each item, not the counted number on its own. The expected quantity is re-read at the moment counting starts on an item, so a sale or a delivery part-way through a long count is harmless: whatever moves afterwards moves the same number the difference lands on. The count is saved as a real **stock adjustment** (reason **Count**), linked from the stocktake and linked back to it. That adjustment is what writes to Shopify, so Shopify's inventory history records the change against a document you can open. It also means a count reaches QuickBooks like any other adjustment if you sync with MyWorks Sync. A count that finds no differences writes no adjustment - there is nothing to change. It still counts as counted, so your last-counted dates move. * ## If Shopify refuses a line Occasionally Shopify rejects a write. Those lines come back marked **Recount** with the reason, the stocktake returns to review, and the stock for those items is unchanged. The **Recount** tab shows exactly which. Reopen counting, recount them, and apply again - nothing is ever left half applied. ## Exports Three CSVs are available at any stage, each stamped with the stocktake and date: the full **scan log** (every count, with who and when), **Differences (CSV)**, and **Items not counted (CSV)**. All three carry the product type, which is usually how a count gets sorted into departments afterwards. ## Good to know - Applied stocktakes are permanent. You cannot reopen one or add counts to it - correct a mistake with a stock adjustment instead. - Cancelling a stocktake writes nothing to Shopify, at any stage. - Counts dropped by an applied stocktake cannot be recovered in the app. If you are unsure about a large number of skipped counts, export the scan log before you apply. - Review and apply always happen in the app. POS counting and counting links can add counts, but they cannot end a session for everyone. - Stocktakes count **on hand** rather than available, so open unfulfilled orders never throw a count off. For the counting side of a stocktake, see [Count your inventory with stocktakes](https://support.myworks.software/en/articles/15986036-count-your-inventory-with-stocktakes)*. For corrections outside a count, see *[Stock adjustments: corrections with a paper trail](https://support.myworks.software/en/articles/15986039-stock-adjustments-corrections-with-a-paper-trail)*. --- # Build Bills of materials, builds and manufacturing: plan, issue components and finish stock. --- ## Builds: plan, record and finish **URL**: https://support.myworks.software/en/articles/16577857-builds-plan-record-and-finish > Create a build from a bill of materials, record what you make, and Stockroom takes the components out of stock and puts the finished goods in - with costs, charges, undo and a printable build sheet. A **build** (BLD-1001, BLD-1002 ...) is the order to make N units of a product from its bill of materials at one location. You find them under **Build** in the Stockroom menu, on the **Builds** view - a queue of open builds with **Completed** of quantity, a **Components** readiness badge, status, due date and the workflow columns. Tabs split **Open**, **Done** and **All**; filters, a column picker and **Export CSV** are on the list. * ## Create a build **New build**: pick the recipe (each one shows **Can build N**), a **Quantity to build**, the **Location** the components come from and, if the finished units land somewhere else, **Output goes to**. Add a **Due date**, a note, a priority or an assignee if you use them. The build **snapshots the recipe** - editing the bill of materials later never changes an open build. While a build is a draft you can still change its quantity, location and component lines. Builds can also be raised for you - from the Restock page, a product or variant page, a Shopify order, or the out-of-stock rule. See Restock by building*. ## The components table Every line shows the quantity per unit, **Required** for the whole build, **Consumed** so far, **Here** (available at the build's location right now), **Short** (what is missing for what is still to make) and **Incoming** with the purchase orders bringing it. The header says **Can build N now**. When something is short, **Order shortfall** drafts one purchase order per supplier for exactly the missing quantities - you review them before anything is ordered. ## Record what you make **Record build** asks how many units you made and prefills each component's consumption from the recipe - edit a line if you used more or less. Each record is a **build record** in the Runs table, and you can record as many as you like against one build (partial completion). Stockroom then moves stock in Shopify in one step: the finished product goes **up** at its location, and the components go **down** by what was consumed - unless you issued them first (see *Issue components and work in progress*). Shopify's inventory history shows the build number as the reason. **Scrapped units and yield.** If some units failed and were thrown away, enter them in **Scrapped** next to **Quantity built** (a **Scrap note** appears for the reason). Scrapped units use components like the good ones - the consumption lines prefill for everything produced - but they never enter finished goods, and their share of the components and charges shows as a **Scrap** line in the Cost card rather than raising the cost of the good units. The build shows its **yield** (good units over everything produced) under the progress line, each record shows "1 scrapped" with its note, and the Builds export and the build reports carry **Scrapped** and **Yield %**. A record with 0 built and some scrapped is fine - the build stays In progress. If you would rather the good units absorb the waste, record fewer units with the real consumption, as before. Reworked units need nothing special: record them as a new build record with the component lines set to 0. Reaching the planned quantity marks the build **Built**; making more than planned is allowed. **Mark as built** closes a build short at whatever was made. * ## Cost The **Cost** card shows the estimated assembled cost before the first record (current component costs plus a share of charges) and the real build cost and **Assembled cost per unit** after. **Build charges** - **Labor**, **Overhead**, or your own label - are money you add to the build; they spread over the planned quantity and can be edited while the build is open. Tick **Update product cost** on a record to write the new on-hand-weighted average cost to the product in Shopify - it previews the number and is never automatic. ## Status, undo and reopen - **Mark blocked** / **Unblock** - pauses a build without losing anything. - **Undo** on a build record reverses it completely - components back, finished units off, costs withdrawn - and the record stays in the list marked Undone. Undo sits on the record's row in the **Runs** table on the build page (there is no undo in the builds list), and **Reopen** is the button at the top of a built or cancelled build. A build never returns to **Draft** once something has been recorded - after an undo it reads **In progress**, and you carry on from there. - **Cancel build** is only for a build where nothing has been recorded; **Reopen** brings a built or cancelled build back. - **Unbuild** - the same document the other way: create it with **Unbuild** ticked to take finished units apart and put the components back (a case into singles, a kit into its parts). **Record unbuild** lets you edit what came back if something broke. ## Print and export **Print build sheet** is the work order for the bench - the pick list with checkboxes, still needed / here / short, the runs so far and a sign-off line; **Download PDF** saves it; **Export components (CSV)** exports the lines. Activity at the bottom of the page lists everything that happened to the build and who did it. ## Good to know - Open builds do not reserve stock in Shopify. The readiness badge is Stockroom's own math - and open builds claim stock from each other in creation order, so the second build on the same parts reads honestly. - A decimal recipe pushes whole numbers to Shopify, rounded across records so nothing drifts - one record of a tiny component can show 0 and catch up on the next. - Builds show up in the product's stock history and in the COGS and movement reports; the Builds report covers a period (see Build reports*). --- ## Build stages, priority, assignees and workstations **URL**: https://support.myworks.software/en/articles/16577859-build-stages-priority-assignees-and-workstations > Track where each build is in your own process, how urgent it is, who is on it and which bench it is at - separate from the status Stockroom sets from inventory. A build's **status** (Draft, In progress, Partially built, Built, Blocked, Cancelled) is set by Stockroom from what actually happened to inventory. The **Workflow** card on a build is the part you define: the **Stage** it is at in your process, its **Priority**, who it is **Assigned to**, and the **Workstation** it is being worked at. Each one saves the moment you change it - a stage move on the floor is one tap. * ## Set up your stages and workstations In **Settings** > **Builds**, add your **Build stages** in order - **Use suggested stages** fills in Queued, Cutting, Assembly, QC, Ready, which you can rename, reorder or trim. New builds start in the first stage; the **No stage** button beside the pipeline on a build takes it out of every stage, which also works when you have only one. **Workstations** is the optional list of benches, machines or cells; leave it empty if one place does everything. Removing a stage or workstation moves its builds to "none" and changes nothing else. ## On the Builds list - **Stage chips** above the list show how many open builds sit in each stage - click one to filter. - Filter by stage, priority, assignee or workstation; sort by priority (urgent first) or by stage. - Stage, Priority, Assigned to and Workstation are columns you can show, and they export in the CSV, print on the build sheet and appear in the Builds and Work in progress reports. ## Priority **Low**, **Normal** (the default), **High** or **Urgent**. It is separate from the due date - a build can be urgent with no date, or dated and low. Urgent builds sort to the top of the list and the Work in progress report. ## Assign to a person **Assigned to** lists the staff who have opened Stockroom on your store. The build page header shows who it is assigned to, and the **Build assigned** trigger in Shopify Flow fires when it changes - so an assignment can send a message or an email (see Automate Stockroom with Shopify Flow*). **Build stage changed** fires on stage moves the same way. ## Good to know - Stages never touch inventory - a build in "Ready" with nothing recorded still holds its components as planned, not built. - The workflow fields can only change while the build is open; reopen a built build to change them. - The Activity list records every stage move, priority change, assignment and workstation change, with who made it. --- ## Materials with stock units **URL**: https://support.myworks.software/en/articles/16577860-materials-with-stock-units > Track raw materials - fabric, wax, flour, resin - in grams, millilitres or metres, buy them in packs, and use them in bills of materials like any other component. A **material** in Stockroom is something you buy and build with but never sell, tracked in the unit you count it in. It can live as a draft product in your Shopify store, or in Stockroom only - with no Shopify product at all. That keeps one inventory - the one Shopify shows - while letting recipes say "12.5 g of wax" and purchase orders say "3 pails of 5,000 g". ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2642157178/281deca17b3cba06ccf2c030c5e2/MyWorks+Demo+Store+%C2%B7+Inventory+%C2%B7+Shopify+2026-08-31+at+10_23_03+AM.png?expires=1788480000&signature=d834b2c92b9b78211da7cc6f8b8cb51f895cdad75016d0baa3da4c666381634e&req=diYjFMh7moBYUfMW3nq%2BgdzwBehZ%2F5NWjOJbE0wdXQnlndg2uFHzcVaFFG6D%0ALsyG9xeuplMd4nLKpbC%2Bx%2FdwUto%3D%0A) ## Create or mark a material In **Inventory** > **Products**, switch the segment to **Materials** and click **New material**: name, **Stock unit**, a cost per unit, and an opening quantity. Stockroom creates a **draft product** in your store (draft, so it is never sold), tracked at your location in that unit. Materials still show on the Products page under its default **Active** status - Active means everything live, materials included, so you never need to switch the filter to Draft to find them - and the bill of materials and build component pickers always list them. An existing product can become a material with **Mark as material** on its product page - pick the unit and it keeps its history. Tick **Keep this material in Stockroom only** and no Shopify product is created: the material, its stock, its costs and the builds that consume it live entirely in Stockroom. That suits raw materials your store has no reason to list - resin, packaging, fabric by the metre. Everything else works the same: order it on purchase orders, receive it, count it, build with it. It just never appears in your Shopify admin. **Pick the unit small** - grams rather than kilos, millilitres rather than litres - because stock counts are whole numbers in Shopify. Recipes take decimals in that unit (0.25 m), and Stockroom rounds across build records so nothing drifts. ## Buy in packs Set a **pack size** on the material's stock settings ("Pail = 5,000 g") and purchase orders work in packs while stock stays in the unit: the PO line says 3 pails of 5,000, receiving adds 15,000 g, and restock rounds to whole packs. The product page and PO line show the unit everywhere a quantity appears. ## Where materials show - Everywhere a product shows, with its unit beside every quantity - inventory, the product page, bills of materials, builds, Restock, reports and CSV exports. - In the component picker of a bill of materials, like any other product. - On stocktakes, adjustments, transfers, reorder points and alerts - nothing is special-cased. ## Good to know - The unit is stored by Stockroom, not Shopify - Shopify shows the plain count. Change it with **Change unit** on the product page. - A material that never sells has no sales history, so Restock looks at what builds consume rather than what sold; consumption-based reorder suggestions for materials are on the roadmap. - Un-marking a material (**Not a material**) keeps the product and its stock; it just stops showing the unit. --- ## Restock by building: readiness, the To build group and Create build links **URL**: https://support.myworks.software/en/articles/16577861-restock-by-building-readiness-the-to-build-group-and-create-build-links > Tell Stockroom which products you make rather than buy, see at a glance whether the components are there, and raise builds from Restock, a product page, a Shopify order or the out-of-stock rule. Once a product has a bill of materials, Stockroom can treat it as something you **make** instead of something you **order**. Three pieces work together: a per-product **Restock by** setting, a **Components** readiness strip on the pages where you decide, and **Create build** actions wherever you are. * ## Restock by On a product page with a recipe, the replenishment row offers **Restock by**: **Buying** (the default) or **Building**. It is a per-variant stock setting and travels in the stock-settings CSV as **restock_by**. ## The Components strip **Components: Available / Partial / Missing** tells you whether a build could be made from stock right now at that location, after open builds have claimed theirs. It shows on each build, on the Restock page beside a suggested quantity, and under the product title on the Products list. ## Restock - Products restocked by building gather in a **To build** group with its own **Create builds** button - one draft build per ticked line. - A buildable product still bought shows **Build instead** on its supplier row, which opens **New build** prefilled. - Components that open builds need appear as **Needed for builds** on their own Restock rows, and the remaining output of an open build covers a suggestion like an open purchase order does. ## Create build from anywhere - **Products list** - a **Build** action on each row opens New build with the recipe selected. - **Shopify product and variant pages** - **More actions** > **Create build**, and the **Stockroom - Builds** block you can pin to the product page shows how many you can build and the open builds. - **Shopify order page** - **More actions** > **Create build** lists the order's products that have a recipe; each becomes its own draft build linked to the order. - **Out-of-stock rule** - if you use the automatic out-of-stock purchase orders, a short product that is restocked by building gets a draft build instead of a PO. - **Shopify Flow** - a **Create build** action, plus triggers for build created, finished, blocked, overdue, assigned and stage changed (see Automate Stockroom with Shopify Flow*). ## Good to know - Everything raised for you is a **draft** - you review and record it. - Readiness is Stockroom's math over your Shopify stock; it never reserves anything in Shopify. - Sub-assemblies are consumed as finished stock - Stockroom does not explode a recipe into a recipe. Build the inner product first, then the outer one. --- ## Bills of materials **URL**: https://support.myworks.software/en/articles/16577856-bills-of-materials > Give a product a recipe - the components and how much of each one unit takes - and Stockroom rolls up the assembled cost and how many you can build right now. A **bill of materials** is the recipe for a product you make: the components it is built from and how much of each one unit takes. It lives in **Build** in the Stockroom menu, on the **Bills of materials** view. Nothing moves when you save one - it is the definition. Builds (see *Builds: plan, record and finish*) are what consume components and add finished goods. * ## Create one Click **New bill of materials**, pick the product (or variant) it builds, then add components with their quantity per unit. Quantities take decimals - 0.25 m of webbing, 12.5 g of wax - so a recipe can be exact. A component can be any product or variant in your catalog, including a **material** with a stock unit (see Materials with stock units*), and including another product that has its own bill of materials - a sub-assembly you build first. - **Counts toward buildable** - on by default per component. Turn it off for things you never want to gate a build on (thank-you cards, packaging you always have) - the cost still rolls up, but they stop limiting **Can build**. - **Active / Inactive** - an inactive recipe is kept but offered nowhere. - **Duplicate** copies a recipe onto another product - the fastest way to set up a family of kits. ## What the list tells you - **Assembled cost** - the components' current costs times their quantities, rolled up live. If any component has no cost yet it says so rather than showing a number that is too low. - **Can build** - how many units your stock covers right now, across your locations: the tightest component wins. Only tracked components that count toward buildable limit it. Open a recipe and **Print bill of materials** prints it as a PDF with the costs; **Export CSV** on the list exports every recipe one row per component. ## Import recipes by CSV **Import CSV** takes one row per component: **output_sku, component_sku, quantity, buildable**. SKUs are matched first, then barcodes; a code that matches more than one product is refused so a recipe never lands on the wrong item. Re-importing an output SKU replaces its components, so you can fix a recipe by uploading it again. If any row for a product has a problem, that whole product is skipped and the report says why - you never get half a recipe. ## Good to know - A product that is a **Shopify bundle** cannot have a bill of materials here and cannot be a component - Shopify works its inventory out from its own components, so there is nothing for Stockroom to move. - Recipes can nest up to 8 levels and cannot loop back on themselves - Stockroom checks when you save. - Deleting a recipe never touches inventory. Builds already created from it keep their own snapshot of the components. - Builds and bills of materials carry an **Early access** label. Purchase orders and receiving are free and stay free - that is the core of Stockroom; as it grows into deeper inventory management, the advanced end of that will be paid. --- ## Build reports **URL**: https://support.myworks.software/en/articles/16577862-build-reports > Five reports for making things - builds in a period, work in progress, what components were consumed, throughput and on-time, and recipe cost against actual. Under **Reports** you will find five manufacturing reports. Like every report they show a ranked slice on screen, export the whole thing to CSV, and can be scheduled. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2642138976/eb51443c8522728dd802dafe58b7/MyWorks+Demo+Store+%C2%B7+Reports+%C2%B7+Shopify+2026-08-31+at+10_14_57+AM.png?expires=1788544800&signature=4080a6708dd3fff6d2c0b0efc7e6cab84380ea2c2d4bc20c0963f91e2943b8b3&req=diYjFMh9lYhYX%2FMW3nq%2BgQ0k8AZ52Slx03HnuH3C8kyP%2FUxdj4vjGZk8J606%0AX53YEfd2H9JMoju6akT%2Fv%2F3FxhU%3D%0A) ## Builds Every build created, finished or cancelled in the period - quantities, due dates, **Days late**, build cost, plus stage, priority, assignee and workstation. Filter by the product being built. ## Work in progress A snapshot of now: every open build (and a built build still holding issued components), urgent first. Three values per build, one for each place a component can be: **Issued value** - issued to the build and not yet built, at the cost it was issued at (the real work-in-progress balance); **Consumed value** - what build records have already moved into finished goods; **Committed value** - what the remaining units still need from the shelf at today's costs. **Charges** and an estimated total sit beside them; a build with a component missing a cost is flagged rather than summed low. ## Component consumption What builds used per component in the period - units and value - with what came back through disassembly shown separately. Filter by component to answer "how much wax did we go through in July". ## Build throughput Builds finished per week or month: units built, average lead time from creation to built, and on-time against due dates. Switch the period with the **Period** control. ## Build cost variance For finished builds in the period: the **Recipe cost** (what the recipe said it would take) against the actual consumed cost - the **Usage variance** - and the actual unit cost against today's estimate. ## Elsewhere - The **Movement ledger** shows build records as their own rows (finished goods in, components out), and disassembly the other way. - A product's stock history on its product page shows each build record linked to its build. ## Good to know - Scrapped units (recorded on a build record) appear as **Scrapped** and **Yield %** columns at the end of the Builds, Build throughput and Build cost variance reports; Build cost variance also shows **Scrap value**. Usage variance still includes the components the scrapped units used - the new columns say how much of it was scrap. - Values use the cost each build record snapshotted at the time, so a later cost change never restates a finished build. - The on-screen table is a ranked slice; totals are over everything and the CSV is the whole report. --- ## Issue components and work in progress **URL**: https://support.myworks.software/en/articles/16577858-issue-components-and-work-in-progress > Issue components to a build when the floor pulls them - they leave stock right away and sit with the build as work in progress until a build record uses them. Return leftovers, undo, and see the value in progress. By default a build moves stock only when you **Record build**. For many shops that is fine. If your bench pulls materials from the shelf hours or days before the finished units exist, use **Issue components** so Stockroom knows the components are out - your available stock is right, nobody oversells a part that is already on the bench, and the value sitting in **work in progress** is real. * ## Issue components On an open build, click **Issue components**. The dialog prefills enough for the units still to make - type a different number in **Enough for** and every line recalculates, or edit a line directly. Each line shows the per-unit quantity, what is already issued and what is **here** right now. Click **Issue components** and: - the components leave your available stock at the build's location immediately (Shopify's history shows the build number), - they stay with the build - the components table gains an **Issued** column, - the **Cost** card shows "issued and in progress" - the value of what is out, at the cost it carried when you issued it, - a draft build starts (it becomes In progress). You can issue in several goes, and you can issue more than the shelf shows - the **Here** column simply goes negative until stock is corrected. ## Record build uses what you issued first When you **Record build**, each component's consumption comes out of what was issued first; only anything beyond that leaves the shelf at that moment. A fully issued build therefore moves nothing but the finished units when you record it. The components' cost follows the same rule: issued components keep the cost they were issued at, even if the product's cost changed in between. ## Return to stock Issued but not used? **More actions** > **Return to stock** puts components back on the shelf - the dialog lists what is out per component, capped there. A build that reaches **Built** with components still issued shows a warning until you return them or record what was used. **Mark as built** and **Cancel build** wait until nothing is left out, so a closed build never has value stranded in progress. ## Undo The **Issued components** table lists every issue and return with its value and who did it. **Undo** reverses one completely and keeps it in the list marked Undone. An issue can be undone only while everything it issued is still out - once a build record has used some of it, undo that record first, or return what is left instead. ## Where else it shows - **Short** and **Can build N now** count issued components as in hand. - The **Work in progress** report has an **Issued value** column - the real work-in-progress balance across your builds (see Build reports*). - The printed build sheet shows an Issued column on the pick list. - The Activity list records every issue, return and undo. ## Good to know - Issuing is for builds only - a disassembly (unbuild) takes the finished units apart instead. - The **Here** number is your Shopify available at that location; it drops a few seconds after you issue, once Shopify confirms the change - refresh the page if it looks unchanged. - If a component has no cost, the value in progress reads "some costs missing" rather than a number that is too low; it becomes known again once that component is used up. - On the product page timeline and the **Inventory movements** report, issued components appear on the day you issued them, marked **issued**, and leftovers you bring back appear as **returned to stock**; a build record then shows only what came off the shelf at that moment. The **Inventory roll-forward** and **COGS** reports value those movements at the same cost the build page shows, so the reports and your books agree. - If you sync to QuickBooks or Xero with MyWorks, issuing and recording are exactly the movements that post to your components, work in progress and finished goods accounts - see *Builds in QuickBooks and Xero with MyWorks Sync*. --- ## Builds in QuickBooks and Xero with MyWorks Sync **URL**: https://support.myworks.software/en/articles/16577863-builds-in-quickbooks-and-xero-with-myworks-sync > How issuing components, recording builds and disassembly post to your components, work in progress and finished goods accounts through MyWorks Sync - one journal per build or one a day. If you sync Stockroom to QuickBooks Online, QuickBooks Desktop or Xero with MyWorks Sync, the movements a build makes can post to your books as value - the same way the cost of goods sold feed does. Nothing about item quantities is sent; your QuickBooks items stay non-inventory. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2642141757/e7ec863e4059aac63405da1471e3/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-08-31+at+10_16_04+AM.png?expires=1788544800&signature=effb26eddb1a97604e44d1d12d6bb1d812453ebeed375338ffb6ce2cac1d1b86&req=diYjFMh6nIZaXvMW3nq%2BgW04wGwYau507hi4vVdrF85K2ZX%2FddGkBEs91h5X%0A6%2FO%2By1JdUVHP1YvMoaea3uOhpxA%3D%0A) ## What posts - **Issue components** - Components inventory down, Work in progress up, at the cost the components carried. - **Return to stock** - the reverse. - **Record build** - Finished goods up for the finished units; Work in progress down for what was issued, Components down for anything that left the shelf at that moment, and the run's share of **Build charges** (Labor, Overhead) to the offset account you map. - **Record unbuild** - Components up for what came back, Finished goods down for what was taken apart, and the difference as a gain or loss. - **Undo** reverses the posting. **Scrapped units.** If a build record includes units you scrapped, their share of the components and charges posts to a separate **scrap** line (map it to a waste or spoilage expense in MyWorks) instead of into finished goods - so the finished goods value is only the good units, and the waste is visible in your books as a line of its own. ## Set up in MyWorks In MyWorks, map the accounts Stockroom refers to by role: **Components** and **Finished goods** (often your existing inventory asset; map them to separate accounts to see the move), **Work in progress**, a **Build charges** offset (so labour you already pay through payroll is not expensed twice) and a gain/loss account. Then choose how to post: **one journal per build record**, deep-linked from the build page, or **one daily journal of totals**. ## On the build page Once MyWorks has posted something, an **Accounting** section on the build lists each posting with its status - **Synced to QuickBooks** with a link to the journal, queued, or the error message if something (usually a missing component cost) stopped it. ## Good to know - A build record with a component that has no cost is not posted - add the cost and re-record, or the posting stays flagged. - Builds recorded before you connect are not back-filled. - This is the inventory-value side only; bills for what you buy and COGS for what you sell keep flowing through their own MyWorks feeds. --- # Other Articles --- ## Inventory: products and stock levels **URL**: https://support.myworks.software/en/articles/15859186-inventory-products-and-stock-levels The **Inventory** page is your window into stock - what is on hand, what is low, what is out, and what is incoming - across every location. It reads from Stockroom's synced copy of your catalog, so it stays fast even with thousands of products. Inventory has four views: **Products** - this article - plus **Stocktakes** and **Adjustments** for counting and correcting stock, and **Suggested levels**, the review table for Stockroom's suggested reorder thresholds - see *Reorder suggestions and demand planning*. See [Count your inventory with stocktakes](https://support.myworks.software/en/articles/15986036-count-your-inventory-with-stocktakes) and [Stock adjustments](https://support.myworks.software/en/articles/15986039-stock-adjustments-corrections-with-a-paper-trail). ## The product list Go to **Inventory** to see your catalog with live stock. You can: - Search by title, vendor, SKU, or barcode. - Filter by status (All, Active, Draft, Archived) and by stock (All stock, Out of stock, Low stock). - Scope to a single vendor or location. - Set **Barcodes** to **No barcode** to see only products missing one, then fill them all in with **Generate barcodes** - see [Print barcode and price labels](https://support.myworks.software/en/articles/15859183-print-barcode-and-price-labels). - Select products and click **Create purchase order** to draft POs by supplier. The list shows 50 products a page, so once you have ticked every row on a page, a **Select all N matching** button appears - it selects every product your current filters match, not just the page in front of you. Handy for ordering a whole vendor: scope to that vendor, select all, create. One order can carry up to 1,000 products; label printing and stock adjustments work on up to 100 at a time, and the buttons tell you which limit applies. Columns show Variants, Incoming, Available, and Status. The metrics at the top - **Active products**, **Out of stock**, **Low stock**, and **Stock value** - give you the headline at a glance. All four numbers count **active products only**. Archived and draft products are never included - an archived product sitting at zero does not add to **Out of stock**, and archived stock is not counted in **Stock value**. Clicking **Out of stock** or **Low stock** switches the list to Active and applies that stock filter. The headline follows what you are looking at. Search for something, scope to a vendor, a location or a grade, and all four numbers are recounted for exactly the products the list is showing - so with one brand selected, **Stock value** is what that brand's stock is worth, not the whole catalog's. Picking a location narrows the list too, to the products that site actually stocks, and tells you how many are out or low on its shelves and what its stock alone is worth - and **Export** > **Current view** then gives you that location's own on-hand quantities in the file. For a valued on-hand report by location, use **Reports** > **Stock on hand**. Clear the filters and the headline is your whole business again. Two filters deliberately leave the headline alone: **status** and the **stock** filter, because those are the questions the four numbers are already answering. If **Out of stock** moved them, that number would only ever restate the list and the other three would read zero - so the headline holds still and the list narrows beneath it. * ## The product dashboard Click any product to open its dashboard - everything about that product in one place: - Stock by variant and location, using Shopify's own terms (Available, Committed, Incoming, Unavailable, On hand), plus **Days of supply** - how long the available stock lasts at the current sales rate. - Cost, price, and margin - with a landed cost and true margin shown when they differ. You can edit the price and cost here - see Editing prices, costs and codes* below. If your product prices include tax, set **Settings** > **Taxes** > **Tax rate in selling prices** and margins net it out before comparing price to cost - your prices themselves never change. - Open purchase orders, with deep links. - Cost history, recent receipts, and stockout history. - A **View in Shopify** button to jump to the product in admin. ## Editing prices, costs and codes The **Prices, costs and codes** section of the dashboard edits five things that live on the product in Shopify: **SKU**, **Barcode**, **Price**, **Compare at** and **Cost**. Click **Edit**, change what you need on any variant, and click **Save**. You do not need to open Shopify. 📸 **SCREENSHOT:** *The Prices, costs and codes section in edit mode on a multi-variant product, with the Set for all variants bar showing.* To give every variant the same figure, use **Set for all variants**: type a price, a compare-at price or a cost once and click **Apply to all 6 variants**. That fills every row, and you can still change any single row before you save - so "every size 24.00, except the 2XL at 26.00" is one click and one edit. SKUs and barcodes are not filled this way, because each variant needs its own. **Sale prices.** The **Compare at** column only appears when something is already on sale. To start a sale, click **Add a sale price** while you are editing. To finish one, click **End the sale** on that row - emptying the box on its own leaves the sale running, because a blank box means "leave this alone". **Changing a barcode or a SKU.** You can overwrite one that is already set, which is the quickest way to fix a typo. Stockroom warns you on the row when you change a barcode: labels you have already printed with the old code will no longer scan to that product, so reprint them. Your changes are saved to the product in Shopify rather than to Stockroom, so each row shows **Updating** for a moment until Shopify confirms them. Every change is recorded in the cost and price history on the same card. ## Good to know - "Low stock" and "Out of stock" use the thresholds you set - or Stockroom's suggestions until you set your own. See *Set reorder points and stock levels*. - The stock filters are shareable links, so an alert email can take you straight to, say, your out-of-stock products. - Archived products are excluded from every calculation in Stockroom - the Inventory metrics, the Stock on hand and Last counted reports, reorder suggestions, and stock alerts. A stocktake can still include them if you tick **Include archived products** when you set its scope. - A cost held in a currency other than your store's is shown on the dashboard but cannot be edited there - change it in Shopify, so the currency is never guessed. - Editing is one product at a time. To fill in missing barcodes across many products at once, see *Print barcode and price labels*. - Reads never call Shopify, so the page stays fast for large catalogs. If something looks out of date, run a resync from **Settings**. For an overview of inventory and stocktakes, see [Inventory & stocktakes on stockroom.app](https://stockroom.app/features/inventory-stocktakes/?utm_source=help-center). --- ## Reports in Stockroom **URL**: https://support.myworks.software/en/articles/15859199-reports-in-stockroom The Reports page gives you ready-to-use reports for buying, stock, and accounting decisions. Each has its own filters and a CSV export, and any of them can be scheduled to arrive by email or Slack. Pick a report from the menu at the top. ## Report types - **Sales** - units and revenue sold and refunded from your sales history, with margin estimated at each item's current cost. Group it by product, variant, vendor, or location: **By product** shows one row per product with a **Variants** count - click the count to see that product's variants without leaving the report - and **By variant** is the flat one-row-per-variant view. Numbers come from up to 2 years of orders, refreshed nightly. Use **Columns** to add **Available** and **Incoming**, so one row shows what sold, what is left on the shelf, and what is already on order - the three numbers you need to avoid re-ordering something that is on its way. Both are always in the CSV. They are as of today rather than the date range, and they match the *Stock on hand* report for the same row. Sales also takes an **All locations** filter, and it scopes both sides of the row - the units sold at that location beside the stock actually sitting there. To reorder straight from the report, use the **By product** view: tick the products you want and click **Create purchase order**. Stockroom creates one draft per supplier with those products on it (one unit each, costs prefilled) and opens it for you to set quantities - the same action as on the Inventory page, so filtering by vendor first gives you a supplier's sales for the period and a draft to them in two clicks. Products with no vendor set in Shopify are listed as skipped rather than dropped silently. - **Margin** - what you actually made: net revenue against cost of goods, ranked by gross profit, with margin bands, a below-threshold flag list, GMROI, and sell-through. Uses your real receipt costs where costing history covers the sale, or each item's current cost. See [The Margin report](https://support.myworks.software/en/articles/16090535-the-margin-report-what-your-products-actually-made) for the full guide. - **ABC analysis** - every item graded A, B or C by its share of revenue: A is the items making up the top 80%, B the next 15%, C the rest. Items with no sales in the window stay ungraded rather than being called C. Grades refresh nightly and show as badges on products, purchase orders, and reorder suggestions, so buying attention goes where the revenue is. Marked **Early access**. - **Stock on hand** - your current stock position and its value at cost, grouped by product (one row per product, with the same clickable **Variants** count as Sales), by variant, vendor, or location. A live read of today's inventory, handy for month-end. Group it **By vendor** for the units and value behind each brand - the tiles on the Inventory page count products rather than quantity, so this is the report to use when you want a brand's real number on hand. Negative stock counts here: an item sitting at -1 comes off the **Available** total. It never reduces the value columns, though - oversold stock is a counting mistake, not negative worth. Use **Columns** to show **On hand** beside Available: Available is what you can sell, On hand is what is physically on the shelf, and the two differ by whatever Shopify has committed to orders that have not shipped yet. - **Variants** - every variant in your catalog as its own row, in catalog order so a product's sizes sit together: cost, price, available, incoming, and net units sold in the window. Zero-stock rows are included on purpose - the sizes you cannot sell are the ones worth seeing. Search by title, SKU, or barcode, and use **Columns** to add **Vendor**, **Barcode**, **Value at cost**, **Value at retail** or **ABC grade**; the CSV always carries all of them. With barcode and grade in one file, this export can feed a scanner or a label tool straight from a grade filter in your spreadsheet - the *ABC analysis* report carries a barcode column too, so either report works. - **Stock on hand by date** - your stock position and its value at cost on any past date, rebuilt from receipts, sales, adjustments, and counts under FIFO or weighted average - the year-end bookkeeping number. History reaches back to your costing start date, and figures are per item across all locations. - **Dead stock** - stocked products that barely sold in the window, sorted by the value tied up. Your clearance-planning list. Set the window and a "sold at most" threshold; the default window is 90 days. Products added to Shopify during the window are left out - a new product with no sales yet is new, not dead. - **Out of stock** - active tracked variants with nothing available at any location. **Cannot be bought** is the default view and answers the real question: what can nobody buy right now. **Still selling (oversell on)** lists the ones Shopify is letting shoppers order anyway, and **All out of stock** shows both. Variants whose oversell setting has not synced yet are marked **Unknown** and counted separately rather than guessed at. - **Projected shortfall** - items on track to run short within your horizon at current sales rates, after counting incoming purchase orders by their expected dates. "Short" means incoming stock does not recover it in time - items a dated PO catches are shown as covered, not short. - **Vendor purchase history** - purchase orders per supplier: order counts, units ordered and received, and spend, with **Returns**, **Credit** and **Net** beside it so stock sent back never quietly shrinks what you spent. Totals are kept separate per currency, and imported Stocky history counts. - **Supplier performance** - how each supplier delivers on the window's orders: on-time %, average lead time and how much it varies, fill rate, rejected units, and the drift between agreed and invoiced costs. Each row links to the supplier's page. - **Receipts** - every receipt line in the period: what arrived, when, from which supplier and purchase order, at the costs booked when receiving. A **Direction** column separates deliveries from stock shipped back to a supplier, and returned units and value are split out of the totals. Set the dates to a month for a month-end receiving log. Use **Columns** to add **Vendor**, **Product type**, **Variant** or **PO status** to the table; the CSV always includes all of them whatever the table is showing. For a summary you can hand to accounting, switch the **Group** selector to **One row per delivery**: each delivery on one line with its received date, purchase order, supplier, invoice number, units and landed total. The CSV export and scheduled email follow whichever view is selected. - **Landed cost** - what received stock actually cost, including each receipt's share of shipping, duties, and fees, grouped by supplier, product, PO, vendor, or product type. Grouping by vendor or product type answers "what did we spend on this brand or category" without a spreadsheet. - **COGS** - cost of goods sold and ending inventory value from your real receipt costs, under FIFO or weighted average. See [The COGS report](https://support.myworks.software/en/articles/15986238-the-cogs-report-fifo-and-weighted-average-costing) for the full guide. - **Inventory roll-forward** - the accountant's tie-out, read left to right: opening + received + restocked + adjusted - returned - COGS = ending, valued from your real receipt costs under FIFO or weighted average. Month-end reconciliation against your books starts here. - **Inventory movements** - every stock movement in the window as its own row: receipts, sales, restocks, adjustments, stocktake corrections, transfers, and returns to suppliers, each valued at what the costing method booked - so a window's rows sum to the roll-forward's columns. Filter it to one movement type. - **Adjustments** - what was written off or corrected, grouped by reason and location and valued at what the costing method booked - the shrinkage number a bookkeeper needs for the write-off entry, biggest write-off first. Stocktake corrections get their own row; for line-by-line detail, use Inventory movements or the export on the Adjustments list. - **Last counted** - when each stocked item was last physically counted at each location, stalest first - never-counted items lead. Your cycle-counting worklist: you can start a stocktake scoped to the least recently counted items straight from it. * ## Filters and export Depending on the report, you will have a From/To date range, a Group selector, a Sold at most threshold (dead stock), a Horizon (projected shortfall), an As of date (stock on hand by date), a Cost basis and a "Flag at or below %" margin threshold (Margin), or a Method (Margin, COGS, Stock on hand by date, Inventory roll-forward, Inventory movements, and Adjustments). Inventory movements also filters by movement type. When a report has rows, click **Export CSV** to download it - each report brings its own columns. Nearly every report also takes an **All vendors**, an **All product types** and an **All tags** filter. Pick any of them to narrow the report to those products, and the rows, the totals and the CSV all narrow with them - so a filtered export still agrees with what is on screen. The tag filter matches whole tags only, so “aa” never matches a product tagged “aa-extra” - handy when a tag defines an agreed set of products, like the items one supplier replenishes for you. Combine them with **Group** to answer a specific question: on **Landed cost**, filter to one vendor and group **By product type** to see what you spent per category with that supplier over the date range. **Supplier performance** is the one report without these filters, because on-time delivery and lead time are facts about a purchase order rather than about a product. Vendor and product type are read from your Shopify catalog as it stands today, not as it was at the time of the receipt or the sale. If you recategorise a product, past receipts follow it to its new vendor and type - which is what you want when reviewing what you buy by category, but worth knowing if you are matching a report against an old invoice. On a big catalog, the table and the export are deliberately not the same thing. A report lists its top 500 rows so the page stays readable, and tells you underneath when there are more than that. The totals above the table always cover the whole report, and **Export CSV** gives you every row behind them - so if you are reconciling to your accounts, work from the export and the figures will agree. ## Schedule a report Click **Schedule** to have the current report delivered on a cadence - as a CSV attachment by email, a Slack message, or both. Choose **Daily**, **Weekly**, or **Monthly** and a send hour; weekly sends Monday, monthly on the 1st, in your store's timezone. The schedule remembers the filters you had set, and date windows roll forward automatically - a monthly Receipts schedule always covers the month just ended. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2551585900/96470256adeb9d86b8a83f88166a/MyWorks+Demo+Store+%C2%B7+Reports+%C2%B7+Shopify+2026-07-17+at+6_01_10+PM.png?expires=1788480000&signature=8cd596df467b45eda5f4ea5d35e4eba35cbbc0ac1c3786e1da2ba447b2d205d4&req=diUiF8x2mIhfWfMW3nq%2BgeaJz7MUxefmmrdETyetIOV%2FSHE1OJxjNdbqpw%2Fu%0AuuRixGoQEIfMZ%2FpBFt0yzLgRyic%3D%0A) A report with nothing to say sends nothing - the schedule stays quiet until there are rows. Slack delivery uses the same connection as stock alerts (see [Stock alerts by Slack and email](https://support.myworks.software/en/articles/15859198-stock-alerts-by-slack-and-email)). ## If your stock totals do not match Shopify The Stock on hand* report and Shopify's own inventory figures are both right, and they usually differ for one of two reasons. Both are worth checking before you go hunting for a sync problem. **Available is not the same as on hand.** The report leads with **Available**, which is what you can still sell. Shopify's inventory reporting quotes what is on hand. The gap between them is stock committed to orders that have not shipped yet - it is on your shelf, but it is already sold. Use **Columns** to show the **On hand** column and you can read both figures side by side. **Active products are counted by default.** Stock sitting on draft or archived products is left out unless you ask for it, because the question the report answers out of the box is what you can sell and what that is worth. Shopify counts those units. If you have a rack of samples or a season's products still in draft, that alone can be a few hundred units. Use the **Status** filter above the table to switch between **Active**, **Draft**, **Archived** and **All statuses** - the rows, the totals and the CSV export all follow it. One thing to know when you do switch it: the **Stock value** on the Inventory page always counts active products only. So on any setting other than **Active**, the value on this report is deliberately a different number, and the report says so underneath the table. One more thing worth ruling out: locations you have hidden in Stockroom are excluded from stock reports entirely, and the **All locations** filter narrows the report to one location while Shopify's figure covers them all. ## Good to know - The Sales report needs your sales history, which builds automatically after install. If it is still importing, the report tells you and fills in within a few minutes. - Revenue tracking began July 10, 2026 - on stores installed before then, earlier dates may show units without revenue. - Spend and value figures are kept separate per currency and never blended. - A schedule remembers the vendor, product type or tag filter that was set when you created it, and the email and Slack message name that filter - so a recurring report is never mistaken for your whole catalog. - Reports are also in the Stockroom web app at [go.stockroom.app](https://go.stockroom.app) - the same reports, filters, CSV exports and schedules as in the Shopify admin, so your team can read them without a Shopify login. - More reports are on the way - tell us what you want to see. For an overview of alerts and reporting, see [Alerts & reports on stockroom.app](https://stockroom.app/features/alerts-reports/?utm_source=help-center). --- ## Stock alerts by Slack and email **URL**: https://support.myworks.software/en/articles/15859198-stock-alerts-by-slack-and-email Stockroom alerts are rules: create as many as you need, each with its own name, product scope, schedule, and recipients - delivered by email, Slack, or both. A buyer can get a daily low-stock digest for their vendors while the owner gets a weekly overstock report, without either seeing the other's noise. Set them up on the **Alerts** page. ## Alert types - **Out of stock** - a message when items sell out. Instant delivery sends the moment it happens, and items that sell out together in one action arrive as a single message. You can also deliver it as a digest instead. - **Low stock** - everything at or below its low stock level. - **Below reorder point** - everything whose stock on hand plus incoming is at or below its reorder point, so the next purchase order practically writes itself. Stock already on the way on an ordered purchase order counts, so an item a purchase order covers stops alerting. Products marked "exclude from reorder" are skipped. - **Overstock** - everything at or above its max level: overbought stock tying up cash. Fires only where you have set a max level. - **Projected shortfall** - items on track to run short within your chosen horizon (7, 14, 30, or 60 days) at current sales rates, after counting incoming purchase orders by their expected date. A dip that an incoming PO already covers stays out of the alert - only real shortfalls make the list, with a link to the full report. ## Create a rule Click **Create alert**: - **Name** - what this rule is for: "Core range low stock", "Warehouse sell-outs". - **Type** - one of the five above. Projected shortfall also asks for its **Horizon**. - **Scope** - **Only these vendors** / **Exclude vendors** and **Only these tags** / **Exclude tags** narrow the rule to part of your catalog; leave them empty to cover everything. **Locations** - tick the locations to watch, or leave all unchecked to watch every location. - **Delivery** - **Instant** (out of stock only) or a **Daily** / **Weekly** / **Monthly** digest with a **Send at** hour. Weekly sends Monday, monthly on the 1st, always in your store's timezone. - **Channels** - tick **Email** and/or **Slack**. **Email recipients** is comma-separated and per rule; leave it empty to send to your store email. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2551584683/9991a964e7ef423e4b603c88ac0e/MyWorks+Demo+Store+%C2%B7+Stock+alerts+%C2%B7+Shopify+2026-07-17+at+5_59_50+PM.png?expires=1788480000&signature=2366c883c581344f6f8c27fab603c1f7f71c3861cc1296645b9f8a90f3f3de24&req=diUiF8x2mYdXWvMW3nq%2Bges1JFEKO1KyBZY84DFwDEnKO%2BX05eQM5XTS0Sgq%0AfjiJse4qTtFWbloeyB4TTDKdggk%3D%0A) ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2551585053/452c12c2b5f83f96044adc5fe38c/MyWorks+Demo+Store+%C2%B7+Stock+alerts+%C2%B7+Shopify+2026-07-17+at+6_00_14+PM.png?expires=1788480000&signature=09521cfa68f2fd0254532674be6c2229b834311da86f5b06163793de089bfdcd&req=diUiF8x2mIFaWvMW3nq%2BgUANG9Amci2dRWp2M3yHxSpnA7cecpi%2Fq5PxIy0j%0AaMTemIibZAW1DfFkJfu060M74mQ%3D%0A) Rules can be switched off without deleting them - untick **Enabled** and everything is kept but nothing sends. ## Connect Slack In the **Slack channel** section, click **Add to Slack**. Slack opens in a new browser tab (it cannot run inside the embedded app) - pick a channel and approve, then return to Stockroom. Once connected you will see the channel it posts to, plus **Send test** and **Disconnect**. Stockroom only uses an incoming webhook to post messages; it never reads your Slack. If Slack ever stops accepting messages (for example the app was removed from the channel), Stockroom flags the connection so you can reconnect. ## Good to know - You start with no rules - nothing sends until you create one. - Alerts fire on the stock levels **you have saved** - Stockroom's suggestions never trigger an alert until you apply them. Set low stock, reorder points, and max levels on your products to get the most from alerts. - Digests lead with items that crossed the threshold since the last send, marked as new; ongoing items are summarized so the message stays readable. - Only genuine sell-outs trigger instant alerts - a newly-added product arriving at zero will not spam you. - Each rule emails its own recipient list, so different people can watch different slices of the catalog. - You can have up to 25 rules. For an overview of alerts and reporting, see [Alerts & reports on stockroom.app](https://stockroom.app/features/alerts-reports/?utm_source=help-center). --- ## Create purchase orders faster: from orders, products, POS, and for multiple locations **URL**: https://support.myworks.software/en/articles/15859173-create-purchase-orders-faster-from-orders-products-pos-and-for-multiple-locations You can start a purchase order from wherever you already are - a Shopify order, the Inventory page, a product page, or the POS till - and Stockroom does the supplier-matching for you. You can also order stock for several locations on a single PO. Every path below creates **drafts**. Nothing is ordered until you review and mark it as ordered. ## From a Shopify order On any order's page in Shopify admin, open the **More actions** menu and choose **Create PO**. The dialog lists every item on the order, each one ticked, with the supplier it will go to. Leave it as it is and Stockroom creates one draft purchase order per supplier, matched by each product's vendor - or untick the items you do not need to buy first. Review, price, and send the drafts from Stockroom. Three things in that list save the most time: - **Only what I'm short of** ticks just the items the sale left you unable to cover, and drops each quantity to the shortfall - 5 sold with 3 on the shelf orders 2. Items you already stock stay unticked. - The **Supplier** on any row can be changed, so one item can go to a different supplier than its vendor - a backup dropshipper, say - or two vendors can go onto a single purchase order. - Items already on a purchase order from this order start unticked and show its number, so running **Create PO** again orders the rest of the order instead of a duplicate of all of it. Quantities are editable too, and you can order more than was sold if you want to top the shelf back up on the same purchase order. Items with no product behind them - a custom line, a gift-wrap fee - cannot go on a purchase order, and the dialog marks them so before you create anything. Already building a draft for one of those suppliers? When a supplier on the order has open draft purchase orders, the dialog shows an **Add to an open PO?** row for that supplier, with a button for each draft - like the "Also in this shipment?" buttons when you receive. Click one to add the items to that draft (click it again to go back to a new purchase order). The items join that draft as their own lines, the purchase order's History records which order they came from, and they count as already ordered if you run **Create PO** on that order again. Only open drafts are offered - a purchase order that has been sent or marked as ordered is never changed - and purchase orders shipping to a customer's address always start new. * If you have edited the order in Shopify, Stockroom uses the quantities that are on it now. An item you removed is not put on the purchase order, and an item you cut from 5 to 2 is ordered as 2. Refunded items are left off for the same reason - the order no longer commits you to buying them. If the order has a customer shipping address, the dialog also asks where the purchase orders should ship - your **Store address** or the **Customer's shipping address**. Choosing the customer puts their address on the purchase orders. By default those orders leave your stock alone and are marked delivered rather than received - but that half is now its own setting, so a store that receives dropship shipments into a location can have both. See Dropship purchase orders: ship straight to your customer*. Prefer no clicks at all? Turn on **Automation** in Settings and orders containing items from your dropship suppliers create their purchase orders on their own - see *Create dropship purchase orders automatically*. ## Copy details from the order A purchase order made from a Shopify order can carry details off that order. In **Settings**, open **Automation** and find **Details from the order**, then point each purchase order field at where it should come from. - **Reference**, **Expected date**, **Notes** and **PO number** are the fields you can fill. - They can come from an **order metafield**, the **order name**, or the **order note**. Metafields are chosen from a list of the ones your store actually has, so there is no key to type or mistype. - **Preview** runs your choices against a recent real order and shows exactly what each field would get, before you save. This is how a job or work number kept on your orders reaches the purchase order your workshop or supplier actually reads. It applies both to purchase orders created automatically and to ones you create from the **More actions** menu above. Worth knowing: - If an order does not carry the value, the field is left exactly as it would have been. An empty source never blanks anything. - **Expected date** only accepts a real date, written as 2026-09-04. Something like "ASAP" is not a date, so the field is left empty and a note appears in **Needs your attention** rather than a wrong date reaching your supplier. - **PO number** is off by default, because purchase order numbers have to be unique. If the value is already on another purchase order, Stockroom keeps its own number, puts the value in **Reference** so it is still on the document and still searchable, and tells you in **Needs your attention**. ## From the Inventory page In Stockroom, go to **Inventory**, tick the products you want to reorder, and click **Create purchase order**. Stockroom creates one draft per supplier with costs pre-filled. Products with no vendor set in Shopify are skipped and named, so you can fix them and try again. ## From a product page On a product's page in Stockroom, click **Create purchase order** to open Shopify's product picker already scoped to that product's vendor, with the product preselected. Handy for reordering a single item, or a few from the same brand. ## In the PO editor: add a supplier's whole reorder list Building the PO by hand? Once its supplier and destination are set, click **Add suggested products** - every product from that supplier at or below its reorder point lands on the PO with suggested quantities, and the cover dropdown sizes the order for a 14, 30, 60, or 90-day stretch. See *Creating and Sending Purchase Orders*. ## On Shopify POS Add the **Create PO** tile to your POS smart grid. Scan or search items and they land on a draft purchase order for their supplier at that location. Staff can review quantities and mark the PO as ordered right from the till - costs and supplier emails stay in Stockroom admin. See *Use Stockroom on Shopify POS* for the full flow. ## Order for several locations on one PO A purchase order can send stock to more than one location. In the editor, each destination has its own section with its own product table. Pick the first **Destination**, add its products, then click **Add another destination** to add a section for the next location. - Each line belongs to the destination section it sits in. - When you receive, each line shows a **For {location}** badge so the right items go to the right place. - The PDF groups lines under a **Deliver to** heading per location. Single-location stores never see a destination picker - your one location is used automatically. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2525663403/3aecdc3cc8dafe0eae670db1092e/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-07-07+at+7_50_54+AM.png?expires=1788544800&signature=ee3b56957929c60af04a304463aec2142584af870d2a09322c66247ad3724c35&req=diUlE894noVfWvMW3nq%2BgWd98x2ElnKRSHZqvGtfzodiOBjRpQT7rRmrUaK0%0Ad%2BBNT1j2mnzhot9QdC7Q%2BmrYUSM%3D%0A) **Tip:** adding a product the destination already has gives you a second line for it, not a bigger quantity on the first - so the same item can go on the order twice with its own notes each time. Scanning a barcode is the exception: a scan counts up the line that is already there. --- ## Use Stockroom on Shopify POS **URL**: https://support.myworks.software/en/articles/15859208-use-stockroom-on-shopify-pos Stockroom works on the Shopify POS till, so your floor staff can receive deliveries and reorder stock without opening admin. Add the Stockroom tiles to your POS smart grid to get started. ## Receive stock at the till The **Receive stock** tile lists purchase orders to receive at that location, with **To receive** and **Received** tabs. Open a PO and: - Tap **Receive all**, or set quantities per line for a partial delivery. - Scan items with the camera to count them in - Stockroom matches each scan to a line. - Tap **Save receipt** to record it. Your Shopify inventory updates at that location moments later, just like receiving in admin. Product pages in POS also show an **Incoming stock** block when a product has units on the way, with a shortcut to receive. Receiving at the till records **quantities only** - your staff are never asked about costs. Your product costs are still kept up to date: Stockroom does it for them, without anyone at the counter being asked. If you would rather set costs by hand, turn off **Update product costs automatically when stock is received on POS** in Stockroom under **Settings - Inventory & COGS**. Stockroom then sets each product's cost to the new weighted average of the stock you already had and the stock that just arrived, exactly as the update dialog does when you receive an order in Stockroom. Selling prices are never changed automatically. See *Landed cost: what your stock really costs*. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2552091954/fa56f30938953832f659c0075d8a/MyWorks+Demo+Store+%C2%B7+Point+of+Sale+%C2%B7+Shopify+2026-07-18+at+5_30_45+AM.png?expires=1788544800&signature=ec3accd3487eee2577f6253a9c112bc04887fbdb11d175f5cba7d02ab29e0b16&req=diUiFMl3nIhaXfMW3nq%2Bgf0bNQg5Fk4evJgfjM5LyTIRnn8bFKNnMgW3F2JH%0AtjPPbiB1H%2Fpg52WJNqTkvx1h6cA%3D%0A) ## Create reorder POs at the till The **Create PO** tile lets you build purchase orders as you walk the floor: - Tap **Scan items** and scan anything running low, or **Find products** to search the catalog. - Each item lands on a draft PO for its supplier at that location. Scanning the same item again adds to it. - Open a draft to adjust quantities, then **Mark as ordered** (with a quick confirm) to push incoming stock to Shopify. Costs and supplier emails stay in Stockroom admin, so you can finish the paperwork later. ## Count inventory at the till The **Count stock** tile lists open counts at the register's location, and **Start a new stocktake here** begins one for that location without opening admin. Staff pick a count and scan with a POS-connected barcode scanner or the camera, or type a code into **Enter a barcode or SKU**; each scan adds 1, and every count is saved instantly and attributed to the staff member logged in to POS. Expected quantities are never shown on POS, so floor counts are always honest blind counts. POS is a counting surface only. When staff are finished, tap **Done counting** - it confirms what was counted and points to the next step. Reviewing the differences and applying them to Shopify happen in Stockroom admin, under **Inventory - Stocktakes**. See [Count your inventory with stocktakes](https://support.myworks.software/en/articles/15986036-count-your-inventory-with-stocktakes). ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2552169294/85d71a3c0a5465d108a14484e49a/Screenshot+2026-07-18+at+7_02_14%E2%80%AFAM.png?expires=1788544800&signature=5639ce11f5278db799a2869205c3f2532685bbb02f9d71606a3a9cae253535ff&req=diUiFMh4lINWXfMW3nq%2BgQrA4BUxT6nIkeCihkEfZ6fdcFl0LZZvWKSxxPjz%0AX2PzafAXiXKkknsW9nC1I0%2BI2gY%3D%0A) ## Adding to Shopify POS You can add Stockroom to two areas of your Shopify POS: - A tile on the home page; - An app extension on your product details The most reliable place to do this is the POS editor in your Shopify admin: open the **Point of Sale** channel and edit your smart grid there. You can also edit tiles directly on the POS screen. **Stockroom is not in the tile list?** If you looked for the Stockroom tiles before 24 August 2026 and could not find them on the device, that was a fault on our side, it is fixed, and they are there now - force-close Shopify POS, reopen it, and add them. Otherwise, check that the POS app is up to date and that the device is signed in to the same store Stockroom is installed on. Staff also need to be logged in to POS with access to apps. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2552167740/e08bbc7861fb48ff61e7caf21d60/MyWorks+Demo+Store+%C2%B7+Point+of+Sale+%C2%B7+Shopify+2026-07-18+at+7_01_02+AM.png?expires=1788544800&signature=43e5b2c8992e6184c978e3c8caa7a84f4631115cc3d33ac14aeed5a0ef684a28&req=diUiFMh4moZbWfMW3nq%2BgREa0za7I3SCLFDkUmdPfW82yrRts4u63bQ37gTi%0AH%2F%2Bd744UYPHiA4dqjOAqnQxevEc%3D%0A) ## Good to know - Staff need to be logged in to POS with access to apps to use these tiles. - Shopify POS only passes scans to apps from the scanner models it supports, so a generic Bluetooth scanner paired to a phone often will not reach the tile. Type the code into **Enter a barcode or SKU** instead - most scanners type the code and press Enter for you - or count from a counting link or Stockroom admin, which accept any scanner. - A product needs a vendor in Shopify so Stockroom can match it to a supplier. - Marking a PO ordered on POS makes it appear in the Receive stock tile's To receive list. For how Stockroom fits a retail counter, see [Stockroom for retail & POS stores](https://stockroom.app/solutions/retail-pos/?utm_source=help-center). --- ## Getting Started with Stockroom **URL**: https://support.myworks.software/en/articles/15811282-getting-started-with-stockroom Welcome to Stockroom! This doc will take you through setting up Stockroom for the first time - from install to your first received purchase order. Purchase orders in Stockroom are free and unlimited, so you can dive right in. ## 1. Add the Stockroom app In the Shopify App Store, install **[Stockroom - Purchase Orders](https://apps.shopify.com/stock-room)** to add it to your store. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2524702582/5b08842f2db46d6625a9a8742b54/Stockroom+%E2%80%91+Purchase+Orders+-+%E2%80%A6uickBooks++Shopify+App+Store+2026-07-06+at+5_41_02+PM.png?expires=1788480000&signature=f003e4449ab04464a67773c5c468d55e7d8422ae076b25d9ce0ef02fad1175ed&req=diUlEs5%2Bn4RXW%2FMW3nq%2BgYZxLhuKg6HDoQsgKJKsqF94a4QmsJzA4dNiB9WY%0A56nVyEUcsU8Qf81p38%2BgE%2FfGjLo%3D%0A) ## 2. Follow the setup wizard The first time you open Stockroom, our short setup wizard will walk you through three quick steps. You can skip it anytime with **Skip for now**, and reopen it later from the app's home screen via **Open the setup wizard**. **How do you handle your accounting?****Choose QuickBooks Online, QuickBooks Desktop, Xero, or Not yet** - Stockroom works great standalone, and this just helps us tailor your setup. You can change this anytime in settings. **Coming from Stocky?****If you're migrating from Stocky, choose Yes, import my data** and paste your Stocky API key (found in Stocky under **Preferences → API**). Your purchase orders and suppliers come over automatically, and the import runs in the background while you keep going. For the full walkthrough, see our Switching from Stocky guide. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2518334376/302b43c8966481b54dfe6380444a/MyWorks+QBO+Test+-Staging+App-+%C2%B7+Stockroom+%C2%B7+Shopify+2026-07-02+at+5_20_01+PM.png?expires=1788480000&signature=2e41d28fa80dc334fcba1a760f165eff07aee29691b8a3264dd7226c2f232171&req=diUmHsp9mYJYX%2FMW3nq%2BgSuoQBtcW4aIplLhYgPrmxfzvlaN0xC9I2HUXDPg%0AQrSwqeMzHwOIwlnTHW4tYmcWIHA%3D%0A) **Create your first purchase order****Stockroom automatically finds the suppliers from your Shopify products, so you can jump straight in - click Create purchase order**, or choose **Load an example PO instead** to explore with safe example data first (it's clearly labeled and never touches your inventory). ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2533774851/3a8933845eb9f330e252ad139590/MyWorks+Demo+Store+%C2%B7+Purchase+orders+%C2%B7+Shopify+2026-07-10+at+3_06_18+PM.png?expires=1788480000&signature=e48ea6d356cda7eb19a810aad2071e49c42c3e937d09a4a7b5b9c81679c4f873&req=diUkFc55mYlaWPMW3nq%2BgdFeMNzarAFe%2F%2FRDvx5DkL3HaDP4brMxGxGOUC75%0Ast2NgYyxtTL8ZO8bQjituHJpWpU%3D%0A) While you finish setting up, Stockroom imports your Shopify products and the last 90 days of sales in the background. A banner reading **Setting up your data** stays at the top of the app until that’s done: most stores take a couple of minutes, and a large catalog can take an hour or more. Until the import finishes, searching for a product may find nothing yet and tell you it is still importing, and reorder suggestions, reports and sales history stay blank. Anything you create in the meantime is kept, so carry on building your first purchase order. ## 3. Review your suppliers Visit **Suppliers** in the app navigation. Supplier names from your Shopify products appear here automatically - no manual import needed. - Click a supplier to add details like **Email**, **Currency**, **Lead time (days)**, and **Payment terms**. Adding an email now means POs can be sent with one click later. - Click **Add supplier** to create one from scratch - only a name is required. - Don't order from a supplier anymore? Click **Hide supplier** on their page. Hidden suppliers keep their history and can be unhidden anytime. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2518335525/9033913b75fd6f0227f7e5c8b117/MyWorks+Demo+Store+%C2%B7+Suppliers+%C2%B7+Shopify+2026-07-02+at+5_20_47+PM.png?expires=1788480000&signature=3f65be98315cb879abb0d18cb15dcbb01ab07240b52c09eeb019e2b3916447f5&req=diUmHsp9mIRdXPMW3nq%2BgfR8q6URHFM%2FdHJhyZ9j9C4im%2B2al6xTUym4jL4m%0AGWwxf8Px6%2B%2BYWGpBFv19FQ1g7Yo%3D%0A) ## 4. Create your first purchase order Visit **Purchase orders** and click **Create purchase order**. Then: - Choose your **Supplier** and a **Destination** - the Shopify location this stock will arrive at. The currency fills in automatically from the supplier. - Add products in whichever way suits you: Type a SKU or barcode into the **Add products** field and press Enter, - Or type a few letters of a product's **name** into that same field and pick it from the matches that appear, - Click **Browse products** to multi-select from your Shopify catalog - every variant is added with its SKU and current cost pre-filled, - Or click **Add custom line** for items not in your catalog. - Adjust quantities, unit costs, and discounts on each line. Use **Add shipping** or **Add adjustment** in the Cost summary to capture freight and other charges. - Optionally set an **Expected arrival** date and a **Reference** or notes. Click **Save**, and your purchase order is created as a **Draft** - fully editable until you mark it ordered. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2533776828/4de9b718bbef161310cb603b83c5/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-07-10+at+3_07_45+PM.png?expires=1788480000&signature=9004ca272165dae2c348ada782d9309a02b75c5ded2c7f72e827a20d39039aa0&req=diUkFc55m4ldUfMW3nq%2BgRmMllZhGuYdwi4fUp%2BwOBroPvc%2B2t2%2Fvbeo2AKt%0ABVuqoNg4MGiYWJGhbItM46VQVrY%3D%0A) ## 5. Send it to your supplier On the purchase order, click **Email to supplier**. The supplier's email address is pre-filled, and you can add an optional message - a clean default is used if you leave it empty. Click **Send with PDF attached**, and your supplier receives the purchase order as a PDF, with a summary right in the email. Replies go straight to your store's email address. Prefer to use it yourself? Click **Download PDF** instead. ## 6. Mark it as ordered Once the order is placed, click **Mark as ordered**. Stockroom pushes the incoming quantities to Shopify, so you'll see incoming stock on your product pages - just like you're used to. **Note:** A purchase order needs a Destination location and at least one line item before it can be marked as ordered. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2518341732/e3f6bab8ce0c60655c357a37492e/MyWorks+Demo+Store+%C2%B7+Products+%C2%B7%E2%80%A6+Fulfilled+Snowboard+%C2%B7+Shopify+2026-07-02+at+5_24_31+PM.png?expires=1788480000&signature=2e9e9d8079c97518ad2ccab2e759fb095bd08061544893b1ede60b360e254108&req=diUmHsp6nIZcW%2FMW3nq%2BgQLh%2FWUP9X1z0LjojdsEhUUivXtDCMYvaVnQkvn9%0AsVSX%2Br32jp6QujqnNGKU6zFd6Tg%3D%0A) ## 7. Receive your stock When the shipment arrives, click **Receive** on the purchase order. Every line starts at zero - click **Receive all** to fill in everything still outstanding, then lower any quantity to record a partial delivery (you can receive the rest later). Your Shopify inventory updates at the chosen location moments later, the purchase order moves to **Partial** or **Received**, and every receipt is recorded in the Receiving history on the PO. For a closer look at partial receiving and locations, see Receiving Inventory Against a Purchase Order. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2533780334/e9bcbaa16bdcd31b5fdfe5d8d72d/MyWorks+Demo+Store+%C2%B7+Stockroom+%C2%B7+Shopify+2026-07-10+at+3_09_29+PM.png?expires=1788480000&signature=e22e4f6e7b5311177fd94964f4db50b75329b426607c118969848b13889e8852&req=diUkFc52nYJcXfMW3nq%2Bgf0aQhzunktf0c1jHGlMgP%2BPAJaph7Gdi9b1wHL%2B%0A%2BL5083CWpFB%2BPpjLZdjtry0clkA%3D%0A) ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2518344700/80c03a3abbe2f8369b13d5ca7a4f/MyWorks+Demo+Store+%C2%B7+Inventory+%E2%80%A6+Fulfilled+Snowboard+%C2%B7+Shopify+2026-07-02+at+5_26_16+PM.png?expires=1788480000&signature=7ac362cc633544cabd62fdbca9df516e6a6a516d283b6834d8acea9b474408dd&req=diUmHsp6mYZfWfMW3nq%2BgUuOMvRIiFxLCnP0XhNALga3pE26Urtn4wI2HaAf%0Aj4cTarxxI6jWnBbEK9mVyHgRGdg%3D%0A) ## Let's get ordering! That's the whole flow - create, send, order, receive. A few helpful extras: - **Duplicate** any purchase order to reorder from the same supplier in one click. - Search your purchase orders by PO #, supplier, reference, SKU, or barcode. - Customize your PO numbering in **Settings → Purchase order numbering** - set a format like **PO-{number}** or **PO-{YYYY}-{MM}-{number}**, a starting number, and zero-padding. - Using QuickBooks? Connect **MyWorks Sync** to send your purchase orders and bills to QuickBooks automatically. - Running more than one store? Sign in at [go.stockroom.app](https://go.stockroom.app) with the email you use in your store's admin - every store you work in appears in one place, with a combined purchase order list and inventory matched across stores by SKU. You can connect another Shopify or WooCommerce store from the store switcher there. Wondering what is free? Purchase orders and receiving are free and stay free - that is the core of the app. The details are at [stockroom.app/free](https://stockroom.app/free/?utm_source=help-center). --- ## Shopify Sync for Xero **URL**: https://support.myworks.software/en/articles/16416217-shopify-sync-for-xero --- ## Push purchase orders to QuickBooks **URL**: https://support.myworks.software/en/articles/15859205-push-purchase-orders-to-quickbooks If you keep your books in QuickBooks, Stockroom can send your purchase orders straight there. The sync is powered by **MyWorks Sync**, a separate free app - connect it once, then push any PO from Stockroom. ## Connect MyWorks Sync QuickBooks syncing runs through MyWorks Sync. Install and connect it from its Shopify App Store listing - you will find a **Connect to MyWorks** link during onboarding and on your Stockroom home screen. It works with both QuickBooks Online and QuickBooks Desktop, and it is free to connect. For setting up the sync itself, see the MyWorks Sync guides on syncing Stockroom purchase orders to QuickBooks Online or Desktop. ## Push a PO from Stockroom Once connected, each purchase order shows a **Push to QuickBooks** card. When the PO is ordered, click **Push**: - **QuickBooks Online** - Stockroom sends it right away, and the card shows **Synced - view in QuickBooks** with a link to the document. - **QuickBooks Desktop** - the push is queued for your next Web Connector run; the card shows **Waiting on Web Connector** until QuickBooks pulls it. If a push fails, the card shows the error and a **Try again** button. * ## See sync status on the list The Purchase orders list has a **QuickBooks** column. A **Synced** badge deep-links to the document in QuickBooks; a **Sync error** badge shows what went wrong on hover. ## Good to know - Only ordered purchase orders can be pushed - a draft has nothing to send yet. - The accounting choice you make during onboarding just tailors your setup; the actual QuickBooks edition comes from your connected MyWorks Sync account. - Receiving a purchase order in multiple shipments? MyWorks Sync for QuickBooks Online can create a separate Bill for each receive, numbered by its supplier invoice - see [Syncing Purchase Orders from Shopify (Stockroom) to QuickBooks Online](https://support.myworks.software/en/articles/13537973-syncing-purchase-orders-from-shopify-stockroom-to-quickbooks-online)*. - Xero sync is coming soon. For where accounting sync is today and what is coming, see [Accounting on stockroom.app](https://stockroom.app/features/accounting/?utm_source=help-center). --- ## Keep your Stockroom data in sync & export when needed **URL**: https://support.myworks.software/en/articles/15859204-keep-your-stockroom-data-in-sync-export-when-needed Stockroom keeps a synced copy of your Shopify catalog and a record of your daily sales, so the app stays fast and your reorder suggestions have something to work from. Everything is visible, re-runnable, and exportable - your data is never locked in. ## Your product catalog Stockroom mirrors your Shopify products, variants, costs, locations, and stock levels, and keeps them current automatically - changes in Shopify show up within seconds. In **Settings**, the **Product catalog** section shows the sync status and a **Resync now** button if anything ever looks out of date. ## Your sales history The **Sales history** section records daily units sold and refunded per product and location - the data behind reorder suggestions and sales-aware alerts. It updates nightly and keeps only daily totals: no order or customer details are stored. You can **Rebuild now** anytime, and if it is ever waiting on Shopify to approve order access, it starts on its own once that is granted. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2525668289/84df46676c69c9816b96b216b2b3/MyWorks+Demo+Store+%C2%B7+Settings+%C2%B7+Shopify+2026-07-07+at+7_53_15+AM.png?expires=1788544800&signature=9313ec959565c994e8b18cbec7cda7f8278f39b83a5ec2595449c5d52e9d05c5&req=diUlE894lYNXUPMW3nq%2BgR%2B1cG%2BNBlrpS59%2FjdpMK2eawOGHFetLJ4INd%2F4Q%0AVbSgrHlWO2j3x6EgX%2B8yZ9jm0jE%3D%0A) ## Export anything to CSV Wherever your data lives in Stockroom, you can take it with you: - **Suppliers** - Export CSV from the Suppliers page. - **Stock settings** (reorder points, levels, pack size, and minimum order) - Export CSV from the Inventory page. - **Purchase order lines** and **Received lines with landed costs** - from the Export menu on the Purchase orders page - or export a single PO's lines from its detail page (**More actions → Export CSV**, named after the PO number). - **Stocktakes and adjustments** - every stocktake exports its scan log, differences, and items not counted; every adjustment exports its lines - all stamped with the document and date. - **Every report** - Export CSV from the Reports page. ## Good to know - Background jobs always show their status and a way to retry - there are no silent syncs. - Importing suppliers and stock settings by CSV never wipes existing values on blank cells. - Uninstalling cleans up Stockroom's Shopify data, but your exportable history is yours - export what you need first. --- ## MyWorks + Stocky Status: Stocky is Retiring - Switch to Stockroom **URL**: https://support.myworks.software/en/articles/13772080-myworks-stocky-status-stocky-is-retiring-switch-to-stockroom **Update - July 2026:** Shopify is retiring Stocky on **August 31, 2026**, at which point all Stocky API connections - including MyWorks' Stocky purchase order sync - will stop working. MyWorks will continue to support Stocky as long as it's online. To keep your purchase order workflow (and your QuickBooks sync) running without interruption, we built the proper long term solution ourselves: **[Stockroom - Purchase Orders](https://apps.shopify.com/stock-room)**, a completely free Shopify app by MyWorks with unlimited purchase orders and suppliers, that can grow with you. It's available now on the Shopify App Store. ## If you currently sync purchase orders from Stocky - Install [Stockroom](https://apps.shopify.com/stock-room) from the Shopify App Store. - Import your suppliers and purchase order history from Stocky — the setup wizard walks you through it using your Stocky API key. **Do this before August 31** - once Stocky shuts down, your data there can no longer be retrieved. See [Switching from Stocky to Stockroom](https://support.myworks.software/en/articles/15811609-switching-from-stocky-to-stockroom) for the full walkthrough. - Connect MyWorks to sync your Stockroom purchase orders and bills to QuickBooks - the same PO, PO + Bill, and Bill options you're used to. Purchase order sync is available on the MyWorks **Scale** and **Soar** plans. ## About purchase orders created directly in Shopify Shopify's API still does not allow apps to interact with purchase orders created natively in Shopify admin. When Shopify adds Purchase Order API support, MyWorks will support syncing those as well. --- ## Using MyWorks in the Shopify Order page (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13744944-using-myworks-in-the-shopify-order-page-quickbooks-desktop While the MyWorks app is only a click away in the Apps area of your Shopify Admin, we also add a few helpful areas when viewing an order in the Shopify Admin area - making it easier to use MyWorks in Shopify without visiting our app. When viewing a Shopify order, there are two areas you can use MyWorks: - **More Actions:** Here you can push an order to QuickBooks; either as a new order, or to push an update for the order into QuickBooks Desktop.**​ - App Block:** You can add the MyWorks app block, which shows helpful information if the order is synced to QuickBooks, and includes the ability to sync the new or updated order into QuickBooks. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2070915457/5d8da398c80e16753d915c7c0b6d/upload_9374736103165058673.png?expires=1788544800&signature=7b5aea2eb52ee86a886cacfd4f5d848199470cd4bc5610db1af617f069933fa5&req=diAgFsB%2FmIVaXvMW3nq%2BgVEtFOjS58pIlSnrKTx4KR30iHG9H4PeFzoclvbh%0Amw5s5QfWSKdhooM7Fwfdp4dClO0%3D%0A) And, when viewing a full list of Shopify orders, you can easily push multiple orders to QuickBooks as well, using our Push to QuickBooks option. This will add orders to our queue, which will sync to QuickBooks in the background. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2070915456/e41d8df31260253a66cba23188df/upload_13874801050664377033.png?expires=1788544800&signature=0cfdb3b39820ce7a0346202ba2bc28ade5288e9f667abec02f869d1de9f307b5&req=diAgFsB%2FmIVaX%2FMW3nq%2Bgfu8%2FRaG6PmLBRTWKFeQPHU37ZrD%2B%2BVtPfJI7IjZ%0AEYPpl06JOs9hWNhzbUyxoduxS%2BU%3D%0A) --- ## Web Connector Error: Company file is locked by another client **URL**: https://support.myworks.software/en/articles/15036940-web-connector-error-company-file-is-locked-by-another-client ## Error Messages You May See When running the QuickBooks Desktop Web Connector, you may encounter one of these error messages: - "Update aborted. Company file is locked by another client" - "Company file is locked by another client [NAME]" - "I am locked out of QuickBooks because [NAME] has locked me out" This article explains what's happening and how to resolve it. ## What This Error Means This error means QuickBooks Desktop thinks your company file is currently in use by another session or process, so the Web Connector can't run an update against it. This is a QuickBooks-level lock, not a MyWorks issue. The Web Connector needs exclusive access to your company file to sync data, and QuickBooks is preventing that access because it believes the file is already open elsewhere. ## Understanding the Computer Name Suffix If you see an error like "Company file is locked by another client GPOQCP02S41" — the string at the end (S41, S14, S09, etc.) is simply QuickBooks' way of identifying a workstation or session. It's your base computer name plus a session suffix that QuickBooks assigns. **Important:** This is NOT a separate person, account, or third party accessing your file. It's just QuickBooks' internal tracking code for different sessions on your network. You are not being locked out by another account or unauthorized user — it's typically just another session on your own network or a stale lock that needs to be cleared. ## Common Cause Sometimes QuickBooks or the Web Connector gets closed forcefully (or crashes) in the middle of a sync. When this happens, the session doesn't release the lock cleanly, and QuickBooks still thinks the file is in use even though it's not. ## How to Fix This Error Follow these steps in order, from least to most disruptive. Most users find success early in this list: ### Step 1: Close QuickBooks on other computers If you're running QuickBooks on multiple computers, close QuickBooks (or just close the company file) on the other computer first. Then try running the Web Connector again. ### Step 2: Restart the QuickBooks computer Simply restart the computer where QuickBooks is installed, then open QuickBooks again and try the Web Connector. This alone resolves the issue for most users, as it clears any stale locks from memory. ### Step 3: Switch to Single User mode, then back to Multi User mode - In QuickBooks Desktop, go to the **File** menu - Select **Switch to Single-user Mode** - Wait a moment, then go back to **File** menu - Select **Switch to Multi-user Mode** - Try running the Web Connector again ### Step 4: End all QuickBooks processes in Task Manager - Close QuickBooks completely - Press **Ctrl + Shift + Esc** to open Task Manager (or right-click the taskbar and select Task Manager) - Look for any QuickBooks processes: **QBW32.exe**, **QBDBMgrN.exe**, **qbupdate.exe**, and any others starting with "QB" - Select each one and click **End Task** - Once all QuickBooks processes are ended, reopen QuickBooks - Try running the Web Connector again ### Step 5: Remove and re-add MyWorks to the Web Connector If the lock persists after the above steps: - In the Web Connector, click **Remove** next to MyWorks Sync - Log into your WooCommerce or Shopify admin area - Go to **MyWorks Sync > Connection** - Click **Generate QWC File** to download a new connection file - Open QuickBooks and log in as the Admin user - Double-click the QWC file to add MyWorks back to the Web Connector - Complete the authorization prompts - Try running the Web Connector again ## How to Avoid This Going Forward Once you've resolved the error, follow these tips to prevent it from happening again: - **Run the Web Connector on only one computer at a time.** If you need to use multiple computers, make sure QuickBooks (and the Web Connector) are only actively syncing from one location at a time. - **Don't close QuickBooks or the Web Connector mid-sync.** Let an in-progress sync finish completely before closing either application. Interrupting a sync is the most common cause of stale locks. - **If you need to sync while QuickBooks is closed,** configure that intentionally by setting the correct company file path in MyWorks Sync > Connection. See the article below for details on how to do this properly. --- ## Tracking Deferred Revenue for Unfulfilled Shopify Orders in Daily Summaries (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/15006262-tracking-deferred-revenue-for-unfulfilled-shopify-orders-in-daily-summaries-quickbooks-online ## Overview When syncing Shopify orders to QuickBooks as a Daily Summary, MyWorks supports a key accounting requirement for stores that ship products after the date of sale: **recognizing revenue at fulfillment, not at sale.** Many businesses — especially those selling pre-orders, made-to-order goods, subscriptions, or anything with a shipping delay — need to defer income until the product actually ships. From an accrual accounting standpoint, the sale isn't truly "earned" income until the customer receives what they paid for. When this option is enabled, MyWorks will: - Record income from **unfulfilled** Shopify order line items to a **Deferred Revenue** liability account in QuickBooks in the Daily Summary we post on the date the order occurred. - Once an order (or specific line items) are fulfilled in Shopify, MyWorks will move that income out of Deferred Revenue and into your normal sales / income accounts in the Daily Summary we post on the date those line items were fulfilled. - Payments will always post as normal, for reconciliation — the cash side of the transaction is unaffected. The end result: your QuickBooks income accounts always reflect *fulfilled* sales, and your Deferred Revenue balance always reflects orders you've been paid for but haven't yet shipped. ## Setup To enable this, visit **MyWorks Sync > Settings > Order** in the MyWorks app in your Shopify store. With your sync method set to **Daily Summary** (or **Based on Order Tag** with Daily Summary as one of the options), you'll see the following two settings: **Deferred Revenue support for unfulfilled orders** Record income from unfulfilled orders to a deferred revenue account in QuickBooks. **QuickBooks Deferred Revenue Account** Select the QuickBooks Deferred Revenue account to use for unfulfilled order income. * **Tip:** If you don't already have a Deferred Revenue account in QuickBooks, you can create one in QuickBooks under **Chart of Accounts > New** — typically as an **Other Current Liability** with a detail type of Other Current Liabilities*. Once created, refresh your account list in MyWorks and select it in the dropdown above. ## How it works Once the setting is enabled, MyWorks adjusts Daily Summary logic in two key ways: ### 1. The Daily Summary now keys off fulfillment date, not order date When a Daily Summary is generated for a given day, MyWorks looks at the **line items that were fulfilled on that day** — regardless of when the order was originally placed. This means a single Daily Summary may include: - Orders placed and fulfilled the same day - Fulfillments for orders placed days, weeks, or months earlier ### 2. Income posts to Deferred Revenue first, then moves to sales when fulfilled | Scenario | Payment posts to | Income posts to | | Order placed and paid today, **not yet fulfilled** | Mapped clearing / bank account *(as normal)* | **Deferred Revenue** (credit) | | Order placed on a previous day, **fulfilled today** | *(no payment activity — already recorded)* | **Deferred Revenue** (debit) → mapped Sales / Income account (credit) | | Order placed, paid, and fulfilled all on the same day | Mapped clearing / bank account *(as normal)* | Mapped Sales / Income account *(as normal)* | Partial fulfillments are handled at the line-item level, so if only some products in an order ship, only those products' income moves out of Deferred Revenue. * ## Example Imagine a customer places a $100 pre-order today. Three days later, you fulfill it. **Today's Daily Summary** records: - Debit: Shopify Clearing — $100 - Credit: **Deferred Revenue — $100** **Three days later's Daily Summary** records: - Debit: **Deferred Revenue — $100** - Credit: Apparel Sales (or your mapped income account) — $100 At any point in time, your QuickBooks Deferred Revenue balance equals the total value of orders you've been paid for but haven't yet shipped — a clean, audit-friendly view of your unearned revenue. ## Things to keep in mind - **Time zone:** Like all Daily Summaries, this follows the time zone set in your Shopify store settings — fulfillments are grouped by the day they occurred in your store's local time. - **Historical fulfillments:** When you first enable this setting, only fulfillments occurring **on or after** the enable date will route through Deferred Revenue. Historical orders already synced to income accounts won't be retroactively re-posted. - **Refunds:** Refunds continue to post as they do today. If you refund an unfulfilled order, the refund and the original deferred income will offset within Deferred Revenue. - **COGS:** If you also have Cost of Goods Sold syncing enabled, COGS is recognized at fulfillment alongside the income recognition — keeping your matching principle intact. - **Individual orders:** Looking for similar functionality when syncing orders as **individual** invoices or sales receipts (not Daily Summaries)? See our companion article: [Recording Deferred Revenue for Unfulfilled Products in Individual Orders.](https://support.myworks.software/en/articles/13537754-tracking-cogs-when-syncing-individual-orders-to-quickbooks-online)* --- ## Mapping Shopify B2B Companies or Locations to QuickBooks Online Customers **URL**: https://support.myworks.software/en/articles/13752388-mapping-shopify-b2b-companies-or-locations-to-quickbooks-online-customers In addition to being able to map individual Shopify customers to a QuickBooks customer of your choice; MyWorks also supports the ability to map Shopify Companies or Locations to a QuickBooks customer - available for Shopify B2B stores on our Soar plan. This can be very helpful in scenarios where there's multiple Shopify customers within a single company or location in Shopify B2B - allowing you to determine which QuickBooks customer an order should sync to based on the Shopify Company or Location associated with the order - not the Shopify customer specifically. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2074315292/02a58b4d71f487b4be6a2d329aef/upload_11859106029610145060.png?expires=1788544800&signature=172f57df8d4c97307562f4a091034732c109fc7fb6d5bd22b0d44aa28818127e&req=diAgEsp%2FmINWW%2FMW3nq%2BgfnOJ6CgRCr8qYccdk9c5jC27sCVbjeMcg471EkG%0Ayhzp9pm6jcCdw%2FB3o4ky1cq%2FH24%3D%0A) ## **Setup** Simply visit MyWorks Sync > Map > Companies to see your list of Shopify B2B Companies and Locations to match to your QuickBooks customers as desired. ## **Helpful Tips** - If a Location is mapped, that mapping would take precedence over the Company mapping. - If a Company is mapped, that mapping would take precedence over the Customer mapping (in MyWorks Sync > Map > Customers). - If your customers are in QuickBooks with the same email or name as your Shopify customers; this functionality may not be necessary for your store, as if a customer/company is not mapped, MyWorks will check for an existing QuickBooks customer when syncing an order - based on the email in the Shopify order and the name set in MyWorks Sync >Settings > Mapping. --- ## How to Rescan Data in Shopify and QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/14729809-how-to-rescan-data-in-shopify-and-quickbooks-desktop Our sync stores "lists" of data from your Shopify store and QuickBooks Desktop company within our sync to use for reference when syncing data, and for our options that show Shopify and QuickBooks Desktop data from your store in our Settings and Map areas. However, scenarios can occur when a change happens to Shopify or QuickBooks data, that our sync needs to "know" about. Common examples of these scenarios are: - A QuickBooks product being manually added, renamed or deleted - A QuickBooks customer being manually added, renamed, or deleted - A QuickBooks account, class, or custom field being added, renamed or deleted - A QuickBooks preference being changed, like sales tax enabled/disabled, or inventory management being turned on or off. - A Shopify customer being manually added, renamed or deleted - A Shopify product being manually added, renamed, inventory tracking turned on/off, or being deleted - Shopify variants will not appear in the main Products tab, but can be found under the Variations tab in MyWorks Sync > Map. In cases like the above, our sync has a "Rescan Data" button on our Settings and Map pages, to allow you to tell our sync to rescan or "refresh" these different lists from QuickBooks, or Shopify, as needed. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2308880484/7e70567e3e2e3c81ddb467826458/MyWorks%2BDemo%2BStore%2B-C2-B7%2BMyWorks%2BSync%2B-C2-B7%2BShopify%2B2026-04-21%2Bat%2B2_45_59%2BPM.png?expires=1788544800&signature=3db21ad2a23b51ccd6b14437d7f61da2c20332cb9a9fee493d1b40925e959618&req=diMnHsF2nYVXXfMW3nq%2Bgcz1cttmfqpVrr%2BbxT4vibEl1VSYPcWeMGVDo%2BsK%0Ama5J8RNVq8%2FMjiEwjbshQx5J7%2B4%3D%0A) ## Rescanning Data The Rescan Data button is present in the MyWorks Sync > Settings and Map pages, and has several options: - **Rescan Shopify Products:** this tells our sync to rescan your store's list of Shopify products, to ensure our app is aware of the current, full list of Shopify products in this store. This can be helpful if you're not seeing a Shopify product present on the Map > Products/Variations page. - **Rescan QuickBooks Products:** this tells our sync to rescan the store's list of QuickBooks products, to ensure our app is aware of the current, full list of QuickBooks products in your company. This can be helpful if you aren't seeing a QuickBooks product present in the dropdown on the right side of the Map > Products/Variations page, or in our settings. - **Rescan Shopify Customers:** this tells our sync to rescan your store's list of Shopify customers, to ensure our app is aware of the current, full list of Shopify customers in this store. This can be helpful if you're not seeing a Shopify customer present on the Map > Customers page. - **Rescan QuickBooks Customers:** this tells our sync to rescan your store's list of QuickBooks customers, to ensure our app is aware of the current, full list of QuickBooks customers in your company. This can be helpful if you aren't seeing a QuickBooks customer present in the dropdown on the right side of the Map > Customer page, in our settings, or if a QuickBooks customer has been recently deleted or merged, and our sync is trying to sync an order into it, but failing with a "2500 not found" error from QuickBooks. - **Rescan QuickBooks Other Lists:** this tells our sync to rescan any other lists in QuickBooks, including the Chart of Accounts, QuickBooks Preferences, QuickBooks Sales Tax Settings, QuickBooks Classes, and QuickBooks Terms. This option may be needed if the contents of any of these lists in QuickBooks are changed and our sync needs to reflect this in one of our settings/mapping dropdowns. ## Overall tips - To rescan your QuickBooks data, simply click the option you'd like to Rescan, and then follow the steps in the resulting popup to run your QuickBooks Web Connector once. - If you've manually added, deleted, or made a change to a Shopify customer/product, or a QuickBooks customer, product, account, setting, tax configuration, custom field, or setting; **and** need this to be reflected in our sync, the Rescan Data option is the correct step to accomplish this. - When installed for the first time, our sync will already automatically conduct this refresh on its own. --- ## Syncing some or all Shopify orders to a single QuickBooks Desktop customer **URL**: https://support.myworks.software/en/articles/13752366-syncing-some-or-all-shopify-orders-to-a-single-quickbooks-desktop-customer By default, MyWorks will sync each Shopify order to its **corresponding** QuickBooks customer: searching QuickBooks for a matching customer by name or email, and creating a new customer in QuickBooks if a match isn't found. However, it's also possible to instead sync some, or all Shopify orders to a single QuickBooks customer, or, to separate QuickBooks customers if you use custom Shopify customer Segments! This can be helpful in the below scenarios, for example: - Your customers generally order only one time, and you don't want to create a separate customer for them in QuickBooks, as there likely won't be future customer history for them. - Your QuickBooks customer list is already quite big, and you don't want new customers added to continue to grow this list. - Some or all of your Shopify orders contain **no customer information** (for example, Shopify POS orders) - so they need to sync to a single QuickBooks customer. ## **Setting up** This can be easily enabled in MyWorks Sync > Settings > Order in your Shopify Admin. - Enable the setting to Sync Shopify Orders to one QuickBooks Customer. - In the area that appears below, you'll see either one option, or multiple, if you have custom Segments created for your Shopify customers. - Choose the desired QuickBooks customer that orders in each Shopify customer segment should sync to. Choose “Individual” if orders should sync to a matching QuickBooks customer by name or email. - Or, choose one of the specific QuickBooks customers in the list to sync all orders from a specific Segment into a single QuickBooks customer. - The last option is “Other” - If you recently created a new customer in QuickBooks to use in the above setting, you may need to rescan your list of QuickBooks customers to ensure our sync is aware of your latest QuickBooks customer list. This can be done using the Rescan Data button in our Settings or Map pages. ## **Example** In the below example, orders from customers in the “Wholesale” Segment are syncing to their own individual customers in QuickBooks (based on a matching email or name); and any *Other* orders that don't contain any customer information are syncing to a single Shopify customer named “Shopify Orders”. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2074306362/e633764d0349237415ba7770f014/upload_5113916478352921750.png?expires=1788544800&signature=0717310cb4b099b5eaa99def38bf38ad4e098e457faeec0f0deb19d237a1695d&req=diAgEsp%2Bm4JZW%2FMW3nq%2Bgd50Fh17%2Fzt0e6fG7%2FSffnGbSI%2F4BNq2pKDwwSL4%0A5LCwddMkrcau8XPz3gH0ImvsZZk%3D%0A) ​ --- ## How to Rescan Data in Shopify and QuickBooks Online **URL**: https://support.myworks.software/en/articles/14603492-how-to-rescan-data-in-shopify-and-quickbooks-online Our sync stores "lists" of data from your Shopify store and QuickBooks company within our sync to use for reference when syncing data, and for our options that show Shopify and QuickBooks data from your store in our Settings and Map areas. However, scenarios can occur when a change happens to Shopify or QuickBooks data, that our sync needs to "know" about. Common examples of these scenarios are: - A QuickBooks product being manually added, renamed or deleted - A QuickBooks customer being manually added, renamed, or deleted - A QuickBooks account, class, or custom field being added, renamed or deleted - A QuickBooks preference being changed, like sales tax enabled/disabled, or inventory management being turned on or off. - A Shopify customer being manually added, renamed or deleted - A Shopify product being manually added, renamed, inventory tracking turned on/off, or being deleted - Shopify variants will not appear in the main Products tab, but can be found under the Variations tab in MyWorks Sync > Map. In cases like the above, our sync has a "Rescan Data" button on our Settings and Map pages, to allow you to tell our sync to rescan or "refresh" these different lists from QuickBooks, or Shopify, as needed. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2304168331/19e10fcc689df34e217bb2ed5364/MyWorks+Demo+Store+%C2%B7+MyWorks+Sync+%C2%B7+Shopify+2026-04-21+at+2_45_59+PM.png?expires=1788544800&signature=aadb5361bdb17659ae46c6c9f03971bc58f61788792c85f33ecdbc6974af6e18&req=diMnEsh4lYJcWPMW3nq%2BgW17JafZBwk5pPxGadcNOZ12BjjDFLADtUeZpTrA%0AxmTEffvOzcu41FeglfDcpfdF80M%3D%0A) ## Rescanning Data The Rescan Data button is present in the MyWorks Sync > Settings and Map pages, and has several options: - **Rescan Shopify Products:** this tells our sync to rescan your store's list of Shopify products, to ensure our app is aware of the current, full list of Shopify products in this store. This can be helpful if you're not seeing a Shopify product present on the Map > Products/Variations page. - **Rescan QuickBooks Products:** this tells our sync to rescan the store's list of QuickBooks products, to ensure our app is aware of the current, full list of QuickBooks products in your company. This can be helpful if you aren't seeing a QuickBooks product present in the dropdown on the right side of the Map > Products/Variations page, or in our settings. - **Rescan Shopify Customers:** this tells our sync to rescan your store's list of Shopify customers, to ensure our app is aware of the current, full list of Shopify customers in this store. This can be helpful if you're not seeing a Shopify customer present on the Map > Customers page. - **Rescan QuickBooks Customers:** this tells our sync to rescan your store's list of QuickBooks customers, to ensure our app is aware of the current, full list of QuickBooks customers in your company. This can be helpful if you aren't seeing a QuickBooks customer present in the dropdown on the right side of the Map > Customer page, in our settings, or if a QuickBooks customer has been recently deleted or merged, and our sync is trying to sync an order into it, but failing with a "2500 not found" error from QuickBooks. - **Rescan QuickBooks Other Lists:** this tells our sync to rescan any other lists in QuickBooks, including the Chart of Accounts, QuickBooks Preferences, QuickBooks Sales Tax Settings, QuickBooks Custom Field lists, QuickBooks Classes/Location, QuickBooks Terms. This option may be needed if the contents of any of these lists in QuickBooks are changed and our sync needs to reflect this in one of our settings/mapping dropdowns. ## Overall tips - If you've manually added, deleted, or made a change to a Shopify customer/product, or a QuickBooks customer, product, account, setting, tax configuration, custom field, or setting; **and** need this to be reflected in our sync, the Rescan Data option is the correct step to accomplish this. - When installed for the first time, our sync will already automatically conduct this refresh on its own. --- ## Using Map Rules to control line items for Shopify orders syncing to QuickBooks Online **URL**: https://support.myworks.software/en/articles/14667094-using-map-rules-to-control-line-items-for-shopify-orders-syncing-to-quickbooks-online ## What are Map Rules? Map Rules give you a flexible, rule-based way to control which QuickBooks Online item, class, or location is used in a line item when MyWorks syncs a Shopify order to QuickBooks. Instead of needing to map every individual Shopify product/class or rely on SKU matches, you can create rules like: - "Any Shopify line item whose name contains 'Candle' should use the QuickBooks item **Candles**" - "Any Shopify discount code containing 'BOGO' should use the QuickBooks item **Buy One Get One Discount**" - "Any Shopify line item whose name contains 'Event' should use the QuickBooks class **"Event Sales**" This is especially helpful if: - You have a large Shopify catalog that doesn't need to be recreated item-by-item in QuickBooks - You use multiple Shopify discount codes and want each one (or groups of them) to post to different QuickBooks items - You have custom line items or fee lines in Shopify orders that don't exist in your Shopify product catalog - You have multiple classes in QuickBooks that need to be used in different conditions for products, discounts, or shipping ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2287419053/a6b278c773473e0f78ebbaefb449/MyWorks+QBO+Test+%28Staging+App%E2%80%A6yWorks+Sync+Staging+%C2%B7+Shopify+2026-04-17+at+9_00_20+AM.png?expires=1788544800&signature=98febd0c17a95f66745374ece58618e1431130ac54f5646660e93614642e2547&req=diIvEc1%2FlIFaWvMW3nq%2BgRfzOoZHnkYHlbR%2FzyCF0iAz5doPay4AJ5Wtnik9%0AFiKL07wwcPOdsmxbrOXfpSUPfEU%3D%0A) --- ## Availability Map Rules are available on **Grow plans and above** for **Shopify Sync for QuickBooks Online**. --- ## How Map Rules fit with your existing mappings Map Rules don't replace your existing product, variation, or collection mappings — they sit alongside them. When MyWorks syncs a Shopify order line item to QuickBooks, we check mappings in this order, and the first match wins: - **Product / Variation mapping** (Map > Products or Variations) - **Collection mapping** (Map > Collections) - **SKU-based matching** (if enabled in Settings > Order) - **Map Rules** - **Default for Unmatched Products** (MyWorks Sync > Settings > Default) This means any Shopify product or variation you've mapped directly will always take priority over a rule. Rules kick in for line items that aren't individually mapped, giving you a cleaner catch-all than the default product setting. --- ## Creating a Map Rule Visit the **Rules** tab at **MyWorks Sync > Map > Rules** in your Shopify admin. To add a new rule: - Click **Add Rule** - Choose the **Shopify Order Line **— what MyWorks should check against when looking at each Shopify line item: **Line Item Name** — the product/line item name on the Shopify order - **Discount/Coupon** — applies to Shopify discount code lines on the order - **Shipping **— applies to shipping lines on the Shopify order - Enter the **Contains value** — the text MyWorks should look for. Matching is case-insensitive, so "Candle", "candle", and "CANDLE" all match the same way. - Select the **QuickBooks Item, Class, and/or Location** you'd like MyWorks to use when this rule matches. Each is optional, leave empty if no value is desired. - Click **Save** Your new rule will appear in the rules list, and will start taking effect on the next order MyWorks syncs. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2287426309/20e371de73253814a766284a87d0/MyWorks+QBO+Test+%28Staging+App%E2%80%A6yWorks+Sync+Staging+%C2%B7+Shopify+2026-04-17+at+9_00_20+AM.png?expires=1788544800&signature=7b2cf396ed05479ff7a028b5730f432c33fcbc4da07d713ae29febc09e4df37a&req=diIvEc18m4JfUPMW3nq%2BgdtC5ySspQa2i934itZ%2BQvJ27rW0Bwace5m%2BVlnw%0AtXBCGTCFVN0SddAdU7t6XWw4fSU%3D%0A) --- ## Rule priority and order If a Shopify line item could match more than one rule, MyWorks uses the **first matching rule in your rules list** — top to bottom. You can drag rules in the list to reorder them. Put more specific rules above more general ones — for example, if you have a rule for "Holiday Candle" and a broader rule for "Candle", put "Holiday Candle" above "Candle" so it matches first for holiday-specific orders. You can also toggle any rule on or off using the **Enabled** toggle, without deleting it. --- ## Example: Routing discount codes to different QuickBooks items Let's say you run two types of promotions in Shopify, and you want each to show as its own line item in QuickBooks so your team can report on them separately. | Shopify Discount Code contains | → QuickBooks Item | | `BOGO` | Buy One Get One Discount | | `WELCOME` | Welcome Discount | | `SUMMER` | Seasonal Promo Discount | You'd create three rules, each using the **Discount Code** match field with the contains value `BOGO`, `WELCOME`, and `SUMMER`, pointing to the relevant QuickBooks item. Any Shopify order that uses a discount code like `BOGO25` or `WELCOME10` will sync the discount line to the matching QuickBooks item. Discount codes that don't match any rule will continue to sync using your existing discount settings. --- ## Example: Grouping many Shopify products under one QuickBooks item If you sell hundreds of candle variants in Shopify but only track a single "Candles" revenue line in QuickBooks, you can create a rule like: - **Match Field:** Line Item Name - **Contains Value:** Candle - **QuickBooks Item:** Candles Any Shopify line item with "Candle" in the name — that isn't otherwise mapped — will sync to the **Candles** item in QuickBooks. This lets you keep a lean QuickBooks catalog while still syncing every Shopify order. --- ## Things to know - **Matching is "contains," not "exact."** A rule set to contain "Candle" will also match "Candle Holder" or "Scented Candle." Order your rules from most specific to most general if you need precise control. - **Rules are case-insensitive.** You don't need to worry about capitalization. - **If the QuickBooks item no longer exists**, MyWorks will fall back to the item you've set under **Settings > Default** for unmatched products. - **Rules only affect new orders and re-pushed orders.** Existing orders in QuickBooks won't change retroactively. To apply a new rule to a previously synced order, re-push it from **MyWorks Sync > Push > Orders**. - Rules do not replace mapping a product if it exists in both Shopify and QuickBooks for the purposes of syncing inventory levels, price, or cost. In order for inventory levels, price or cost to sync for products between Shopify and QuickBooks; a product must still be mapped together in Map > Products / Variations. --- ## Controlling access to MyWorks Sync in your WooCommerce admin area (Xero) **URL**: https://support.myworks.software/en/articles/13752632-controlling-access-to-myworks-sync-in-your-woocommerce-admin-area-xero MyWorks Sync lives in the admin area of your WooCommerce store, and is available through a menu item: MyWorks Sync. By default, only users in the roles of Shop Manager and Administrator will be able to see/access the MyWorks Sync menu in your WooCommerce admin area. Normally, the above is sufficient, as even if a user has access to MyWorks, that doesn't mean they also have access to QuickBooks. This simply provides them the ability to view or change settings/mappings in MyWorks, or manually push or pull data if desired. It is possible to further limit access to the MyWorks Sync menu, no different than limiting access to other plugins shown in the sidebar of your WooCommerce admin area. Normally, your web developer will be able to accomplish this for you. For example, using [a plugin like this](https://wordpress.org/plugins/admin-menu-editor/), you'd be able to show/hide different menu items per user in your store admin area. Or, [with a plugin like this](https://wordpress.org/plugins/wp-custom-admin-interface/), you could further customize your admin area. --- ## WooCommerce Subscriptions (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13745741-woocommerce-subscriptions-quickbooks-desktop This additional compatibility for our [WooCommerce Sync for QuickBooks Online, Desktop & POS sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) enhances our sync to support the WooCommerce Subscriptions extension - by automatically adding subscription renewal orders to the sync queue. This is necessary, as subscription renewal orders are specially/differently created in WooCommerce - and are not picked up by our sync like normal orders, due to this. ## **What do I need?** - [WooCommerce Subscriptions](https://app.intercom.com/) ## **Getting Started** Once you have both MyWorks Sync and the WooCommerce Subscriptions plugin activated - simply visit MyWorks Sync > Compatibility to enable our compatibility with WooCommerce Subscriptions. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2071209657/64fc9312a781ec97fb359832aa4c/upload_12705958997628210021.png?expires=1788544800&signature=ee0423e187fd6bfb5210ddeeebcf3232117398cd94e9c3e2a655008437bc239c&req=diAgF8t%2BlIdaXvMW3nq%2BgZ2GBLg6uuKoXvK7ShN%2Bn8t0MY9wpqr%2BWgbzMaLO%0AEQwcrczvKjGONAxoF1Hgw81%2B%2F8o%3D%0A) --- ## Compatibility with syncing orders from Amazon, eBay, and other platforms (WooCommerce and QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13763097-compatibility-with-syncing-orders-from-amazon-ebay-and-other-platforms-woocommerce-and-quickbooks-desktop Although our sync with WooCommerce is a direct connection between WooCommerce and QuickBooks, we do support syncing orders from other platforms into QuickBooks - by using WooCommerce as the "hub": pulling orders from those platforms into WooCommerce, which our sync will then be able to sync into QuickBooks automatically. ## **Recommendations** - [WP-Lister](https://www.wplab.com/plugins/wp-lister/) - syncs Amazon and eBay orders into WooCommerce. - [LitCommerce](https://litcommerce.com/woocommerce-integration/) - syncs Amazon, Etsy, and many more channels with WooCommerce - [And, see other WooCommerce Sales Channel integrations on WooCommerce.com](https://woocommerce.com/product-category/woocommerce-extensions/marketing-extensions/sales-channels/?categoryIds=28697&collections=product&page=1) ## **Guidelines** - Taxes - it's important to ensure that orders synced into WooCommerce through these integrations use existing tax rules in WooCommerce, so we can correctly sync them into QuickBooks. - Emails - it's important to ensure that orders are synced into WooCommerce with an email (even if it's a random/fake email) so that we can sync these customers/orders into QuickBooks. - Compatibility - although we can't guarantee compatibility with 3rd party plugins like these, the above two have shown to work very well with our platform. --- ## Should I pull QuickBooks Desktop Customers into WooCommerce? **URL**: https://support.myworks.software/en/articles/13755233-should-i-pull-quickbooks-desktop-customers-into-woocommerce [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) does allow you to pull certain QuickBooks data from QuickBooks to WooCommerce. The most popular data type this is intended for is Products and Inventory, allowing you to ease double entry by pulling products or inventory levels into WooCommerce instead of manually entering them. A common question is in regards to pulling customers that already exist from QuickBooks Desktop into WooCommerce - if for example, the WooCommerce store is brand new, and the QuickBooks company has been around for a while already. We currently do not support pulling QuickBooks Desktop into WooCommerce. The reason for this is due to customer flow. We don't recommend manually pulling QuickBooks Desktop customers into WooCommerce using MyWorks Sync for the following reasons: - The customer will need to have an email address already stored in QuickBooks. If this isn't the case, the customer wouldn't be able to be created in WooCommerce. We find that most clients don't store a customer email in QuickBooks. - If the customer is manually created in WooCommerce using MyWorks Sync, the customer won't have any knowledge of this. Hence, when they do eventually visit your site to place an order and register an account, they'll be notified they already have an existing account, although they have no knowledge of creating one. This causes confusion on the customer end as they try to log into their account and/or reset their password. --- ## How we handle syncing new vs. existing WooCommerce customers to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13755187-how-we-handle-syncing-new-vs-existing-woocommerce-customers-to-quickbooks-desktop One of the well-refined features of [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) is the way in which our integration handles determining the sync of new customers in QuickBooks and if they exist already in QuickBooks. This article will discuss the logic of syncing customers. ## **Logic** When we sync an order to QuickBooks, the first thing we check is to see if the customer already exists in QuickBooks. We do this in the following priorities: Is the customer mapped in MyWorks Sync > Map? If so, the order is synced to the mapped customer in QuickBooks. - If the customer is not mapped in MyWorks Sync > Map, or it is a guest order: We first check QuickBooks for a customer that exists with the email address they used to order. If this customer does exist in QuickBooks, we will sync the order into them. If no customer exists in QuickBooks with their email address, we will create a new customer record in QuickBooks, sync the order to this customer, and automatically map the Woocommerce customer to this QuickBooks customer in MyWorks Sync > Map. It is important to note that we always use the email address field as the value to validate mappings between systems if a customer is not mapped. We do not use the customer names, as these may not be unique values. ## **Exceptions** Although the above logic is proven to work consistently in normal scenarios, there are exceptions where the above logic is not sufficient to support a robust and complete customer sync. Thus, we provide settings in our integration to anticipate scenarios like the following: - When syncing an order to QuickBooks, the customer is not mapped but does exist in QuickBooks; but without a/matching email address to the order. In cases like this, we will attempt to create a new customer in QuickBooks, but it will likely return a[ Duplicate Customer Error](https://support.myworks.software/*/articles/13538364) because QuickBooks does not allow two customers to have the same name. In cases like this, the following solutions can be used: Turn on *Append ID for Duplicate Customers* in MyWorks Sync > Setting > Mapping. This will allow us to sync the additional customer into QuickBooks, and keep the name unique by appending their WooCommerce ID to their name. - Add the appropriate email address to the customer in QuickBooks, and click Refresh Customers in Map > Customers for us to recognize this. - Slightly change the display name for the conflicting customer/vendor/employee in QuickBooks. --- ## WooCommerce Orders synced into QuickBooks Desktop have $.01 different total due to tax rounding **URL**: https://support.myworks.software/en/articles/13752310-woocommerce-orders-synced-into-quickbooks-desktop-have-01-different-total-due-to-tax-rounding ## **Issue** Some users run into an issue where orders charged tax in WooCommerce sync to QuickBooks with a different total (often different by $.01) - even though tax rates are correctly mapped in MyWorks Sync > Map > Tax Rates. ## **Resolution** This can occur because QuickBooks rounds tax calculations at a subtotal level vs. how WooCommerce rounds taxes on a line item level by default. However, a setting in WooCommerce resolves this by forcing WooCommerce to round on a subtotal level. ​ To turn this setting on, go to WooCommerce > Settings > Tax > Tax Options and select the *Round tax at a subtotal level* check box. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2074284783/56e9222e7f129664d386194138c0/upload_18013363607154271088.png?expires=1788544800&signature=4dc0ea6359e7fbcaa76f9bd2a42846d5a4a79330485d30447647fbb7be0e3c79&req=diAgEst2mYZXWvMW3nq%2BgTevfea%2FjnPkrVdORO%2FwVvgIiUEo7hFbavvQIoC9%0APbSHatx58ht8YcrtG1MFj%2FSnsvw%3D%0A) ​ --- ## Mapping a changed / new WooCommerce Payment Gateway in MyWorks Sync (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13755273-mapping-a-changed-new-woocommerce-payment-gateway-in-myworks-sync-quickbooks-desktop In MyWorks > Map > Payment Methods, the mapping for any active payment gateway on your WooCommerce store can be managed at any time - essentially linking each WooCommerce payment gateway to a desired bank account in QuickBooks, directing MyWorks where to sync the payment for each order within QuickBooks. By default, the section for each WooCommerce payment method on your site on this page is turned off, giving you the control to map these to the QuickBooks bank account of your choice. So, if you've recently added or changed payment methods/gateways in WooCommerce, it's important to remember to visit this page to correctly link them to the QuickBooks bank account of your choice, as new payment methods activated in WooCommerce will be off by default on this page in MyWorks. If this is the case, you'd simply need to visit our sync at MyWorks Sync > Map > Payment Methods and update the section for your payment method accordingly. Only the payment methods that are **currently active** in your WooCommerce store are shown on this page below. [Have questions on how to map payment methods? Check out our great doc on this here.](https://support1.myworks.software/en/articles/13538285-how-to-configure-mapping-quickbooks-desktop-sync) ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2075575297/a11524c9fab2a9f006fc8e25680f/upload_3773080963437737179.png?expires=1788544800&signature=f9738259bc8ea2d014b1afaba3d57effef7b1a78e0602ea790776c7b47946989&req=diAgE8x5mINWXvMW3nq%2BgYkhoX75gL2Yi29GK7eCvdYCNpnzVnJdwyr23ZD0%0A433hmhsx1Wncr2AyURr8Kr5kRow%3D%0A) --- ## What is the "Auto Mapping" feature, and how can I use it? (WooCommerce and QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13763046-what-is-the-auto-mapping-feature-and-how-can-i-use-it-woocommerce-and-quickbooks-desktop After installing MyWorks Sync one of the final configuration steps is mapping, or linking - existing WooCommerce data to corresponding QuickBooks Online data.[ Read more about mapping here.](https://support1.myworks.software/en/articles/13538285-how-to-configure-mapping-quickbooks-desktop-sync)**​ The mapping process is very simple and only needs to be completed once. However, for stores with hundreds - or even thousands of customers or products, this can be a lengthy and sometimes impossible task to accomplish manually. This is where our automap features are helpful. ## Customers** For WooCommerce stores with hundreds or thousands of customers, it can be difficult to map all your existing customers one by one manually. To help automate the mapping process, you're able to AutoMap by **customer name** or **customer email**. As long as your WooCommerce and QuickBooks Online customers have a matching email or name, this function will automatically map them. To use this, simply scroll to the bottom of the Map > Customers page and click on AutoMap by name or AutoMap by email. ## **Products** For WooCommerce stores with hundreds or thousands of products, it can be difficult to map all your existing products one by one manually. To help automate the mapping process, you're able to AutoMap by product SKU. As long as your products in both WooCommerce and QuickBooks Online have a matching SKU, this function will automatically map them. To automatically map your products by SKU, scroll to the bottom of the Map > Products page and click on AutoMap by SKU. --- ## What is Default for Unmatched Products? (WooCommerce and QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13762876-what-is-default-for-unmatched-products-woocommerce-and-quickbooks-online When using MyWorks Sync, you may see the QuickBooks product "Default for Unmatched Products" - either used in an order we sync to QuickBooks, or in a setting in MyWorks Sync > Settings > Default. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2078484179/eca9573a56d2d2dd4f85c797b767/upload_8672468398366025730.png?expires=1788544800&signature=e8333f8e4cac901cd784d6f760f2b2f93e5825cb20e66c2d29790dfd4a301026&req=diAgHs12mYBYUPMW3nq%2BgYtiuGnKy4NoKfS7URfolY6%2Fp48pAHDenpC%2FIRhm%0AjL1wbldW83QXZVNf3PtvA7rArP8%3D%0A) Simply put, this is product is meant to be used only for orders that contain a WooCommerce product that is not mapped to a corresponding product in QuickBooks - and thus, is set in this setting in MyWorks Sync > Settings > Default. This is the name of a product that MyWorks will create in your QuickBooks Online company when you first set up our sync. If you use QuickBooks Desktop or QuickBooks POS, you could use any pre-existing generic "sales" or “miscellaneous product” While the above setting can be changed to use any other default/general sales product in your QuickBooks that you'd like to be used instead - this setting is **only** used if MyWorks is syncing an order to QuickBooks that contains a product that's not mapped together. You can check and assign product mappings easily in MyWorks Sync > Map > Products: ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2078484177/ad013f72ba8b6d002128a7870cee/upload_11529635239544613506.png?expires=1788544800&signature=c33da6ae98b0557c0cfd0672ab8e398009d94b6462194f14f8ea2b6f44ba88f7&req=diAgHs12mYBYXvMW3nq%2BgafcrUXCWInd%2BVa7DB0i7yOzv1ZL6gl9QTThVuyX%0AdFfiIh0CU8OIlpbQCDLf9Oq195Q%3D%0A) If any of the unmapped products in this screenshot (blank dropdown under QuickBooks product) are used in a WooCommerce order we sync to QuickBooks, MyWorks Sync will use the product set in our Default for Unmatched Products setting as the line item in that order we create in QuickBooks, in order to be able to sync the order successfully to QuickBooks. [What are product mappings?](https://support1.myworks.software/*/articles/13538244) ## **Important Points:** - Remember, if MyWorks Sync is used to automatically (MyWorks Sync>Settings>Automatic Sync) or manually (MyWorks Sync>Push/Pull >Products) sync products to either WooCommerce or QuickBooks, we'll automatically map any products our sync creates for you. - Keep in mind that if you have just added a product in QuickBooks and aren't finding the product in the dropdown for QuickBooks products in MyWorks Sync > Map > Products to hit the "Refresh QuickBooks Products" button for an updated dropdown list of QuickBooks products. - Product Mappings are how MyWorks Sync understands how to sync product to product updates between WooCommerce and QuickBooks (ie. inventory & pricing, name, sku, description). The item actually ordered will still display as the QuickBooks Line Item Description for the line. It can be time-saving in high transaction volume scenarios where product data isn't necessary in QuickBooks or pricing and inventory syncing are not the sync requirement so much as moving orders from WooCommerce > QuickBooks to simply not complete product mappings and to set the Default for Unmatched Products setting instead. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996127038/f782b8131e0168cc1abab1717e28/upload_11218819540675381868.png?expires=1788544800&signature=c620f021aed5ec84dfd31c0bcfead1d9d41d76577d442ec5442c41b93794e28c&req=dSkuEMh8moFcUfMW3nq%2BganDX2J6GJ26H9sS%2Fmn1eR4paYW%2FA8%2FCxSr%2FQjQJ%0AetYpxDycgTXMJsd7KbHPcnJkT20%3D%0A) - We always suggest making sure there are no blank dropdowns in MyWorks Sync>Settings>Default. You can [read more about our settings here](https://support1.myworks.software/*/articles/13538237). --- ## Controlling access to MyWorks Sync in your WooCommerce admin area (WooCommerce and QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13752620-controlling-access-to-myworks-sync-in-your-woocommerce-admin-area-woocommerce-and-quickbooks-desktop MyWorks Sync lives in the admin area of your WooCommerce store, and is available through a menu item: MyWorks Sync. By default, only users in the roles of Shop Manager and Administrator will be able to see/access the MyWorks Sync menu in your WooCommerce admin area. Normally, the above is sufficient, as even if a user has access to MyWorks, that doesn't mean they also have access to QuickBooks. This simply provides them the ability to view or change settings/mappings in MyWorks, or manually push or pull data if desired. It is possible to further limit access to the MyWorks Sync menu, no different than limiting access to other plugins shown in the sidebar of your WooCommerce admin area. Normally, your web developer will be able to accomplish this for you. For example, using [a plugin like this](https://wordpress.org/plugins/admin-menu-editor/), you'd be able to show/hide different menu items per user in your store admin area. Or, [with a plugin like this](https://wordpress.org/plugins/wp-custom-admin-interface/), you could further customize your admin area. --- ## What is the difference between mapping and pushing data? (WooCommerce and QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13752593-what-is-the-difference-between-mapping-and-pushing-data-woocommerce-and-quickbooks-desktop During the setup of [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/), a common question we receive is understanding the difference between mapping data (in MyWorks Sync > Map) and pushing data (in MyWorks Sync > Push). ## **When to map data?** If data like customers and products exist already in WooCommerce and QuickBooks, they should be mapped in MyWorks Sync > Map. This helps “match” the WooCommerce record to the corresponding QuickBooks record within our sync. This is best done before any orders are synced to ensure accurate syncing. ## **When to push data?** If you have customers and products that only exist in WooCommerce, and you would like them to also be **created** in QuickBooks, you may push them in MyWorks Sync > Push. When pushing customers or products, they will be automatically mapped to the resulting QuickBooks customer/product in MyWorks Sync > Map, so there is no need to map them after pushing. Note: it is not generally necessary to push customers, as we will always automatically sync over a customer if necessary when a related order is being pushed or synced. --- ## WooCommerce Sequential Order Numbers Pro (QuickBooks Online) **URL**: https://support.myworks.software/en/articles/13745809-woocommerce-sequential-order-numbers-pro-quickbooks-online Our [WooCommerce Sync for QuickBooks](https://myworks.software/integrations/woocommerce-quickbooks-sync/) has built-in compatibility to sync WooCommerce orders over to QuickBooks using the custom order number set by the WooCommerce Sequential Order Numbers Pro plugin from WooCommerce.com - instead of the default WooCommerce order ID. This is most useful if you need to ensure your WooCommerce order numbers don't conflict with QuickBooks invoice numbers. [Read our article here on why this sometimes occurs.](https://support1.myworks.software/*/articles/13538399) ## **What do I need?** - [WooCommerce Sequential Order Numbers Pro](http://woocommerce.com/products/sequential-order-numbers-pro/?aff=13810&cid=1573456) ## **Getting Started** Once you have the WooCommerce Sequential Order Numbers Pro plugin - it's time to install and configure it. - Once activated, we'll enable the additional compatibility present in MyWorks for the WooCommerce Sequential Order Numbers Pro plugin by visiting MyWorks Sync > Compatibility in your WordPress admin sidebar. ​ - In the section labeled WooCommerce Sequential Order Numbers Pro, click the switch to turn on compatibility. ​ ![](https://myworks-db291edea592.intercom-attachments-1.com/i/o/pwyy6pl2/1996118687/8d810db2dc0e6a24148ce492b547/upload_12057216340498159909.png?expires=1788544800&signature=8a647195c7e3b00ea7e456628d55b21a45497fab36cefe95bd9f659776dfe2e7&req=dSkuEMh%2FlYdXXvMW3nq%2BgY3QiMVy%2BVoVWdsSziyfqakHSOW4h4CBs9GnQ8je%0A7hPy%2FxfJYH5kJLr4Zhkl%2B6ThLRI%3D%0A) Once you've completed the above steps, future WooCommerce orders will sync to QuickBooks using the new/custom order numbers from the Sequential Order Numbers Pro extension. --- ## Can orders sync backwards from QuickBooks Online into WooCommerce? **URL**: https://support.myworks.software/en/articles/13755095-can-orders-sync-backwards-from-quickbooks-online-into-woocommerce A pre-sales question we often encounter from potential or new users is regarding syncing orders backwards: From QuickBooks into WooCommerce. Need to display QuickBooks Online Invoices in the WooCommerce account area? MyWorks can display the invoices/sales receipts/estimates from the customer's QuickBooks Online record right within an Invoices tab in their WooCommerce customer account - allowing them to easily view/pay them from there.**​[Read more on this here.](https://support1.myworks.software/en/articles/13538385-showing-quickbooks-transactions-in-the-woocommerce-customer-account-area) [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) will sync new and updated orders from WooCommerce into QuickBooks automatically - but it does not currently have support for syncing orders in the opposite direction - from QuickBooks into WooCommerce. There are a few reasons for this, and these are detailed below. Typically this sounds like a helpful ability, but in real-world workflows, there's generally very little need/logic for syncing orders in this direction. - As mentioned above, even though MyWorks can't sync an order from QuickBooks to be created in WooCommerce; we can display the invoices/sales receipts from the customer's QuickBooks Online record right within an Invoices tab in their WooCommerce customer account - allowing them to easily view/pay them from there. ​ - It’s scarce that this even makes sense in an accounting/order workflow. If you’re creating orders (as an invoice or sales receipt) in QuickBooks, there’s almost never a logical reason to need them in WooCommerce, because the purpose of WooCommerce is to allow users to place new orders. ​ - It’s also technically very challenging/not straightforward to sync an order backward into WooCommerce due to how the data is structured differently in QuickBooks - for example: which customer should the order be tied to in WooCommerce, and what if the customer isn’t in WooCommerce? Because of this, even if MyWorks Sync were able to sync an order back into WooCommerce, 99% of the time, there would be an accuracy issue with it based on how QuickBooks would feed us this information. ​ - For users that do indeed need orders to show in WooCommerce, we recommend entering the order manually in WooCommerce first and letting MyWorks sync them into QuickBooks. Many plugins make this process easier/faster in WooCommerce (aka for phone orders). ​ - Most importantly,** even though we don’t sync the **order** backward into WooCommerce, we **can **sync the inventory that was changed in QuickBooks by that order back into WooCommerce. So, for example, if an order is created in QuickBooks for two widgets, the QuickBooks inventory will go down by 2, and even though that order won’t sync to WooCommerce, MyWorks will sync that inventory change into WooCommerce, so the inventory is always accurately reflected. --- ## How to review recent sync activity in the MyWorks Log (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13752546-how-to-review-recent-sync-activity-in-the-myworks-log-quickbooks-desktop Whenever MyWorks syncs any data with your Shopify store, we'll log an activity of this in the MyWorks Sync > Log page: whether it's a successful sync, or if an error occurred. If an error occurred, we'll show it in red, along with more information around why this happened and what caused it, so it can be resolved. Have questions about an issue? Our support team is always happy to help! ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2074383318/b2fe35efca372cd5fbd319aa69eb/upload_13815045758525004069.jpeg?expires=1788544800&signature=2d0b56e4938c0fa9078ac3dfc0c86cf89583a34a79eea86b707638e11af2b302&req=diAgEsp2noJeUfMW3nq%2BgVyAcoaFFInI3sd987wfPv38jydyaegnrlwAkm4G%0APXJ6j022YBSeoeETQrNeusJuc5w%3D%0A) --- ## Using MyWorks to automate and sync unpaid Shopify orders (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13791485-using-myworks-to-automate-and-sync-unpaid-shopify-orders-quickbooks-desktop If some of your Shopify orders are not paid in Shopify as they're being placed but instead are paid at a later point, MyWorks can help automate this process in several different ways, as shared below. When Shopify orders are placed, but not paid, MyWorks is able to specially handle several different elements in these orders that can help automate how these orders are handled after they're placed. ## **Syncing the Terms & Due Date** [As shared in this article](https://support1.myworks.software/en/articles/13729026-syncing-shopify-orders-with-terms-or-due-date-in-quickbooks-desktop), MyWorks is able to sync the terms and due date from a Shopify order into a QuickBooks invoice. ## **Emailing an invoice to the customer from QuickBooks** MyWorks can be configured (MyWorks Sync > Settings > Order) to send the QuickBooks invoice to the customer once an order is synced - just as if the “Save and Send” option was clicked in the QuickBooks invoice manually. ## **Using the QuickBooks customer's email(s) for the invoice email field** MyWorks can also be configured to use the QuickBooks customer's email (or multiple emails, comma separated) in the email field of the invoice we create in QuickBooks- instead of the Shopify order's email. This can be helpful for cases where the QuickBooks invoice needs to be emailed to multiple contacts. ## **Syncing a payment to QuickBooks at a later point** If the Shopify order is initially unpaid when it's placed, MyWorks can sync it to QuickBooks as an open invoice. Then, if the Shopify order is marked as paid at a later point, MyWorks will sync a payment to that invoice in QuickBooks. --- ## Using a "clearing" account in QuickBooks Desktop to manage Shopify payouts + fees **URL**: https://support.myworks.software/en/articles/13763930-using-a-clearing-account-in-quickbooks-desktop-to-manage-shopify-payouts-fees Typically, when dealing with credit card sales/deposits from your Shopify store, it's common to use a separate QuickBooks bank account and treat it as a “clearing” account to "hold" payments for orders from your Shopify store - so they can be correctly marked as paid in QuickBooks, even if the funds aren't sent to your QuickBooks bank account by a Shopify Payout yet. Using a clearing account in QuickBooks is especially common when using the [Payout Syncing feature](https://support1.myworks.software/en/articles/13537846-syncing-shopify-payouts-to-quickbooks-desktop-with-myworks) in MyWorks, to most easily reconcile/match your deposits in QuickBooks. ## **Using a clearing account in QuickBooks** This can be easily set up by creating a separate Bank Account in QuickBooks to serve as a holding account for funds until your card processor deposits them into your physical bank account. This can be called "Shopify Clearing Account", for example. Then, in MyWorks Sync > Settings > Payment Methods, select this account for MyWorks to sync payments to. **If you have multiple payment methods in Shopify, like PayPal or Authorize.net, you could create a clearing account for each payment method in QuickBooks to keep them separated! ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2079021977/c6c15b4378cb64543b75ac681a40/upload_18282830284356423683.png?expires=1788544800&signature=d053a9fa3f8285f6d5c0998d1a10037e280ed9a1dfa383f0add8f3478a530880&req=diAgH8l8nIhYXvMW3nq%2BgaCWbRg2cXknyJVhT5bXLS7OFLUg5u0zdUR%2BhC9i%0AY%2Bu%2FyBH30BzxiLEwm5TQguZ1oSY%3D%0A) Orders will then be synced into this bank account in QuickBooks, and if it's a Shopify Payment/Payout, MyWorks can sync the Payout into QuickBooks to be easily “matched”! Or, if the deposit is from a 3rd party processor; when the deposit reaches your bank account in real life, it can be "Transferred" from this clearing account. This results in your "clearing" account having a balance of only the sales/funds that have not yet cleared your bank account in real life: the amount that's still “on its way” to your bank from Shopify or your payment processor. ## Transaction Fee Handling** Transaction fees can also be easily handled by MyWorks - either by including in the Payout we sync to QuickBooks or as a negative line item, [which we cover in this doc.](https://support1.myworks.software/*/articles/13538161) --- ## What is the "Default for Unmatched Products" setting? (Shopify & QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13752257-what-is-the-default-for-unmatched-products-setting-shopify-quickbooks-desktop When using MyWorks Sync, you may see the QuickBooks product "Default for Unmatched Products" - either used in an order we sync to QuickBooks, or in a setting in MyWorks Sync > Settings > Default. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2074270667/fb882bc872a01c034d607d06b4a3/Screen+Shot+2026-02-17+at+4_23_06+pm.png?expires=1788544800&signature=84419004ad339db19ac74332004c7c74ac707ccde4a19189e7248f50c0b89c0b&req=diAgEst5nYdZXvMW3nq%2Bgcpg4NLTZnFadYILghM%2BNj89vB4lGTDvDMxlwNcI%0AY93VhUeb24QASRl%2Bsv8p0Zn4Nlw%3D%0A) This is the name of a product that MyWorks will create in your QuickBooks company when MyWorks is first connected. In short, this product/setting is meant to be used only for orders that contain a Shopify product that is **not** mapped to a corresponding product in QuickBooks. While the above setting can be changed to use any other default/general sales product in your QuickBooks that you'd like to be used instead, this setting is **only** used if MyWorks is syncing an order to QuickBooks that contains a product that's not mapped together. You can easily check and assign product mappings in MyWorks Sync > Map > Products. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2074266485/5c0521bd85ee49ad4514a1e2cb02/upload_10541352400181173338.jpeg?expires=1788544800&signature=506c138677e32e8b9084430c29d79541f56cf1b0388a0468788146b849e01d1b&req=diAgEst4m4VXXPMW3nq%2BgYsBZXvbts8dlf9EhX6wUfE0CRlN%2FQ2ngsBt0oYd%0AvVZnYot4ETbdKKNONQt2k5LzRXk%3D%0A) --- ## Syncing Shopify orders containing discounts to QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13729730-syncing-shopify-orders-containing-discounts-to-quickbooks-desktop MyWorks supports syncing Shopify orders that contain discounts to QuickBooks Desktop in several ways. These can be controlled in MyWorks Sync > Settings > Order in our app in Shopify, and only one of these approaches can be enabled at a time. ## **Syncing discounts as a separate line item** By default, MyWorks can sync discounts in the order to a separate, negative line item in the QuickBooks order. If there are multiple coupons in the Shopify Order, each coupon would have its own negative line item in the QuickBooks order. This can be enabled by setting the Default Discount product in MyWorks Sync > Settings > Default.**​ ![Screenshot of the default QuickBooks Discount Product controlled in the MyWorks App > Settings > Default](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2062079327/eb9d8ef3337dda0f8bc110f4681e/Screen+Shot+2026-02-13+at+7_26_44+pm.png?expires=1788544800&signature=9c06b6ff160b7acfd29a0d2fdb6935eda515fefbe7bace382e76b3b9e200ba06&req=diAhFMl5lIJdXvMW3nq%2Bge18%2BV%2FAzQ3mGL2MlxAUDAzFFTbFJqb2VkLHsvSq%0AGCeetvbxbm6qoVcreipSioboNr0%3D%0A) ​ ## Syncing discounts within each line item** Instead of syncing all order discounts to the Subtotal field, MyWorks can reflect the discount within each line item in the order in QuickBooks, for cases where the discount in the Shopify order is reflected in one or more of the line items in the order. This would show each of these line items in QuickBooks as the “net” amount after the discount. ![Screenshot of the setting in the MyWorks Sync App > Settings > Order to sync order discounts within the original line item](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2062053783/de6aaa7c4ccd51aacd40671a9b0e/upload_6122435871480969492.png?expires=1788544800&signature=1cfc736cccb3863fdeb448cf660d2eced9eeeac52eef581925a9184409e7076d&req=diAhFMl7noZXWvMW3nq%2BgXbDB0PL8xJ7tX3K9JxQXajcaN1DvmX6IDprY94e%0AEOGPmObiLrN1mYGdsFAkq7wSrV0%3D%0A) ## --- ## Should I sync Shopify orders as Individual orders or as a Daily Summary? (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13729511-should-i-sync-shopify-orders-as-individual-orders-or-as-a-daily-summary-quickbooks-desktop A common question we hear as our users consider syncing their orders to QuickBooks is the decision of whether to sync a Shopify order as an individual transaction - a Sales Receipt, an Invoice, a Sales Order, or an Estimate - or sync a day's orders as a single Daily Summary (as a Journal Entry) to QuickBooks. This setting can be controlled in MyWorks Sync > Settings > Order tab. The best answer to this is to consult your bookkeeper on their recommendation - and/or check your existing QuickBooks company to see how you've been accounting for orders up to this point: whether as a sales receipt, an invoice + payment, or as a single daily summary/journal entry. Do you need some orders to sync as one type of transaction, while others to sync as a different type of transaction? That's easy to accomplish with Shopify Order Tags as well! ![A screenshot of selecting which order type you](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2062040611/f0eb0ecd2145fd9d9f483119c31d/Screen+Shot+2026-02-13+at+7_16_21+pm.png?expires=1788544800&signature=93f1e3789bcac5d73e8bc9c0318f84db7b5ec25654a5b9b61f275bfa81e79ab5&req=diAhFMl6nYdeWPMW3nq%2BgT9Yn6oxgaZnUXAjWLkcQvuVTyRgGNufX9DXcUsD%0AT2%2B8X5PDpbHCF8oEiRqqhBSvSSk%3D%0A) ## **Overview** From a reporting point of view in QuickBooks, there are a few differences in how orders sync: **Syncing orders as individual transactions (Invoices or Sales Receipts)** - **Pros: **This can give you the most detailed level of data in QuickBooks, allowing you to leverage QuickBooks reporting as much as possible. Especially when managing individual products/inventory in QuickBooks, this allows you to accurately track COGS in QuickBooks as each order occurs, while also managing inventory smoothly in QuickBooks and having it sync back to Shopify. - **Cons: **If you normally have several thousand orders each month, it can be less convenient to have this ongoing volume of transactions in QuickBooks, which grows each month. Especially if you're not tracking individual products in QuickBooks, or need extra detailed reporting in QuickBooks, syncing as a Daily Summary can be a better option. **Syncing orders as a single daily summary** - **Pros: **This can be most helpful when dealing with a larger volume of orders each month: several thousand or more. With this approach, all of a day's transactions would be recorded in QuickBooks in one journal entry - as totals, while still separating the different areas of data: product sales, shipping, discounts, sales tax, COGS, refunds, gift cards, and more. - **Cons:** Because this is a single daily transaction in QuickBooks that records totals, not individual transactions; some level of detail won't be present in QuickBooks in the way it would be if orders are syncing as an individual transaction. However, all the totals would still be reflected in QuickBooks in exactly the same way as if each transaction was present in QuickBooks. ## **Syncing Orders as Sales Receipts** A Sales Receipt is like an invoice + a payment all rolled into one. Therefore, syncing an order as a sales receipt will record the sale in QuickBooks while also recording the payment into the correct (mapped) bank account in QuickBooks. This is usually a typical representation of a Shopify order - where the order is placed and paid for all at once. This is the default setting for MyWorks Sync but can be changed in our Settings. ## **Syncing Orders as an Invoice + Payment** An invoice in QuickBooks represents a sale you've made that hasn't yet been paid. The invoice is displayed in QuickBooks as "Open" until a payment is applied to it. This approach is most helpful when some Shopify orders have been placed **but not yet paid**. In these cases, MyWorks would sync just an open invoice into QuickBooks. If the Shopify order were then paid later, a payment for the invoice would also be synced over along with the invoice to QuickBooks. Or, if the invoice in QuickBooks is paid at a later point, MyWorks can update the Shopify order to be marked as paid. ## **Syncing Orders as an Estimate or a Sales Order** Estimates and Sales Orders in QuickBooks are non-posting transactions that won't affect your financial accounts until they are converted to a QuickBooks invoice. ## **Syncing Orders as a Daily Summary** A daily summary in QuickBooks is a single transaction - a journal entry- that records the total of all sales and transactions that occurred in that day. Although this records only the totals for the day, these are separated by QuickBooks account type to still accurately separate different types of sales/transactions, including: - Payments (separated by payment method) - Sales of Products (to a single income account, or separated by Shopify Collection) - Shipping Income - Discounts given - Sales Tax - Refunds (separating product, shipping, discount & sales tax) - Cost of Goods Sold - Accounts Receivable (unpaid orders & orders paid later) - Gift Cards (to a corresponding liability account) - Tips --- ## Tips while using the Shopify Flow app with MyWorks Sync (QuickBooks Desktop) **URL**: https://support.myworks.software/en/articles/13744983-tips-while-using-the-shopify-flow-app-with-myworks-sync-quickbooks-desktop While using MyWorks to sync your Shopify store with QuickBooks, it can sometimes be helpful to automate certain workflows or fields in your Shopify store, especially if they overlap with how you'd like MyWorks to sync a certain record with QuickBooks. In this case, the [Shopify-built Flow app](https://apps.shopify.com/flow) can be a powerful complement when used alongside MyWorks! You can also read more [about Flow on Shopify's blog.](https://www.shopify.com/enterprise/blog/ecommerce-automation-software-shopify-flow) ## **Examples** - Using the Flow app to add/remove a specific tag to a Shopify customer, which can then be used to place them in a specific Shopify Segment. MyWorks can then be used to map/sync orders specifically to QuickBooks based on the Shopify Segment the customer is in.**​ - Using the Flow app to add/remove a specific tag to a Shopify order, which can then be used within MyWorks to control when an order is synced to QuickBooks. ​ - Using the Flow app to recognize when the `Synced to QuickBooks` tag is added to a Shopify order (which occurs when the order is synced to QuickBooks) - to then automate other actions in Shopify. ​ - If a custom order field in a Shopify order needs to be synced to a QuickBooks order field; a Shopify Order Metafield could be created; then a Shopify “Flow” can populate this metafield with the exact values desired to be sent to the QuickBooks order field. ## Example Setup** Since there's no one-size-fits-all for custom workflows in Flow, the first step is determining what you want to automate, and the result you'd like to end up with. Then, install the [Flow app ](https://apps.shopify.com/flow)to your Shopify store, and jump in to create an example workflow! You can experiment with the Shopify fields and triggers that are available. Here's an example of a simple workflow that adds a “Faire” tag to a customer imported into Shopify through the Faire channel/marketplace; which can then be used to place that customer in a specific Shopify Segment. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2070945366/8fb8dc93acaca78f4b3f5047683e/upload_15648771304788328415.png?expires=1788544800&signature=7e4bb8ebb2bc5166ef94db550e401d878553b8e90ea90a4f152226d39023fb2b&req=diAgFsB6mIJZX%2FMW3nq%2BgVuL8sLuPQ%2BOQJlPWM1gKbb3Fke9SHlJkleN7pkd%0A7GKvx%2BMy4HqXW%2B7hYWhoDJ6MzEc%3D%0A) --- ## Syncing Shopify orders with Terms or Due Date in QuickBooks Desktop **URL**: https://support.myworks.software/en/articles/13729026-syncing-shopify-orders-with-terms-or-due-date-in-quickbooks-desktop MyWorks can honor the Due Date and Terms for unpaid Shopify orders, ensuring they are reflected in the open invoice we can sync into QuickBooks. As shown in the examples below, the Due Date and Terms in the Shopify order are synced to the QuickBooks order by MyWorks. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2061957383/37e081e2f32732508596da1c9934/upload_9410188004263680808.png?expires=1788544800&signature=7223b64c199c49ca85b56ff76c21265fc785b2b7c17a5876f49c08ccbae57943&req=diAhF8B7moJXWvMW3nq%2BgbhBU4HnlJHrkF1VVjxA9EHK32bv33IzFX%2BmuICS%0AbGi%2F4FrS5NZ2hJLDUlGb77hYfpY%3D%0A)![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2061957384/3836b34ea5101fd82674b003d670/upload_790992386318635541.png?expires=1788544800&signature=88b48a5f693cebeafac1abfe1e03a8c979537410d702df8b632c65bc9b2f4151&req=diAhF8B7moJXXfMW3nq%2BgV5FW9zs1yw0f%2FWj2qmX5L8sCr5zX0okkm1hJ5P2%0ANDA80KiTzuyNcDGvxxlTtNoQ3Cg%3D%0A) --- ## Syncing Gift Card purchases and redemptions from Shopify to QuickBooks **URL**: https://support.myworks.software/en/articles/13791409-syncing-gift-card-purchases-and-redemptions-from-shopify-to-quickbooks MyWorks has full support for the built-in gift card functionality in Shopify, allowing you to accurately track both **purchases** of gift cards as well as orders paid by **redeeming** gift cards - as we sync them from Shopify into QuickBooks Desktop. ## **Setting up a Gift Card product** All that's necessary for MyWorks to handle orders containing gift cards is to ensure you have a single Gift Card product created in QuickBooks. We'll use this product **both** in orders containing gift card purchases as well as redemptions, to accurately record these to a liability account you'd set up in your QuickBooks company. ## **Gift Card Redemptions** When a gift card is used in Shopify to partially or fully pay for an order, MyWorks Sync will include that redemption in the QuickBooks order synced - as a negative line item, using the Gift Card product in QuickBooks.**​ This simply needs to be set in MyWorks Sync > Settings > Payment Methods - in the Gift Card section on this page. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2086612508/2d169572e5642663ee67dbab8d97/upload_17643750212341705659.png?expires=1788544800&signature=f7f08aea8a7300b0b278697e1a4b3ce9fe1684a174e8787b716bcaed9f17a776&req=diAvEM9%2Fn4RfUfMW3nq%2BgVm%2FWVyEvX7aedM8UbkEKDL2PZEwQexL3nw1e9lT%0A5CCooj0q%2BI73Muvy6%2Fsi%2BRvKKiY%3D%0A) This would ensure the redemption is correctly recorded to the same liability account mentioned above in the QuickBooks order. ​ ## Gift Card Purchases** All that's necessary in MyWorks to accurately track orders where a gift card is purchased is to simply set the gift card item in the above area in MyWorks Sync > Settings > Payment Methods. Once this has been set, orders where gift cards are purchased would be accurately synced to QuickBooks, recording this revenue in the Gift Card liability account this product is assigned to in QuickBooks. --- ## Using the next available QuickBooks Online order # when syncing orders **URL**: https://support.myworks.software/en/articles/13755049-using-the-next-available-quickbooks-online-order-when-syncing-orders By default, [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) will sync orders from WooCommerce or Shopify into QuickBooks using the WooCommerce or Shopify order ID/Number as the Invoice/Sales Receipt number in QuickBooks. Additionally, if you're using a custom order number in WooCommerce or Shopify, MyWorks can be set to use this number instead. However, if it's necessary to sync orders into QuickBooks **using the next available number in QuickBooks**, we have an advanced setting that supports syncing orders into QuickBooks using the **next QuickBooks invoice/sales receipt **number. This is especially helpful if other orders are being manually entered in QuickBooks in addition to orders synced from WooCommerce or Shopify. This feature is available in all **paid plans** and requires the Custom Transaction Number setting (below) in QuickBooks to be off. ## **Example** - John creates an invoice manually in QuickBooks - after saving, the number is #1261. - Order #103 is placed in WooCommerce or Shopify, and synced to QuickBooks. The QuickBooks invoice is #1262. - Sarah creates an invoice manually in QuickBooks - after saving, the number is #1263. - Order #104 is placed in Shopify or WooCommerce and synced to QuickBooks. The QuickBooks Invoice is #1264. ## **Setup steps** - In order to enable this setting in MyWorks Sync, the *Custom Transaction Numbers *setting in QuickBooks Company Settings must first be turned **off**. Before doing so - we recommend first ensuring that the most recent order in QuickBooks does have the correct number you'd like to start using sequentially.**​ * ​ - In your WooCommerce or Shopify admin area, visit MyWorks Sync > Settings > Orders, and enable the Use Next QuickBooks # *setting. Any orders synced to QuickBooks from this point forward will follow the next QuickBooks number as the order is created in QuickBooks. ## Common Questions** - The *Custom Transaction Numbers *setting in your QuickBooks Company Settings must first be turned off in order to see/enable this setting in MyWorks Sync. - Is the number sequence in QuickBooks not what's expected when syncing your first orders? Creating a manual invoice/sales receipt in QuickBooks and setting the first number you'd like to use should "force" QuickBooks to re-start the number sequence using that number. - With this setting enabled, WooCommerce or Shopify orders will **not** have the same numbers as QuickBooks invoices/sales receipts. (our support team can help custom map the WooCommerce order number to a different field in the QuickBooks order, however - to help keep that number available in the QuickBooks order for reference) - Our "sync status" badges will still correctly function with this setting enabled - as the QuickBooks ID of the invoice/sales receipt is stored in the WooCommerce order meta for us to use when checking sync status. - The "sync status" for **past **orders synced before this setting was enabled may change to show as *not synced* in WooCommerce or Shopify - even though the order itself is in QuickBooks. This is normal and can be ignored. --- ## Running sync testing - best practices **URL**: https://support.myworks.software/en/articles/13745724-running-sync-testing-best-practices It's usually very common for a store admin, web developer or accountant to want to run tests with [MyWorks Sync](https://myworks.software/integrations/woocommerce-quickbooks-sync/) when initially conducting setup / testing. When doing so, we have a few best practices to share to ensure that testing is as seamless and easy as possible. - It is is usually acceptable to test syncing our integration with a live QuickBooks company. This is because we do not automatically sync any past data; we only automatically sync new data - which is controllable. As such, this presents a very low integrity risk to live QuickBooks companies, as it's straightforward to delete test data from QuickBooks after syncing. - Before syncing any products, customers, or orders to test, ensure your default settings and initial mappings are set. This will help avoid unnecessary errors. - When placing test orders to sync, avoid placing them with an admin user, as it will normally result in QuickBooks Customer Not Found errors. [These can be resolved using this article, however.](https://support1.myworks.software/*/articles/13538350) - When testing syncing customers or orders, it is usually best to stay away from admin users/names that already exist as customers, vendors, or employees in QuickBooks - as this will result in [duplicate customer errors](https://support1.myworks.software/*/articles/13538364). We recommend testing only with unique fake names to avoid this. --- ## Error 6140: Duplicate Document Number Error. You must specify a different number. This number has already been used. **URL**: https://support.myworks.software/en/articles/13745013-error-6140-duplicate-document-number-error-you-must-specify-a-different-number-this-number-has-already-been-used ## **Error** Error:6140: [Duplicate Document Number Error, Duplicate Document Number Error : You must specify a different number. This number has already been used.] ## **Cause** A record (invoice, sales receipt, credit memo, etc) already exists in QuickBooks with the same **number** as the order you're attempting to push over.**​ This error ONLY will occur if you have the *Custom Transaction Numbers* setting turned on inQuickBooks, which allows you to edit transaction numbers manually. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2070968011/65e49de14ed3939f374708d5fc41/upload_12131995116671131844.png?expires=1788544800&signature=28ad4cf9f1327d49a3a90300f91410b6275d2b1cd5f2f5fac75d6399c7e99e5d&req=diAgFsB4lYFeWPMW3nq%2BgVOoQduyDpOSDMkhEsSdG%2FWDxfCk9IDqUOhmPqRD%0A6rK8W3ovMBygOt8EHbLi%2Fep9CPg%3D%0A) ## Resolution** - Search QuickBooks for the order number that has this error. Most likely, you'll find a record already in QuickBooks with this number. - Remove/re-number the offending entry. - In MyWorks Sync > Dashboard, click "Refresh Customers & Products". - The order should push over correctly to QuickBooks. --- ## Syncing Shopify Order Line Item Properties to QuickBooks Online **URL**: https://support.myworks.software/en/articles/13744891-syncing-shopify-order-line-item-properties-to-quickbooks-online Shopify supports adding additional information to QuickBooks Desktop order line items through a field called Line Item Properties. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2070884829/139ef2ce6f97e4896d933e08720e/upload_4244477962503947317.png?expires=1788544800&signature=ae15a512c22743bef19dfc022984f06545526bb026f437690eb8abbdf7d6fbe2&req=diAgFsF2mYldUPMW3nq%2BgS8AtfVZQeNb3avde2YvedvggPoTB%2Fv0sGc5BWpV%0A0UrU%2BU7YrKDKEnLNEl0bKkrodw4%3D%0A) As shown in the above example Shopify order; the line item property of “Snowboard Options” is used. MyWorks is able to sync these line item properties from the Shopify order into the Description column for that order's line item in the QuickBooks order. Visit MyWorks Sync >Settings > Order to enable this setting, which also supports the ability to send just specific line item properties to QuickBooks instead of all line item properties. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2070884831/3f9b5664d671f0b8e2f7a62d24b3/upload_4024302211658484470.png?expires=1788544800&signature=e40a41013968493a28ced9525a170398622cf2a4471e556300397f40a398a840&req=diAgFsF2mYlcWPMW3nq%2BgXsfYlYaYl40ogUUK9fMXxGY6y1B0Sy%2FE47kSdEP%0AWJV74suKzDQJy2XxriwPTR%2B%2FJX8%3D%0A) Once enabled, these would sync in an order in QuickBooks Online as shown in the below examples. ![](https://downloads.intercomcdn.com/i/o/pwyy6pl2/2070884825/3be747c76ee59d1d6e3ee283f89b/upload_14493596296285187250.png?expires=1788544800&signature=dec2e7c6c40d3557d57d0c3b0c1b96542904745829d6f4530695b20730d13ebd&req=diAgFsF2mYldXPMW3nq%2BgaBI3OctpgikSQAb3k8PJOZ4RDNXoxJuyyycbKD1%0AXV2oAnk26BN7%2F51nsp1HkHOmj0E%3D%0A) ---