Import orders from Shopify reads recent orders of the connected Shopify store and books them as merchandise sales. You choose the orders, map each part of an order to a product or a revenue account and import them. It is a dialog with three steps.
Open the import
- Open Merchandise from the side menu.
- Select Import from Shopify under Sales by product.
The button is shown when Shopify is connected. The connection is made in Settings › Integrations, where you add the API key and the store domain. The import is for a Financial admin or Admin in a band, and needs Finance & accounting and Integrations (incl. Bandsintown, TomTom, Resend) (Band Gold). It needs an internet connection, because the orders are read from Shopify.
Step 1: select orders
The list shows the recent orders of the store, with the columns Order, Date, Status, Lines and Total. On a phone each order is a card with a checkbox. Select the checkbox of every order to import. Load older orders adds older orders to the list.
The Status shows Imported for an order that is already booked, or the payment status of the order. An order that cannot be imported has no checkbox and shows why:
| Status | Meaning |
|---|---|
| Cancelled | The order was cancelled. |
| Not EUR | The order is not in euros. |
| Unpaid | The order is not paid. |
| Order details incomplete | Shopify has not returned all details. |
| Payment details pending | The payment details are not available yet. |
| Payment totals mismatch | The payment does not match the order. |
| Test order | A test order. |
| Partly imported by the former workflow | Imported earlier with the previous way of importing. |
| Unsupported payment provider | The order was paid with a provider the import does not support. |
On a phone an order paid with Shopify Payments shows its fee and its contribution to the payout, for example fee €1.00, payout contribution €24.00. A PayPal order shows PayPal fee determined during bank reconciliation. Select Next (n), where n is the number of selected orders.
Step 2: map the orders
The dialog reads: Map every order component. A product mapping adjusts the stock. A revenue mapping posts directly to the selected account. Shopify Payments orders wait for fee details. PayPal orders are imported gross, and their fee is recorded during bank reconciliation.
Each selected order has a table with Item, Qty and Map to. The list under Map to has two groups:
| Group | What it does |
|---|---|
| Products | The active merchandise products. The line is booked as a sale of that product: it reduces the stock and uses the unit cost of the product. A line is mapped to a product by itself when its title is the same as the product name, apart from capital letters. |
| Revenue accounts | The active revenue accounts. The line is booked as revenue on that account, without stock. A VAT selector and a tax category selector appear next to it. |
Components of an order that are not products, such as shipping, are listed after the items. They can only be mapped to a revenue account, and start with the first revenue account at the default VAT rate. A line that was refunded shows Refunded and a line that was imported before shows Imported; neither needs a mapping.
Import n orders is enabled when every selected order is fully mapped. Back returns to the selection.
Step 3: result
The dialog reports Imported n orders., or Imported n orders, skipped m. A table with Order and Reason lists each skipped order.
Select Close to return to Merchandise. The sales are then in Sales by product. The payment of Shopify orders reaches the bank account through Record payment.