How to import Shopify orders into QuickBooks desktop

Overview

For users with a Shopify store looking to download orders from Shopify and importing that into QuickBooks desktop using Zed Axis.  There is an outline of the steps you need to follow along with some key considerations you need to consider to optimize this data in your QuickBooks company file.

Step One: Exporting order data from Shopify

The first step is to export the order data from Shopify to an csv (comma separated value) or Excel file format:

Follow these steps:
  1. Login into your Shopify admin account
  2. Select the Orders tab and you will see a list of all your recent orders
  3. Click the Export button in the top right hand order
  4. Select the type of orders you need to export you can choose orders by date or selected orders, and select the export format as CSV for Excel, and then click Export Orders
  5. The orders file then will be download and you can choose where to save it.
The Orders export file from Shopify contains a detailed breakdown of each of the orders you have received including details of the customer, shipping charges, discounts provided, items purchased, billing and shipping details, and payment details.


Step Two: Importing the Shopify Orders into QuickBooks Desktop using Zed Axis

Before you start importing Shopify orders into QuickBooks you need to consider how the data is brought into QuickBooks:  Things to consider

  • Linking Shopify SKUs to QuickBooks Item Names – It is important that the Shopify SKU matches the full name of the item in QuickBooks.  If there is a mismatch then Axis will create a new item in QuickBooks, this may lead to items having duplicates names in QuickBooks leading to problems
  • Selling in multiple countries - Assuming you have multi-currency enabled in your QuickBooks company file you will need to do separate imports, have fees expense accounts for each currency
  • Recording charges – charges such as shipping charges and discounts are recorded in columns in the Shopify order report, in order to record those on a QuickBooks sales transaction you can use the Shopping cart feature.
Follow these steps:

  1. Open Zed Axis and connect to the QuickBooks company file you wish to import into
  2. Click the Import tab, and browse to the file that contains the Shopify orders you want to import
  3. Select the option to add a new mapping and select the transaction type as Sales Receipt and map the fields shown below, and save the map with a name. (on subsequent imports you just need to select this saved mapping).
  4. Click on the More options button and select the create item settings and the shopping cart fields as described in this article.
  5. Finally, you can filter the Grid for any rows or orders that you don’t wish to import such as those you may have refunded or returned or have not yet fulfilled.  Then click Import and the orders will be added as Sales Receipt to QuickBooks desktop.


QuickBooks fieldColumn in Shopify Export Orders fileDescription
Customer Ref Full NameBilling NameCustomer name ( you can also use as constant as "Shopify Sale")
Txn DatePaid atDate that the transaction occurred
Sales Receipt NumberNameReference for the sale
Item Ref Full NameLineitem skuName of the fee
QtyLineitem quantityQuantity of the item sold
RateLineItem priceUnit price of the item
DiscountLineitem discountDollar amount of the discount
ShippingShippingDollar amount of the shipping

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