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Configuring Unify Enterprise to work cooperatively with Shopify POS

Shopify POS is an excellent addition to an existing Shopify e-commerce store for businesses that have one or more physical locations in which they also retail their products.

But how does it work with Shopify's native order management system and how can Unify Enterprise segue that information into the accounting system?

Typical problems experienced by Shopify POS users

  • Differentiating orders from standard Shopify online orders
  • Using Shopify POS in multiple physical locations and having inventory come out of the correct location

The main issue with Shopify's POS system is that differentiating where orders and items came from and making sense out of the order details once the order has been placed for financial and inventory purposes is quite difficult most times.

Fortunately, based on the Location settings in Shopify we now have some way to do this.

Solution: Inventory Locations in QuickBooks Enterprise or NetSuite can be mapped to Location in Shopify POS

In order to help differentiate these orders from the standard Shopify orders, we are able to map the orders from a particular POS to the location that it is assigned within QuickBooks.

Within Unify Enterprise this can be mapped by going to File >> Configure Store >> Products >> at the bottom, if you have Advanced Inventory turned on within QuickBooks, you'll be able to select to Track Inventory in multiple locations, then define a default location (where it will pull standard Shopify e-commerce orders inventory from), and finally click to Override the Inventory site.

Clicking the button to the right, Map Inventory Site, will allow you to do Location mapping as shown below:

Here your inventory locations within Shopify will be listed to the left, and can be mapped one-to-one with the inventory sites you would fulfill those locations from within QuickBooks.

This mapping, combined with the default location for the standard Shopify orders will allow your orders to automatically deduct inventory from the correct locations in QuickBooks Enterprise, providing that accuracy that is sought after when using an online POS that is disconnected from your inventory master.

Solution: Differentiate Transaction Settings based on Shopify Location

We have also made it possible in Unify Enterprise to create different transaction settings for orders that come from the different Shopify Locations. This is the same as being able to differentiate transactions based on Payment Method or Order Status.

Setting up Transactions based on Shopify Location

Using this setting in Unify Enterprise first requires you make it available by turning it on from the Advanced Settings. To enable, go to File >> Advanced Settings >> Click the Other Tab >> Click the Checkbox for Create Transaction based on Sales Channel >> Save and close the Advanced Settings as pictured below.

Now that you have enabled this feature, go back to File >> Configure Store >> Transactions tab and select Different Transaction type based on Sales Channel:

What can be accomplished by doing this?

Using the Locations in Shopify POS allows you to utilize Unify Enterprise to create many different possibilities with Transactions now.

  • Create different types of transactions - For example if you use Shopify POS and sell in one physical location (let's call it 'San Francisco') to customers who pay at checkout, you could use the location 'San Francisco' to write Sales Receipts into QuickBooks. Then let's say the rest of your regular Shopify Webstore customers are wholesalers who should go into QuickBooks as Sales Orders to be invoiced later, we could set the Anything Else rule for Open Sales Orders. See the screenshot below.

  • Create transactions with different internal settings based on different POS locations for Shopify. This is another possibility, where the user may have multiple physical locations where they use their Shopify POS. They may want all of these locations to be Sales Receipts, but perhaps each location should be assigned a different class or deposit to account or sales rep. These options can be separated out based on Shopify Location and setup individually.

These are just two examples of how Shopify Locations can be used to set up Transactions in Unify Enterprise.

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