An accounting overload
As an e-commerce seller, many people find the amount of data that is thrust upon their accounting system to be difficult to deal with. Over the short or long term this can result in many issues:
- Slow everyday use of the accounting system due to large size and loading times
- Maximum reached on customer list (common in QuickBooks Pro/Premier)
- Forced fresh start on a new company file due to too many targets (transactions) by carrying over existing balances and items while getting rid of transactions/customers to make space
Solution: Consolidate Transactions and Customers
The two primary ways that Unify Enterprise cuts down on this extra data is by consolidating both transactions and customers:
- Transactions can be consolidated on a manual basis or daily, weekly, or monthly by the automated scheduler.
Transaction consolidation setup information can be found here. As one might imagine, there are certain limitations of a consolidated post that cause individual order details to be left behind in favor of data consolidation for inventory and revenue. These limitations can be found here.
- Customers can also be consolidated into a single customer per sales channel.
This is configured by choosing a default customer in Unify Enterprise under the second step of the customer configuration. It means because this transaction uses many orders from multiple customers use this customer for the consolidated post, meaning a new customer will not be created for each order.
This is what a default customer setup looks like in Unify Enterprise, for this example we have selected Webstore Customer as the default.
Once you have configured consolidated transactions and customers, we are ready to select some orders and post them together. The resulting transaction in QuickBooks will look something like this:
As you can see above, the Webstore Customer has been selected, the bill to/ship to address is blank because it contains multiple customers. Below the inventory and revenue data for approximately 50 orders has been put together on one transaction, resulting in accurate inventory and revenue collection while minimizing targets created in the accounting system.
Although this is not the right configuration for all businesses, particularly those who need more granular customer detail in their accounting system, it is often a very effective way to keep your accounting system running efficiently in the long run.