Do not sync with Accounting when Condition

gennady · May 20, 2025, 1:00pm

Overview

By default, every Shopify order is synchronized (based on rules of the configured QuickBooks Online record sales type). However, depending on your workflow and business needs, you may not want to automatically have weintegrate synchronize orders from Shopify to QuickBooks Online.

With the Do not sync with Accounting when conditional rule feature in weintegrate you have control over which Shopify orders are synchronized to QuickBooks Online conditionally that prevent specific orders from creating accounting documents based on payment gateway, order tags, customer tags, or fulfillment status.

Why Use Conditional Sync Filtering?

Streamlined order management
Prevent test orders, draft orders, or specific order types from cluttering your QuickBooks Online records, keeping your accounting data clean and meaningful.

Flexible workflow control
Hold orders from syncing until they reach a specific status (like fulfillment), ensuring your accounting reflects only completed transactions.

Payment gateway filtering
Exclude orders processed through external payment gateways (non-Shopify Payments) that may require different accounting treatment or reconciliation processes.

Prerequisites

Before configuring conditional sync:

Understanding of your order workflow: Identify which orders should be excluded from automatic syncing based on your business processes.
Tag strategy (optional): If using tag-based filtering, establish a consistent tagging convention in Shopify for orders or customers you want to exclude.
Fulfillment workflow (optional): If filtering by fulfillment status, understand your order fulfillment process and timing requirements.

How to Configure Do not sync with Accounting when

Step 1: Access Sales & Deposits Settings

Navigate to your Shopify connection settings in weintegrate
Locate the Sales & Deposits tab
Scroll to the Sales section

Step 2: Enable Conditional Sync

Locate the checkbox labeled Do not sync with Accounting when
Check this box to enable conditional filtering

Step 3: Select Your Filtering Condition

Once enabled, you’ll see four filtering options presented as radio buttons. Choose the condition that matches your business requirements:

Option 1: Payment Gateway is not Shopify Payments

Select this option to exclude all orders processed through payment gateways other than Shopify Payments (such as PayPal, external payment processors, or manual payment methods).

Use case: When you reconcile non-Shopify Payments orders separately or handle them through a different accounting workflow.

Option 2: Order has tag(s)

Select this option to exclude orders that contain specific tag(s) you define.

Select the Order has tag(s) radio button
In the text field that appears, enter one or more tags (you can add multiple tags)
Type a tag name and press Enter to add it
Repeat for additional tags

Use case: Exclude wholesale orders (tagged “wholesale”), test orders (tagged “test”), or special promotion orders (tagged “black-friday-hold”) from automatic syncing.

Option 3: Customer has tag(s)

Select this option to exclude orders from customers who have specific tag(s) assigned to their customer profile.

Select the Customer has tag(s) radio button
In the text field that appears, enter one or more customer tags
Type a tag name and press Enter to add it
Repeat for additional tags

Use case: Exclude orders from VIP customers requiring special handling, wholesale customer accounts, or customer segments with alternative accounting treatments.

Option 4: Order is Unfulfilled

Select this option to prevent orders from syncing to QuickBooks Online until they have been fulfilled in Shopify.

Select the Order is Unfulfilled radio button
From the dropdown that appears, choose when to create the accounting document after fulfillment:
- Order date: Create the Sales Receipt / Invoice in QuickBooks Online with the original Shopify order date
- Fulfillment date: Create the Sales Receipt / Invoice in QuickBooks Online with the date the order was fulfilled

Use case: Delay revenue recognition until goods have shipped, or maintain better alignment between fulfillment and accounting records.

Step 4: Save Your Configuration

Review your selected condition and settings
Click the Save button at the bottom of the page

Step 5: Verify the Configuration

After saving, new orders matching your selected condition will be automatically excluded from syncing. You can verify this by:

Creating a test order in Shopify that matches your condition
Checking in the weintegrate Documents > Open Sales page for Last Sync column showing orders with Accounting Not Sync
Checking that the order does not appear in QuickBooks Online

What Happens After Configuration

Once enabled (this setting is not retroactive), weintegrate on new orders created after saving this setting will:

Process orders matching the configured condition rule and
1. will still automatically sync to weintegrate where they will be visible on the Documents > Open Sales page indicated by the Last Sync column showing Accounting Not Sync
2. will not automatically sync to QuickBooks Online unless Order is Unfulfilled option was selected in which case will sync to QuickBooks Online when fulfilled

Troubleshooting

Orders are still syncing despite the filter being enabled

Possible causes:

The condition may not match the orders you expect to exclude
Tag spelling may not match exactly
The setting was enabled after orders were already created

Solution:

Verify the orders in question actually meet your selected condition
Check tag spelling in both Shopify and weintegrate
Remember that only new orders (created after enabling the setting) are affected

Orders aren’t syncing when I want them to