The following article relates to matching unique item details when integrating Shopify orders with QuickBooks Online. If you opt to bulk load all of your order details into a single QBO item, you can bypass this article.
The ‘If Product is not found then’ field of the Item Matching screen lets you advise weintegrate how to handle the items that cannot be located in QBO.
The 2 options you can select from are:
‘Create New’ - will create a new item in QBO based on data from Shopify
‘Use Default Item’ - will load the Shopify order into a selected general item
Selecting ‘Create New’
When you select to create a new item in QBO when an item match between Shopify and QuickBooks Online cannot be achieved, the following fields appear allowing you to configure your item creation settings:
Create Item as - select whether to create your new item as an ‘Inventory Item’ or a ‘Non Inventory Item’.
Income Account - select the account to link sales of new items’ to from a dropdown list of accounts that have been pre-loaded from your QuickBooks Online company.
Inventory Asset Account - select the account to link your inventory asset value to from a dropdown list of accounts that have been pre-loaded from your QuickBooks Online company.
Expense Account - select the account to link your cost of goods value to from a dropdown list of accounts that have been pre-loaded from your QuickBooks Online company.
Set Sales Description as - specify which of the item values are to be used when displaying this item information on sales receipts. Select from either ‘Item Description’ or ‘Item Name’.
Set Purchase Description as - specify which of the item values are to be used when displaying this item information on purchase orders. Select from either ‘Item Description’ or ‘Item Name’.
Taxable - click the checkbox to have new items created in QuickBooks as taxable, or leave the box unchecked for non taxable.
Assign Class to New Item - click the checkbox to which will cause the Class field and corresponding dropdown to appear. View the Class field dropdown list, select from the appropriate value of classes and sub-classes that have been pre-loaded from your QuickBooks Online company.
If Create New failed, Select Default from QBO - there are occasions where QBO does not allow weintegrate to create a new item which can lead to an order that can not be synchronized until further resolution.
The most common occurrence of this is when the Shopify product and the QBO item matching isn’t setup correctly or is missing the criteria. For example, if you’ve specified for matching to be on SKU Name for the Sales Channel and SKU for the Accounting and the Shopify order comes with an empty SKU.
When weintegrate isn’t allowed to create a new Item by QBO, specify the default Item to set on the QBO sales document that is being created to prevent the synchronization from failing. It’s important to monitor these and correct either the matching rules or the product data on Shopify and/or QBO for successful matches.
Click here to learn about Loading New Items into a Bulk QBO Item when integrating Shopify with QuickBooks Online.