Setup Shopify Integration with QuickBooks Online - Item Matching

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Overview

Item matching tells weintegrate which QuickBooks Online item each Shopify order line is recorded under: either the product’s own item, found by comparing one field from the Shopify order line (such as the SKU or product name) with one field on your QuickBooks Online items, or one catch-all item for all of the store’s product lines. When a product isn’t in QuickBooks yet, weintegrate can create a new item for you or use a default item you choose, depending on your If Product is not found then setting. You set it up in the setup wizard, and the settings are saved for the Shopify store you’re connecting. Each store you connect has its own item matching settings.

Almost every setting is filled in for you with a sensible default, so most stores only need to make one choice and select Continue.

Quick setup

1. On How should we match your products?, select Match each item (best for most stores) or Bulk, use one default catch-all item, then select Continue.
2. A few steps later, on How should we match products?, check the preselected values:
   • Match each item: Match on is set to SKU ↔ SKU, so an order line for SKU MUG-100 is recorded under the QuickBooks item whose SKU is MUG-100.
   • Bulk: Default catch-all item is set to your existing WI Catch All Item, or to Auto create for me if you don’t have one yet.
3. Want to fine-tune? Switch to Advanced at the top right to see every setting, including the choice between Match each item and Bulk. With Match each item that includes If Product is not found then (set to Create New) and Advanced rules; with either choice it includes Map Gift Cards to, Track classes in QuickBooks Online and Convert inactive items to active when posting new orders to accounting.
4. Select Continue to move on to How should a sale become a QuickBooks transaction?.

Gift cards are kept separate. A gift card is money you owe the customer until they spend it, so gift card lines always go to the item in Map Gift Cards to, which starts on your existing WI - Gift Cards item, or on Auto create for me if you don’t have one yet.

Changes apply to orders synced after you save. Orders already in QuickBooks are not changed. You can change these settings any time in Connections → Edit Settings → Item Matching.

Dropdowns with a light orange background list values from your QuickBooks Online company, such as items, accounts and classes. They’re preselected too (for example, in Advanced, the Income Account, Inventory Asset Account and Expense Account for new items start on a matching WI account, or on Auto create for me). Pick a different value whenever another one suits your business better. If a required dropdown is still empty, Continue stays greyed out and a warning appears until you choose a value. In Simple mode, switch to Advanced to find the empty dropdown.

If your QuickBooks company doesn’t track inventory, because your QuickBooks Online plan doesn’t include it or inventory tracking is turned off, a note on How should we match your products? explains why Bulk, use one default catch-all item is preselected as the simplest option. Bulk is preselected only while you haven’t made a choice yet; once you pick one, or once item matching has been saved for the store, your choice is kept. You can still choose Match each item: it works with Non Inventory items, with no stock levels tracked. Click click here in the note to refresh your plan after an upgrade, or to turn inventory tracking on.

Guides for each setting

• Select bulk or unique item matching in QuickBooks Online: Match each item or Bulk, use one default catch-all item, and choosing the catch-all item.
• Set unique item matching between Shopify and QuickBooks Online: the Match on fields, If Product is not found then, and Advanced rules (Professional plan or higher, included with your Free Trial).
• If Shopify item not found in QuickBooks Online, auto-create a new item in QBO: Create New.
• If Shopify item not found in QuickBooks Online, use a default item in QBO: Use Default Item.
• While integrating Shopify to QuickBooks Online, set to track class: Track classes in QuickBooks Online.
• While integrating Shopify to QuickBooks Online, convert inactive items to active: Convert inactive items to active when posting new orders to accounting.

Next step

After products, the wizard asks how your Shopify sales should be recorded, on How should a sale become a QuickBooks transaction?. The remaining steps cover refunds and sale details, plus tax and deposits when they apply to your store, and end on Review & finish setup, where you confirm and save your settings.

Related topics

• Map Gift Cards to Other Current Liabilities product from QBO: choosing the item for Map Gift Cards to.
• Set up Shopify integration with QuickBooks Online customer matching: the step before this one, for customers.
• Enable store connection item matching to unique items in QuickBooks Online: turning on inventory tracking in QuickBooks Online, or upgrading to a plan that includes it.
• Connect QuickBooks Online (QBO) using the weintegrate wizard: the first wizard step, where you connect your QuickBooks Online company.