Once connected, we will guide you through two settings screens; the first you can select your account mappings. Then the second will allow you to control how we send orders and what we send.

You can change these at any time.

Mappings

The mappings screen is straightforward, simply select which general ledger account we should map each income or expense type to.

We have only shown recommended account types by default, to view all, click 'Show all accounts' in the top right.

Settings

On this screen you will be presented with 3 to 9 options, depending on your preferences. Let's talk about what each one does:

I want to consolidate all orders that used Shopify Payments into a single invoice per payout
This is the main feature that makes Reconcile.ly very effective. When set to 'Yes', we will create one invoice for each payout you receive from Shopify. This will allow you to reconcile that entire payout in one click. The invoice will take care of working out the total fees, shipping, sales etc.

If you set this to 'No', then each order will be sent to Xero separately using the rest of the settings on this page.

I also want to export orders that did not use the Shopify Payments gateway to Xero individually

This one is simple, if set to 'Yes' then we will export all orders that used any other gateway to Xero, unless you select to exclude any in the next setting.

Exclude orders that used the following gateways from being sent to Xero

Some customers like to stop orders from being imported that used a certain gateway for a variety of reasons. You can select as many as you like here. If we don't have your gateway option available, reach out, and we will add it for you.

Preferred invoice reference for individual orders

Here you can select what we will put in the reference field of the individual orders we send to Xero. Can't find the option you prefer? - again let us know via live chat and we will see what we can do!

Note: If you're using Authorisation Key, then you'll need to make sure you're sending invoices when they are 'Paid' on the next setting - otherwise this will default to 'Gateway Name'

I want orders to be sent to Xero when they are:

This allows you to select at which point we export the order, if set to 'Paid' we will send it when the order is fully paid. If set to 'Created' we will send the invoice once it has been created.
We recommend 'Paid' unless your expecting partial payments on the order and would like Reconcile.ly to apply those partial payments.

I want to create an item code in Xero for each SKU:

This will find or create an item code in Xero for each item SKU. This will apply only on Individual orders and not on Payouts.

I want to create a contact in Xero for each customer:

This will find or create a contact in Xero for each Shopify customer, we recommend leaving this off unless you are managing customer accounts in Xero.

When I receive a payment against an order, I want to apply a payment to this bank account

This setting will appear if you select 'Created' as the time you would like to export. If you select a bank account here then Reconcile.ly will attempt to create a payment within Xero using that bank account against the order.
This is handy if you are accepting partial payments on orders and would like to view the balance in Xero.

If you do not want payments to be applied then select 'Do not apply payments'

Note: If you are applying payments, then ensure when you are reconciling, that your match against the 'payment' created and not the invoice.

I want to apply custom mappings from product types

Custom mappings are used to map certain product types (from your Shopify store) to different Xero accounts. This overrides normal sales mappings and is useful if there are certain products that you want to create mapping exceptions for.

If you need any help with this process, please reach out via live chat.

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