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.
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.
On this screen, you will be presented with General Settings, Invoice Preferences, Inventory COGS, and integrations sections.
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. Check for more info about this here.
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. More details here.
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. Check this out for more info.
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'. In-depth explanation here.
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. More info about this here.
I want order due dates on Xero to follow payment terms set on Shopify
If you've configured your settings to send invoices to Xero when they are created, you'll get this option, which allows you to follow the Shopify order's payment terms and attach the Xero invoice's due date to match that of the order you create or receive on Shopify. More info about this here.
I want to add a delay before sending direct orders to Xero:
Here you can tell the app if you wish to delay sending orders to Xero to give that app time to do its thing. It's a small but potentially useful workaround in situations where simply waiting solves your use case. Check this out for more info.
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. More details here.
Assign all created invoices to this contact ID on Xero
If you've set the settings not to create contacts for each customer, this option will be displayed so you can override the default invoice contact to any contact in your Xero organization, as explained here.
Include the customer ID in created contact name:
If you set the app to create contacts for each customer, this option will allow you to choose whether you want to display the Customer ID or not (shopify_298734928) to reduce the risk of duplicated contacts, as explained in depth here.
Use company name as the created contact's name instead of first/last name (if available)
If you set the app to create contact, this option will be displayed so the app automatically sets the contact name on Xero to the company name if it is present in the billing details of the order. More details here.
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. More info about this here.
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. In-depth explanation here.