Upgrade Your POS with Shopify and QuickBooks

Table of Contents

1. Introduction
2. Migrating from QuickBooks Desktop to Shopify
   • Exporting data files from QuickBooks Desktop
   • Importing data files into Shopify
   • Handling exceptions during migration
3. Integrating Shopify and QuickBooks Desktop
   • What is being integrated
   • Setting up the integration
4. Data cleanup before migration
5. Optional migration for new businesses or existing Shopify merchants
6. Setting up the integration with QuickBooks Desktop
   • Sales tax preferences
   • Generating the app token
   • Mapping accounts and choosing sync mode
7. Using Shopify Point of Sale (POS)
   • Features and benefits
   • Adding products to the cart
   • Adding customers and managing their information
   • Processing payments and generating receipts
   • Filtering and managing orders
8. FAQs
9. Conclusion

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Migrating from QuickBooks Desktop to Shopify

Are you using QuickBooks Desktop and considering migrating to Shopify? This article will guide you through the process of migrating your data from QuickBooks Desktop to Shopify seamlessly. We'll cover everything from exporting your data files to handling exceptions during the migration process. Let's get started!

Exporting data files from QuickBooks Desktop

To begin the migration process, you'll need to export your data files from QuickBooks Desktop. This will include customer information, product and inventory details, and vendor information. Follow these steps to export your data files:

1. Open your QuickBooks Desktop app and go to the home page.
2. Select "File" and then "Utilities."
3. Choose the option to export data and select the data file you want to export.
4. Save the exported file to your desired location.
5. Repeat the process for each data file you want to export, such as customer, inventory, and vendor files.

Importing data files into Shopify

Once you have exported your data files from QuickBooks Desktop, you can now import them into Shopify. This will transfer all your customer information, product and inventory details, and vendor information to your Shopify account. Here's how to import your data files into Shopify:

1. Log into your Shopify account and access the Shopify admin.
2. Go to the migration tool and follow the setup instructions.
3. Drag and drop each exported data file (customer, inventory, and vendor) into the migration tool.
4. Enter your Shopify API key when prompted.
5. Choose the barcode mapping option (item number or UPC) that suits your needs.
6. Map your Shopify accounts to QuickBooks accounts for customer, inventory, and vendor sync.
7. Select the sync mode (summary or detailed) that works best for your business.
8. Enter your Stocky API key for inventory management (optional).
9. Start the data migration process and wait for it to complete.

Handling exceptions during migration

During the migration process, you may encounter exceptions or errors, especially related to customer information. This could be due to duplicate customers in QuickBooks Point of Sale or incorrect formatting of phone numbers and email addresses. Shopify's connector app will generate an exception file that contains the errors.

To handle these exceptions, you can download the exception file and fix the errors manually. Once you've corrected the errors, you can re-upload the file and continue the migration process. Keep in mind that any customers not included in the exception file have already been imported into Shopify.

Integrating Shopify and QuickBooks Desktop

Once you have successfully migrated your data from QuickBooks Desktop to Shopify, it's time to integrate the two platforms. This integration allows for seamless data flow between Shopify and QuickBooks Desktop's financial software. Here's what you need to know about the integration:

What is being integrated

The integration involves the synchronization of various data between Shopify and QuickBooks Desktop. This includes customer information, order details from all sales channels, purchase orders, receiving vouchers, vendor information, and adjustment memos. All orders, regardless of the sales channel, will flow into QuickBooks Desktop, along with customer and inventory information.

Setting up the integration

To set up the integration between Shopify and QuickBooks Desktop, follow these steps:

1. In QuickBooks Desktop, set up your sales tax preferences.
2. Find the QuickBooks Desktop connector app and generate your app token.
3. In Shopify's connector app, map your Shopify accounts to QuickBooks accounts for syncing.
4. Choose the sync mode (summary or detailed) for each customer, inventory, and vendor sync.
5. Enter your Stocky API key for inventory management (optional).

Congratulations! You have successfully migrated your data from QuickBooks Desktop to Shopify and integrated the two platforms. The sync will now work automatically every five minutes, ensuring that your data stays up to date and accurate. Keep in mind that the sync is one-way from Shopify to QuickBooks Desktop.

Data cleanup before migration

Before migrating your data from QuickBooks Desktop to Shopify, it's a good idea to perform data cleanup. This involves reviewing your existing data, such as old products, outdated customer information, and unused vendors. By cleaning up your data, you can ensure that you start with accurate and relevant information in your new Shopify account. This step is optional but highly recommended for a fresh start.

Optional migration for new businesses or existing Shopify merchants

If you're a new business without any QuickBooks Point of Sale data or an existing Shopify merchant looking for a fresh start, the migration step is optional. You can skip the migration process and start using Shopify directly. However, if you do have QuickBooks Point of Sale data, it's highly recommended to migrate it to Shopify for a unified and organized platform.

Setting up the integration with QuickBooks Desktop

To integrate Shopify with QuickBooks Desktop, there are a few key steps to follow. First, make sure you're using the compatible versions of QuickBooks Desktop. Then, set up your sales tax preferences in QuickBooks Desktop and generate the app token for the connector app. Within the connector app, you can map your accounts and choose the sync mode (summary or detailed) for each customer, inventory, and vendor. Finally, enter your Stocky API key if you're using the inventory management app.

Using Shopify Point of Sale (POS)

Shopify Point of Sale (POS) is a powerful tool for managing your offline sales and integrating them with your online Shopify store. With Shopify POS, you can process orders, manage customers and inventory, process payments, generate receipts, and more. Whether you're running a brick-and-mortar store or participating in pop-up events, Shopify POS provides a seamless and efficient solution.

To use Shopify POS, simply log in to the app on your iPad or tablet. You can customize the grid layout to suit your business by adding tiles for various actions, such as adding customers, applying discounts, or emailing receipts. The app allows you to search for products, add them to the cart, process payments (including cash, credit cards, and gift cards), and print or email receipts. Shopify POS also offers features like order filtering, order history, and multi-location support.

FAQs

Q: Can Shopify handle large orders with dozens of items? A: Yes, Shopify can handle large orders with a high number of line items without any issues.

Q: Can multiple levels of access be set up in Shopify? A: Yes, Shopify allows for multiple levels of access, allowing you to configure different roles and permissions for your staff.

Q: Does Shopify have payroll capabilities? A: While there is no native payroll functionality in Shopify, there are third-party apps available for payroll management and time clock features.

Q: Can Shopify be used on multiple computers? A: Shopify's Point of Sale (POS) app is designed for tablets and can be used on multiple devices simultaneously. However, the back-end admin can be accessed from any computer with internet access.

Q: Can annual inventory counts be done via handheld scanners in Shopify? A: Yes, Shopify offers inventory management apps like Stocky that support handheld scanners for conducting inventory counts or stock takes.

Conclusion

Migrating from QuickBooks Desktop to Shopify is a straightforward process that offers numerous benefits for your business. By following the steps outlined in this article, you can seamlessly transfer your data, integrate with QuickBooks Desktop, and start using Shopify POS for your offline sales. With powerful features and a user-friendly interface, Shopify provides a comprehensive solution for managing your retail operations both online and offline. Take the plunge and explore the possibilities of Shopify for your business today!

[Pros and Cons, Detailed Highlights, and Additional FAQ's will be provided as separate sections.]