Shopify is a channel that allows a lot of customization. There are many apps available for sellers to accept payments, process refunds, change orders, and more.
This is useful as a seller, but it can cause accounting complications, especially if the app edits the order and changes the timeline of data. This can cause discrepancies between the data A2X fetches and what is then displayed in your Shopify Finance Summary.
Additionally, if you’re fetching a lot of data into A2X at a time, it’s hard to know if all data has been fetched or if any payouts may be missing.
To identify if there is a difference between the data in A2X and in Shopify, A2X has a Virtual Finances Summary Report, which replicates the data in the Shopify Finance Summary. The problem is, that if you do identify a difference between your A2X data and your Shopify data, it can be difficult to pinpoint what is causing the discrepancy.
That is why we’ve built the A2X Shopify Reconciliation Tool. This tool will identify any differences between your Shopify data and your A2X data. It will then list which specific orders are causing the differences and some possible reasons.
This tool can save you hours of sorting through orders in Shopify and will make your month-end Shopify reconciliation process much smoother. Ready to check it out?
This article will provide a step-by-step guide on how the A2X reconciliation feature works.
How to use the Shopify Reconciliation Tool
Within your A2X for Shopify account, navigate to Reports > Finance Report. To start the reconciliation process, select the date range you want to compare. This can be done in the top right corner 'Date Range' selector. Once the date range has been updated you can then move down to the blue 'Reconciliation with Shopify' box.
This is where you will specify what data you want to compare. This can range from Net sales to a specific payment gateway. Once you have selected the data in the dropdown, you can then click 'Reconcile'.
A popup box will appear requesting you to upload a .csv file to continue with the reconciliation. You will need to access your Shopify finance report by clicking on the blue link. This will take you directly to your Shopify store account where you can export the specific data set.
To learn more about how to access and export the data file from Shopify click HERE
Once you have exported your .csv it is important to make sure you do not save it with a new name or kind as the A2X system will not allow the upload. You can now move to Step 2, choose the file and submit.
If you receive an error while submitting the file, it could be due to the file size. Read HERE to learn more.
Once submitted A2X will begin running the comparison between the uploaded file and A2X. You will be redirected to the Reconciliation page where you can see the comparison in progress.
If the file you have uploaded is large it may take some time for the comparison to complete. While waiting you can click the 'refresh page' link on the right-hand side, if the report has finished processing it will turn green and show 'complete':
This is the end of the reconciliation process between A2X and Shopify. The next portion of this article will explain how to deal with a comparison that has noticed differences.
Is your reconciliation report showing differences?
The process that will be outlined continues from the final reconciliation process that was explained above.
If the file upload comparison shows a number within the 'Differences' column, you can click into the report to view further details:
This will take you to the reconciliation report and will list the orders causing the difference. In this example, we will be looking at a report that finds 1 difference. To open the specific order that is causing the difference, you can click on the blue Order ID:
The Order ID will take you to the order summary page. This will provide you with the transaction and order details to find out what is causing the difference the reconciliation tool has found.
You can click on the top right 'View order on Shopify' button if you want to view the order within your Shopify store account:
When it comes to differences between summaries in A2X/Shopify, the aim of the tool is to find the actual orders that are causing it. By finding the actual orders this will help our engineering team understand and fix the issue faster.
Common causes for differences are third-party apps, orders being voided, or missing data. If you've found an order that is causing a difference, please reach out to our Customer Success Team so they can investigate the order for you. The CS team will be able to look into the backend data of A2X, including a timeline of the order. Once they've investigated the order they can suggest a way forward.
You can contact the Customer Success team by emailing firstname.lastname@example.org or by clicking on the blue chat icon in the bottom corner of your screen.
To learn more about each section within the Shopify Reconciliation tool, click HERE.