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Creating individual wholesale invoices from Shopify in your ledger by using A2X
Creating individual wholesale invoices from Shopify in your ledger by using A2X
Mariko Newman avatar
Written by Mariko Newman
Updated over a week ago

Overview

Many businesses use Shopify to create wholesale invoices in their Shopify stores. These invoices are often managed differently, as payment terms may be purposefully delayed to a future date.

From an accounting perspective, it is very helpful to show each wholesale invoice individually in the accounting ledger to assist with debt collection and matching bank deposits to individual invoices.

As you know, A2X creates a summarized settlement per payment method. This saves valuable bookkeeping time by matching the payment gateway deposit to the summarized ledger entry.

But there is a way to send individual invoices to the ledger using A2X!

This method involves setting up new manual payment methods in Shopify and using those payment methods to show an order as "paid" within Shopify (even if the order will really be paid later). Please note that this method is only recommended when the accounts receivable function is managed in the accounting ledger rather than from within Shopify.

Please note this solution is not recommended for businesses that raise many wholesale invoices per month, but it could work well for smaller wholesale environments.

Setting Up Manual Payment Methods

A2X will recognize each individual manual gateway method used as a separate gateway and, therefore, create an individual settlement.

How A2X Handles Manual Payment Gateways When new manual payment methods are created in Shopify:

  • Each payment method is treated as a separate payment gateway.

  • This separation allows for individual settlements in A2X rather than combining them under a generic "manual" category.

Example in Practice During setup if orders are paid using the manual payment methods "123" and "456," these will appear in A2X under their respective gateways. This distinction aids in the detailed tracking and reporting of individual orders.

Implementation

Setting up individual manual payment methods is straightforward:

In Shopify, navigate to your payment settings and add a new manual payment method with a distinctive name.

It is important to note that manual payment methods added to your store will by default be customer-facing. When a customer chooses to checkout they will see the manual payment method options they can choose from:

If you would like to hide these payment options from customers at checkout, you will need to use a 3rd Party app which supports the customization of payments. You can access these apps by clicking on 'view payment method customization apps' located at the bottom of your Shopify settings>payments:

Ensure the changes in Shopify are reflected in A2X by checking your account's Finance summary report or reviewing your settlements table and the transactions within a payout.


In the above example, the bookkeeper would code the bank receipt of $774.90 to the same mapped account as the sale gateway, and the two amounts can be offset to zero.

Conclusion

Using separate manual payment gateways for transactions in Shopify can help merchants manage specific types of transactions more effectively in A2X. This approach is recommended for handling small-scale wholesale transactions and can significantly reduce the complexity of financial reporting.

For further assistance, please contact our customer support team.

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