BookKeeper - configuration guide

Installation of BookKeeper

Find BookKeeper in the Shopify app store, and install the app.

Once the app is installed, you must approve the subscription indicated by the app, which is based on your Shopify subscription.

After you have approved the monthly subscription fee, the app will begin synchronizing your orders for the last 3 months - this will take some time, and you can check in the app when the synchronization is complete.

When the synchronization is complete, BookKeeper needs to be configured.

Configuration of BookKeeper

There are 5 configuration steps in BookKeeper.

Configuration Step 1

In the first step, you need to specify:

1. The email to which you want to receive both journal exports and notifications. Notifications are important messages, such as if a journal unexpectedly does not match or if the journal was not transferred to the accounting system.
2. The accounting system to which you will transfer journals.
3. The API key for the accounting system - this key gives BookKeeper access to retrieve account and tax codes from your accounting system, as well as create journals in the system. If you have not already created an API key for your accounting system, you can use the link to get a guide on how to create the key in the chosen accounting system.

Configuration Step 2

In the second step, you need to specify:

1. The name of the journal group in which journals are created.
2. Whether you want to transfer journals automatically to the accounting system every day.
3. Whether you want to automatically approve the journals that are transferred every day into the accounting system.

Note, however, that not all fields can be filled out for all accounting systems, as not all features are supported by each accounting system.

 

Configuration Step 3

In Shopify, orders can be created on different channels - we call this the order’s source here.

In the third step, for each order source, you need to specify whether this type of order should appear in the web section of the journal or in the POS section of the journal. The web section of the journal looks at shipping and segregates revenue with regard to whether it is a Danish, EU, or non-EU customer, allowing you to allocate it to the desired accounts in the accounting system. 

Configuration Step 4

In your Shopify shop, you or others have set up various payment gateways that customers in your shop can use to pay for their orders, such as QuickPay or similar. BookKeeper has found all the gateways that have been used on orders over the last 3 months. 

In the fourth step, for each gateway, you must specify to which account the related orders should be linked in the journal. You choose between accounts set up in your accounting system. BookKeeper uses this information in step 5 to propose how your journal should be configured.

Configuration Step 5

In the fifth and last step, BookKeeper gives you a proposal on how your journal configuration should be. This proposal is tailored specifically to your shop.

You need to specify the desired tax codes for each individual journal line and check that the setup is as desired. You select between tax codes from your accounting system. You have the ability to move the journal lines up and down in order (this order will be transferred to the accounting system, if the accounting system supports it), and you have the possibility to change the setup if desired.

 

You are now done with the configuration of BookKeeper.

If you have opted for automatic transfer of the journal to the accounting system, you do not need to take any further action. A notification will be sent to your email if, unexpectedly, errors occur, so you know when to take action.

The central page in BookKeeper is now displayed. On this page, you can:

1. See the current status - is everything running as expected, or are there notifications you should address? You can also go to settings if you need to change some of the information in the configuration steps.
   
   
2. See the journal for yesterday. You can also see order details for the journal, i.e., which transactions are included in the journal.
   
3. Generate new journals for one or more dates and have the journal sent to either your email or your accounting system. Perhaps you want to examine something further in the journal by processing it in Excel, or maybe the daily transfer of the journal to the accounting system failed, allowing you to transfer the journal again.
   
   
4. See a history of when journals were generated, and whether errors occurred.
   

Contact us at bookkeeper@dtails.dk if you have questions.