BookKeeper - Configuration Guide

Installing BookKeeper

Find BookKeeper in the Shopify App Store, and install the app.

Once the app is installed, you will need to approve the subscription the app specifies, which is based on your Shopify subscription.

After you approve the monthly subscription fee, the app will start synchronizing your orders from the last 3 months - this will take some time, and you can see in the app when the synchronization is complete.

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

Configuring BookKeeper

There are 5 configuration steps in BookKeeper.

Configuration Step 1

In the first step, you need to specify:

1. The email you want to receive export of journal entries and notifications on. The notifications are important messages, such as if a journal entry does not balance as expected or if the journal entry was not transferred to the accounting system.
2. The accounting system you want to transfer journal entries to.
3. The API key for the accounting system - this key gives BookKeeper access to retrieve account and VAT codes from your accounting system, as well as to create journal entries in the system. If you haven't 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 accounting system you have chosen.

Configuration Step 2

In the second step, you need to specify:

1. The name of the journal group in which journal entries will be created.
2. Whether you want journal entries to be automatically transferred to the accounting system every day.
3. Whether you want to automatically approve the journal entries transferred to the accounting system every day.

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

 

Configuration Step 3

In Shopify, orders can be created on various channels - we refer to this as the source of the order.

In the third step, you must specify for each order source whether this type of orders should appear in the web section of the journal, or in the POS section of the journal. The web section of the journal considers shipping and divides revenue based on whether it is a Danish, EU, or non-EU customer, so you can assign 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 can use to pay for their orders, such as QuickPay or similar. BookKeeper has found all the gateways that have been used on orders in the last 3 months. 

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

Configuration Step 5

In the fifth and final step, BookKeeper provides you with a suggestion for how your journal configuration should be. This suggestion is tailored precisely to your shop.

You must specify the desired VAT codes for each journal line and ensure that the setup is as desired. You choose from the VAT codes in your accounting system. You have the option to rearrange the order of the journal lines (this order will be transferred to the accounting system, if the accounting system supports it), and you have the possibility to modify the setup if desired.

You have now finished configuring BookKeeper.

If you selected automatic transfer of the journal entry to the accounting system, you don't need to do anything further. A notification will be sent to your email if any errors arise unexpectedly, so you know when you need to take action.

The main 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 access settings if you need to change any of the information in the configuration steps.
   
   
2. View the journal for yesterday. Additionally, you can 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 either to your email or your accounting system. You may want to examine something more closely in the journal by processing it in Excel, or the daily transfer of the journal to the accounting system may have failed, and you need to transfer the journal again.
   
   
4. View a history of when journals have been generated, and whether any errors occurred.
   

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