Products are made available for purchase on our website at full retail prices. Quantities are manually entered for some items (water handling equipment), and others will accept customer orders regardless of inventory stock (drip torches and parts).
When a customer places an order, an email is sent with a summary of the items purchased.
Clicking on the link in the email will direct you to the order within the Shopify admin panel. This page contains the customer information, including billing and shipping address, a fraud analysis for the transaction, and a timeline containing payout information.
ACCEPTING THE ORDER
Before accepting the order and entering the details into QuickBooks, you will first want to make sure that the order is valid and not fraudulent. Take a look at the Fraud Analysis and determine if you should call the customer to clarify any issues, check the billing and shipping address on Google to verify they are legitimate, etc. In the example below, you can see that the order was actually placed in Costa Rica. After a few searches and a call to the customer, I was able to determine that they were forwarding the freight from the Florida location to a legitimate business in Costa Rica. If you decide not to accept the order, refund it in full and provide an explanation in the form.
ENTERING THE ORDER
Once you have accepted an order, you can enter the information into QuickBooks:
Create a Sales Order for customer "Web Store" and set the Template to "KCR Order Acknowledgment".
- Verify the billing address and shipping address using UPS or USPS website, and then enter the addresses into QuickBooks. Always add the 4-digit Zip Code extension, and never enter periods after abbreviations (just as it appears on the UPS or USPS website).
- The purchase order number will be the web store order number, starting with the "W" prefix.
- Set the estimated shipping date and F.O.B. Destination (since we hold title to the goods until it is delivered to the customer).
- Enter in the items, quantities, and pricing that were ordered.
- Save the order and print a copy.
NOTE: When saving the Sales Order, it will prompt you to save the address information for the "Web Store" customer, but do not do that.
- In the Shopify admin portal, print the order and attach it to the back of the Order Acknowledgment you just printed. File the order with the Open Sales Orders and print a Pick List when ready for fulfillment.
At the bottom of the transaction in the Shopify admin portal you will find a dollar amount added to a payout date. You will see that a payment was processed for the full amount of the order, and that a lesser amount is added to the payout.
Enter a deposit into QuickBooks for all transactions occurring on that payout date based on the information from the Shopify admin portal.
- Enter the payout date.
- Enter the Gross Charges into Accounts Receivable for the "Web Store" customer.
- Enter the Merchant Service Fees as a negative amount for the "Shopify" vendor.
The deposit total at the bottom should match the total payout amount listed in the Shopify admin portal for that date. Make adjustments to the deposit if additional orders are received (or refunds are process) and paid out on the same date.