Export Orders from Shopify to Xero

Xero Sync exports paid or fulfilled orders directly from Shopify to your Xero account.

Exported orders include the following information:

• order numbers
• products
• taxes
• dates
• payment information
• customer details
• billing addresses
• shipping addresses
• shipping costs

Exports do not include partially-refunded or partially paid orders.

You can Configure Xero App Settings in your Shopify admin to organize your order information.

Export orders to Xero

1. From the Shopify admin, select Apps.
2. Select Xero Sync.
3. In the Export Shopify data to Xero section, select the start date and end date for which you want to export orders.

   Note: Orders that you've exported previously won't be exported again in subsequent exports, even if they're included in the date range you choose.

   

4. Select Export.

   

• The Last Export section displays the date and details of the most recent export.
• After you've made multiple exports, you can review past orders in the Previous exports section, and select the date of an export to view its details.
• After you export orders from your Shopify admin, you can view them in your Xero dashboard.
• If the export fails, select Review the export details from the Xero Sync admin to see which orders aren't exporting. Please visit Information is not Mapped Correctly in Xero for help with troubleshooting failed exports.

FAQs

Can I change where the Xero invoice gets created?

No. Xero Sync allows you to select which account to post the item to, such as an income or asset account.

It's recommended to contact Xero support directly for more information regarding the set-up of your Xero accounts.

Can I import customers from Shopify to Xero?

Yes! Please visit Export Orders from Shopify to Xero for more information.

Can I import information from Xero to Shopify?

Xero Sync cannot import orders from Xero to Shopify, but Xero Sync offers 2 alternative import features:

• Import Xero Products to Shopify
• Import Inventory Levels from Xero Products

Both features are accessible in Xero Sync's app admin.

Import Xero Products to Shopify imports your Xero Products to your Shopify store. All Inventory and Non-Inventory Products in Xero import to Shopify.

Import Inventory Levels from Xero Products updates your Shopify product inventory to reflect the inventory in Xero.

Xero does not currently support multi-location inventory, so even if you have multiple locations setup for your store, all inventory updates are performed against your current shipping origin location.

Can I use lock dates when exporting to Xero from Shopify?

If a lock date is set up in your Xero account, Xero Sync is not able to export orders included in that date range.

If you have a lock date set up in Xero or have any other questions, please reach out to Xero's support team here.

How does Xero Sync export orders that contain discounts?

When an order contains a discount and the order is exported over to Xero, the discount will be applied in the invoice created in Xero. There are 3 different discount codes in Shopify; Product Discount, Order Discount and Shipping Discount. These can either be automatic discount codes when meeting criteria, or a discount code that is distributed to your customers.

Please see the examples below of how each discount type are exported over from Shopify to Xero:

Troubleshooting

Common errors

Export into Xero not working

Xero Sync may encounter errors that stop your exports from functioning.

In the event that your exports stop functioning, we recommend disconnecting and reconnecting Xero Sync from your Xero organization.

Setup

1. From the Shopify admin, select Apps.
2. Select Xero Sync.
3. Select Settings.

   

4. Select Disconnect.

   

5. Navigate back to the Shopify admin and select Apps.
6. Select Xero Sync.
7. Reconnect your Xero organization by selecting Connect now.

   

Once the Xero app has been successfully disconnected and reconnected, your exports should resume.

Information is not mapped correctly in Xero

When Xero Sync creates a customer or variant in your Xero account, a mapping file automatically generates to avoid creating duplicate information.

When you change the information on a customer or variant, this mapping is not updated.

Setup

1. From the Shopify admin, select Apps.
2. Select Xero Sync.
3. Select Manage Mappings.

   

4. Select Customers or Variant.

   

5. Select the edit icon next to the mapping you want to adjust.

   

6. Select the correct customer or variant.

   

7. Select Save Mapping.

   

Payment account error on export

If the Payment Account is properly set within Xero Sync and you are seeing this error, we recommend reaching out to Xero Support for further assistance.

Tax rate error when trying to link Shopify to Xero

If you are receiving a tax rate error when trying to link Shopify to Xero, please follow the steps below.

Setup

1. From the Shopify admin, select Apps.
2. Select Xero.
3. Select Taxes.

   

4. Select a Tax Rate.

   

Once you have completed the steps above, link your Shopify account to Xero. The chosen tax rate should match what you have in Shopify.

Error messages

Code can't be blank

This error appears when the SKU(s) you are using are not properly formatted in the Standard Latin Alphabet.

Xero is only able to understand the Standard Latin Alphabet.

No items available to sell

This error appears when the stock levels of products inside Xero are less than what is being exported.

It’s best to manually verify and adjust the stock level of products within Xero prior to exporting with Xero Sync, otherwise, you can adjust the stock in your Xero account and perform a manual export for the failed item.

Refunds in Shopify create credit notes in Xero for the amount of the refund when the order is exported.

To adjust the stock in your Xero account, please follow the steps below.

1. Log into your Xero account and select Business > Products and services.

   

2. Select the product that is generating the error.

   

3. Select Options > New Adjustment.

   

4. Select New Adjustment > Enter Quantity Amount > Accounts to have adjustments reflect to > Review Adjustment.

   

5. Select Post Adjustment.

   

Required information has been deleted

This error appears when a product has been deleted from Shopify that is also included in an order that's being exported.

Once deleted, Xero no longer has the information about the product that's required to perform the export.

The contact name x - x is already assigned to another contact even when "do not export customers to Xero" is checked off in the app when exporting from POS

This error appears when duplicate data exists within Xero that Shopify hasn't been able to reconcile.

Shopify POS introduces a few edge cases that aren't covered by Xero, including partial refunds. Shopify is still looking into this.

The contact name x is already assigned to another contact. The contact name must be unique across all active contacts

This error appears during export when a contact of the same name already exists within Xero.

To resolve this, you will need to either delete the Xero contact with the same name and re-export, or manually create the Shopify order in Xero.

The organization for this access token is not active

This error appears when the organization has either been deactivated, removed, or is otherwise no longer available.

Refunds and associated transactions are properly split among payment accounts (PayPal / gift card payment) if one or more of these accounts were involved in the refund.

The transaction date for inventory products must be after the product's inventory Start Date

This error appears when you start tracking inventory after you enable inventory tracking for a product within an order that has already been exported.

Xero is not able to adjust the inventory of this product if inventory tracking was not set prior to the export.

We recommend performing a manual change within Xero if this error occurs.