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How do I reconcile Shopify orders, POS sales and the accounting ledger?
Reconcile by matching three things for each period: orders recorded in Shopify or the POS, payments received from the payment provider or bank, and the sales and fee entries in the ledger. Differences are investigated until each order, payout and journal ties to the others.
Typical differences to expect:
- Payment provider payouts are net of fees and arrive days after the sale.
- Refunds and chargebacks fall in a different period from the original sale.
- Gift cards, discounts and shipping are booked on different lines.
- Timezone cut-offs move sales across month-end.
A repeatable approach is to give every order a common key, such as the order number, and compare totals per day and per payout. Zansa builds this order-to-payment-to-ledger reconciliation by connecting Shopify, POS and Xero or Sage, so exceptions are listed rather than hunted for by hand.
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