Posting guide

What ArtUp Ledger writes to QuickBooks Online for each kind of Shopify order, refund and payout. Each example below is one of the app's reference cases: the app's automated tests check that it builds exactly these documents from these orders, and this guide is generated from the same test data.

Default settings

One sales receipt per paid order. In the settings you can choose an invoice per order, or one daily summary journal entry per day instead. Wholesale (B2B) orders with payment terms always get an invoice and, once paid, a payment.
Sales tax: each line gets the tax code TAX or NON, and the document's tax total is the amount Shopify charged. Companies without QuickBooks automated sales tax can post the tax as a line instead.
Numbers: SH- plus the Shopify order number. A refund adds -R1, -R2 and so on, a payout is PO- plus the payout id, and a daily summary is SUM- plus the date.
Customer: the generic customer "Shopify Customer" (one per currency), or the company of a wholesale order. The app sends no personal data of your customers to QuickBooks.
Each payment gateway has its own clearing account. A Shopify Payments payout moves the money from clearing to your bank as one deposit. Default clearing accounts: Shopify Payments Clearing, Gift Card Clearing.
Products are matched to QuickBooks items by SKU; a product without a match goes to the default item "Shopify Sales".
Amounts are always in the store's currency, as Shopify reports them.
Test orders are never posted.

How to read the examples

Each example shows the Shopify order in plain terms, then every QuickBooks document the app posts: its lines as you will see them in QuickBooks, and its effect on your books as debits and credits. An item line posts to the income account set on the item in QuickBooks. The examples show the accounts the app's setup creates; your own product items keep the income account they already have (usually Sales of Product Income).

Accounts

The app's setup creates the accounts below that your QuickBooks company does not have yet (Sales Tax Payable only when the app itself posts tax to it). The bank account and Accounts Receivable are your own.

Account	QuickBooks account type
Shopify Payments Clearing	Other Current Asset
Gift Card Clearing	Other Current Liability
Shopify Payments Reserve	Other Current Asset
Shopify Fees	Expense
Sales Tax Payable	Other Current Liability
Sales of Product Income	Income
Shipping Income	Income
Tips Income	Income
Restocking Fee Income	Income
Bank	Bank (your bank account that receives payouts)
Accounts Receivable (A/R)	Accounts receivable (invoices of wholesale orders)

Examples

Example	Posted to QuickBooks
R01. A basic sale	Sales receipt SH-1001
R01.tip. A sale with a tip	Sales receipt SH-1001
R02. Taxable and non-taxable products	Sales receipt SH-1002
R02.tax_as_line. Sales tax as a line	Sales receipt SH-1002
R03. Tax-exempt customer	Sales receipt SH-1003
R04. Prices that include tax	Sales receipt SH-1004
R05. State, county and city tax	Sales receipt SH-1005
R06. Line and order discounts	Sales receipt SH-1006
R07. Taxed shipping	Sales receipt SH-1007
R08. Customer paid in another currency	Sales receipt SH-1008
R09. Store currency differs from the QuickBooks home currency	Sales receipt SH-1009
R10. Full refund	Refund receipt SH-1010-R1
R11. Partial refund	Refund receipt SH-1011-R1
R12. Refund with a restocking fee	Refund receipt SH-1012-R1
R13. Gift card and card payment	Sales receipt SH-1013
R14. Wholesale order on net 30 terms	Invoice SH-1014
R14.paid. Wholesale invoice paid	Payment SH-1014
R15. Product with no matching QuickBooks item	Sales receipt SH-1015
R16. Document number already used	Sales receipt SH-1001-2
R17. Test order	Nothing
R18. Cancelled before payment	Nothing
R19. Shopify Payments payout	Deposit PO-8000000000019
R20. Payout in CAD	Deposit PO-8000000000020
R21. Gift card sold	Sales receipt SH-1021
DAY-2026-10-12. Daily summary	Journal entry SUM-20261012

R01. A basic sale

One taxable product paid with Shopify Payments: one sales receipt into the Shopify Payments clearing account, with the sales tax Shopify charged as the receipt's tax.

The Shopify order

Order #1001, placed 2026-10-01, store currency USD.
Black T-Shirt - M (SKU TEE-BLK-M) × 2: 50.00.
Sales tax (CA State Tax, 7.25%): 3.63.
Order total: 53.63.
Paid with Shopify Payments 53.63.

What ArtUp Ledger posts

Sales receipt SH-1001

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 3.63, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `TEE-BLK-M` (Black T-Shirt - M)	Sales of Product Income	TAX	50.00
Sales tax (the document's tax total)	Sales Tax Payable		3.63
Total			53.63

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	53.63
Sales of Product Income		50.00
Sales Tax Payable		3.63
Total	53.63	53.63

R01.tip. A sale with a tip

The same order with a tip added at checkout. The tip is its own line to the Tips item and is never taxed.

The Shopify order

Order #1001, placed 2026-10-01, store currency USD.
Black T-Shirt - M (SKU TEE-BLK-M) × 2: 50.00.
Sales tax (CA State Tax, 7.25%): 3.63.
Tip: 5.00.
Order total: 58.63.
Paid with Shopify Payments 58.63.

What ArtUp Ledger posts

Sales receipt SH-1001

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 3.63, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `TEE-BLK-M` (Black T-Shirt - M)	Sales of Product Income	TAX	50.00
Item `Tips`	Tips Income	NON	5.00
Sales tax (the document's tax total)	Sales Tax Payable		3.63
Total			58.63

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	58.63
Sales of Product Income		50.00
Tips Income		5.00
Sales Tax Payable		3.63
Total	58.63	58.63

R02. Taxable and non-taxable products

A product Shopify did not tax gets the tax code NON, so QuickBooks automated sales tax does not add tax to it.

The Shopify order

Order #1002, placed 2026-10-01, store currency USD.
White Mug (SKU MUG-WHT) × 1: 20.00.
Granola Bar (SKU SNACK-BAR) × 2: 10.00, no tax.
Sales tax (CA State Tax, 7.25%): 1.45.
Order total: 31.45.
Paid with Shopify Payments 31.45.

What ArtUp Ledger posts

Sales receipt SH-1002

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 1.45, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `MUG-WHT` (White Mug)	Sales of Product Income	TAX	20.00
Item `SNACK-BAR` (Granola Bar)	Sales of Product Income	NON	10.00
Sales tax (the document's tax total)	Sales Tax Payable		1.45
Total			31.45

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	31.45
Sales of Product Income		20.00
Sales of Product Income		10.00
Sales Tax Payable		1.45
Total	31.45	31.45

R02.tax_as_line. Sales tax as a line

For QuickBooks companies that do not use automated sales tax: every product line is NON, and the tax Shopify charged is a line to the Sales Tax Payable account.

Setup

Sales tax setting: post the tax as a line (for QuickBooks companies without automated sales tax).

The Shopify order

Order #1002, placed 2026-10-01, store currency USD.
White Mug (SKU MUG-WHT) × 1: 20.00.
Granola Bar (SKU SNACK-BAR) × 2: 10.00, no tax.
Sales tax (CA State Tax, 7.25%): 1.45.
Order total: 31.45.
Paid with Shopify Payments 31.45.

What ArtUp Ledger posts

Sales receipt SH-1002

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax: a line to Sales Tax Payable; the document's own tax total is 0.00.

Line	Account	Tax code	Amount
Item `MUG-WHT` (White Mug)	Sales of Product Income	NON	20.00
Item `SNACK-BAR` (Granola Bar)	Sales of Product Income	NON	10.00
Sales tax Shopify charged	Sales Tax Payable	NON	1.45
Total			31.45

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	31.45
Sales of Product Income		20.00
Sales of Product Income		10.00
Sales Tax Payable		1.45
Total	31.45	31.45

R03. Tax-exempt customer

Shopify charged no tax, so every line is NON and the receipt's tax is zero.

The Shopify order

Order #1003, placed 2026-10-01, store currency USD.
The customer is tax-exempt.
Grey Hoodie (SKU HOODIE-GRY) × 1: 45.00, no tax.
Blue Cap (SKU CAP-BLU) × 1: 20.00, no tax.
Shipping (Standard): 5.00, no tax.
No sales tax.
Order total: 70.00.
Paid with Shopify Payments 70.00.

What ArtUp Ledger posts

Sales receipt SH-1003

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 0.00, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `HOODIE-GRY` (Grey Hoodie)	Sales of Product Income	NON	45.00
Item `CAP-BLU` (Blue Cap)	Sales of Product Income	NON	20.00
Item `Shipping`	Shipping Income	NON	5.00
Total			70.00

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	70.00
Sales of Product Income		45.00
Sales of Product Income		20.00
Shipping Income		5.00
Total	70.00	70.00

R04. Prices that include tax

Shopify splits the tax out of tax-inclusive prices. Lines are posted before tax, so the receipt total equals the Shopify order total to the cent.

The Shopify order

Order #1004, placed 2026-10-01, store currency USD.
Prices include tax. The amounts below are before tax, as Shopify splits the tax out.
Lavender Candle (SKU CANDLE-LAV) × 2: 37.28.
Shipping (Standard): 4.66.
Sales tax (CA State Tax, 7.25%): 3.04.
Order total: 44.98.
Paid with Shopify Payments 44.98.

What ArtUp Ledger posts

Sales receipt SH-1004

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 3.04, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `CANDLE-LAV` (Lavender Candle)	Sales of Product Income	TAX	37.28
Item `Shipping`	Shipping Income	TAX	4.66
Sales tax (the document's tax total)	Sales Tax Payable		3.04
Total			44.98

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	44.98
Sales of Product Income		37.28
Shipping Income		4.66
Sales Tax Payable		3.04
Total	44.98	44.98

R05. State, county and city tax

The receipt's tax is the sum of the tax lines Shopify charged; QuickBooks splits it by jurisdiction itself.

The Shopify order

Order #1005, placed 2026-10-01, store currency USD.
Brass Lamp (SKU LAMP-BRS) × 1: 89.99.
Sales tax (CA State Tax, 6%): 5.40.
Sales tax (Los Angeles County Tax, 0.25%): 0.22.
Sales tax (Los Angeles City Tax, 1%): 0.90.
Order total: 96.51.
Paid with Shopify Payments 96.51.

What ArtUp Ledger posts

Sales receipt SH-1005

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 6.52, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `LAMP-BRS` (Brass Lamp)	Sales of Product Income	TAX	89.99
Sales tax (the document's tax total)	Sales Tax Payable		6.52
Total			96.51

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	96.51
Sales of Product Income		89.99
Sales Tax Payable		6.52
Total	96.51	96.51

R06. Line and order discounts

Discounts are taken off each line the way Shopify allocates them, so every line keeps its own tax code. There is no separate discount line.

The Shopify order

Order #1006, placed 2026-10-01, store currency USD.
Navy Jacket (SKU JACKET-NVY) × 1: 96.42, after 23.58 of discounts.
Brown Belt (SKU BELT-BRN) × 1: 38.58, after 1.42 of discounts.
Sales tax (CA State Tax, 7.25%): 9.79.
Order total: 144.79.
Paid with Shopify Payments 144.79.

What ArtUp Ledger posts

Sales receipt SH-1006

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 9.79, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `JACKET-NVY` (Navy Jacket)	Sales of Product Income	TAX	96.42
Item `BELT-BRN` (Brown Belt)	Sales of Product Income	TAX	38.58
Sales tax (the document's tax total)	Sales Tax Payable		9.79
Total			144.79

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	144.79
Sales of Product Income		96.42
Sales of Product Income		38.58
Sales Tax Payable		9.79
Total	144.79	144.79

R07. Taxed shipping

Shipping is a line to the Shipping item. Its tax code is TAX only when Shopify charged tax on shipping.

The Shopify order

Order #1007, placed 2026-10-01, store currency USD.
Black Boots (SKU BOOT-BLK) × 1: 150.00.
Shipping (Express): 15.00.
Sales tax (TX State Tax, 6.25%): 10.32.
Order total: 175.32.
Paid with Shopify Payments 175.32.

What ArtUp Ledger posts

Sales receipt SH-1007

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 10.32, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `BOOT-BLK` (Black Boots)	Sales of Product Income	TAX	150.00
Item `Shipping`	Shipping Income	TAX	15.00
Sales tax (the document's tax total)	Sales Tax Payable		10.32
Total			175.32

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	175.32
Sales of Product Income		150.00
Shipping Income		15.00
Sales Tax Payable		10.32
Total	175.32	175.32

R08. Customer paid in another currency

The customer paid in euros, but the books use the amounts in the store currency that Shopify reports. The euro amounts are not posted.

The Shopify order

Order #1008, placed 2026-10-01, store currency USD.
The customer paid in EUR; the amounts below are the USD amounts Shopify reports for the store.
Red Scarf (SKU SCARF-RED) × 1: 60.00.
Sales tax (CA State Tax, 7.25%): 4.35.
Order total: 64.35.
Paid with Shopify Payments 64.35.

What ArtUp Ledger posts

Sales receipt SH-1008

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 4.35, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `SCARF-RED` (Red Scarf)	Sales of Product Income	TAX	60.00
Sales tax (the document's tax total)	Sales Tax Payable		4.35
Total			64.35

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	64.35
Sales of Product Income		60.00
Sales Tax Payable		4.35
Total	64.35	64.35

R09. Store currency differs from the QuickBooks home currency

A store selling in CAD with a QuickBooks company in USD: the receipt is in CAD, for the CAD customer. No exchange rate is sent, so QuickBooks applies its own rate for the day. Multicurrency must be on in QuickBooks, with CAD added.

Setup

QuickBooks: multicurrency is on, with CAD added.
QuickBooks home currency: USD.

The Shopify order

Order #1009, placed 2026-10-01, store currency CAD.
Maple Syrup 500 ml (SKU MAPLE-SYR) × 2: 36.00, no tax.
Shipping (Standard): 10.00, no tax.
No sales tax.
Order total: 46.00.
Paid with Shopify Payments 46.00.

What ArtUp Ledger posts

Sales receipt SH-1009

Customer: Shopify Customer CAD.
Deposit to: Shopify Payments Clearing.
Currency: CAD, not the QuickBooks home currency (USD). No exchange rate is sent; QuickBooks applies its own rate for the day.
Sales tax total: 0.00, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `MAPLE-SYR` (Maple Syrup 500 ml)	Sales of Product Income	NON	36.00
Item `Shipping`	Shipping Income	NON	10.00
Total			46.00

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	46.00
Sales of Product Income		36.00
Shipping Income		10.00
Total	46.00	46.00

R10. Full refund

A refund receipt mirrors the order's sales receipt: the same items and tax codes, paid out of the clearing account the refund went through.

Setup

This is the order's first refund.

The Shopify order

Order #1010, placed 2026-10-01, store currency USD.
White Sneakers (SKU SHOE-WHT) × 2: 60.00.
Shipping (Standard): 8.00, no tax.
Sales tax (CA State Tax, 7.25%): 4.35.
Order total: 72.35.
Paid with Shopify Payments 72.35.

The refund

Refund of order #1010 on 2026-10-04.
White Sneakers (SKU SHOE-WHT) × 2: 60.00 plus 4.35 tax.
Shipping refunded: 8.00 plus 0.00 tax.
Refunded in total: 72.35 USD, paid back through Shopify Payments.

What ArtUp Ledger posts

Refund receipt SH-1010-R1

Customer: Shopify Customer.
Refund from: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 4.35, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `SHOE-WHT` (White Sneakers)	Sales of Product Income	TAX	60.00
Item `Shipping`	Shipping Income	NON	8.00
Sales tax (the document's tax total)	Sales Tax Payable		4.35
Total			72.35

Effect on your books:

Account	Debit	Credit
Sales of Product Income	60.00
Shipping Income	8.00
Sales Tax Payable	4.35
Shopify Payments Clearing		72.35
Total	72.35	72.35

R11. Partial refund

Only the refunded product and its tax are posted; the shipping was not refunded.

Setup

This is the order's first refund.

The Shopify order

Order #1011, placed 2026-10-01, store currency USD.
Canvas Tote (SKU BAG-TOTE) × 1: 40.00.
Sock 2-Pack (SKU SOCK-PK) × 2: 30.00.
Shipping (Standard): 6.00, no tax.
Sales tax (CA State Tax, 7.25%): 5.08.
Order total: 81.08.
Paid with Shopify Payments 81.08.

The refund

Refund of order #1011 on 2026-10-04.
Canvas Tote (SKU BAG-TOTE) × 1: 40.00 plus 2.90 tax.
Refunded in total: 42.90 USD, paid back through Shopify Payments.

What ArtUp Ledger posts

Refund receipt SH-1011-R1

Customer: Shopify Customer.
Refund from: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 2.90, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `BAG-TOTE` (Canvas Tote)	Sales of Product Income	TAX	40.00
Sales tax (the document's tax total)	Sales Tax Payable		2.90
Total			42.90

Effect on your books:

Account	Debit	Credit
Sales of Product Income	40.00
Sales Tax Payable	2.90
Shopify Payments Clearing		42.90
Total	42.90	42.90

R12. Refund with a restocking fee

The fee the store kept is a negative line to the Restocking Fee item, so the refund receipt total equals the money paid back.

Setup

This is the order's first refund.

The Shopify order

Order #1012, placed 2026-10-01, store currency USD.
Oak Chair (SKU CHAIR-OAK) × 1: 120.00.
Sales tax (CA State Tax, 7.25%): 8.70.
Order total: 128.70.
Paid with Shopify Payments 128.70.

The refund

Refund of order #1012 on 2026-10-04.
Oak Chair (SKU CHAIR-OAK) × 1: 120.00 plus 8.70 tax.
Restocking fee kept by the store: -15.00.
Refunded in total: 113.70 USD, paid back through Shopify Payments.

What ArtUp Ledger posts

Refund receipt SH-1012-R1

Customer: Shopify Customer.
Refund from: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 8.70, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `CHAIR-OAK` (Oak Chair)	Sales of Product Income	TAX	120.00
Item `Restocking Fee`	Restocking Fee Income	NON	-15.00
Sales tax (the document's tax total)	Sales Tax Payable		8.70
Total			113.70

Effect on your books:

Account	Debit	Credit
Sales of Product Income	120.00
Restocking Fee Income		15.00
Sales Tax Payable	8.70
Shopify Payments Clearing		113.70
Total	128.70	128.70

R13. Gift card and card payment

The card part goes into the Shopify Payments clearing account. The gift card part is a negative line to the Gift Card Clearing account, which lowers the gift card liability.

The Shopify order

Order #1013, placed 2026-10-01, store currency USD.
Green Sweater (SKU SWEATER-GRN) × 1: 80.00.
Sales tax (CA State Tax, 7.25%): 5.80.
Order total: 85.80.
Paid with a gift card 25.00 and Shopify Payments 60.80.

What ArtUp Ledger posts

Sales receipt SH-1013

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 5.80, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `SWEATER-GRN` (Green Sweater)	Sales of Product Income	TAX	80.00
Paid with a gift card	Gift Card Clearing	NON	-25.00
Sales tax (the document's tax total)	Sales Tax Payable		5.80
Total			60.80

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	60.80
Sales of Product Income		80.00
Gift Card Clearing	25.00
Sales Tax Payable		5.80
Total	85.80	85.80

R14. Wholesale order on net 30 terms

A B2B order with payment terms becomes an invoice to the company, due in 30 days. No money is recorded yet.

The Shopify order

Order #1014, placed 2026-10-01, store currency USD.
Wholesale (B2B) order for the company Acme Wholesale LLC, payment terms net 30.
Widget A (SKU WIDGET-A) × 50: 200.00.
Widget B (SKU WIDGET-B) × 10: 125.00.
Shipping (Freight): 25.00, no tax.
Sales tax (CA State Tax, 7.25%): 23.56.
Order total: 373.56.
Not paid yet.

What ArtUp Ledger posts

Invoice SH-1014

Customer: Acme Wholesale LLC.
The customer owes the total in Accounts Receivable until it is paid.
Currency: USD.
Sales tax total: 23.56, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `WIDGET-A` (Widget A)	Sales of Product Income	TAX	200.00
Item `WIDGET-B` (Widget B)	Sales of Product Income	TAX	125.00
Item `Shipping`	Shipping Income	NON	25.00
Sales tax (the document's tax total)	Sales Tax Payable		23.56
Total			373.56

Effect on your books:

Account	Debit	Credit
Accounts Receivable (A/R)	373.56
Sales of Product Income		200.00
Sales of Product Income		125.00
Shipping Income		25.00
Sales Tax Payable		23.56
Total	373.56	373.56

R14.paid. Wholesale invoice paid

When the company pays, a payment is applied to the invoice and deposited to the clearing account of the payment gateway.

Setup

The order's invoice SH-1014 is already in QuickBooks.

The Shopify order

Order #1014, placed 2026-10-01, store currency USD.
Wholesale (B2B) order for the company Acme Wholesale LLC, payment terms net 30.
Widget A (SKU WIDGET-A) × 50: 200.00.
Widget B (SKU WIDGET-B) × 10: 125.00.
Shipping (Freight): 25.00, no tax.
Sales tax (CA State Tax, 7.25%): 23.56.
Order total: 373.56.
Paid with Shopify Payments 373.56 on 2026-10-29.

What ArtUp Ledger posts

Payment SH-1014

Customer: Acme Wholesale LLC.
Deposit to: Shopify Payments Clearing.
Currency: USD.

Line	Account	Tax code	Amount
Applied to invoice SH-1014	Accounts Receivable (A/R)		373.56
Total			373.56

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	373.56
Accounts Receivable (A/R)		373.56
Total	373.56	373.56

R15. Product with no matching QuickBooks item

A SKU without a matching item is posted to the default Shopify Sales item, and the app shows a warning so you can map it. Totals and tax are still right.

Setup

No QuickBooks item matches the SKU NEW-SKU-404.

The Shopify order

Order #1015, placed 2026-10-01, store currency USD.
New Product (SKU NEW-SKU-404) × 1: 35.00.
Black T-Shirt - M (SKU TEE-BLK-M) × 1: 25.00.
Sales tax (CA State Tax, 7.25%): 4.35.
Order total: 64.35.
Paid with Shopify Payments 64.35.

What ArtUp Ledger posts

Sales receipt SH-1015

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 4.35, set to the amount in Shopify.
The app shows a warning: Product not matched to a QuickBooks item. A product's SKU has no matching item in QuickBooks, so its line was posted to your default sales item. Totals and taxes are right; only the item breakdown is affected.

Line	Account	Tax code	Amount
Item `Shopify Sales` (the default item)	Sales of Product Income	TAX	35.00
Item `TEE-BLK-M` (Black T-Shirt - M)	Sales of Product Income	TAX	25.00
Sales tax (the document's tax total)	Sales Tax Payable		4.35
Total			64.35

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	64.35
Sales of Product Income		35.00
Sales of Product Income		25.00
Sales Tax Payable		4.35
Total	64.35	64.35

R16. Document number already used

QuickBooks already has a document with this order's number, so the app adds -2 to the number and shows a warning.

Setup

QuickBooks already has a document numbered SH-1001 (for example from another store or an earlier install).

The Shopify order

Order #1001, placed 2026-10-01, store currency USD.
A3 Poster (SKU POSTER-A3) × 1: 18.00.
Sales tax (CA State Tax, 7.25%): 1.31.
Order total: 19.31.
Paid with Shopify Payments 19.31.

What ArtUp Ledger posts

Sales receipt SH-1001-2

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 1.31, set to the amount in Shopify.
The app shows a warning: Document number already used in QuickBooks. QuickBooks already has a document with this number, so it was posted with a suffix (-2, -3…). If it keeps happening, another app or a person numbers documents the same way — change the number prefix.

Line	Account	Tax code	Amount
Item `POSTER-A3` (A3 Poster)	Sales of Product Income	TAX	18.00
Sales tax (the document's tax total)	Sales Tax Payable		1.31
Total			19.31

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	19.31
Sales of Product Income		18.00
Sales Tax Payable		1.31
Total	19.31	19.31

R17. Test order

Test orders are never posted to QuickBooks.

The Shopify order

Order #1017, placed 2026-10-01, store currency USD.
Marked in Shopify as a test order.
Black T-Shirt - M (SKU TEE-BLK-M) × 2: 50.00.
Sales tax (CA State Tax, 7.25%): 3.63.
Order total: 53.63.
Paid with Shopify Payments 53.63.

What ArtUp Ledger posts

Nothing is posted to QuickBooks.

R18. Cancelled before payment

The payment was voided and no money moved, so nothing is posted.

The Shopify order

Order #1018, placed 2026-10-01, store currency USD.
Tan Hat (SKU HAT-TAN) × 1: 30.00.
Sales tax (CA State Tax, 7.25%): 2.18.
Order total: 32.18.
Cancelled before the payment was taken: no money moved.

What ArtUp Ledger posts

Nothing is posted to QuickBooks.

R19. Shopify Payments payout

One deposit per payout, equal to the amount that reaches your bank: sales and refunds clear the Shopify Payments clearing account, fees go to Shopify Fees, and the reserve Shopify holds goes to Shopify Payments Reserve. The payout is posted once every order in it is in QuickBooks.

Setup

Every order in the payout is already in QuickBooks.

The Shopify payout

Shopify Payments payout 8000000000019, issued 2026-10-06: 202.55 USD paid to your bank.
It is made of these balance transactions:

Transaction	Amount	Fee	Net
Sale	53.63	1.86	51.77
Sale	175.32	5.38	169.94
Sale	60.80	2.06	58.74
Refund	-42.90	0.00	-42.90
Adjustment (chargeback fee)	-15.00	0.00	-15.00
Reserve held by Shopify	-20.00	0.00	-20.00
Total	211.85	9.30	202.55

What ArtUp Ledger posts

Deposit PO-8000000000019

Deposit to: Bank.
QuickBooks deposits have no number field: the app keeps PO-8000000000019 and writes the payout id into the deposit's memo.
Currency: USD.

From account	Amount
Shopify Payments Clearing	289.75
Shopify Payments Clearing	-42.90
Shopify Fees	-9.30
Shopify Fees	-15.00
Shopify Payments Reserve	-20.00
Total	202.55

Effect on your books:

Account	Debit	Credit
Bank	202.55
Shopify Payments Clearing		289.75
Shopify Payments Clearing	42.90
Shopify Fees	9.30
Shopify Fees	15.00
Shopify Payments Reserve	20.00
Total	289.75	289.75

R20. Payout in CAD

A CAD payout lands in a CAD bank account and clears the CAD clearing account. QuickBooks applies its own exchange rate.

Setup

Clearing account for Shopify Payments: Shopify Payments Clearing CAD.
Bank account for payouts: Bank CAD.
QuickBooks: multicurrency is on, with CAD added.
Every order in the payout is already in QuickBooks.
QuickBooks home currency: USD.

The Shopify payout

Shopify Payments payout 8000000000020, issued 2026-10-06: 145.05 CAD paid to your bank.
It is made of these balance transactions:

Transaction	Amount	Fee	Net
Sale	100.00	3.20	96.80
Sale	50.00	1.75	48.25
Total	150.00	4.95	145.05

What ArtUp Ledger posts

Deposit PO-8000000000020

Deposit to: Bank CAD.
QuickBooks deposits have no number field: the app keeps PO-8000000000020 and writes the payout id into the deposit's memo.
Currency: CAD, not the QuickBooks home currency (USD). No exchange rate is sent; QuickBooks applies its own rate for the day.

From account	Amount
Shopify Payments Clearing CAD	150.00
Shopify Fees	-4.95
Total	145.05

Effect on your books:

Account	Debit	Credit
Bank CAD	145.05
Shopify Payments Clearing CAD		150.00
Shopify Fees	4.95
Total	150.00	150.00

R21. Gift card sold

A gift card is not income when it is sold: the store owes its value to the card holder. The gift card line goes to the Gift Card Clearing account, untaxed, and the sale is income only when the card is spent on products (as in the gift card payment example).

The Shopify order

Order #1021, placed 2026-10-01, store currency USD.
Black T-Shirt - M (SKU TEE-BLK-M) × 1: 25.00.
Gift Card - $50 × 1: 50.00, no tax.
Sales tax (CA State Tax, 7.25%): 1.81.
Order total: 76.81.
Paid with Shopify Payments 76.81.

What ArtUp Ledger posts

Sales receipt SH-1021

Customer: Shopify Customer.
Deposit to: Shopify Payments Clearing.
Currency: USD.
Sales tax total: 1.81, set to the amount in Shopify.

Line	Account	Tax code	Amount
Item `TEE-BLK-M` (Black T-Shirt - M)	Sales of Product Income	TAX	25.00
Gift card sold (owed to the card holder)	Gift Card Clearing	NON	50.00
Sales tax (the document's tax total)	Sales Tax Payable		1.81
Total			76.81

Effect on your books:

Account	Debit	Credit
Shopify Payments Clearing	76.81
Sales of Product Income		25.00
Gift Card Clearing		50.00
Sales Tax Payable		1.81
Total	76.81	76.81

DAY-2026-10-12. Daily summary

In daily summary mode each day, in the store's time zone, becomes one journal entry per currency: one line per account, with the day's sales and refunds netted. It is posted two hours after the day ends.

Setup

Posting mode: one daily summary per day.
Store time zone: America/Los_Angeles.

What happened in Shopify

Orders and refunds around 2026-10-12, with their dates in the store's time zone (America/Los_Angeles):

Shopify event	Time (UTC)	Local date	In the 2026-10-12 summary
Order #1001, total 53.63	2026-10-12 15:04	2026-10-12	yes
Order #1002, total 31.45	2026-10-12 22:15	2026-10-12	yes
Order #1005, total 96.51	2026-10-13 03:30	2026-10-12	yes
Order #1010, total 72.35	2026-10-12 05:00	2026-10-11	no
Refund of order #1010, 72.35	2026-10-12 18:00	2026-10-12	yes

What ArtUp Ledger posts

Journal entry SUM-20261012

Currency: USD.

Account	Debit	Credit
Shopify Payments Clearing	109.24
Sales of Product Income		109.99
Shipping Income	8.00
Sales Tax Payable		7.25
Total	117.24	117.24

Questions

If your QuickBooks documents look different from these examples, email support@artuplabs.com or see Support.