The WebPlanex: GST Invoice India app integrates seamlessly with Zoho Books, allowing you to automatically synchronize Shopify orders and credit notes. This integration helps keep your accounting records accurate, up to date, and GST-compliant without the need for manual data entry.
1.Overview
By connecting your Shopify store with Zoho Books, you can:
- Automatically convert Shopify orders into Zoho Sales Orders.
- Generate Zoho Invoices for synced orders
- Sync credit notes for returns and refunds.
- Automatically apply GST taxes such as CGST, SGST, IGST, and Cess.
- Automatically create or update customers and products in Zoho Books.
2.Prerequisites
Before you begin, ensure that you have:
- An active Shopify store with the WebPlanex: GST Invoice India app installed.
- An active Zoho Books account with an organization already created.
3.Connecting Zoho Books
Step 1: Access Integration Settings
- Open the WebPlanex: GST Invoice India app from your Shopify Admin.
- Navigate to Orders.
- Click on the Zoho tab.
Step 2: Connect Zoho Books
- Click the Connect Zoho button.
- A new window will open and redirect you to Zoho's authorization page.
Step 3: Authorize the Application
- Sign in to your Zoho account if prompted.
- Review the requested permissions.
- Click Accept to authorize the connection.
Note: If you have multiple Zoho organizations, select the organization you want to sync with.
Step 4: Verify the Connection
After successful authorization:
- You will be redirected back to the app.
- The connection status will display Connected.
4.Syncing Orders and Credit Notes
Once connected, you can begin syncing Shopify data to Zoho Books.
Select a Date Range
Choose the date range for the orders you want to sync.
The app will display:
- Orders in Range – Total orders found
- Credit Notes in Range – Total credit notes found.
- New Orders – Orders that have not yet been synced.
- Already Synced – Orders already sent to Zoho Books.
5.Update Previously Synced Orders
If you want to update orders that were previously synced (for example, after editing an order in Shopify)
- Enable the checkbox: "Update already synced orders in Zoho Books"
Start the Sync Process
1.Click Sync Orders and Credit Notes to Zoho.
2.The synchronization process will run automatically in the background.
5.Data Mapping Logic
The app automatically maps Shopify data to Zoho Books.
Customer Mapping
- Matches customers by Email Address.
- If email is unavailable, matches by Full Name.
- If no matching customer exists, a new Zoho Contact is created.
- Billing and shipping addresses are synced automatically.
- GST treatment is assigned based on GSTIN and customer location.
Product Mapping
- Matches products using SKU.
- If SKU is unavailable, matches by Product Name.
- Creates a new item in Zoho Books if no match exists.
- HSN Codes are synced automatically when available.
Tax Mapping
The app automatically:
- Creates or matches GST tax rates.
- Supports CGST, SGST, IGST, and Cess.
- Creates tax groups such as:
- CGST 9% + SGST 9%
- Applies No Tax or Exempt tax treatment for export and overseas orders.
6.Monitoring Sync Activity
View Sync History
From the Zoho tab, you can review previous synchronization activities.
The history displays:
- Created records
- Updated records
- Skipped records
- Failed records
This helps track the status of every sync operation.
Troubleshooting
Zoho API Rate Limits
Zoho Books applies API usage limits.
If the limit is reached:
- The sync process may stop temporarily.
- A warning message will appear in the sync results.
Missing Product or Customer Data
For accurate synchronization, ensure:
- Products contain valid SKUs.
- Customers have complete billing and shipping addresses.
Changing Zoho Organizations
If you switch to a different Zoho organization:
- Disconnect the current Zoho connection.
- Reconnect using the new organization.
This ensures proper mapping and synchronization.