Documentation

/Documentation

Exporting refunds is mostly the same as exporting orders. However, it is important to note that depending on how your refund is made, some trouble may occur, from an accounting point of view.

How to make a proper refund

Woocommerce allows to make global order refunds, without specifying what item is refunded. We recommend not to use this feature and making a more precise refund at this stage, by specifying in the available fields what is refunded (product, tax or shipping…).

That way, the right accounting codes will be used when exporting refunds. Otherwise, if only a global amount is entered, Woocommerce Book Keeper might be unable to assign it to the right accounting codes:

Behaviour of global refund amount

Simple export

If the simple export for refunds is selected, Woocommerce Book Keeper will assume that only products are refunded. Indeed, in most cases, the products are the main value of the order.

Detailed export

If the detailed export for refunds is selected, Woocommerce Book Keeper will be unable to trace back the original order’s accounting codes. Therefore, the exceptional account will be used and will alert you so that you can reassign the data accurately later. For all other fields, the refund export is similar to the order export with the exception that Woocommerce Book Keeper will use the payment data and numbering of the parent order.

As Woocommerce Book Keeper is set to your liking, you can export data for your Woocommerce store sales.

To do this, go to the export page: Book Keeper > export orders

export

Woocommerce Book Keeper will export orders according to the specified profile:

Period of time to export

The first requested info is of course the starting and ending dates of the orders which you want to export. The longer this period of time is, the longer can the processing time be. We always recommend that you keep your accounting up to date as possible to shorten the preocessing time. Click in the first text field and choose the starting date thanks to the calendar that appears.

date

Then do the same for the end date of the period.

Date

Now that the period of time for the sales is set up, choose which date is to be taken into account : the order date, the date the order was completed or the billing date.

date-taken-on account

Make sure you choose the same date (completed / order / billing) as chosen by your billing plugin.

Payment gateway to be displayed

You can choose to show the methods of payment in the label of your sales in 3 ways:

gateways

  • do not make it appear.
  • show up a standardized version of the initials of the payment method,
  • show up the labels previously set up in the “Payment Gateways” settings.

Document number

The default settings for the document number allows you to choose between the order number or the invoice number. Choosing the order number allows automatic lettering with the bank account in your accounting software, providing the bank statement has also been imported and holds the order number in the same field. If choosing this option, the invoice number will appear in the label.

numpiece-woocommerce-book-keeper

Export settings for customer / products / tax / shipping method

Choose to if you want to sort your export customer account by customer, country or payment method. See the settings of the corresponding sections to specify the detailed acconting codes.

customer select

For products, taxes and shipping methods, choose if you want a simple or detailed export. Simple export will take the general settings into account, while detailed will consider the accounting codes specified in the corresponding setting sections:

products

Separator

The separator is an important element, determined by your accounting software. The usual standard is the comma, but some accounting software will prefer to use the tab (useful if commas are used in the labels). Choose one between the three options:

separator

  • comma,
  • semicolon,
  • tab.

Once all settings for export are set, simply click on the export button.

General settings

Orders Type

The general settings include both completed and refunded orders. But you can choose to export any order status you wish by ticking the corresponding boxes in this section, and saving. That can be useful if, for example, pre-orders are allowed on your site and you need to export sales which have not yet been shipped.

Accounting Codes Settings

The General settings are basic settings: they are used for accounts with no detailed setting.

General settings

Make sure the following are filled before exporting, even if you do not intend to use general settings : they can also be used as an help for lacking informations in the detailed area.

  • the accounting code for products, customers, taxes, delivery options.
  • Cost centers for products and delivery options.
  • thereference of the journal,
  • a prefix that is added to the label of your writings,
  • the exceptional credit and expense accounting codes to correct rounded numbers errors

Some general accounts settings are suggested as examples, however, please check with your accountant or the chart of accounts for those applicable to your business and/or countrybefore filling these.

Enter data in the fields and save.

If using all accounting codes and detailed cost centers, General settings can be considered as suspense accounts.

Consult the general accounting Plan

CSV Columns Headers

If your accounting software is automatically mapping the columns according to their headings, or if you want to translate it into your language you may need to change and save them once and for all! You can do this in the General settings:

CSV-columns-headers

Fill in the desired header for each column in the corresponding fields, and save.

 

Columns order

Your accounting software can have a fixed mapping of the columns to make the import possible.

Woocommerce Book Keeper Expert allows you to adjust the exported file to match it to your accounting software requirements. To do this, simply go to General settings and drag and drop the columns fields up and down to arrange them in the desired order:

columns-order

No need to save manually this time, the chosen order is automatically saved.

4 empty columns are available if necessary.

If you don’t need those, simply leave them at the bottom.

Countries Settings

If you wish to differentiate the customer account codes according to the country of shipment, please fill in the accounting codes in this section. Woocommerce Book Keeper will automatically assign them to your customers during the export, if selecting the corresponding export setting.

All countries listed in this section are those allowed in your Woocommerce settings. Enter the corresponding accounting codes and save. If one of the country settings is not filled, the general accounting code will be applied.

Taxes Settings

If varying tax rates are applicable to your products, each tax may have its own accounting code. All tax rates listed in this section are those of your Woocommerce settings. Enter the corresponding tax accounting codes in this section and save. If no accounting code is associated with a tax rate, it will be assigned the general tax setting.

taxes-details

Shipping settings

Woocommerce Book Keeper allows you to differentiate the account codes and cost centers to each shipping method available in Woocommerce. Thus, simply fill in the fields provided for this purpose, and then save. If you do not fill a field, the general settings for shipping will be applied.

shipping-retail

Gateways Settings

detail-paymen-account-comptablet

Accounting Code

If you wish to differentiate the customer account codes according to the payment gateway they used, please fill in the accounting codes in this section. Woocommerce Book Keeper will automatically assign them to your customers during the export, if selecting the corresponding export setting. All payment gateways listed in this section are those of your Woocommerce settings. Fill in the corresponding accounting codes and save. If a field is left empty, the general settings for payment gateway will be applied.

Label

If you wish the payment method to show up in the accounting entries, fill in the corresponding fields. Afterwards, when setting up the export, you will have 3 choices:

  • do not make it appear.
  • show up a standardized version of the initials of the payment method,
  • show up the labels previously set up in this section.

Customer Account Settings

If you wish to differentiate the customer account codes according to each individual customer, you can do so in the corresponding field in the Woocommerce user account. If, for example, you sell mostly in B to C, but have a few customers in B to B, you may want to fill in only the accounting codes in the B-to-B customers account, and leave the general setting to B-to-C clients, which will thus be grouped within the same account code. Woocommerce Book Keeper allows great precision, it’s up to you to set up the plugin in the way that best meets your needs. To set up a customer accounting code, select his profile via users > all users, and fill in the accounting – customer account setting:

detail - user

Then save. From then on, this customer’s account is assigned to this specific accounting code, and will be used in the export when the corresponding export profile is selected.

Products Settings

If you wish to differentiate the products account codes and/or cost centers according to each individual product, you can do so in the corresponding fields in the Woocommerce product edit page (Products > all products), in the general Woocommerce tab.

Enter the corresponding accounting codes and cost centers and save. If one of the fields is left empty, the general settings will be applied.

retail-product

 

Download the file

After buying the plugin, download the files from the CodeCanyon customer area to import it on your WordPress website.

Upload the file to your installation

Once the file is saved on your computer, there are several ways to load it on your WordPress website.

Using WordPress admin

Visit your WordPress administration. Check that Woocommerce is installed and active.

The Woocommerce Book Keeper plugin requires WOOCOMMERCE to run. Click on the Plugins menu > add

 

upload-backoffice

        upload-plugin

And then load an extension. A window opens to select the file you want to load. Select the downloaded zip file.

selection-file-upload

When done, the plugin is loaded on the site, next step is to activate it.

activation-after-install

By the FTP server

Download FileZilla (Client)

Unzip the .zip downloaded to your hard drive. Open your usual FTP (Filezilla here) client software.

decompression

Navigate through your files: www (root) > wp-content > plugins

folder-filezilla

Select the complete file, and send it in the plugins folder.

copy-filezilla

Next step is to activate the plugin.

Activate the plugin

n order to activate the plugin, click on the Plugins menu > all Plugins.

Find Woocommerce Book Keeper in the list, and click on activate plugin.

list-extension-activation