At a Glance
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- Consignment payout approved by the store: an invoice posts (store = customer, one line per product, returns as their own lines, payout report attached).
- Store's check issued: the payment posts against the invoice, with the check number.
- Wholesale delivery received: an invoice posts; the payment posts when the store pays through ShelfSpace.
- ShelfSpace invoices post when sent; each collected payment posts against them.
- You start on accrual. Setup is five steps, and none of them is required.
What lands in QuickBooks, and when
| Event in ShelfSpace | What posts to QuickBooks |
|---|---|
| A store approves your consignment payout (or marks it paid outside ShelfSpace) | Invoice SR- plus the payout number. Customer = the store. One line per product sold; returns and applied credits as their own lines, so the invoice equals the check. Payout report attached. |
| The store's check for that payout is issued | Payment for the same amount, reference = check number, applied to the invoice, deposited to your mapped bank account (Undeposited Funds if none). Only when "ShelfSpace records payments" is on. |
| A store receives your wholesale delivery | Invoice WR- plus the order number, for the order amount. |
| The store pays that order through ShelfSpace | Payment against the WR- invoice. A payment made outside ShelfSpace posts nothing; record it yourself. |
| You send a ShelfSpace invoice | Invoice. Each collected payment posts against it. |
Accounting method. Every brand starts on accrual: invoices post at the events above. On cash, the invoice waits and posts together with its payment. Your accounting admin can switch on the Settings tab of the QuickBooks card; anyone else, email us.
Cleared deposits. If a bank account is mapped, ShelfSpace checks it every morning and counts which consignment payouts have cleared in your QuickBooks bank feed. The count is on the Overview tab ("Deposits cleared / awaiting").
Connect
Go to My Account → QuickBooks Online and click Connect to QuickBooks. If you see Request a consultation instead, request it and we'll set QuickBooks up with you. Only an account admin can connect. QuickBooks asks you to sign in and choose your company, then sends you back to the setup.
Setup in 5 steps
Every step has Skip for now. Payouts post with the default choices whether or not you finish.
- Accounts. Pick the income account your sales land in. The bank account is optional; without it, payments land in Undeposited Funds and cleared deposits can't be counted.
- Customers. ShelfSpace matches each store to a QuickBooks customer by name, or creates one when there's no match. Check the list once so nothing lands under a duplicate. A changed match applies to future invoices only.
- Items. Match products to QuickBooks items, click Auto-create to create the missing ones, or Ignore to roll a product into the default item
ShelfSpace Consignment Sales. - Sync behavior. Two choices:
- How should payments be recorded? "ShelfSpace records payments" (default) or "I record payments myself" (only the invoice is added; you use Receive payment in QuickBooks). This governs consignment payouts only; wholesale and ShelfSpace payments always post.
- What if a product isn't matched? "Create the invoice anyway" (default, uses the default item) or "Hold the invoice until items are mapped" (you're emailed, and it posts once you match the product).
- Done. Everything posts on its own from here.
After setup
- Overview tab: Synced, Failed and Pending counts, plus invoices synced, payments recorded, and deposits cleared / awaiting.
- Sync activity tab: every entry and its status. Failed entries retry on their own every 10 minutes; click Retry (or Push payment on a payment row) to retry now.
- Customers tab: check a new store's customer match when you start selling to it.
- Items tab: match new products as they start selling.
- Settings tab: accounts, accounting method, the two sync choices, Sync Historical Transactions (pushes past payouts; part of ShelfSpace), and Disconnect.
Troubleshooting
- An entry shows Failed: it retries every 10 minutes; to retry now, open Sync activity and click Retry.
- An invoice went to the wrong customer: fix the match on the Customers tab. Future invoices follow it; edit the posted invoice in QuickBooks.
- Payments land in Undeposited Funds: no bank account is mapped. Add one on the Settings tab.
- An invoice is missing for a payout: if "Hold the invoice until items are mapped" is on, match the product on the Items tab and it posts on its own.
- "Reconnect to QuickBooks" appears: QuickBooks ended the connection. Click Reconnect and sign in again; nothing is lost.
Need help with setup?
Email us at support@shelfspace.pro. The longer version of this guide is our blog post Cannabis Vendor QuickBooks Setup: A Step-by-Step Guide.
Questions about your vendor account? Let's talk.
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