Connectors

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Shopify

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Post a Shopify order to Intacct
Write
Cross-Connector

Record a Shopify order in Sage Intacct, never twice

For finance teams who want a Shopify order posted to Sage Intacct with the right customer and items, by asking their AI assistant.

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Post a Shopify order to Intacct
Post Shopify order #1042 to Sage Intacct as a sales invoice.
Order #1042 is not in Sage Intacct yet. - Customer: C-0412, Fabrikam Inc, from the B2B link - Lines: 2 items matched by SKU - Note: tax, shipping and discounts do not carry across Shall I post the sales invoice?
Shopify
Sample figures. Your results come from your own account.
shopify-get-order
shopify-get-order-line
sage-intacct-get-invoice
sage-intacct-get-order-entry-document
sage-intacct-get-customer
shopify-get-company-contact
shopify-get-company
sage-intacct-get-contact
sage-intacct-get-item
sage-intacct-create-order-entry-document

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Shopify

Shopify
Run it on your own Shopify data.

Connect Shopify, pick your AI tool and paste the prompt.

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The problem

One missed check and the same order is billed twice

Getting a Shopify order into Sage Intacct by hand means finding the right customer, matching each product to an item by SKU and checking nobody already posted it. Miss that last check and the same order is billed twice.

Without PopdockAI

  • Search recent Intacct invoices for the order number
  • Find the customer through the company or a contact
  • Match each product to an item by SKU
  • Post it and hope nobody did already

With PopdockAI

  • Recent Intacct documents are searched for the order number first
  • The customer is found through the B2B link, an email or the name
  • Every line must match exactly one item by SKU
  • Nothing is posted until you confirm, and the document is read back

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Record Shopify order `{order-name}` in Intacct as a `{transaction-type}` document (default Sales Invoice) for Intacct customer `{intacct-customer-id}` (default: found from the order), after confirming it has not been posted already. Write nothing without the user's confirmation.

**Step 1: Read the Shopify order**

Call `shopify-get-order` with `name` = `{order-name}`; if nothing matches and the value is numeric, retry with `order-number`. If it matches more than one order, list them and stop. If the order has a `cancelled-at` value, report that and stop. Keep `order-id`, `name`, `created-at`, `email`, `customer-id`, customer first and last name, `total-price`, `total-tax` and `currency`.

Call `shopify-get-order-line` with `order-id` and keep each line's `sku`, `title`, `quantity` and `price`.

**Step 2: Check it is not already in Intacct**

Call `intacct-get-invoice` and `intacct-get-order-entry-document` with date ranges covering the order date to 30 days after it. If any document's `reference-number` or `customer-po-number` equals the order name or number (ignoring a leading `#`), report that document and stop.

**Step 3: Find the Intacct customer**

If `{intacct-customer-id}` is set, call `intacct-get-customer` with `customer-id` = it and use it. Otherwise try, in order, and stop at the first single match:

1. B2B: `shopify-get-company-contact` with `customer-email` = the order email; if it returns a `company-id`, call `shopify-get-company` with it and use its `external-id` as the Intacct customer-id.
2. `intacct-get-contact` with `email` = the order email, then `intacct-get-customer` with `customer-name` = the contact's `company-name`.
3. `intacct-get-customer` with `customer-name` = the order's customer first and last name.

If nothing matches, or a step matches several customers, list what you found and ask the user for the Intacct customer-id. Never create a customer from this prompt.

**Step 4: Match the items**

For each order line, call `intacct-get-item` with `item-id` = the line `sku`. Every line must resolve to exactly one Intacct item. If a line has no SKU or no matching item, list it and stop.

`intacct-create-order-entry-document` accepts at most two lines. If the order has more than two lines after matching, report that it cannot be posted by this tool and stop. Do not merge or drop lines.

**Step 5: Confirm, then post**

Show the user: customer id and name, transaction type (`{transaction-type}`, default Sales Invoice), date (the order's created date), reference number (the order name), each line's item-id, quantity and unit price, and the document total against the Shopify total. Say plainly that Shopify tax, shipping and discounts are not carried across by this tool, so the totals may differ by those amounts.

Only after a yes, call `intacct-create-order-entry-document` once with `customer-id`, `transaction-type`, `date`, `reference-number` = the order name, `customer-po-number` = the order name, `item-id`, `quantity`, `price` and, for a second line, `item-id-2`, `quantity-2` and `price-2`. Leave `state` unset so Intacct applies its default.

**Step 6: Confirm**

Report the returned `document-id`, then call `intacct-get-order-entry-document` with `document-id` and show its total and state.

**Rules & Guidelines:**

* `shopify-get-order`, `shopify-get-order-line`, `shopify-get-company-contact` and `shopify-get-company` are on the shopify server. `intacct-get-invoice`, `intacct-get-order-entry-document`, `intacct-get-customer`, `intacct-get-contact`, `intacct-get-item` and `intacct-create-order-entry-document` are on the intacct server.
* The only write tool this prompt may call is `intacct-create-order-entry-document`, once, after confirmation. Do NOT call `intacct-create-customer`, `intacct-update-order-entry-document`, `shopify-update-order` or any other write tool.
* If the user does not know the transaction type, read recent documents with `intacct-get-order-entry-document` and offer the `transaction-type` values in use.

**Validation:**

* If the order currency differs from the customer's Intacct currency, stop and ask the user how to proceed.
* If the create call fails, show the error, do not retry with changed values, and stop.

Who it's for

One answer, three teams that use it

Accounts receivable

Bill web orders without double entry

Post an order as a sales invoice in one conversation, with the duplicate check done first.

Post Shopify order #1764 to Sage Intacct as a sales invoice.

B2B sales operations

Get a wholesale order on the right account

The customer is found through the B2B company link, so the invoice lands on the account that pays.

Record Shopify order #1820 from Northwind Traders in Sage Intacct against their customer record.

Controllers

Keep the ledger free of duplicates

An order already carried by a recent document is stopped, and you are told what tax and shipping do not carry.

Is Shopify order #1902 already in Sage Intacct? If not, post it.

How it works

What PopdockAI does when you ask

You name the order, and your AI assistant checks Sage Intacct for an existing document and matches the customer and items. It tells you what does not carry across before you confirm.

01

Ask

You name the Shopify order.

Your AI tool

02

Check

It stops if a recent Intacct document already carries the order number.

shopify-get-order
sage-intacct-get-invoice
sage-intacct-get-order-entry-document

03

Match

It finds the customer and matches each line to one Intacct item by SKU.

shopify-get-order-line
shopify-get-company
shopify-get-company-contact
sage-intacct-get-customer
sage-intacct-get-contact
sage-intacct-get-item

04

Post

You confirm, it posts the document and reads it back.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for Shopify and one secure connection to your AI tool. No code, no exports.

get-data

shopify-get-order

Returns Shopify orders with their financial status, fulfillment status and total. Filter by order number or name, customer, email, financial status, fulfillment status, created date and total price.
get-data

shopify-get-order-line

Returns the line items on Shopify orders with their price, quantity and fulfillment status. Filter by order, product, SKU, title, vendor, price and quantity.
get-data

sage-intacct-get-invoice

Returns invoices from Sage Intacct. The record-number links to the Get invoice entries tool.
get-data

sage-intacct-get-order-entry-document

Returns order entry documents from Sage Intacct. Sales documents such as quotes, orders and invoices. The document-id links to the Get order entry document lines tool.
get-data

sage-intacct-get-customer

Returns customers from Sage Intacct.
get-data

shopify-get-company-contact

Returns the contacts of Shopify B2B companies. Filter by company, contact name, email, job title and whether they are the main contact.
get-data

shopify-get-company

Returns Shopify B2B companies with their order count and total spent. Filter by name, company id, external id, customer since date, order count and total spent.
get-data

sage-intacct-get-contact

Returns contacts from Sage Intacct.
get-data

sage-intacct-get-item

Returns items from Sage Intacct.
run-action

sage-intacct-create-order-entry-document

Creates an order entry document in Sage Intacct, such as a sales quote, sales order or sales invoice, with up to two item lines. Returns the new document's ID.
Read only.Nothing in Shopify Changes

This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.

How Popdock AI secures your data

The outcome

Shopify orders in your ledger once, never twice

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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