Connectors

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WooCommerce

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Post a WooCommerce order to Intacct
Write
Cross-Connector

Post a WooCommerce order to the right Sage Intacct account

For finance teams who want a paid WooCommerce order recorded in Sage Intacct once, on the right customer, by asking their AI assistant.

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Post a WooCommerce order to Intacct
Post WooCommerce order 1047 to Sage Intacct as a sales invoice.
Order 1047 is paid and not yet in Sage Intacct. - Customer: Fabrikam, matched by email - Line 1: SKU BLEND-01 x 3, item BLEND-01 - Line 2: SKU MUG-BLU x 1, item MUG-BLU - Not carried: 6.50 shipping and a 5.00 discount Shall I post the sales invoice?
WooCommerce
Sample figures. Your results come from your own account.
woocommerce-get-order
woocommerce-get-order-line
sage-intacct-get-invoice
sage-intacct-get-order-entry-document
sage-intacct-get-customer
woocommerce-get-customer
sage-intacct-get-contact
sage-intacct-get-item
sage-intacct-create-order-entry-document
woocommerce-add-order-note

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

WooCommerce

WooCommerce
Run it on your own WooCommerce data.

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

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The problem

Orders billed twice or posted to the wrong account

Posting a WooCommerce order into Sage Intacct by hand means matching the shopper to a customer, mapping each product to an item and checking it was not posted already. Skip the check and it is billed twice; guess the customer and it lands on the wrong account.

Without PopdockAI

  • Search Intacct for the order number
  • Match the shopper to a customer by name
  • Map each product to an item by SKU
  • Post it and hope nobody did already

With PopdockAI

  • Unpaid and canceled orders are skipped
  • It stops if Intacct already has the order number
  • The customer is matched only when the email agrees
  • It posts after your yes, and notes the order after a second yes

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 WooCommerce order `{order-number}` 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 WooCommerce order**

Call `woocommerce-get-order` with `order-number` = `{order-number}`; if nothing matches and the value is numeric, retry with `order-id`. If it matches more than one order, list them and stop. If the order `status` is pending, failed, cancelled or refunded, report that and stop. Keep `order-id`, `order-number`, `created-date`, `status`, `customer-id`, `customer-email`, `billing-first-name`, `billing-last-name`, `total`, `shipping-total`, `discount-total` and `currency`.

Call `woocommerce-get-order-line` with `order-id` and keep each line's `line-sku`, `line-name`, `line-quantity` and `line-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 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, if the order has a non-zero `customer-id`, call `woocommerce-get-customer` with it to get the `billing-company`. Then match on the order's `customer-email`:

Try, in order, and stop at the first single match:

1. `intacct-get-contact` with `email` = the WooCommerce email, then `intacct-get-customer` with `customer-name` = the contact's `company-name`.
2. If the WooCommerce customer has a `billing-company` (from `woocommerce-get-customer`), `intacct-get-customer` with `customer-name` = that company.
3. `intacct-get-customer` with `customer-name` = the WooCommerce first and last name.

Treat a match as confirmed when the Intacct customer's `email` equals the WooCommerce email (ignoring case) or is empty. If it holds a different email, report it as a possible wrong match instead of using it.

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; suggest the sync-customer-to-intacct prompt instead.

**Step 4: Match the items**

For each order line, call `intacct-get-item` with `item-id` = the `line-sku`; if nothing comes back, retry with `upc` = 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, 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 number), each line's item-id, quantity and unit price, and the document total against the WooCommerce total. Say plainly that WooCommerce 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 number, `customer-po-number` = the order number, `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.

Then offer to record the posting on the WooCommerce order. Only after a second yes, call `woocommerce-add-order-note` once with `order-id`, `note` = "Posted to Intacct as " followed by the transaction type and document-id, and `customer-note` = false.

**Rules & Guidelines:**

* `woocommerce-get-order`, `woocommerce-get-order-line`, `woocommerce-get-customer` and `woocommerce-add-order-note` are on the woocommerce 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 tools this prompt may call are `intacct-create-order-entry-document`, once, after confirmation, and `woocommerce-add-order-note`, once, after a second confirmation, always as a private note. Do NOT call `intacct-create-customer`, `intacct-update-order-entry-document`, `woocommerce-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. Do not add the WooCommerce note.

Who it's for

One answer, three teams that use it

Accountants

Post web orders without duplicates

Existing documents are checked first, so each order reaches Intacct once.

Post WooCommerce order 2214 to Sage Intacct as a sales invoice.

Accounts receivable

Get the customer right

Matches need the email to agree, so orders land on the right account.

Which Intacct customer would WooCommerce order 1990 post to? Then post it.

Ecommerce operations

Leave a trail on the order

A private note on the order shows where it went in Intacct, after your second yes.

Post WooCommerce order 3005 to Intacct and add a note to the order once it is in.

How it works

What PopdockAI does when you ask

You name the order, and your AI assistant checks Sage Intacct and matches the customer and items. Nothing posts until you confirm, and no customer is ever created.

01

Ask

You name the order.

Your AI tool

02

Check

It skips unpaid or canceled orders and stops if Intacct already has the order number.

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

03

Match

It matches the customer, requiring the email to agree, and each item by SKU or UPC.

sage-intacct-get-customer
woocommerce-get-customer
sage-intacct-get-contact
sage-intacct-get-item
woocommerce-get-order-line

04

Confirm

It posts after your yes, and adds an order note after a second yes.

Your AI tool

What PopdockAI provides

The tools behind the answer

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

get-data

woocommerce-get-order

Returns WooCommerce orders with status, totals, discounts, shipping, payment method and paid date. Filter by status, customer email or id, order number, created date range, total range or billing last name.
get-data

woocommerce-get-order-line

Returns the product lines on WooCommerce orders: product, SKU, quantity, price, line total and tax. Filter by order, customer, SKU or product id, order status and date range.
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

woocommerce-get-customer

Returns WooCommerce customer accounts with name, billing address, role and whether they have paid for an order. Filter by email, id, last name, billing country or state, role and created date range.
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.
run-action

woocommerce-add-order-note

Adds a note to a WooCommerce order by id, either private to store staff or emailed to the customer.
Read only.Nothing in WooCommerce 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

Store orders in the ledger once, on the right account

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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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