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WooCommerce

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Reconcile WooCommerce orders with Intacct
Report
Cross-Connector

Make sure Sage Intacct revenue matches what the store sold

For finance teams who want paid WooCommerce orders matched to Sage Intacct documents by asking their AI assistant.

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Reconcile WooCommerce orders with Intacct
Reconcile September's WooCommerce orders with Sage Intacct.
Of 412 paid September orders, 396 match a Sage Intacct document. - Missing: 9 orders, including 1042 - Total differs: 4, two by exactly the shipping amount - Refunded but booked in full: order 1051, 129.00 - Intacct only: 2 documents match no order Want the missing orders listed with totals?
WooCommerce
Sample figures. Your results come from your own account.
woocommerce-get-order
sage-intacct-get-invoice
sage-intacct-get-order-entry-document

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

Ledger revenue that does not match what the store sold

Paid WooCommerce orders should all reach Sage Intacct, but some never arrive, others carry a different total and refunded orders stay booked at full value. Finding them means matching order numbers against invoice references across two exports.

Without PopdockAI

  • Export paid orders from WooCommerce
  • Export invoices and order documents from Intacct
  • Match order numbers by hand
  • Miss refunded orders booked in full

With PopdockAI

  • Paid orders are read with refunds marked
  • Intacct invoices and order documents are matched by order number
  • An order and its converted invoice count once
  • Missing, different and overstated orders are listed, and nothing is changed

The prompt

Use this prompt

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

Prompt
**Objective:** For WooCommerce orders created from `{from-date}` to `{to-date}` (default today), find which ones are missing from Intacct or recorded there with a different total. Check at most `{max-orders}` orders (default 250).

**Step 1: Read the WooCommerce orders**

Call `woocommerce-get-order` with `created-date.from` = `{from-date}`, `created-date.to` = `{to-date}` and `max-records` = `{max-orders}` (default 250). Drop orders whose `status` is pending, failed, cancelled or checkout-draft: they were never paid. Keep refunded orders but mark them. Keep `order-id`, `order-number`, `created-date`, `status`, `customer-email`, `total`, `shipping-total`, `discount-total` and `currency`.

**Step 2: Read the Intacct documents**

Call `intacct-get-invoice` with `invoice-date.from` = `{from-date}` and `invoice-date.to` = 7 days after `{to-date}` (orders are often invoiced a few days later). Keep `invoice-number`, `reference-number`, `customer-id`, `customer-name`, `total-amount` and `transaction-currency`.

Call `intacct-get-order-entry-document` over the same date range on `document-date`. Keep `document-id`, `transaction-type`, `reference-number`, `customer-po-number`, `total` and `state`.

**Step 3: Match**

A WooCommerce order matches an Intacct document when the document's `reference-number` or `customer-po-number` equals the order's `order-number`, ignoring a leading `#` and leading zeros. Match each Intacct document to at most one order. A sales order and the sales invoice converted from it may both match; count the order once and prefer the invoice's total.

**Step 4: Report**

* Orders missing from Intacct: order number, date, status, email, total.
* Orders matched with a different total: order number, WooCommerce total, Intacct total, difference. Note when the difference equals the order's shipping-total or discount-total, since those are often not carried across.
* Refunded orders that were recorded in Intacct at the full amount, so the user can check the credit side (suggest the review-refunds-against-intacct prompt).
* Intacct documents whose reference looks like a WooCommerce order number but matched no order in the range.
* A one-line summary: orders checked, matched, missing, mismatched.

**Rules & Guidelines:**

* `woocommerce-get-order` is on the woocommerce server. `intacct-get-invoice` and `intacct-get-order-entry-document` are on the intacct server.
* This prompt is read-only. Do NOT call `intacct-create-order-entry-document`, `intacct-update-order-entry-document`, `woocommerce-update-order` or `woocommerce-add-order-note`. To post a missing order, suggest the post-order-to-intacct prompt.
* Leave the Intacct `company` parameter empty unless the user names an Intacct entity.
* If `{max-orders}` was reached, say the result is partial and suggest a narrower date range.

**Validation:**

* If WooCommerce returns no orders, report the date range and stop.
* If Intacct returns no documents at all for the range, say the store may not be posting to Intacct yet (or posts to a different entity) rather than listing every order as missing.
* If the order and document currencies differ, report the pair as "currency differs" instead of a total mismatch.

Who it's for

One answer, three teams that use it

Accountants

Close the month with matching revenue

Missing orders and total differences are listed, with a note when the gap equals shipping or discounts.

Reconcile October's paid WooCommerce orders with Sage Intacct.

Finance controllers

Find overstated revenue

Refunded orders still booked at full value are flagged before they distort the results.

Which refunded WooCommerce orders are still booked at full value in Intacct?

Revenue analysts

Spot documents with no order

Intacct documents that match no store order are listed for investigation.

Are there Intacct invoices from last month that match no WooCommerce order?

How it works

What PopdockAI does when you ask

You give a date range, and your AI assistant matches paid orders to Sage Intacct documents. It is read-only and says when results are partial.

01

Ask

You give a date range.

Your AI tool

02

Read

It reads paid WooCommerce orders, marking refunded ones.

woocommerce-get-order

03

Match

It matches Intacct invoices and order documents by order number, counting each once.

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

04

Report

You get missing, different and overstated orders, read-only.

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

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.
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

Ledger revenue that matches what was sold and kept

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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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