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Linking integrations to operations

How financial data flows to your ERP

Covers what HC sends to your ERP, how it transforms financial data, timing considerations, and how to reconcile.

The short answer

HC creates sales orders, invoices, credit notes, refunds and adjustments in your ERP from your Shopify transactions. Because raw Shopify order data rarely maps cleanly to ERP fields, HC transforms it first: splitting tax, converting currency and mapping discounts and shipping to the right GL codes. Whether the posting happens when an order is placed or when it ships depends on your configuration, and that timing determines what you see when you reconcile Shopify against your ERP.

How it works

What HC creates in your ERP

  • Sales orders and invoices: created when an order is placed or shipped (depending on your configuration)

  • Credit notes and refunds: created when a Shopify refund is processed

  • Adjustments: created for partial refunds, manual corrections, or discount reversals where required by your ERP

How HC transforms the data

Raw Shopify order data rarely maps cleanly to ERP fields. HC applies several transformations:

  • Tax splitting: Shopify reports tax as a line total; HC splits it into the correct tax codes and rates for your ERP

  • Multi-currency: orders taken in non-base currencies are converted using the exchange rate at the time of the transaction

  • Discount and GL mapping: discounts are mapped to the appropriate GL code in your ERP, either as a line adjustment or a separate discount line

  • Shipping GL: shipping charges are posted to a configurable GL code rather than treated as a product line

When the posting happens

This depends on your configuration. Some setups post the sales order to the ERP the moment an order is placed in Shopify. Others only post when the order is confirmed as shipped. If you are unsure which applies to you, check your integration documentation or contact HC support.

What this means for you

  • If you post on placement, you will see open orders in your ERP for orders that have not yet shipped.

  • If you post on shipment, the ERP will not reflect an order until it leaves the warehouse.

  • Tax reaches your ERP split by tax code and rate, not as the single line total Shopify reports.

  • Shipping charges appear against their own GL code rather than as a product line.

  • How discounts are posted (line adjustment or separate discount line) depends on your configuration. See How HC handles promotions and discounts.

  • If you are unsure which timing applies to you, check your integration documentation or contact HC support.

Checking a missing ERP transaction yourself

If a transaction appears in Shopify but not in your ERP:

  1. Find the order in the HC Control Panel (see How to find a specific event in the Control Panel).

  2. Check whether the relevant financial event (order created, order shipped, refund) was received and processed.

  3. If the event failed, review the error and follow How to fix and resend a failed event.

  4. If the event succeeded but the ERP record is missing, check your ERP's import logs: the posting may have been rejected at the ERP level.

Contact HC support with the event ID if you cannot locate the root cause.

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