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.

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

Timing — when does the posting happen?

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're unsure which applies to you, check your integration documentation or contact HC support.

The timing setting affects reconciliation: if you post on placement, you'll see open orders in your ERP for orders that haven't yet shipped. If you post on shipment, the ERP won't reflect an order until it leaves the warehouse.

Reconciling Shopify and your ERP

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

  1. Find the order in the HC 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 the troubleshooting steps for failed events

  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.