How to set up Accounts Flow on Shopfront

Accounts Flow can be integrated into Shopfront, allowing you to receive supplier invoices directly into Shopfront.

For further information about Accounts Flow services, please contact Accounts Flow.

Once Accounts Flow is ready to integrate, we will receive an email from their support team containing your unique Accounts Flow key. We will link your outlet with the Accounts Flow key provided. 

There is no requirement to create the suppliers within Shopfront prior to receiving an invoice from Accounts Flow, as they'll automatically be created. However, if you already have suppliers within Shopfront, you will need the ABN numbers for those suppliers you've activated with Accounts Flow.

Linking Suppliers

If the suppliers you've requested activation by Accounts Flow already exist in Shopfront, you'll need to enter their ABN within the Shopfront supplier edit screen. Optionally, you may also link these suppliers to the master database reference field, but it is not required. Failure to enter the ABN or a Master Database Reference will result in a new supplier being created when an invoice is received via Accounts Flow.

1. Within Shopfront, open the Menu
2. Select Stock
3. Select Stock Management
4. Select Suppliers
5. Select Edit for each supplier you wish to activate for Accounts Flow.
6. Type the supplier's ABN into the Business Number field. Optionally, you may also link your supplier to a supplier name found within the Master Database Reference field, but it is not required.
7. Select Save

Once you've completed these steps, you're now ready to receive invoices via Accounts Flow.

If you need any information on how to receive the electronic invoices. Please take a look at the article on Receiving Invoices for more information.

{note}If supplied by Accounts Flow, the supplier's PDF invoice is viewable from the Shopfront order view page and edit page. To view the supplier invoice, select the attachment{/note}

Commonly Asked Questions

A new Accounts Flow invoice caused a new supplier to be created in Shopfront and didn't link to my existing supplier, how can I fix my duplicate suppliers?

If your existing supplier lacks a Business Number (ABN) or a Master Database Reference, any incoming invoice from Accounts Flow will prompt the creation of a new supplier. To consolidate this newly generated supplier with your existing supplier, please look at the Supplier Merge help article.

To prevent the supplier from being duplicated in the future, ensure that the section containing a Business Number and Master Database Reference is merged into the new supplier.

The total freight on an Accounts Flow invoice isn't being distributed among the products the way that I would like it to

Shopfront supports various ways of distributing freight amongst the products on an invoice. You can change how freight is distributed from the supplier edit page in the Receiving Orders section. To explain the freight distribution methods, check out the article Description of Supplier Fields.

Sometimes the total on an Accounts Flow invoice is out by a few Cents

This discrepancy typically arises from differences in how the supplier rounds the case prices on the invoice compared to Shopfront. If you want the invoice to balance to the cent, we recommend adding the difference as a plus or minus amount into the Fees and Discounts field.

How do I know when an Accounts Flow invoice has arrived in Shopfront?

A notification will appear once the invoice arrives in Shopfront. Select the notification to start receiving the invoice, or visit your Orders & Invoices page.