9 Minute Overview of Shopify Vend and Xero

Hi, team, and welcome. I’m Reuben from Link Academy and this quick session we’re going to be covering one of the most powerful app combos out there being Shopify, Vend and Xero. If you’re a retailer, either online or in-store or both, then this session is for you. What we’re going to be covering will be: how those three work to manage your purchasing of your products, the stock on hand that you have, the selling, the shipping, the invoicing, and the payments that you receive. Let’s take look. So here we are in our demo company Home of Future, and Home of Future has a single product that it sells called Move which motorizes blinds and shades. This is their online store and it’s based in Shopify. In the background here we can see we have an individual product and this probably tells us about the product. and we can have– we can see we have six in stock, so this is what we– have back in your shopify here. Right now, we connected this Shopify to our Vend, and the Vend to our Xero. So I’m gonna take you through a journey from purchasing product to selling, fulfilling an order and watching that sell arrive in your Vend and then reconciling the money to your receipt overnight with your Xero. So let’s do that now. Excellent. As you saw we have six items on hand, let’s place a purchase order with our suppliers to acquire some more products. So, inside Vend we’re going to go to Products. Like so, and Stock Control. We’re going to place a brand new order. I’m just gonna speed up the process here, but… let’s… Create a brand new order, Order Stock. Cool, so we’re gonna order this from ABC Furniture. We’re going to deliver it to Mt. Eden Outlet. And we’re going to specify what we’re going to order. So just gonna order five, four more units of Move, we don’t have an order number or supplier invoice yet, but we’ll get there. So, what I want is Move, the product called Move. As you can see that’s the same product that’s link to my Shopify, we want to order four. Fantastic, and we totally pay… Let’s say 44 dollars for this product. Fantastic, so I’m gonna click Save. And I’m just gonna inmediately mark that as ‘Send’, we can’t actually send this order off to the supplier e-mail address that we don’t have for this product. So we’re gonna mark this as sent which you don’t normally have to do, Now, let’s imagine a few days roll on and then we receive some product in. One of the cool things about Vend is you can see all your incoming product, here’s a product here. And we have a look at Sent Orders. You can have a look at all the different orders we have outstanding and when– what we are expecting to arrive and when. Now some product arrived, I’m gonna open up the order and we’re gonna receive it in So once I click receive, Just gonna confirm what we have received. Five units and the value of what we have received. So we’re gonna click Save and Receive, that’s gonna update our stock on hand. We asked for four and we received five and we have accepted five. Fantastic, so I’m gonna send that to Xero now and what that’s gonna do is that is going to create an accounts payable for me. So, that’s already… That’s already one part that you don’t have to deal with anymore. Entering Accounts Payable. We have to update my accounts payable here. You’ll see that inside my awaiting payments I should have an invoice sitting from ABC Furniture. If I open that up… You’ll find that it’s for our five units at the price that we agreed. Cool, so then to tie that up I just need to arrange payment for that supplier. We go back to our product now, you’ll notice that we should have 11 units on hand. Let’s roll on down, you’ll see that we got 11 units in our Mt. Eden Outlet. If we go and refresh my Shopify you’ll find that that updates our stock on hand available on Shopify. Brilliant, so that’s one way we can prevent accidentally selling orders, selling stock online that we don’t physically have, if that’s a problem for you. It’s important to know that you don’t need to have all of your products in your Shopify that you have on your Vend, or viceversa. You can have some products just to available on Vend and some products just available in Shopify. Any new products we bring on we wanna be adding to our Vend and publishing up to Shopify in order to add extra images, tags, etc that will allow that to be displayed nicely on our website. So, the next thing that we’re going to do is make a sale, so we go as accustomed now to our public webpage, We’re going to purchase the only product available, one of these Moves, I’m gonna click Add to Cart. So you’re using Shopify now. We’re going to checkout and it saved my details from last time, I’ll just apply my discount code right, and we’re going to go and pay. So, I’m gonna pull out and we’ll watch this payment come through. So now that that payment has gone through successfully we can do all the cool stuff that Shopify lets us do, like view our shipping address, get SMS updates and continue shopping, and I wanna show you what happens on Vend now, if we could go from our Sell screen to our Sell Ledger. That online sale now updated our store sales. That’s done a few things here, we got a new sale that’s come through, we open that up we can see who it’s for That’s created a brand new customer for us based on the information that the customer has entered. This one’s link to an existing one, but if that was a brand new customer it would have created a brand new customer with all the same details. We can see what they purchased, how they paid, when they paid, etc. We can do all the things we do in the store from the online sale, with the online sale. Another thing that’s occur is that we have actually updated our our stock on hand, so if we go through to our products now and look at our Move product, we did have 11 so we should now have 10. And if we’ve chosen to display our stock on hand on our website itself what some people do choose to do, that number would then be updated on the website. So here we can see that we got 10 on hand now, when we did have 11. So, that’s one way that Shopify and Vend work together. What needs to happen next is that we need to ship that product physically to the customer, so we’re going to use our Shopify order screen to do that. Like so. Here’s all of our open orders, we’re gonna click on this order and pick peck and distribute this product off to the appropiate address using Shopify. Now, the last piece of this process is the payment. So, we have accepted one dollar and one cent overnight and that is gonna come through, via PayPal in this case, into our normal bank account. In our Xero, our accounting system, we’re gonna have some money arrive, I’m gonna show what to do; how we mention the money that’s arrived with the money that we expected to arrive. So, let’s do that now. So, one of the things that you’re going to do is part of your everyday routine in your physical store, would be to close your registers. That’s gonna bundle up all the payments you receive for all the sales you have made and put that in a nice tidy packet and send that through to your accounting system and match up with the money we’ve received. So I’m not gonna take you through that, but that’s exactly what we’ve done in here. Inside our Xero now, if we go to our dashboard what you will have arrived is a paid accounts receivable. So inside my accounts and sales, go to sales. It should look a little something like this. Maybe any of those, maybe paid. See all, here we go. Great. So here we are, we’ve registered a closure This is what it will look like when it arrives in your Vend, so take all the sales you have made, break it up into different types of products or account codes let those products relate to and apply the different payments we’ve received. So we had a pretty slow day today, we have only sold the one item that we sold online, one dollar and one cent. Now, in your bank account though, what we need to do is match up the money that we have received overnight, from our online merchant facility to that payment. So if we– inside our operating account here- if I go to reconcile my bank account should look a little something like this. So ignore the top two lines, but this one here, here is what it would look like coming from whatever merch you’re using and it’s matched itself up with that payment that we’ve received. Now, if that’s any different, depending on the matching you’re using, you may need to adjust the fees, etc., but it should be that simple. So as you can see there, Shopify, Vend and Xero work together really well together to manage everything from your purchasing, to your stock on hand, to your online and in-store sales, to the fulfillment of the sales and the payments that you receive. The two big benefits of using these three apps are: the single point of entry, we don’t ever have to enter anything twice, and the fact that we get all of our reporting in one location for both our online and in-store sales. So, hope you found that worthwhile and I’ll see you in the next session.

5 comments on “9 Minute Overview of Shopify Vend and Xero

  1. Hi. Vend has their own ecommerce feature as well. Which ecommerce do you recommend, shopify or vend ? Thanks

  2. Thanks for the informative video! I’ve subscribed.
    I had a question I was hoping to hear your insights with. With Shopify allowing direct integration with Xero, wouldn’t a new business benefit from using just those 2 platforms to lessen the need/management of a 3rd platform? Or does Vend provide something that neither Xero or Shopify does?

  3. hi im soo undecided which to choose vend or shopify i dont own a website or ecommerce , i have 2 shops and vend prices are very high , and plus i have to pay 129 per shop , and shopify told me that i can just pay 79 a month and i can have both shops with different inventory , can you give me an advice what to do please thanks

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