Hello there, We run 2 e-commerce stores (using Shopify) and - until recently - a retail outlet. We currently just use KashFlow to manage our general accounting plus invoice sales to trade customers. Up until now, for sales from our e-commerce stores and hand written invoices, I've kept paper invoices from both stores along with hand written invoices. Once a month I'd merge these into a spreadsheet. I always thought this was a very laborious way to go about my accounting. As we no longer have the retail outlet I'm in a position where I can use data exported from Shopify to prepare VAT returns etc. I had hoped that this exported data (in spreadsheet form) would be acceptable for record keeping. My accountant has advised: "I have looked at the guidance in more detail and it would appear that you are required to keep a copy of the actual electronic invoice, which must include the same information as a paper invoice for six years. Therefore the data you export to excel and save as a spread sheet will not be acceptable for HMRC purposes." I understand it is possible to bring data in from Shopify direct to KashFlow but I'm slightly concerned about me messing this up (at the minute, I just input a single sales figure for each month into KashFlow). Would welcome any thoughts. Many thanks in advance. Simon
Could you not just export your emailed invoices into .eml or .html format i.e. get them out of your email client in some format that an inspector could theoretically 'get at', if needs be?
Hi Simon, Have you tried importing your Shopify spreadsheet into KashFlow as a CSV file? You could maybe do it once a month. It might require a bit of manipulation to get it in the right format but your accountant should be able to create a macro for you to do this automatically (if not I can help). You can see details of this if you go into KashFlow > Settings > Import Data > Import CSV files I've never done it myself but seems like what the function is there for. I imagine once they are in it will be as if the invoices were originally raised in KashFlow.
Shopify allows you to download all invoices, and maybe even email a copy to you at same time as customer. http://support.shopify.com/customer/portal/articles/75500-how-can-i-view-past-and-current-invoices- - Vincent