Accounting Sync Overview
WooSync can automatically create Sales Invoices and Payment Entries in ERPNext when WooCommerce orders reach specific statuses. This gives your finance team real-time visibility into WooCommerce revenue without manual data entry.
Store Configuration for Accounting
In your Caz Woo Store record, under Accounting Settings:
- Auto Create Sales Invoice — Create a Sales Invoice when an order status triggers it.
- Auto Submit Sales Invoice — Automatically submit (post) the invoice. If disabled, invoices are saved as drafts for review.
- Auto Create Payment Entry — Create a Payment Entry when payment is confirmed.
- Auto Submit Payment Entry — Automatically submit the payment. If disabled, payments are saved as drafts.
- Receivable Account — Accounts Receivable account for invoice debtors.
- Payment Account — Bank or cash account where WooCommerce payments are deposited.
- Invoice Naming Series — Optional custom naming series (e.g., WOO-INV-.YYYY.-).
When Documents are Created
| WooCommerce Status | Sales Invoice | Payment Entry |
|---|---|---|
| Processing | Created (payment pending) | Not created |
| Completed | Created and optionally submitted | Created for pre-paid methods (card, PayPal) |
| Cancelled | Cancelled if previously submitted | Cancelled if previously submitted |
| Refunded | Handled by the Refunds module | Handled by the Refunds module |
Payment Method Logic
Payment Entries are only created for orders where payment has already been collected. WooSync checks the WooCommerce payment method:
- Creates Payment Entry — Credit card, PayPal, Stripe, bank transfer (pre-paid)
- Does NOT create Payment Entry — Cash on Delivery (COD), invoice/credit terms (collect later)
Invoice Line Items
Sales Invoices mirror the linked Sales Order: they include the same product line items, shipping line item, and tax rows. The invoice is linked to the Sales Order via the sales_order field for full traceability.
Idempotency
WooSync checks for existing invoices before creating new ones. Processing the same order update event twice will not create duplicate invoices or payments.