First Time Setup

Bookkeep Inventory settings live in Purchase Orders → Settings. Three tabs are always there: General, Landed cost fees, and Printouts. This guide does not focus on migrating from Stocky, as it is covered in this guide.

Summary

1. Create/Import suppliers.
2. Set a starting PO number and your cost push method under General.
3. Define your fee types under Landed cost fees.
4. Run an import to seed your opening costs.
5. Build your first purchase order.

Suppliers

Every purchase order names a supplier, so create them first. You can manually create suppliers in line with your PO workflow; or, if you'd like to create them in advance, fg to Suppliers and add them by hand or upload a CSV.

The only required column is Name. Matching is exact and case-sensitive, so Agron and agron become two suppliers.

Fields under Business that change how POs behave:

• Currency: sets the currency of every PO raised against this supplier. Read Currencies before you fill it in. In the CSV, base means your shop's currency.
• Payment terms and PO notes template: copied onto each new PO for this supplier.
• Forecast suggestion period (days): the window used for suggested order quantities. Forecasting is in beta.

Starting PO number. Bookkeep numbers purchase orders from here. You cannot create a purchase order until it is set. We recommend using a starting number distinct from those generated from other systems you might use (POS, ERP, etc.) Note: it cannot be changed from this screen once saved (though you can request a change by emailing Bookkeep Support).

Shopify cost push on receipt. The cost written to Shopify's cost per item when a receipt syncs: Weighted average cost (WAC), the default, or Last cost received. It applies to future receipt syncs only. A manual push from a PO line always sends the current WAC. Choose Your Cost Tracking Method explains the difference.

Landed cost fees

Click Add fee type for each charge that should become part of item cost: freight, duty, brokerage, a supplier discount. Each type takes a Name, a Kind of Fee or Discount, and a default Allocation method of By value or By quantity. Clear Active to retire a type without removing it from past receipts.

Charges that should stay out of item cost, like a credit card surcharge or a box of testers, need no fee type. They go on the receipt as additional fees. See Configure Fees and Discounts.

Seed your opening costs.

Skip this and WAC starts at your first Bookkeep receipt. Stocky users upload the variant CSV under Stocky import, see Migrating from Stocky to Bookkeep Inventory. Everyone else, send us a CSV of Shopify variant IDs and average costs and we load it for you.

Printouts

Printed note. Prints on every purchase order regardless of status.

Bill to and Ship to. Prefilled with your shop's address. Edit either block to change what prints, or click Use default to go back. The Ship to override applies to every purchase order.

Logo. PNG or JPEG, 5 MB or smaller.

Currencies

Bookkeep does not convert currencies. Receipt costs enter the ledger as typed, and Shopify reads the cost Bookkeep pushes to cost per item in the shop's currency. Every purchase order therefore has to be entered in your shop's currency.

How a PO gets its currency. A new PO starts in the shop's currency. Choosing a supplier switches it to that supplier's Currency, if one is set. There is no currency picker on the PO itself.

A supplier that bills in another currency. Set the supplier record's Currency to your shop's currency anyway, and enter the converted landed cost on each PO line. A factory that invoices in EUR to a CAD shop gets a CAD purchase order at the rate you choose. If the rate moves before the goods land, edit the line cost before receiving, or correct the cost after.

Two shops in two currencies. Each Shopify shop is its own Bookkeep connection, with its own settings, suppliers, cost ledger, and cost per item. A Canadian shop and a US shop are set up twice, and a factory that supplies both needs a supplier record in each, in that shop's currency.