How To Sync With SQL Accounting (Desktop Mode)

1. Introduction
2. Set Up SQL Integration
3. SQL Settings
4. SQL Matching
5. Sync Invoice (SiteGiant to SQL)
6. Sync Customer Payment (SiteGiant To SQL)
7. Additional Information

1. Introduction

The SQL Accounting Sync feature allows you to connect your SiteGiant store with SQL Accounting software and synchronize data between both systems. You can sync order details from SiteGiant to SQL Accounting, and also sync selected data from SQL Accounting back to your SiteGiant store. This integration supports two environments, which are the Local Server (Desktop) and the Cloud Database. This guide is specifically for merchants who are using the SQL Accounting Local Desktop version integrated with SiteGiant. By following this tutorial, you will learn how to manage and sync your data efficiently between both systems.

📌Note: Please make sure you already registered an account with SQL for integration purposes. 

2. Set Up SQL Integration

Step 1: Navigate to Apps at the sidebar menu > click Accounting > SQL ACC.

Step 2: Click to download the SQL Sync app and install it on your PC. This will be used later for the syncing process.

Step 3: Click Add New Company Profile.

Step 4: Enter the Company Name > tick the Store that you want to update the invoice to SQL > Next.

Step 4: Select Desktop Mode > enter the Username, Password, Path, and Database Name from SQL account in the Company Profile section > click Create.

1. Username: Enter your SQL account username.

2. Password: Enter your SQL account password.

3&4. Path and Database Name:
Step 1: Open your SQL Accounting Software > click Gear Icon.

Step 2: Copy the Path and Database Name, then paste them into the Company Profile section.

Step 5: You will see the company profile under Dekstop tab > click inside the Company Profile to proceed with the setup.

3. SQL Settings

Step 1: Under the General section, click Manage Settings.

I. Company Profile Settings

This setting is configured during the integration process. However, if you have any new sales channels to update, you may amend them here. If no changes are required, you may leave the settings as they are from the integration.

Step 1: Update the Company Profile Name (optional) > tick or untick the Store(s) you wish to update > Save.

📌 Note: If no changes are required, you may leave it as set during the integration.

II. SQL Accounting Settings

These settings are also configured during the integration. If no changes are required, you can leave the settings as they are.

Step 1: Select the Desktop mode > enter the Username, Password, Path, and Database Name from SQL account in the Company Profile section > click Create.

III. General Settings

Step 1: Set up the General Settings for the SQL integration > click Save.

1. Customer Code: If the customer matching code is empty, the system will use this code as the default.

2. Agent: If you have already created specific users in your SQL Accounting software, you can assign a person in charge to handle orders synced from SiteGiant. If no agent is used, you can simply leave the column empty.

3. Terms: Update payment terms (eg: Cash, 30 Days, COD) that will be applied to synced invoices.

4. Product Code: If the product matching code is empty, the system will use this code as the default.

5. UOM: Specify the default UOM used when syncing product details to SQL.

6. Account: Update SQL Sales Account (eg: Sales, Online Sales) to apply to synced invoices.

7. Project: Assign orders to a specific SQL Project if you manage multiple departments or campaigns.

8. Location: Enter the Warehouse setting in SQL where stock movement will be recorded.

9. Area: Assign the service area/region for reporting purposes in SQL.

10. Invoice Description Pre-fill: Enter any text that you want to appear automatically in SQL invoice descriptions (eg: Online Order).

11. Sync Uppercase: If enabled, all product codes will sync to SQL in uppercase format.

12. Sync Serial No: Turn on if your SQL items use serial numbers. Orders will sync with serial tracking.

13. Show Bundle Kit Items: Enable this if you want bundled items to show individual child items in SQL.

14. Default Invoice Issue Date:  Select what invoice date to use when syncing to SQL

15. Exclude TikTok Sample Order: Enable this if you want to exclude sample/test orders from syncing.

16. Auto-generate Invoice No.: Select the system to automatically generate the invoice number (SQL Accounting,SiteGiant, or Sync App). This ensures each invoice number is created uniquely without manual entry.

17. Update SQL Invoice Number into Order List: Enable this to push the SQL-generated invoice number back into SiteGiant, so your order list reflects the exact SQL invoice number.

IV. Preset

Step 1: Toggle On the Preset button if you want the update to be reflected on the invoice > Update the related Preset Item Code, UOM, and Tax Code (if used) > Save.

📌Note: Click the tooltip icon to check if these preset details can be updated for which sales channel.

4. SQL Matching

Step 1: Under the General section, click Manage Matching.

I. Item Matching

i) Manual Matching:

Step 1: Under Product Matching, all your inventory items will be listed > update the Item Code and UOM you want to match > Save.

ii) Bulk Matching:

Step 1: Click More(…) > select Export.

Step 2: Download the Export List button.

Step 3: Update the syncapp_code (Item Code) and syncapp_uom (UOM) from the SQL account to match them with the SiteGiant list.

Step 4: Back to Product Matching page > press More(…) > Import > click Add file from your computer > Next > Proceed > Done.

II. Customer Matching

Step 1: Update the correct SQL Customer Code to match the Sales Channel in SiteGiant > Save.

III. Shipping Matching

Step 1: Update the relevant Shipping Item Code and UOM to match each sales channel > Save.

📌Note: All shipping statuses are disabled by default. You may leave the status and item code fields empty if you do not want them to be updated on the invoice.

IV. Payment Matching

Step 1: Update the Payment Receive In code to match each sales channel > Save.

V. Currency Matching

Step 1: Update the SQL Accounting currency to match the SiteGiant currency > Save.

5. Sync Invoice (SiteGiant to SQL)

Step 1: Click Manage Sync Sales Invoice.

Step 2: Under the Pending tab > tick the order that you want to sync > click + Add New.

📌Note: The maximum number of orders that can be synced at one time is 150 per page.

Step 3: If all invoice details are completed, you may click the Sync button.

1. Edit Fields: Allows seller to select which fields to update in the invoice.
 


2. Product Mapping Overview: This page shows a summary view of how the products in the invoice are mapped between SiteGiant and SQL Accounting. If any products in the invoice have not been matched (product mapping not completed), they will be displayed on this page for your action.

Step 5: The order will be moved to the Assigned tab, and a Task ID will be created for the order.

📌Note: If you sync more than one order at a time, all orders will be updated under the same task ID.

Step 5: Open the SiteGiant SQL Sync App that has been installed earlier from Step 2 > Sign In using the SiteGiant Email Address and Password.

Step 6: Select Task.

Step 7: Under the Sync Invoice tab > tick the task that you want to sync > click Sync.

📌Note: Once the syncing task is successful, the Task ID will be cleared from this page.

Step 8: Once the order has been successfully synced to SQL, it will automatically be moved to the Completed tab.

Step 9: The order syncing status can also be checked under the Task page.

1. Eye Icon: View the invoice details that have been synced to SQL under the task.

2. Pencil Icon: This is normally used to check orders that have failed due to incorrect details. You can edit the details by filtering the order status before resyncing, or delete selected orders from the related task. Once an order is deleted, it will revert to pending status.


3. Trash Icon: Click this button to delete the entire task. All orders synced under this task will be moved back to pending status.

6. Sync Customer Payment (SiteGiant To SQL)

💡Tips: Please ensure that the income release file has been downloaded from the marketplace before proceeding with the syncing process.

Step 1: Click Manage Sync Customer Payment.

Step 2: Click More(…) > Import > select the channel you would like to sync > Import file.

Step 3: Click Add file from your computer to upload > Next.

Step 4: If any errors are detected in the uploaded Excel file, they will be displayed under Errors and Warnings, and the affected column will be shown in Data Preview. Kindly correct the errors and reupload the file. Click Proceed if no errors are found.

Step 5: When the page shows Imported Successfully, the data has been successfully updated in SiteGiant > click Done.

Step 6: Back to the Customer Payment page, click the + Add New button.

Step 7: Select Sales Channel > filter by Payment Date > tick the checkbox to knock off the invoice.

Step 8: After ticking all the invoices, the system will calculate the total under Unapplied Amount. Kindly enter the total amount into the Paid Amount field. Once done, click Sync to proceed.

Step 9: Open the SiteGiant SQL Sync App that has been installed earlier from Step 2 > Sign In using the SiteGiant Email Address and Password.

Step 6: Select Task.

Step 7: Under the Sync Payment tab > tick the task that you want to sync > click Sync.

📌Note: Once the syncing task is successful, the Task ID will be cleared from this page.

Step 8: The customer payment will be listed on the Customer Payment page once it has been successfully synced to SQL. Update the O/R No. > click Save.

Step 9: The customer payment syncing status can also be checked under the Task page.

📝Additional Information

For the SQL to SiteGiant syncing feature, please refer to the tutorials provided in the links below:

Sync Sales Transaction (This feature is only available in the SiteGiant ERP Add-On App.)
Sync Purchase Order