Importing existing accounts
Most stores arrive with a wholesale book already trading. Your existing stockists never re-apply, and importing sends them nothing. You bring them in quietly, set limits, and enforcement is live from that moment – buyers notice only if they try to order past a limit.
Where accounts come from
Section titled “Where accounts come from”| Source | How |
|---|---|
| Existing Shopify companies | Transactful lists every company on your store; tick the ones to bring under credit management. Terms and catalogs they already have are untouched. |
| Tagged customers (legacy wholesale apps) | Select customers by tag (e.g. wholesale); Transactful creates proper Shopify companies from them, one review screen at a time or in bulk. |
| CSV | Company name, contact email, VAT number, terms, credit limit, current balance – download the template, fill it from your spreadsheet or accounting export, upload. Rows with problems are reported per-row; clean rows import anyway. |
Import accounts
| Company | VAT | Terms | Limit | Opening balance | |
|---|---|---|---|---|---|
| ☑ | Aldgate Homeware Co | ✓ | Net 30 | £10,000.00 | £9,590.00 |
| ☑ | Harbour Lane Living | ✓ | Net 30 | £2,500.00 | £0.00 |
| ☑ | Bright Fixtures Ltd | Re-review | Net 60 | £7,500.00 | £3,120.50 |
Opening balances
Section titled “Opening balances”If a stockist currently owes you £3,200, the import records a £3,200 opening balance – a first entry in their ledger, labelled as such, so available credit is correct from day one. As those old invoices are paid, record the payments (or let Xero sync clear them automatically). No opening balance? They start clean at zero.
Orders already in Shopify on payment terms are detected and offered as opening entries automatically – you confirm rather than type.
What imported buyers experience
Section titled “What imported buyers experience”Nothing, until you choose otherwise:
- No emails are sent by import. No “welcome to our new system”, no re-application, no password resets.
- Their existing logins, prices, and terms keep working.
- When you’re ready, optionally send the (editable) credit summary email – “your account with us has a £10,000 limit; here’s where to see your balance” – per company or in bulk.
VAT numbers on import
Section titled “VAT numbers on import”Imported VAT numbers are validated in the background (HMRC / VIES) and the results attached. Failures become re-review flags, not blocks – your trading relationships aren’t interrupted by a lapsed registration you didn’t know about; you’re just told.
Running alongside another app
Section titled “Running alongside another app”Transactful doesn’t touch themes or prices, so it runs safely alongside an existing wholesale app while you transition: import your accounts, watch the ledger agree with reality for a couple of weeks, then retire the old app on your schedule.