Klavena Features

• Multi-User CollaborationTeam Member Provisioning, allows to invite multiple users to your workspace. Administrators can assign access controls to team members for secure data management.
• API Key, is a unique secret code used to authenticate and authorize an application to access a service or platform. It acts like a password that identifies Klevana and allows it to communicate securely with the API.
• Group Transactions by day, combines all transactions from the same day into a single daily summary report instead of grouping them by settlement batches.
• Inventory Tracking, keeps track of inventory levels and calculates the Cost of Goods Sold (COGS) as items are purchased, sold, or adjusted.
• Mapping/Product Mapping, matches products from your sales channels to the correct products/items in QuickBooks Online (QBO).

INTEGRATION

How do I disconnect a sales channel?

Currently, it is not possible to disconnect a sales channel directly from the platform. However, if you need a sales channel removed, our team can coordinate with IT to have it disconnected for you. Please contact support@klavena.com to request assistance.

Can I connect two Shopify stores to the same organization?

No. Each organization can only be connected to one Shopify store. If you want to connect a second Shopify store, you'll need to create a new organization and connect the additional store there.

Can you increase our transaction limit for this month?

We’re not able to increase transaction limits manually. If you need a higher limit, you can temporarily upgrade to a higher plan and switch back next month, or choose an annual plan, which includes 12 months' worth of order capacity upfront for more flexibility. Please check our Pricing to see the perfect plan for you.

REPORTS & ANALYTIC

How do I pull data from previous quarters?

You can sync your older transactions in just a few clicks. Head over to your Historical Data Range settings and pick your preferred start and end dates. Once you save, Klavena will automatically jump back in time to fetch and organize those past records directly into your ledger.

Are all transactions synced and categorized automatically?

Klavena only categorizes transactions included in your Shopify payouts. Expenses charged directly to your credit card, such as shipping costs, insurance premiums, and subscriptions, are not automatically categorized and must be categorized manually in QuickBooks.

How do historical data imports count toward my monthly usage limit?

Usage counts toward the calendar month you perform the import, not when the sales happened. Importing multiple months of history at once will count entirely against your current monthly quota, which resets every month.

ACCOUNTING & RECONCILIATION

Why don't my Shopify payments and PayPal transaction breakdowns match in Klavena?

The standard Shopify integration only pulls data for Shopify Payments and Shop Pay. PayPal requires a completely separate integration. Additionally, discrepancies occur because Shopify reports gross payments as a single total lump sum, while Klavena breaks the sales down into specific individual categories.

TROUBLESHOOTING & FAQS

“Error writing QuickBooks Online sales receipt: Invalid Reference Id : Product/Service assigned to this transaction has been deleted. Before you can modify this transaction, you must restore Amazon United States of America Tax (deleted).”

This error occurs when a product or service used in the transaction has been deleted in QuickBooks Online. In this case, the “Amazon United States of America Tax” product/service is missing and required for the import to succeed.

To resolve the issue, please restore the “Amazon United States of America Tax” product/service in QuickBooks Online. Once restored, the import should continue working normally.

"Error deleting QuickBooks Online transfer: Status code: 400, reason: You can not delete this transaction because it is matched to a transaction that was downloaded into a different account"?

For step-by-step instructions, see our guide: How to Fix “You Cannot Delete This Transaction Because It Is Matched to a Transaction Downloaded into a Different Account” Error in QuickBooks | Help Center | Klavena

"Error creating QuickBooks Online transfer: FromAccount and ToAccount cannot be the same"?

This error occurs because the same account has been selected for both the bank account and the clearing account in the bank transfer settings. To resolve it, select the bank account that receives your payouts as the bank account, and ensure it is different from the clearing account.

“Enter a transaction amount that is 0 or greater” in QuickBooks Online?

This error occurs when a transaction (usually a refund receipt) includes an invalid or negative amount. It is often caused by a miscellaneous settlement adjustment being categorized incorrectly as a sale or refund.

To resolve this, review the adjustment in the settlement and ensure it is categorized correctly as either a sale or a refund before syncing again.

"We encountered an unexpected issue while processing your request. Unable to reconcile the settlement import to the penny. Reverting the import. Please contact us."?

Klavena uses an automatic reconciliation algorithm to ensure that the imported settlement data matches the settlement amount exactly. If any discrepancy is detected, the import is automatically reverted to maintain data accuracy and integrity.

If you encounter this error, please contact our support team so we can investigate the discrepancy and help resolve the issue.

"The data from the API doesn't match 100% - we're looking into this. The transaction amounts in the settlement file don't add up to the payment amount. Please contact us.."?

This error occurs when the API's broken-down transaction data does not match the total settlement amount. There may have been updates or changes to the API that are causing the discrepancy.

Please contact our support team so we can investigate the API and determine the cause of the issue.

“Row(s) not handled in settlement file: {('Debt Adjustment', 'Debt Adjustment', 'Cross-Account Debt Adjustment for ES', '')} error” or"Transaction not handled: Service Fee, Walmart Product Advertising Credits, Fee/Reimbursement"

This means the marketplace has introduced a new income or fee type that we don't recognize yet. Please let us know, and we'll add support for it so your import can continue successfully.

'ebay' to 'qbo'. “We're looking into it! No settlements or payouts found for integration ebay to qbo. Please wait until the first settlement or payout is available to create this integration.”

This usually appears when there are no settlements or payouts detected for your eBay seller account. Please wait until your first settlement or payout is available before creating this integration.