Integrating QuickBooks Online and Order Management
4.6 min read
|This article guides you on integrating QuickBooks Online and Order Management. To learn more about the integration, please visit the Understanding integration of QuickBooks Online and Order Management article.
Connecting Order Management and QuickBooks Online
Step 1: Log in to app.extensiv.com/login
Step 2: Click the Accounting Integration tile
If you can't see the Accounting Integration tile, please ask your Customer Success Manager for access to this tile.
Step 3: Click Setup Integration button
Step 4: Input Integration Name, and then click Save button
This is the Integration Name format: Brand Name/Company Name - QBO.
Step 5: Select Add New Extensiv Order Manager Account option to connect Order Manager
Step 6: Input Account Name, and then click Connect Now button
This is the Account Name format: Brand Name/Company Name - OM.
Activate toggle for Production when working in the production environment of Order Manager.
Step 7: Click Install button
Step 8: Click Accept and Install button
Step 9: Select Add New QuickBooks Account option to connect QuickBooks Online
Step 10: Input Account Nick Name, and then click Connect Now button
This is the Account Nick Name format: Brand Name/Company Name - QBO
Activate toggle for Production when working in the production environment of QuickBooks Online.
Step 11: Log in your QuickBooks Online account, and then click Sign in button
Step 12: Click the Click to Proceed button
Configuring Order Manager and QuickBooks Online
The configuration is based on your requirements. You can only start the configuration after connecting Order Manager and QuickBooks Online.
Step 1: Define Seller SKU
Currently, MasterSKU for Order Manager is mapped to the SKU field in QuickBooks Online.
Please note that QuickBook Online requires a unique Product Name. Order Manager allows you to reuse a Product Name. The sync fails if you do not meet this condition.
Step 2: Manage Extensiv Order Manager State to QuickBooks Sales Order Tax Code
Quickbooks Online requires a Tax Code for all Sales Receipts. In this section, you can map the United States in Order Manager to the available Tax Codes in Quickbooks Online. A default will also be available for any mappings that are missed.
Step 3: Select Extensiv Order Manager Sales Order Payment Type to QuickBooks Account Mapping
This section allows you to map the payment types set on orders within Extensiv OM to the “Deposit-To” bank account within Quickbooks Online. This mapping helps drop all revenues into specific accounts for easy reconciliation by the customer’s accountant. If a sales order has no payment type the integration will use the default account mapping for payment types.
Step 4: Select Extensiv Order Manager Channel to QuickBooks Customer Preference Mapping
This section allows you to map a specific Sales Channel within Order Manager to a default Channel Customer within QBO.
Step 5: Select Extensiv Order Manager to QuickBooks Purchase Order Field Mapping
In this step, you can map the Payment term and Custom PO number fields in Order Manager to custom fields in QuickBooks Online. This is an optional step to include additional information on the Purchase Order in QuickBooks Online.
Step 6: Choose default values for General Ledgers Accounts
You need to review and select each default value that you want to map. You may want to work with your accountant or finance manager to ensure the correct default value. The selection may differ depending on your QuickBooks Online account.
The following defines the fields:
Field |
Description |
| Extensiv Order Manager Pull Purchase Order Based On Updated Date Time | Decide whether to import the POs based on the PO creation date or the PO update date. |
| QuickBooks default account for other cost on PO | GL Account in Quickbooks where the Other Cost from the Purchase Order must sync. Expense Category for Other Costs is required in your QuickBooks. |
| QuickBooks Default Account for Shipping Amount on PO | GL Account in Quickbooks where the Shipping Amount from the Purchase Order must sync. Expense Category for Shipping Costs is required in your QuickBooks. |
| QuickBooks Default Account for PO | GL Account in Quickbooks where the Accounts Payable from the Purchase Order must sync. |
| QuickBooks default account for discount cost on PO | GL Account in Quickbooks where the Discount Costs from the Purchase Order must sync. Expense Category for Discounts is required in your QuickBooks. |
| Extensiv Order Manager Default Timezone | Selecting the time zone used in Order Manager will inform when nightly syncs occur (e.g. inventory, big journal, and bill sync all occur at night). |
| QuickBooks Default Tax Code for International Orders | International tax code mapping is provided for orders outside the United States; a default tax code mapping will sync with the order in QuickBooks Online. The amount paid on the sales channel will still sync to QuickBooks Online, but the tax code is required for QuickBooks Online. |
| QuickBooks Default Tax Code for US Orders | This mapping is used when you haven't mapped the states with the QuickBooks Online tax code; it means the default tax code will sync with the orders. Moreover, the tax code is required, but the amount of tax charged will flow in from Order Manager. |
| QuickBooks Default Shipping SKU | If a shipping amount is recorded in Order Manager, a default shipping SKU can be added as a service item to the sales order. |
| QuickBooks default account for discount cost on SO | GL Account in Quickbooks where discount amount on a sales order will sync. |
| Extensiv Order Manager Default Ignore Inactive Products Sync | This allows you to determine if you would like to ignore inactive products when syncing product or include inactive products in the sync. |
| QuickBooks Default Income Account For Product | GL Account in Quickbooks where the Sales of Product Income from the Sales Order should sync. |
| QuickBooks Default Inventory Asset Account For Product | GL Account in Quickbooks where the Inventory Asset cost should sync. |
| QuickBooks Default Expense Account For Product | GL Account in Quickbooks where the Cost of Goods Sold from the Sales Order should sync. In some cases, the client may want to sync to multiple Cost of Goods Sold accounts based on product type or category. The Integration is built to sync the default COGS account if one is not already set. Customers/their Accountant can determine which COGS account the amount should sync to on the product record in QBO. |
Settings for Sales Order Big Journal Posting
The following settings are specific to Big Journal Postings. If you are not using Big Journal Postings, these settings will not apply.
Field |
Description |
|---|---|
| QuickBooks Default Journal Sales Subtotal Account (Credit) | GL Account in Quickbooks where the Journal Sales Subtotal Amount should sync. |
| QuickBooks Default Journal Sales Shipping Account (Credit) | GL Account in QuickBooks where the Journal Sales Shipping Account (Credit) should sync. |
| QuickBooks Default Journal Discount Account (Debit) | GL Account in QuickBooks where the Journal Discount Account (Debit) should sync. |
| QuickBooks Default Journal Sales Tax Account (Credit) | GL Account in QuickBooks where the Journal Sales Tax Account (Credit) should sync. |
| QuickBooks Default Account for Payment Type | If the payment type for a sales order is blank in Order Manager, or hasn’t been mapped to a specific account in QuickBooks, the sales order will be synced to this account. |
Step 7: Select PO Go Live Date, and then select Sales Order Go Live Data
Step 8: Select Inventory Chanel Filter Sync.
There are two options for syncing orders from Extensiv to QBO - Big Journal Entries or Sales Order Channel:
- Select Channel to post Big Journal for Sales Orders: This option allows you to sync all orders in a single Big Journal Entry at the end of the day.
- Sales Order Channel Filter Sync: This option will sync a sales receipts per order resulting in multiple sales receipts.
Extensiv recommends configuring all channel so that you can see all available information.
A channel can only by sync in one of the two formats. You cannot configure a sales channel to sync as both a Big Journal Entry and as a per order sync.
Tax Ignore Channel Filters
If you do not want any tax values to sync from Extensiv to QBO, you can specify the specific channel(s) to ignore tax information for.
Step 9: Click Save Mapping