QuickBooks Integration: The Settings Glossary
Alot of times setting up the QuickBooks Integration for either Jigoshop or WooCommerce starts with just understanding what the different settings are, what they mean and how they may affect your integration. The hope of this article is to outline what each setting is, what it does and how varies setting may affect your integration. We’ll deal with the settings in each section one by one, starting with the “QuickBooks Setup” tab.
Default Account Options
This is the Income Account in QuickBooks that should be used when new website products are automatically created in QuickBooks.
This is the Cost-Of-Goods Account in QuickBooks that should be used when new website products are automatically created in QuickBooks.
This is the deposit account in QuickBooks used for creating sales receipts and payments for sales orders.
This is the asset account in QuickBooks that should be used when new website products are automatically created in QuickBooks.
This is the receivables account in QuickBooks that’s used when creating Invoices. Invoices are only created when the order posting type is set to “Sales Order” and the option to auto create invoices and payments is turned on.
This is the expense account used in QuickBooks when new website products are automatically created in QuickBooks.
Order Posting Options
Post Orders to QuickBooks
Enable this option when you’d like to send orders to QuickBooks. This option should ONLY be enabled once you’re product mappings have been setup. The value in the “Item Name / Number” field in QuickBooks should match the value for the “SKU” field in the corresponding website product.
Store Order XML?
If you’re just setting up your integration, it’s probably best to enable this option. When enabled, the actual request that goes to QuickBooks to create the order will be stored with the order. This will help debug if for some reason the order doesn’t transfer properly or at all.
Should the attribute values for variable products be used as the Sales Receipt / Sales Order line item description?
When checked. the “Attribute Value” for variations will be used as the Line Item Description for the variation on Sales Receipts and/or Sales Orders. This is particularly useful if there’s no need to keep track of variations in QB. For instrance, if you sold t-shirts (item name in QB: t-shirt) in red, yellow and blue, but didn’t want to keep track of each variation in QuickBooks, if this options were enabled, when the sales receipt / sales order was created, the line item would look like this:
Name : t-shirt
Not having this option selected, would just leave the standard description of the parent item t-shirt as the line item description
Auto-create Invoices and Payments
This option is only applicable when the order posting type is Sales Order. When enabled, a new invoice AND payment will created to close out the sales order. This option does not do anything when the order posting type is Sales Receipt as sales receipts are self-closing.
Order Status Trigger to send order to QuickBooks?
You can choose to send the order to QuickBooks when the order status reaches either “Pending”, “Processing” or “Completed”. Please remember that all orders MUST hit whatever status you choose. For instance if you choose “Pending’, but your orders go straight to “Processing”, the orders will never be queued to go to QuickBooks.
Add prefixes to your sales receipts, sales orders, invoices and paymnets
These are prefixes that you can use to identify website orders.
Create Individual Customer Accounts in Quickbooks
When enabled, each website customer will be created in QuickBooks if they don’t already exist. Each order for that customer on the website will then be placed under that customer in QuickBooks, to determine if the customer already exists in QuickBooks, the format laid out in the “How Should Customer Names be created in QuickBooks” field is used to query QuickBooks
How Should Customer Names be created in QuickBooks
This is the format that customer names are created and queried in QuickBooks
Default Customer Account
This is a default, catch-all customer account. This option is only used if the “Create Individual Customer Account in QuickBooks” is disabled. Otherwise, this customer account is ignored.
Payment Method Mappings
Map Your WooCommerce Payment Methods to Your QuickBooks Payment Methods
These are the mappings for your QuickBooks to WooCommerce payment methods. These mappings tells QuickBooks what the payment method on the website equals in QuickBooks. So if you have “Paypal” as a website payment method and wanted that to go under “Credit Card” in QuickBooks, you’d map PayPal to Credit Card in this section.
Sales Tax Mappings
QuickBooks Sales Tax Vendor
This is the name of the Sales Tax Vendor exactly as it appears in QuickBooks. This is who you pay your sales tax to.
Default No Tax Account
The default “no tax” account is the sales tax item in QuickBooks that has a zero percent sales tax rate. This is used to create orders where no tax was collected.
Map Your WooCommerce Sales Tax Codes to Your QuickBooks Sales Tax Codes
Each sales tax code on the website must correspond to a sales tax code in QuickBooks.
Map Your Local WooCommerce Sales Tax Rates to Your QuickBooks Sales Rates.
Each “local” sales tax rate that you have setup on the website MUST correspond to sales tax item in QuickBooks. If you have “local” sales tax rates setup on the website, but they don’t appear here, check to make sure that each sales tax rate on the website has a label associated with it.
Map Your WooCommerce Sales Tax Rates to Your QuickBooks Sales Rates.
Each sales tax rate that you have setup on the website MUST correspond to sales tax item in QuickBooks. If you have sales tax rates setup on the website, but they don’t appear here, check to make sure that each sales tax rate on the website has a label associated with it.
In order to transfer the shipping charges to your customers correctly as line items on the sales receipt / sales order, you need to have a “shipping item” setup in QuickBooks. If you’re unfamiliar with how this should look, here’s a link from Intuit on how to set this up:
Creating a Shipping Item in QuickBooks
Product Sync Settings
Sync Inventory On-Hand from QuickBooks
If checked, the on-hand quantity in the website will be updated with the on-hand quantity count from QuickBooks. Note: Stock management must be enabled on the website in order for this to have any effect.
Sync Price from QuickBooks
If checked, the price on the website will be updated with the price in QuickBooks.
Do you keep track of parent products for variations in QuickBooks?
If you don’t need to keep track of parent products of variable products, leave this item unchecked.
Do you keep track of variantions for variable products in QuickBooks?
If you don’t keep track of variations of variable products, you should leave this option unchecked. If you do track variations separately in QuickBooks, this item should be checked.
Unique Product Identifer Mapping for Quickbooks
You can choose to use either sku or product id. Sku is the recommended option and product id will be deprecated in future releases. You should use sku.
Change WooCommerce stock status when QuickBooks quantity goes above or below zero?
If this is enabled, then the extension will change the a product’s stock status to “In Stock” and “Out of Stock” and the quantity is greater then or less than zero. This options should only be used if your QuickBooks items are “Inventory” items.
Auto-create website products in QuickBooks if they can’t be found?
If this option is enabled, products that can’t be found in QuickBooks based on the website’s sku field, will be automatically created. This option is still in beta and should be used to “setup” your QuickBooks inventory. Auto-created options will still require a certain level of intervention from your end. You will still need to enter costs, manufacturers, etc. If you’d like to use this feature, make sure that either “Sync Price from QuickBooks”, “Sync Inventory On-Hand from QuickBooks” or both are enabled.
Are Variations Subitems of the Parent product in QB?
If you’re keeping track of variations in as separate items in QuickBooks, enabling this options means that the variations that you’ve setup in QuickBooks are sub items of the parent product in QuickBooks.
Default QuickBooks Item Type for auto-created products?
If you have “Auto-create website products in QuickBooks if they can’t be found?” enabled, this is the QuickBooks Item Type that they will be auto-created as. Current supported item types are “Inventory”, “Non-Inventory” and “Service”.
How Often Should the Inventory Sync run?
This is the time (in minutes) between inventory syncing. Setting this to a time other than what’s in the web connector auto-run interval, is particularly useful if your QuickBooks catalog has a lot of items. For instance, let’s say you want the web connector to run every 5 minutes to check for new orders, but sync inventory only needs to happen every 60 minutes. You can set the web connector auto-run interval to 5 min and then set this value to 60.