Quickbooks After the Integration
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George Sutton
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QuickBooks Workflow video tutorial
Viewing the Connection Log
The Connection Log provides a list of every single action that has occurred during the integration process and the log screen can therefore be used to determine any issues that may occur, inclusive of validation errors or other possible faults. The log will keep the last 7 days of activity.
Log levels
You can select the following log levels:
- ALL: Displays all logs.
- INFO: Displays general log information, such as products details being transferred.
- ERROR: Displays error type logs.
How QuickBooks and Unleashed will work together
Once the integration is complete:
- Your QuickBooks accounts are linked to Unleashed.
- You can import all customer and supplier data and sync them instantly.
- (optional) You can export all customers, suppliers and business transactions (sales, purchases, supplier returns, credits, customers, suppliers) and adjustment journals in real time.
Summary of transactions between Unleashed and QuickBooks
The following is a list of transactions that can be made in Unleashed once the integration is completed. It highlights what happens in QuickBooks when a transaction is made in Unleashed. The transactions are based on what is conveyed within the Unleashed menus.
| Transactions in Unleashed | What happens in QuickBooks? |
|---|---|
| Purchases | |
| Purchase Order | Completing a purchase order in Unleashed will create a Bill in QuickBooks for the related supplier. |
| Supplier | Adding a supplier inside Unleashed will also add the supplier in QuickBooks. It also covers; Notes, contact name, phone number, mobile number, fax number, email, website and address. The DDI number is mapped to "the other" field inside QuickBooks. |
| Supplier Return | Once the Supplier Return is completed, it is synced to QuickBooks. You can find it under the Supplier Credit in QuickBooks. |
| Inventory | |
| Stock Adjustments | Matching values and accounts in QuickBooks. After we finish a Stock Adjustment, a Stock Adjustment journal is synced to QuickBooks. |
| Stock Revaluation | Same as Stock Adjustments, a journal is synced to QuickBooks. All the journals can be found under the Journal Entry page in QuickBooks. |
| Stock take Adjustments | After you complete the stock take transaction, a journal should be synced to QuickBooks. |
| Sales | |
| Customers | This also adds a customer into QuickBooks. |
| Credits | A credit memo is created in QuickBooks and if the return box is ticked a credit journal is also created. |
| Sales Shipment |
Sales journal inside of QuickBooks. |
| Sales Invoice | An invoice will be created inside QuickBooks. This invoice can be seen under Customer tab. |
Furthermore, a user cannot change their QuickBooks account once they are connected to Unleashed and only one account can be connected. Unleashed does not keep track of the changes made within your QuickBooks account. For example, if you change data settings in QuickBooks, then these changes will not be synced to Unleashed.
Field validation mappings
Customers & Suppliers
| Unleashed | QuickBooks |
|---|---|
| Customer Name or Supplier Name | Company Name |
| First Name | First Name |
| Last Name | Last Name |
| Email Address | |
| Phone Number | Phone |
| Fax Number | Fax |
| Mobile Number | Mobile |
| Postal and Physical Address | Billing and Shipping Address |
| DDI Phone Number * | Other |
| Contact's website * | Website |
| Notes * | Notes |
| GST/VAT ^ | GST/VAT (^Suppliers Only) |
* mark fields that are only mapped for Customer records
^ mark fields that are only mapped for Supplier records
Credit
| Unleashed | QuickBooks |
|---|---|
| Customer Name | Company |
| Credit Date | Adjustment Note Date |
| Invoice Number | Memo |
| Customer Currency | (Usually specified in total) |
| Sub Total | Subtotal |
| Tax Total | Includes GST |
| Product Description | Description |
| Qty | QTY |
| Price | Rate |
| Sub Total | Subtotal |
| Tax Rate | GST |
Supplier Returns
| Unleashed | QuickBooks |
|---|---|
| Return Date | Expense date |
| Supplier Return Number | Ref no. |
| Currency Code | (Usually specified in totals) |
| Sub Total | Subtotal |
| Tax Total | GST |
| Total | Total |
| Product Description | Description |
| Sub Total | Subtotal |
Purchases
| Unleashed | QuickBooks |
|---|---|
| Supplier Invoice Date | Bill Date |
| Currency Code | (Usually specified in totals) |
| Sub Total | Subtotal |
| Tax Total | GST |
| Total | Total |
| Product Description | Description |
| Price | Amount (on "Account details") |
| Line Total | Amount (on "Item details" same as QTY) |
Sales Invoices
| Unleashed | QuickBooks |
|---|---|
| Customer Code | Customer (drop-down menu) |
| Order date Complete date is calculated based on the Supplier's payments. |
Invoice Date |
| Comments (comments field) | Message displayed on invoice (comments field) |
| Currency Code | (Usually specified in totals) |
| Product Description | Description |
| Sub Total | Subtotal |
| Tax Total | GST |
| Total | Total |
| Quantity | QTY |
| Price | Rate |
| Line Total | Amount |
| Tax Rate | GST |
| Discount | Discount (drop-down menu) |
About QuickBooks deposits & prepayments
If you pay for something in advance of receiving it — whether it is the full amount or a deposit— you may want to record this in your accounting and inventory system. If you have paid for something in advance, the transaction shows up on your bank statement. Using this transaction, you can create a prepayment which means it can then be reconciled (you can create the prepayment transaction without the entry on your bank statement as well). This means if any deposits are made regardless of whether it is you paying or receiving it, you can reconcile it to a prepayment transaction in QuickBooks. When the Sale or Purchase invoice is then sent to QuickBooks from Unleashed, you can match it up to the prepayment.
Process of handling deposits/prepayment
For sales invoices
- Create a Sales Invoice in Unleashed for a customer.
- Receive a 50% deposit from the customer before sending the goods.
- Record the Prepayment in your accounting provider and reconcile it to the 50% deposit.
- When sending the goods to the customer, complete the invoice in Unleashed.
- Match the Prepayment in your accounting provider to the newly created Accounts Receivable Invoice (from Unleashed).
For purchase orders
- Create and send a purchase order from Unleashed.
- Pay a 50% deposit to the supplier before receiving the goods.
- Record the Prepayment in your accounting provider, and reconcile it to the 50% deposit.
- When receiving the physical order, receipt it in Unleashed.
- Match the Prepayment in your accounting provider to the newly created Accounts Payable Invoice (from Unleashed).
For Prepayments for Customers
See QuickBooks support.
For Supplier Deposits
If you use accrual-based accounting, use these procedures to:
-
Give the supplier a deposit (for example: for a rental)
-
Record when you get the deposit back
Give the supplier a deposit
- Create a check to enter a payment to your supplier.
- Enter all the information as you would a regular check.
- For Account, enter the name of an account to track the deposit. When you create the account, make it an:
- Other current asset account
- Other current asset detail type
Record when you get the deposit back
Transfer the money
-
From your account where you track the deposit.
-
To your bank account where you put the money.
If some of the money is withheld, create a journal entry:
-
Debit the account where you track the deposit.
-
Credit the expense account for the purpose of the money withheld.
For more information, refer to QuickBooks support.