Integration Setup
Creating Service Items in QuickBooks Online
In QuickBooks Online, create the following QuickBooks Service Items and assign them to the appropriate Income and Expense accounts.
Field Name\Intended Use | Inventory | Line Discount | Sales Tax | Other Service Items (Optional) |
---|---|---|---|---|
Type | Service | Service | Service | Service |
Name | Z-Inventory | Z-Line Discount | Z-Sales Tax | The Name of the service items in QuickBooks Online must be identical (case-sensitive) to Item No. in GoldFinch. |
I sell this product/service to my customers | Yes | Yes | Yes | Yes |
Income Account | Income Account | Income Account | Income Account | Income Account |
Is Taxable | No | No | No | No |
I purchase this product/service from a vendor | Yes | Yes | Yes | Yes |
Expense Account | Expense Account | Expense Account | Expense Account | Expense Account |
Retrieve QBO ID
Retrieve the QuickBooks ID for each item (Z-Inventory, Z-Line Discount, Z-Sales Tax, and Other Service Items) from QuickBooks Online and enter them into GoldFinch.
Open the Products and Services list in QuickBooks Online. For each item, choose Run report from the drop-down options.
When the report page opens, the web address in your browser contains details about the item including the ID number. Find the section that indicates the ID number.
Example in Bold:
Company Setup
You need to review and update a few fields on the Company Setup.
Field Name | Field Help |
---|---|
QBO Sum Line Discount as One Line | Should be checked. Line Discounts will be summarized into one Sales Invoice Line when sync'ing to QBO. |
QBO Inventory Service Item Id | QBO Id of Z-Inventory service item |
QBO Sales Tax Item Id | QBO Id of Z-Sales Tax service item |
QBO Line Discount Item Id | QBO Id of Z-Line Discount service item |
QBO Keep Service Items | Should be checked. GoldFinch Service Items will be copied to QBO as it is, without being converted to Z-Inventory. |
Important! Inventory data is complex - we track Inventory in GoldFinch only. Maintaining inventory data in both systems is complicated and prone to errors.
By default, every Sales Invoice Line and Purchase Invoice Line for inventory items in GoldFinch will be copied to QBO. Item No. is converted to the generic Z-Inventory service item, together with the following fields:
The description is converted to (Item No.) description
Quantity
Unit Price (gross price)
Setup - Service Items (Optional)
If you check QBO Keep Service Items on Company Setup, you must follow these steps to sync GoldFinch service items used on Sales Invoices and Purchase Invoices with QBO service items.
Service Items with the same name must be set up in GoldFinch and QBO.
Copy and paste QuickBooks ID for these service items.
Sales Line Discounts
Enable QBO Sum Line Discount as One Line to break out the Sales Invoice Discount as a separate invoice line in Quickbooks Online.
Sales Invoice Discounts will be added as a line to the Quickbooks Invoice.
Inventory Items are replaced with Z-Inventory. GoldFinch Item No. is added to the Description field. All GoldFinch service items will be copied to QBO as it is.
Sales Tax
Sales Taxes applied to GoldFinch Sales Invoices will be synced to QuickBooks Online using the "Z-Sales Tax" Service Item.
Sales Taxes will be added as a line to the Quickbooks Invoice.
Journal Entries
Accounting Journal Entries if service items are set up properly with income accounts.
Payment Terms
Payment Terms must be synced before syncing Sales or Purchase Invoices.
Add Payment Terms in QuickBooks Online for each Payment Term in GoldFinch.
The Name of the Payment Terms in QuickBooks Online must be identical (case-sensitive) to the Name of the Payment Terms in GoldFinch.
In the GoldFinch Payment Terms list view, select records using the checkbox and click Get QuickBooks Id.
The QuickBooks Id will be populated when a match is found.
Mappings
Default Mappings
This is a one-time setup that defines the mapping between GoldFinch and QuickBooks Online.
Create six mappings as defined below in Mappings.
If the Cash Receipt function is enabled in GoldFinch, you should not enable the integration mappings for Customers, Sales Invoices, and Sales Credit Memos.
Name | Customer (Outbound) | Purchase Invoice (Outbound) | Sales Invoice (Outbound) | Vendor (Outbound) | Purchase Credit Memo (Outbound) | Sales Credit Memo (Outbound) |
---|---|---|---|---|---|---|
Direction | Outbound | Outbound | Outbound | Outbound | Outbound | Outbound |
Integration Entity | Customer | Purchase Invoice | Sales Invoice | Vendor | Purchase Credit Memo | Sales Credit Memo |
Enabled | True | True | True | True | True | True |
Batch Process Size | 1 | 1 | 1 | 1 | 1 | 1 |
Custom Field Mapping
If there are additional GoldFinch fields that should show up in Quickbooks Online, use custom field mapping.
This example demonstrates how to map the Customer's PO Number.
Add a custom field named "P.O. Number" to QuickBooks Online.
Enter the mapping into GoldFinch.
Field Name | Explanations |
---|---|
Salesforce Field 1 | Unique field name in Salesforce. The Customer PO Number field name is: GFERP__Customer_PO_No__c |
QuickBooks Custom Field 1 | The name of your QuickBooks custom field. |
If You Use GoldFinch PROD Instance for UAT Testing
These are the go-live steps:
Establish Production Connection
Replace QBO Ids (they are from Sandbox QBO) for the following objects in GoldFinch, using QBO Ids from the PROD QBO.
Company Setup
QBO Inventory Service Item Id
QBO Sales Tax Item Id
QBO Line Discount Item Id
Items
All Service Items if you check QBO Keep Service Items on Company Setup
Customers/Vendors on Account
Payment Terms