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.

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:

https://c100.sandbox.qbo.intuit.com/app/reportv2?token=ITEML_QUICKREPORT&show_logo=false&date_macro=since90daysago&low_date=02/22/2020&high_date=&item=12

Company Setup

You need to review and update a few fields on the Company Setup.

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. 

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.

If You Use GoldFinch PROD Instance for UAT Testing

These are the go-live steps:

1. Establish Production Connection

2. Replace QBO Ids (they are from Sandbox QBO) for the following objects in GoldFinch, using QBO Ids from the PROD QBO.

   1. Company Setup

      1. QBO Inventory Service Item Id

      2. QBO Sales Tax Item Id

      3. QBO Line Discount Item Id

   2. Items

      1. All Service Items if you check QBO Keep Service Items on Company Setup

   3. Customers/Vendors on Account

   4. Payment Terms