What is the QuickBooks Online?
QuickBooks Online (QB Online) is a cloud-based financial management program that is controlled by the web interface. We are able to trigger QuickBooks online from Logiwa.
What Are the Available Services?
- Get Items: Product info is downloaded
- Get Vendor Info: Vendor info is downloaded
- Get Purchase Orders: Open Purchase Orders are downloaded to Logiwa
- Get Orders From Invoice: Invoices are downloaded as Shipment Orders to Logiwa
- Send Shipment Info: Shipped orders are sent to QuickBooks as Invoices
- Send Receipt Info: Receipt item information is sent to QuickBooks and Bill is created
- Send Billing Info: Billing data created is sent to QuickBooks
- Send Inventory: Inventory Adjustments can be sent to QuickBooks once a day
- Create Invoice on QB from Sales Data: Invoice is created based on shipment order. An invoice is created for the customer.
- Create Invoice on QB from Receipt Data: Invoice is created based on receipt order. Invoice is created for Vendor
- Send Pricing Details for Invoice: Price details are created based on the shipped orders on Logiwa that came from Shopify.
- Get Orders From Invoice: Invoices are downloaded as Shipment Orders to Logiwa
What Are the not Available Services?
- Logiwa does not have the point of sale integration.
How can we set up QuickBooks Online?
To start this setup, on the Store Management screen, enter the "store name" and the "shipment order type" information then click the "save" button.
Screen Path: Entity → Store Management
After that, the pop-up will appear on the screen and ask the user to log in to his/her QuickBooks Online account.
After a few confirmations, QuickBooks Online will generate Verifier and RealmID through the pop-up. Copy and enter that number to the pop-up which is appeared on the Store Management screen. Then click the "OK" button.
In Quickbooks Online, we are able to send Customer data for Send Shipment in 3 ways for invoice purpose ;
- per Customer, if the customer exists on Quickbooks as Company,
- per Client-Based, if the Quickbooks store on Logiwa is created as Client Match for Invoice type for a customer
- per Store-Based if Quickbooks store on Logiwa is created as Stored Base for Invoice type for customer
Check if Logiwa Customer on Shipment Order exists on Quickbooks as a Customer. This requires :
a)"QuickBooks Cust. Number " on the Organization screen must be filled out with the company information. This information would allow us to match the customer that needs to be "send shipment
b)The "QuickBooks Cust. Number", which is a Customer on QuickBooks Online, can be found below as Display name as on Quickbooks Online :
Parameters and Working Principles
Send Order to Quickbooks?
If there are stores entered, those selected channel's shipment orders are created on QuickBooks.
If the "send shipment" toggle is active, for those orders, shipment info is sent, as well.
Customers to Download Orders?
Clients are created as Customers within Quickbooks. We are able to filter Customers while downloading orders from QuickBooks.
If there are customer references entered, only their Shipment Orders will be downloaded. Otherwise, all customers’ orders are downloaded.
To filter a specific customer's orders, on the Store Management page, the Customer References should be the same as 'QuickBooks Fully Qualified Name of Customer'. You can add multiple customers.
Download Orders to Logiwa?
When this parameter is active, the shipment orders are created on Logiwa.
The shipment orders are created for the current client on the store management setup.
If the "Create a new item when doesn't match with SellerSKU?" parameter is active and Listing Channel ID does not exist for the item, the items are created on Logiwa first and then the shipment orders are created.
If the "Create a new item when doesn't match with SellerSKU?" parameter is passive and Listing Channel ID does not exist for the item, the shipment orders cannot be created on Logiwa.
Download Items to Logiwa?
When this parameter is active, the items are created on Logiwa.
If the " Create a new item when doesn't match with SellerSKU ?" parameter is active and the item does not exist on Logiwa, the item is created first then the Listing Channel ID is inserted.
If the " Create a new item when doesn't match with SellerSKU ?" parameter is passive and the item does not exist on Logiwa, the item cannot be created on Logiwa. In this condition, only item channel IDs can be inserted for existing items.
Sync inventory changes once a day?
When this parameter is active, the inventory levels are sent to QuickBooks. Inventory levels are also synced once a day for the items that are changed within the last 24 hours.
Send Shipment Info to QB for shipped orders?
If the "Invoice type" is defined as "store-based", the invoice/sales receipt is created with the store name.
If the "Invoice type" is defined as "client-based", the invoice/sales receipt is created with the client name.
Shipment info of the order(s) will be displayed on the Message on the Invoice.
Send Pricing Details for Invoice?
When this parameter is active, Price details are created on QuickBooks Online-Invoice from Shopify. Price details are "Total Price","Total Tax", "Cargo Price","Total Discount", and "Order Credit".
Below fields can be entered/updated from Shopify or Logiwa.
- Total Price(Total Sales Gross Price on Logiwa): The entered value should be "Positive".
- Total Tax(Total Sales Vat on Logiwa): The entered value should be "Positive".
- Cargo Price(If Total Markup Rate exists it take Total Markup Rate otherwise it takes Total Rate Price on Logiwa): Calculated from carrier labels created on Logiwa.The tracking numbers of the orders will be listed on the "Description" field of the Cargo Price.
- Total Discount(Total Sales Discount on Logiwa): The entered value should be "Negative".
- Order Credit(Cargo Vat on Logiwa ): The entered value should be "Negative".
Send Billing Info Automatically?
Sends billing data calculated from your contracts to QuickBooks automatically and works every 30 minutes.
Even if this parameter is passive, the billing info can be sent by using the "billing detailed report - send to QB" button. (Store setup has to be active)
QB Fully Qualified Name info should be written on the "QB Cust Number" field on the Organization screen. If this reference number is blank, then match with Client Description.
You can find the Fully Qualified Name from QuickBooks Online as below :
- Select Sales
- Select Customers
- Click on the customer’s name
- Click on the EDIT button on the upper corner of the screen.
- On that screen, you will find the "Display Name As" field. That is the information you must fill out the "QB Cust Number" field with.
Once Billing Data is selected and send to QuickBooks by Send To QB button on the Billing Detailed Report screen, Client QB Cust Number will be matched on QB Customer Name first. If this reference number is blank, then Logiwa tries to match with Client Description. If it can not match QB gives the "Customer not found on QB" error.
Billing info of the order(s) will be displayed on the Message on the Invoice.
Create a new item when doesn't match with SellerSKU?
When this parameter is active, the items are created on Logiwa during the download orders method.
While matching the QuickBooks items with Logiwa items, first the QuickBooks "FULL NAME" field is checked with the "Seller SKU" field. If there is no match, the QuickBooks "FULL NAME" field is checked with the "Item code" information.
Download Purchase Orders from QuickBooks?
When this parameter is active, the purchase orders are created on Logiwa.
The purchase orders are created for the current client on the store management setup.
If the vendor does not exist, first the vendor is created on Logiwa and then PO is created for this vendor.
While searching the vendors on Logiwa, the "organization reference" field is used.
If Listing Channel ID does not exist for the item, a new item is created regardless of checking another setup.
While matching the QuickBooks items with Logiwa items, first the QuickBooks "FULL NAME" field is checked with the "Seller SKU" field. If there is no match, the QuickBooks "FULL NAME" field is checked with the "Item code" information. So they have to be matched for working properly.
Send Receiving Info to QuickBooks?
When this parameter is active, the receiving info is sent to QuickBooks.
This method works for the "completed" receipt orders only.
If the "send receipt info" parameter was closed and decide to open this parameter, the receipt info sends the data until the last call date.
If the PO is from QuickBooks, the transaction bill will be related to that PO. Otherwise, the bill will be created with no connection to QuickBooks POs.
If the vendor does not exist on QuickBooks, itgives the "supplier not found" error. Vendors are not created automatically on QuickBooks .
If the item does not exist on QuickBooks , QuickBooks gives the "item not found" error. Items are not created automatically on QuickBooks .
If there is a PO on QuickBooks and we send excessed quantity for a line, first the existing line is completed and a new line is created for the remaining quantity.
Receiving info(PO code) of the order(s) will be displayed on the Message on the Invoice.
Send Returns to QuickBooks ?
When this parameter is active, the return receipt info is sent to QuickBooks .
This method works for the "return" receipt records.
Create Shipment Order from QuickBooks Invoice?
When this parameter is active, the shipment orders are created on Logiwa.
The shipment orders are created for the current client on the store management setup.
If Listing Channel ID does not exist for the item, the shipment orders cannot be created on Logiwa.
These orders do not send to QuickBooks as an invoice.
You can find 'Sales Receipt' and 'Invoice' differences below,
Do Not Create Customer If It Doesn't Exist on QuickBooks ?
If the Invoice customer selection type is chosen as "Ship-To Customer-Based" or "Bill-To Customer-Based", we are creating the customer on QuickBooks if the customer does not exist.
When this parameter is active, it does not create a customer and does not create invoices on QuickBooks .
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