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: Downloading the product info from the store.
- Get Vendor Info: Downloading the vendor info from the store.
- Get Purchase Orders: Downloading open purchase orders from the store to Logiwa.
- Get Orders From Invoice: Downloading the shipment orders info from the store to Logiwa.
- Send Shipment Info: Sending the shipped orders QuickBooks as an invoice every 15 minutes
- Send Receipt Info: Sending the created billing data to QuickBooks Online.
- Send Billing Info: Billing data created is sent to QuickBooks
- Send Inventory: Sending the inventory information adjusted by Logiwa once a day.
- Create Invoice on QB from Sales Data: Sending the inventory information adjusted by Logiwa once a day.
- Create Invoice on QB from Receipt Data: Invoices are created in the store based on receipt order. The invoices are created for Vendor.
- Send Pricing Details for Invoice: Price details are created based on the shipped orders on Logiwa which has been sent from Shopify.
- Get Orders From Invoice: Getting the shipment orders from invoices that are created on the Quickbooks.
What Are the not Available Services?
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Logiwa does not support the point of sale integration.
How can we set up QuickBooks Online?
On the Store Management screen, the “Store Name”, “Shipment Order Type“ fields are mandatory to start to set up. Fill in the mandatory fields and start the setup.
Screen Path: Entity → Store Management
Then, the pop-up will appear on the screen and ask the user to log in to his/her QuickBooks Online account.
QuickBooks Online will generate a Verifier and a RealmID through the pop-up. Copy the given numbers to the verification pop-up which is appeared on the Store Management screen. Then click the "OK" button.
After this operation, you should choose the "Transaction Type", "Asset Account" and "Income Account" information.
Transaction Type: Transaction type can be defined as "Sales Receipt" or "Invoice".
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If you choose "Sales Receipt" as transaction type, the shipment, billing, receipt records will be created as "Sales Receipt" on QuickBooks Online.
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If you choose "Invoice" as transaction type, the shipment, billing, receipt records will be created as "Invoice" on QuickBooks Online.
Asset Account: The asset account will be used on the "Send Shipment" and "Send Receipt" methods.
Income Account: The income account will be used on the "Send Shipment" and "Send Receipt" methods.
Then, the setup process will be completed.
Invoice Customer Selection Type: It can be "Client-Based" or "Store-Based".
In Quickbooks Online, we are able to send the customer data for Send Shipment in 3 ways for invoice purposes;
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per Customer, if the customer exists on Quickbooks as a company,
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per Client-Based, if the Quickbooks store on Logiwa is created as a client match for Invoice type for a customer
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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) The "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?
It is able to send the specified stores’ orders to QuickBooks. It is enough to enable the “Send Shipment Info to QB for shipped orders ?” toggle to send the shipment orders to QuickBooks.
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?
With this parameter, 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?
With this parameter, 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?
With this parameter, 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?
With this parameter, the 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?
With this parameter, 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?
With this parameter, 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 in Logiwa, first the vendor is created and 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?
With this parameter, 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, it gives 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 Online 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?
With this parameter, the return receipt info is sent to QuickBooks .
This method works for the "return" receipt records.
Create Shipment Order from QuickBooks Invoice?
With this parameter, 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?
In the case of 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.
Couldn’t Find What You Were Looking For?
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