QB Online is a cloud base program that is controlled by the web interface. We are able to trigger QB 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 Invoices: Invoices are downloaded as Shipment Orders to Logiwa
Send Shipment Info: Shipped orders are sent to QB as Invoices
Send Receipt Info: Receipt item information is sent to QB and Bill is created
Send Billing Info: Billing data created is sent to QB
Send Inventory: Inventory Adjustments can be sent to QB once a day
Create Invoice on QB from Sales Data: Invoice is created based on shipment order. 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.
What Are the not Available Services?
Logiwa does not have the point of sale integration.
How can we set up QB 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 his/her QB Online account.
After a few confirmations, QB Online will generate Verifier and RealmID through the pop-up. Copy and enter that numbers 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)"QB Cust. Number " on 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 "QB Cust. Number", which is a Customer on QB Online, can be found as 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 QB.
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 QB.
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 'QB 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 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 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 QB.
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 Invoice.
Send Pricing Details for Invoice?
When this parameter is active, Price details are created on QB 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 QB 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 QB 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 QB 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 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 QB items with Logiwa items, first the QB "FULL NAME" field is checked with the "Seller SKU" field. If there is no match, the QB "FULL NAME" field is checked with the "Item code" information.
Download Purchase Orders from QB?
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 QB items with Logiwa items, first the QB "FULL NAME" field is checked with the "Seller SKU" field. If there is no match, the QB "FULL NAME" field is checked with the "Item code" information. So they have to be matched for working properly.
Send Receiving Info to QB?
When this parameter is active, the receiving info is sent to QB.
This method works for the "completed" receipt orders only.
If the "send receipt info" parameter was close and decide to open this parameter, the receipt info sends the data until the last call date.
If the PO is from QB, the transaction bill will be related to that PO. Otherwise, the bill will be created with no connection QB POs.
If the vendor does not exist on QB, QB gives the "supplier not found" error. Vendors are not created automatically on QB.
If the item does not exist on QB, QB gives the "item not found" error. Items are not created automatically on QB.
If there is a PO on QB 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 Invoice.
Send Returns to QB?
When this parameter is active, the return receipt info is sent to QB.
This method works for the "return" receipt records.
Create Shipment Order from QB 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 QB as an invoice.
You can find 'Sales Receipt' and 'Invoice' differences below,
Do Not Create Customer If It Doesn't Exist on QB ?
If the Invoice customer selection type is chosen as "Ship-To Customer-Based" or "Bill-To Customer-Based", we are creating the customer on QB if the customer does not exist.
When this parameter is active, it does not create a customer and does not create invoices on QB.
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