What is the QuickBooks Desktop?
QuickBooks Desktop is a program that is server-based and controlled from the program which has to be installed on the user's PC. There is no web interface. So, we can not trigger any services by Logiwa, QuickBooks Desktop has to trigger us to get the connection between QuickBooks and Logiwa.
What Are the Available Services?
- Download Items: Product info is downloaded
- Download Purchase Orders: Open Purchase Orders are downloaded to Logiwa
- Download Orders: Invoices are downloaded as Shipment Orders to Logiwa
- Send Shipment Info: Shipped orders are sent to QuickBooks as Invoices every 15 minutes
- 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
What Are the not Available Services?
Logiwa does not have the point of sale integration.
Parameters and Working Principle
In this section, the QuickBooks Desktop's store connection parameters will be explained to use it easily according to your needs.
Screen Path: Entity → Store Management
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 enabled for those orders, shipment info is sent, as well.
Note: When the send order method is triggered and the invoice is created on QuickBooks Desktop, the created invoice number is downloaded to Logiwa and displayed on the "Invoice Number" field.
Send Shipment Orders
In order to enable the function, the Send Orders toggle should be enabled. When the parameter is enabled, while sending other stores' orders to QuickBooks, the sales order will be created.
Note: When the "Send Shipment Orders" and the "Send Shipment Orders as Invoice" toggles are enabled at the same time, an invoice will be created while sending other stores' orders to QuickBooks. The "Send Shipment Orders as Invoice?" toggle overwrites the "send shipment orders?" toggle.
Send Shipment Orders as Invoice?
In order to enable the function the "Send Orders" toggle should be enabled. When the parameter is enabled, while sending other stores' orders to QuickBooks, the invoice will be created instead of a sales order.
Note: When the "Send Shipment Orders" and "Send Shipment Orders as Invoice" toggles are enabled at the same time invoice will be created while sending other stores' orders to QuickBooks. "Send Shipment Orders as Invoice?" toggle overwrites the "send shipment orders?" toggle.
Create Shipment Order from QB Invoice?
If this parameter enabled, the invoices will be downloaded from QuickBooks and they will be created as shipment orders on Logiwa.
Send channel order code as P.O. number?
In order to enable the function the Send Orders toggle should be enabled. When the toggle is enabled, invoices/sales orders will be created and Order Number info will be sent to the PO Number.
Customers to Download Orders?
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 '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 customer on the store management setup.
“Manually closed” SOs won’t be downloaded to Logiwa.
Get Fully Invoiced Orders?
When this parameter is active, the shipment orders are created on Logiwa regardless of the “fully invoiced” status on the QuickBooks Desktop.
Download Items to Logiwa?
When the parameter is active, the items are created on Logiwa.
On this setup, the item codes will be matched with item names on Logiwa. If the item does not exist on Logiwa, the item is created first then the Listing Channel ID is inserted.
If stock levels change in Logiwa, should this store be updated?
When the parameter is active, the inventory levels are sent to QuickBooks.
The inventory sync method runs once in a day.
Inventory will be synced today?
Inventory levels are also synced once a day for the items that are changed within the last 24 hours.
If the “Inventory will be synced today?“ parameter is active, even if the inventory sync is already done, intenvory sync will work again and after this operation, the “Inventory will be synced today?“ parameter will be set as passive.
Send Sales Receipt Info?
When this parameter is active, the shipment info for the orders is sent to QuickBooks.
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.
If the "Invoice type" is defined as "Ship To Customer-Based", the invoice/sales receipt is created with the ship to customer name.
If the "Invoice type" is defined as "Bill To Customer-Based", the invoice/sales receipt is created with the bill to customer name and customer addresses' zipcode (customer name, zip code). For example: (George Adam, 12314)
Note: When the customer name does not exist on QuickBooks Desktop, we will create a new customer.
Send Billing Info?
Sends billing data calculated from your contracts when the QuickBooks web connector triggered.
QuickBooks Full Name info should be written on the "QuickBooksCust Number" field on the Organization screen. If this reference number is blank, then it matches with Customer Description.
Screen Path: Entity → Organization
You can find this from the Customer Name field on QuickBooks Desktop:
After creating your contract, fill out the QuickBooks REFERENCE field in the Contract screen, when you create/update the Contract Line. With this, we match the contract line with Quickbook's invoice Item. Customer should provide you Invoice Item information with us:
While sending the Contract Data to QuickBooks, we merge the Contract Line Description with Contract Notes, if filled out. So, customers can see these notes on the QuickBookswhile billing. Notes can be filled out only for VAS billing for now.
Download Purchase Orders?
When this parameter is active, the purchase orders are created on Logiwa. The purchase orders are created 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. “Manually closed” POs won’t be downloaded to Logiwa.
Send Receipt Info?
When this parameter is active, the receiving info is sent to QuickBooks. This method works for the "completed" receipt orders only. If the PO is from QuickBooks, the transaction bill will be related to that PO. Otherwise, the bill will be created with no connection QuickBooksPOs. 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, it 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, you will not see the exceed quantities on the PO details but, there is a new “item receipt” transaction that will be created on QuickBooks and you can see the receipt details in the “Item Receipt” record.
PO details after “send receipt info”,
Item Receipt details after “send receipt info”,
Also, you can see the send receipt info results on the Purchase Order screen.
If the receipt info is sent successfully, the “Sent to Accounting?” toggle will be active.
If the receipt info couldn’t be sent successfully, the “Unsuccessfully Sent to Accounting?” toggle will be active.
If you use the “Show PO” button on this pop-up, related PO info will be displayed on the QuickBooks Desktop application.
You can find 'Sales Receipt' and 'Invoice' differences from the link.
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