QuickBooks Online

Overview

Finale Inventory integrates directly with Intuit's QuickBooks Online and QuickBooks Desktop. The aim of the integration is to allow the accounting team to use QuickBooks to manage the accounting aspects of the company's operations and the business teams to use Finale to manage the inventory aspects of the operations. To ensure that the accounting side and the inventory side are consistent, Finale's integration with QuickBooks is setup such that inventory items, purchase orders, and invoices are definitively setup on the Finale side and then automatically transferred ("synced") to QuickBooks.

  • The synced entities that exist in QuickBooks and Finale are: products/inventory items, suppliers/vendors, customers, purchase orders, and invoices (from sales orders).

  • Initially and on an ongoing basis, Finale will sync (transfer to) QuickBooks the products, suppliers, and customers. You can also import these lists into Finale from an Excel file.

  • The chart of accounts and sales terms are not automatically synced. These are configured independently in each product and matched by name. For example, the name of the COGS account for a product in Finale must match the name of an account that exists in QuickBooks to allow the product to be synced.

  • When you create an invoice from a sales order or shipment in Finale, Finale will sync that invoice to QuickBooks, including per-item information. From within QuickBooks the accounting team can then enter payments and track whether the invoice has been paid.

  • When you create a purchase order in Finale, Finale will sync the purchase order into QuickBooks , including per-item information. The accounting team can then pull through the purchase order into a "bill" and record payment fully on the accounting side.

The QuickBooks integration is available now. Contact [email protected] to enable it on your account.

QuickBooks Setup

In both QuickBooks Online and QuickBooks Desktop purchase orders and inventory tracking is disabled by default when a new company is created. These features have to be enabled in QuickBooks for the integration to work.

In QuickBooks Online, enable purchase orders from the preferences screen in QuickBooks.

In QuickBooks Desktop, make sure that the checkbox Inventory and purchase orders are active" is checked in preferences under the "Items & Inventory" section.

Entities

Products and Services

Products and services in QuickBooks correspond to products in Finale.

The Product id field in Finale connects to the Name field in QuickBooks. This field must be unique in each system. Note that Finale does comparisons case-sensitive and QuickBooks does comparisons case-insensitive, so it is possible for different products to have product ids in Finale (eg. "BP12345" and "bp1235") that QuickBooks considers the same. In this situation, one of the products will not be able to be synced to QuickBooks and report an error.

The Description field in Finale is copied into both the Description on sales forms and Description on purchase forms fields in QuickBooks since Finale only has a single description field.

When Finale inventory items in QuickBooks

The Inventory account field in Finale is connected to the Inventory Asset Account field in QuickBooks. The value of this field can be selected on a per product basis in Finale. If not specified for a product, the default value is taken from Application Settings, Account tab, the Inventory (for product items) field.

The Income account field in Finale is connected to the Income Account field QuickBooks. The value of this field can be selected on a per product basis in Finale. If not specified for a product, the default value is taken from Application Settings, Account tab, the Income (for product items) field.

The COGS account field in Finale is connected to the Expense Account field in QuickBooks. The value of this field can be selected on a per product basis in Finale. If not specified for a product, the default value is taken from Application Settings, Accounting tab, the Cost of good sold field.

For each of the account fields, the name of the account in Finale must match the name of an account in QuickBooks for the product to sync. You can change the names of the accounts in Finale by editing the Chart of accounts in Application Settings, Accounting tab.

Customers

Customers in QuickBooks correspond to customers in Finale.

The Name field in Finale connects to the Display name as field in QuickBooks. This field must be unique in each system.

QuickBooks Online has fewer fields for contact information than Finale. You can keep additional contact information in Finale, but it won't be copied to QuickBooks Online.

QuickBooks Desktop has more fields for contact information than Finale. When Finale syncs a customer with QuickBooks the process of copying Finale's contact information on the customer to QuickBooks will overwrite any additional contact information. If you want to make use of the additional contact information in QuickBooks Desktop, then you should turn off the

Invoices

Invoices in QuickBooks Online correspond to invoices in Finale. Sales orders and shipments in Finale are not synced with QuickBooks Online.

The Invoice id field in Finale corresponds to the Invoice no. field in QuickBooks Online. This field must be unique in each system. By default QuickBooks Online does not show the Invoice no. field, however it can be enabled in QuickBooks Online under Company Settings > Sales Form Entry > Custom Numbers.

Discounts & fees

Make sure that the corresponding item in QuickBooks! for discount and fees is setup in QuickBooks! for selling if the disoucnt/fee appears on invoices and for purchasing if the discount/fee appears on purchase orders!

Quantity and price conversions

Finale allows you to track both open stock and case stock items separately, list both open and case stock on transactions, and track multiple different case sizes. QuickBooks Online does not have this capability and does not have a unit of measure capability. This means that in QuickBooks Online a purchase order or an invoice has a number with no unit as the quantity for each row.

To avoid confusion about whether a quantity on a transaction in QuickBooks Online is a case or an open stock item, the integration between Finale and QuickBooks Online converts all quantities on transaction lines to "case equivalents" based on the standard packing for a product and updates the per unit price on transaction lines to keep the sub total for the line constant.

Couple of examples:

  • Invoice in Finale is quantity 6 cs 18/1 with price 10.00. Std packing for product in Finale is 18/1.
    In QuickBooks Online the line will appear with quantity 6 and price 10.00.

  • Invoice in Finale is quantity 108 with price 0.75. Std packing for product in Finale is 18/1.
    In QuickBooks Online the line will appear with quantity 6 and price 13.50.

  • Invoice in Finale is quantity 6 cs 18/1 with price 9.00. Std packing for product is not specified in Finale.
    In QuickBooks Online the line will appear as quantity 108 and price 0.50.

  • Invoice in Finale is quantity 6 cs 18/1 with price 20.00. Std packing for product is 9/1.
    In QuickBooks Online the line will appear as quantity 12 and price 10.00

Questions and Answers

How do I connect QuickBooks Online with Finale when both already contain entries for the same products, customers, etc.?

Make sure that the field documented as connecting the two entities (e.g. the Name field and the Display name as field for customers) are exactly the same in the two systems before syncing the first time.

How do I test integration between QuickBooks Online and Finale?

We recommend creating a new company in QuickBooks Online and syncing with that company before syncing with your primary company account. Currently Intuit offers free trials from http://quickbooks.intuit.com/ which can be used for testing.

I am getting an Intuit 401 error when I try to sync to QB

This happens when Finale Inventory cannot connect to your QB Online account because the authorization has been lost.

All you need to do is reconnect it. Just click on the Connect to QB Online button on the Add ons and Integration page, and re-authorize Finale Inventory to access your QB Online account.


Categories: Category_Integration


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