QuickBooks Online¶
QuickBooks Online (QBO) is a cloud-based accounting software that helps businesses manage their finances. Users can track income and expenses, create invoices and estimates, manage customers and suppliers, monitor taxes and more.
Velocity supports integration with QBO customers, orders, items and payments. Here is a short video showing a brief overview of how Quickbooks Online interacts with Velocity
Report to QuickBooks¶
Velocity is able to report the following information to QBO:
- Orders which can be reported as sales receipts or invoices
- Order shipments
- Order refunds and payments (terms orders)
There are a few requirements needed to ensure an order is reported successfully to QBO:
- The customer for the order must be linked to a customer in QBO
- Each order product must be linked to an item in QBO
Customers and products can be linked within their respective detail pages.
Link Velocity to QuickBooks Online¶
Link customers¶
- Navigate to the customers list
- View the details for the customer to link
- Assign the QBO customer using the QuickBooks Online customer selector
Link products¶
- Navigate to the products list
- View the details for the product to link
- Assign the QBO item using the QuickBook Online item selector
Reporting Details¶
When an order is approved, it will get reported to QBO as an Invoice or a Sales Receipt. If an order is placed on terms, it will get reported as an Invoice. Otherwise, it will get reported as a Sales Receipt.
Additionally, an order initially reported as a Sales Receipt can be converted to an invoice by selecting Report as Invoice in the QuickBooks section in the order details view. When reporting orders, Velocity will provide the following data to QBO:
- Customer
- Billing address and email
- Shipping address
- Line items with unit price and quantity
Order Shipments¶
If an order has already been approved and reported to QBO, then any shipments created for that order will also get reported to QBO. The tracking number for the shipment will get assigned to the Sales Receipt or Invoice in QBO.
Order Refunds¶
Order refunds are reported to QBO as refund receipts when they are created for an order. Note that refunds can be created for both online orders and for orders placed on terms.
In both cases, a refund receipt is generated in QBO with the following data:
- Document number, formatted as RF-#, using the order number displayed in Velocity
- Deposit account id
- Refund line items for products, shipping, handling, tax or custom amounts
- Billing address and email
- Payment method refunded
- Order customer
Order Payments¶
Order payments created for terms orders are reported to QBO with the following data:
- Payment amount
- Invoice linked against the order
- Deposit account id
- Order customer
Configuration¶
The following settings, accounts, products, and payment method names must be provided to the MedShift integrations team to properly link your QBO account to Velocity.
Settings¶
Provide the Name of the default terms option for invoices from the Terms List in Quickbooks (e.g., Net 30).
Accounts¶
Provide the Name of each account below from the Chart of Accounts in QuickBooks.
| Name | Description |
|---|---|
| Deposit Account | Deposit-to account for reported Sales Orders and Invoices. |
| Card Refund Account | When an order is refunded to a card, this is the account the funds should be drawn from. |
| Offline Refund Account | When an order is refunded offline (cash or check), this is the account the funds should be drawn from. |
Payment methods¶
Provide the Name of each payment method below from the Payment Method List in Quickbooks.
| Name | Description |
|---|---|
| Card Refund Payment Method | When an order is refunded to a card, this is the name of the payment method on the refund (usually “Credit Card”). |
| Offline Refund Payment Method | When an order is refunded offline (cash or check), this is the name of the payment method on the refund (usually “Manual Payment”). |
Products¶
Provide the Name of each Product below from the Products & Services page in Quickbooks.
Tip
It is recommended to set up the following as Services or Non-inventory products in QuickBooks.
| Name | Description |
|---|---|
| Adjustment | The SKU of the bundle line item that should be reported to fix the costs of bundles reported in Sales Orders and Invoices. |
| Credit | The SKU used to represent use of store credit on Sales Orders and Invoices. |
| Coupon | The SKU used to represent use of coupons in Sales Orders and Invoices. |
| Order Discount | The SKU used to represent order-level discounts in Sales Orders and Invoices. |
| Shipping | The SKU used to represent shipping costs in Sales Orders and Invoices. |
| Handling | The SKU used to represent handling costs in Sales Orders and Invoices. |
| Tax | The SKU used to represent tax in Sales Orders and Invoices. |
| Tax Refund | The SKU used to represent tax in reported refunds. |
| Custom Refund | The SKU used to represent a custom refund amount in reported refunds. |