Usage

Daily use

1. When an order reaches the invoice status the add-on finds the customer in QuickBooks by e-mail address (or creates it) and creates the invoice with one line per product, a shipping line and, when there is one, an order discount line. Lines carry your items and tax codes.
2. At the payment status the payment is recorded against the invoice and deposited to the account mapped to the payment method. In sales receipt mode this status creates one sales receipt instead.
3. At the refund status a refund is booked. If the invoice was paid (or the order was a sales receipt) a refund receipt with the order’s lines pays the money back from the mapped account, so your bank reconciliation matches the money that left. If the invoice was not paid, a credit memo with the lines is created and applied to the invoice.
4. Orders > QuickBooks sync lists everything that was sent: customer, invoice or sales receipt, payment, credit memo or refund receipt, item, with the QuickBooks ID and any error.
5. Enter an order number and Sync order now to send an order again. Queue past orders queues the orders in the trigger statuses since the “sync from” date that QuickBooks does not have yet.

Sending is safe to repeat: every create call carries a requestid, the add-on remembers the QuickBooks ID of everything it created, and a payment or refund is never booked twice. An unpaid invoice is updated when the order changes; an invoice that already has a payment, a credit or a void is the accountant’s: it is left alone and a warning is logged.

Sales tax and VAT

The add-on sends tax codes with every line, so the tax reports of QuickBooks are built from the same orders as your store. For United States companies the tax amount of the order is sent as the total tax (automated sales tax stays on, the amount follows your store). For other countries QuickBooks calculates the tax from the tax code you map. It does not file anything itself.

Multi-Vendor

In 1.0 the marketplace owner books all orders: each vendor order (sub-order) becomes one document in the owner’s company, parent orders are skipped. Vendor-level books, commissions and payouts are not booked. Per-vendor connections (owner mode off) book each vendor’s orders in that vendor’s own company.

What is not covered

• Partial refunds: the refund is for the whole order.
• Stock levels, product prices and purchase documents are not synchronized; items are created from product codes only on request.
• Multi-currency: when the order currency differs from the company’s home currency the currency is sent and QuickBooks uses its own exchange rate; multi-currency must be switched on in QuickBooks.
• Voiding or deleting documents in QuickBooks when an order is deleted in the store.

Jobs, log and connection

• Jobs: counts per state, the list with the last error, Retry, Remove and Run the queue now.
• Log: filter and export what happened and when.
• Connection: test and live credentials, Connect to QuickBooks, company, Test connection.
• Mapping: items, accounts, deposit accounts per payment method, tax codes.

QuickBooks and Intuit are trademarks of Intuit Inc. This add-on is not made, endorsed or certified by Intuit or QuickBooks; it uses the public QuickBooks Online API.