This document offers a detailed guide to integrating QuickBooks Online with Flxpoint, empowering users to automate and streamline their accounting operations. It provides step-by-step instructions on setup, authentication, and configuration, enabling seamless syncing of critical financial data such as purchase orders, invoices, and sales receipts between Flxpoint and QuickBooks Online. Designed for users of all experience levels, this guide covers how to establish a secure connection, map sources and channels, and configure key accounting exports like orders, fulfillment requests, and invoices. By following these structured instructions, you can ensure accuracy, reduce manual effort, and efficiently manage your financial data within Flxpoint, allowing you to focus on growing your business.
How to Connect
ℹ️
Step 1: Before You Get Started
Here’s what you need to do before integrating QuickBooks Online with Flxpoint.
You’ll need to prepare your QuickBooks Online account by adjusting Account & Settings.
Account Settings Location
These settings are on the main page of QuickBooks, under Accounting (on the left) "Chart of Accounts"
Accounts Settings
Ensure you have a "Sales of Product Income" account and an "Accounts Payable (A/P)" account. If not, create them using the New button at the top-right of QuickBooks (choose the correct Account Type / Detail Type).
General Settings
Here’s what you need to do before integrating QuickBooks Online with Flxpoint.
You’ll need to prepare your QuickBooks Online account by adjusting Account & Settings.
Account Settings Location
These settings are on the main page of QuickBooks, under Accounting (on the left) "Chart of Accounts"
Accounts Settings
Ensure you have a "Sales of Product Income" account and an "Accounts Payable (A/P)" account. If not, create them using the New button at the top-right of QuickBooks (choose the correct Account Type / Detail Type).
General Settings
Sales → Sales form content: enable Shipping & Custom Transaction Numbers
Sales → Products and services: enable “Show SKU Column” & “Track Quantity and Price/Rate”
Expenses → Bills and expenses: enable “Show Items Table” & “Track expenses and items by customer”
Expenses → Purchase Orders: enable “Use Purchase Orders” & “Custom Transaction Numbers”
Step 2: How to Connect
Go to Settings (gear icon on the left) → Accounting.
Click the Blue + Icon to create a new QuickBooks Online connection.
Select QuickBooks Online, then click Save and Proceed.
Step 3: New or Existing Connection
Choose an existing connection or click + New Connection.
Enter a Connection Name, select the Environment (Production or Sandbox).
Click Generate a New Authorization Token to log in and authorize Flxpoint for the QuickBooks API.
After allowing access, you’ll be redirected back to Flxpoint, which saves your tokens automatically.
When your connection is ready, click Save and Proceed.
Step 4: Configure Settings
Enable or disable "Link to Existing Sales Receipts."
Click Save and Proceed.
Step 5: Accounting Operations
Enable toggles for Fulfillment Requests, Invoices, Orders, Shipments.
Select which Source(s) or Channel(s) to map; multiple selections are allowed.
Click Save and Complete to finish your setup.
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Accounting Orders
Accounting Orders primarily deal with syncing order-related data (e.g., sales receipts, tax info) from Flxpoint to QuickBooks.
Send Accounting Orders
Supported | QuickBooks Online - Send Accounting Orders
1. Introduction to Send Accounting Orders
The Send Accounting Orders integration is part of the Accounting Orders operation set, connecting your Flxpoint system with QuickBooks Online (QBO). It syncs orders from Flxpoint to QBO as Sales Receipts (for paid orders) or Invoices (for unpaid orders), ensuring your financial records are accurate and up to date. This integration streamlines order management by syncing order details, customer information, and tax data automatically.
2. Why Use This Integration?
This integration helps you:
- Automate Accounting: Sends orders to QBO as Sales Receipts or Invoices based on payment status.
- Sync Customers: Matches or creates customers in QBO using channel and display names.
- Link Items: Associates order items with QBO items by SKU, creating new items if needed.
- Handle Discounts: Supports mapping a discount SKU to apply discounts to invoices.
- Sync Taxes: Sends the total tax amount to QBO, where QuickBooks determines the correct tax agency.
- Schedule Tasks: Automates the process with scheduling options for regular updates.
3. Naming Conventions
Flxpoint and QuickBooks use different terms for some concepts:
- Orders from a sales channel in Flxpoint: Synced as Sales Receipts in QuickBooks (for paid orders) or Invoices (for unpaid orders).
- Purchase Orders: Share the same name in both Flxpoint and QuickBooks.
- Invoices from a source/supplier in Flxpoint: Synced as Bills in QuickBooks.
4. How the Integration Works
The integration follows these steps to send orders to QuickBooks Online:
1. Create Sales Receipt or Invoice: If the order payment status is "paid," creates a Sales Receipt; otherwise, creates an Invoice. Marks the order as accounting synced in Flxpoint.
2. Create Purchase Order: Generates a Purchase Order in QBO if the order is accounting synced in Flxpoint.
3. Send Accounting Invoice: Posts a Bill in QBO if the Purchase Order is accounting synced, using user authentication for syncing.
4. Match or Create Customers: Uses the channel and display name to match customers in QBO. If no match is found, creates a new customer.
5. Link Items by SKU: Searches QBO for items by SKU. If multiple items are found, matches the item name with the order item name. If no match, creates a new QBO item.
6. Handle Discounts: If a discount SKU is specified, associates it with the invoice line item to reflect discounts in the total.
7. Handle Taxes: Sends the total tax amount to QBO. QuickBooks determines the correct tax agency based on your business location and shipping destination using Automated Sales Tax (for U.S.-based accounts created after November 17, 2017). Legacy users can learn more at QuickBooks Automated Sales Tax.
8. Execution: Runs manually or on a schedule (e.g., daily).
5. Configuration Options
Customize the integration to fit your needs:
- Connection: Select your QuickBooks Online account.
- Only Link to Existing Sales Receipts: Toggle Yes/No to link orders to existing Sales Receipts in QBO. If No, creates new Sales Receipts or Invoices.
- Discount SKU: Enter a SKU to associate with discounts on Invoices (optional).
- Send Accounting Fulfillment Requests: Toggle Yes/No to send fulfillment requests to QBO, with a mapping template to define fields.
- Send Accounting Invoices: Toggle Yes/No to send invoices to QBO, with a mapping template to define fields.
- Send Accounting Orders: Toggle Yes/No to send orders to QBO, with a mapping template to define fields and channels.
- Scheduling: Run manually or schedule (e.g., daily). Jobs may take a few minutes to start and complete.
- Mapping Template: Define which Flxpoint fields to send to QBO (details below).
6. Step-by-Step Setup Instructions
Follow these steps to set up the integration:
1. Add the Integration: In Flxpoint, go to the "Integrations" section, select "QuickBooks Online" as the type, and choose “Send Accounting Orders.”
2. Connect to QuickBooks Online: Select an existing connection or set up a new one with your QBO credentials. Ensure access tokens are saved and refreshed as needed.
3. Configure Settings:
- Toggle “Only Link to Existing Sales Receipts” (Yes/No).
- Enter a Discount SKU if applicable.
- Toggle “Send Accounting Fulfillment Requests” (Yes/No) and select a mapping template (e.g., “Send Accounting Fulfillment Requests 1”).
- Toggle “Send Accounting Invoices” (Yes/No) and select a mapping template (e.g., “Send Accounting Invoices 1”).
- Toggle “Send Accounting Orders” (Yes/No), select channels, and choose a mapping template (e.g., “Send Accounting Orders 1”).
4. Create a Mapping Template: Define which Flxpoint fields to send to QBO (see below).
5. Schedule the Integration: Enable scheduling (e.g., daily) or run manually with “Run Integration.”
7. Mapping Template: Connecting Flxpoint to QuickBooks Online
A mapping template ensures Flxpoint order data is correctly sent to QuickBooks Online, allowing you to map fields like Billing Address, SKU, or Order Date.
7.1 Interface Overview
- Top Section: Labeled “Mapping Template,” e.g., "Send Accounting Orders 1."
- Buttons: Delete to remove the template, Duplicate to copy it, and Save to save changes.
- Mapping Sections:
- From Value: Flxpoint fields, like Billing Address, Order, or Channel Invoice (e.g., City, SKU, Total).
- To QuickBooks Online Field: QBO fields, like Billing Address (e.g., City, Country, Postal Code).
7.2 Mapping Options
For each field, choose from:
- Don’t Map: Skip the field—no data is sent to QBO.
- Set To Empty: Clear the field in QBO, removing existing data.
- Enable/Disable: Toggle to send a Flxpoint field to a QBO field, like mapping “City” to “City.”
7.3 Available Source Fields in Flxpoint
Flxpoint fields include:
- Billing Address: Address Line 1 (Text), City (Text), Country (Text), Postal Code (Text), State (Text).
- Channel Invoice: Discount Total (Number), Invoice Number (Text), Subtotal (Number), Total (Number).
- Order: Order ID (Text), Order Total (Number), Ordered On (Date), Reference Number (Text).
- Order Line Item: SKU (Text), Price (Number), Quantity (Number).
7.4 QuickBooks Online Fields and Suggested Mappings
7.4.1 Billing Address Fields
- City: Customer city.
- Suggested Mapping: Enable “Billing Address - City.”
- Example: A City of “New York” in Flxpoint sends to QBO’s City field.
- Country: Customer country.
- Suggested Mapping: Enable “Billing Address - Country.”
- Postal Code: Customer zip code.
- Suggested Mapping: Enable “Billing Address - Postal Code.”
- State: Customer state or region.
- Suggested Mapping: Enable “Shipping Address - State.”
7.4.2 Additional Fields
- Map other fields like Order Total, SKU, or Invoice Number to corresponding QBO fields as needed.
8. Troubleshooting Common Issues
If you encounter issues, try these steps:
- Orders Not Syncing:
- Ensure your QBO connection is active and access tokens are refreshed.
- Verify the selected channels match the order’s channel in Flxpoint.
- Customer Not Found: Check that the customer’s channel and display name in Flxpoint match QBO. If not, the integration will create a new customer.
- Item Not Linked: Confirm the SKU exists in QBO. If multiple SKUs are found, ensure the item name matches the order item name.
- Discount Not Applied: Verify that a valid Discount SKU is entered in the configuration.
- Tax Not Calculated Correctly: Ensure your QBO account uses Automated Sales Tax (enabled by default for U.S. accounts after November 17, 2017). Legacy users can enable it in QBO settings or refer to QuickBooks Automated Sales Tax.
9. Conclusion
The Send Accounting Orders integration with QuickBooks Online simplifies your accounting by syncing orders as Sales Receipts or Invoices. With flexible mapping templates, tax handling, and automated scheduling, you can keep your financial records accurate and up to date with minimal effort.
Accounting Transactions
Accounting Transactions handle deeper financial processes such as purchase orders, fulfillment requests, and invoices (bills).
Send Accounting Fulfillment Requests
Supported | QuickBooks Online - Send Accounting Fulfillment Requests
1. Introduction to Send Accounting Fulfillment Requests
The Send Accounting Fulfillment Requests integration is part of the Accounting Orders operation set, connecting your Flxpoint system with QuickBooks Online (QBO). It sends fulfillment requests (FRs) as Purchase Orders (POs) to QBO, ensuring that your vendor orders are accurately reflected in your accounting system. This integration streamlines fulfillment by syncing item details, quantities, and vendor information.
2. Why Use This Integration?
This integration helps you:
- Sync Fulfillment Requests: Sends FRs to QBO as Purchase Orders, ensuring accurate tracking of vendor orders.
- Link to Sales Receipts or Invoices: Associates POs with existing Sales Receipts or Invoices in QBO for seamless accounting.
- Match Vendors: Identifies vendors in QBO by source address, ensuring proper vendor assignment.
- Automate Processes: Supports scheduling to automate the sync of FRs, saving time and reducing errors.
3. Naming Conventions
Flxpoint and QuickBooks use different terms for some concepts:
- Orders from a sales channel in Flxpoint: Synced as Sales Receipts in QuickBooks (for paid orders) or Invoices (for unpaid orders).
- Purchase Orders: Share the same name in both Flxpoint and QuickBooks.
- Invoices from a source/supplier in Flxpoint: Synced as Bills in QuickBooks.
4. How the Integration Works
The integration follows these steps to send fulfillment requests to QuickBooks Online:
1. Prerequisite - Sync Orders: Requires "Send Accounting Orders" to run first, syncing orders as Sales Receipts or Invoices in QBO.
2. Create Purchase Order: Generates a PO in QBO if the associated order is accounting synced in Flxpoint.
3. Send Accounting Invoice: Posts a Bill in QBO if the PO is accounting synced, using user authentication for syncing.
4. Match Vendor: Identifies the vendor in QBO using the source address from Flxpoint. The source name in Flxpoint must match the supplier account name in QBO. If no match is found, the job will error out and terminate.
5. Link to Sales Receipt or Invoice: Checks for a Sales Receipt with the external linking reference ID. If none exists, checks for an Invoice. Links the PO to either the Sales Receipt or Invoice based on availability.
6. Handle Purchase Order SKUs: Due to QuickBooks' limitation with SKUs at the PO level, Flxpoint maps the PO item SKU to QBO’s SKU field by default and copies the SKU to the Description field as a workaround.
7. Save PO ID: Retrieves the PO ID from QBO and saves it in the database as a confirmation number.
8. Execution: Runs manually or on a schedule (e.g., daily).
5. Configuration Options
Customize the integration to fit your needs:
- Connection: Select your QuickBooks Online account.
- Send Accounting Fulfillment Requests: Toggle Yes/No to enable sending FRs to QBO, with a mapping template to define fields.
- Sources: Select the sources (e.g., vendors) to include in the FRs. Ensure the source name in Flxpoint matches the supplier account name in QBO for proper linking.
- Scheduling: Run manually or schedule (e.g., daily). Jobs may take a few minutes to start and complete.
- Mapping Template: Define which Flxpoint fields to send to QBO (details below).
6. Step-by-Step Setup Instructions
Follow these steps to set up the integration:
1. Ensure Orders Are Synced: Enable and run the "Send Accounting Orders" integration first to sync orders as Sales Receipts or Invoices in QBO.
2. Add the Integration: In Flxpoint, go to the "Integrations" section, select "QuickBooks Online" as the type, and choose “Send Accounting Fulfillment Requests.”
3. Connect to QuickBooks Online: Select an existing connection or set up a new one with your QBO credentials. Ensure access tokens are saved and refreshed as needed.
4. Configure Settings:
- Toggle “Send Accounting Fulfillment Requests” to Yes.
- Select the sources (e.g., vendors) to include. Ensure source names match supplier account names in QBO.
- Choose a mapping template (e.g., “Send Accounting Fulfillment Requests 1”).
5. Create a Mapping Template: Define which Flxpoint fields to send to QBO (see below).
6. Schedule the Integration: Enable scheduling (e.g., daily) or run manually with “Run Integration.”
7. Best Practices:
- Enable Auto-Processing for Fulfillment Requests in Settings > Workflow > Fulfillment Request Strategy to ensure FRs are in "Processing" status before syncing.
- Use identical names and SKUs in Flxpoint and QBO.
- Monitor Accounting Sync History to catch errors early.
7. Mapping Template: Connecting Flxpoint to QuickBooks Online
A mapping template ensures Flxpoint fulfillment request data is correctly sent to QuickBooks Online, allowing you to map fields like SKU, Quantity, or Source Address.
7.1 Interface Overview
- Top Section: Labeled “Mapping Template,” e.g., "Send Accounting Fulfillment Requests 1."
- Buttons: Delete to remove the template, Duplicate to copy it, and Save to save changes.
- Mapping Sections:
- From Value: Flxpoint fields, like Fulfillment Request Item, Source Address (e.g., SKU, Quantity, Postal Code).
- To QuickBooks Online Field: QBO fields, like Item Description, Item Details, or Purchase Order (e.g., SKU, Unit Price, Postal Code).
7.2 Mapping Options
For each field, choose from:
- Don’t Map: Skip the field—no data is sent to QBO.
- Set To Empty: Clear the field in QBO, removing existing data.
- Enable/Disable: Toggle to send a Flxpoint field to a QBO field, like mapping “SKU” to “SKU.”
7.3 Purchase Order SKU Handling
QuickBooks has limitations with SKUs at the Purchase Order level. Flxpoint uses the following workaround:
- Only allows mapping to the SKU field in the "Send Accounting Purchase Orders" mapping template.
- Maps the PO item SKU to QBO’s SKU field by default.
- Copies the SKU to the QBO Description field to ensure visibility.
7.4 Available Source Fields in Flxpoint
Flxpoint fields include:
- Fulfillment Request: Fulfillment Request Number (Text), Total Cost (Number), Total Weight (lbs) (Number), Generated At (Date).
- Fulfillment Request Item: SKU (Text), Quantity (Number), Cost (Number), Subtotal (Number), PO Line Item # (Number).
- Source Address: Address Line 1 (Text), City (Text), Postal Code (Text), State (Text), Country (Text).
- Source: Name (Text), Description (Text), SKU Prefix (Text).
7.5 QuickBooks Online Fields and Suggested Mappings
7.5.1 Item Description Fields
- SKU: The item’s stock-keeping unit.
- Suggested Mapping: Enable “Fulfillment Request Item - SKU.”
- Example: An SKU of “ABC123” in Flxpoint sends to QBO’s SKU field and Description field.
7.5.2 Item Details Fields
- Quantity: The number of items in the fulfillment request.
- Suggested Mapping: Enable “Fulfillment Request Item - Quantity.”
- Unit Price: The cost per item.
- Suggested Mapping: Enable “Fulfillment Request Item - Cost.”
7.5.3 Purchase Order Fields
- Postal Code: Vendor’s postal code.
- Suggested Mapping: Enable “Source Address - Postal Code.”
- State: Vendor’s state or region.
- Suggested Mapping: Enable “Source Address - State.”
- Map other fields like Fulfillment Request Number, Total Cost, or Address Line 1 to corresponding QBO fields as needed.
8. Troubleshooting Common Issues
If you encounter issues, try these steps:
- Fulfillment Requests Not Syncing:
- Ensure your QBO connection is active and access tokens are refreshed.
- Verify that the selected sources match the FR’s source in Flxpoint.
- Vendor Not Found: Confirm that the source name in Flxpoint matches the supplier account name in QBO. Update names to match exactly if needed.
- Sales Receipt or Invoice Not Linked: Check that the external linking reference ID matches an existing Sales Receipt or Invoice in QBO.
8.1 Troubleshooting "Object Not Found" Error
When sending Fulfillment Requests as Purchase Orders to QBO, you may encounter the error: "Object Not Found: Something you're trying to use has been made inactive. Check the fields with accounts, customers, items, vendors or employees." This error occurs if QBO cannot find a required record or if the integration is misconfigured.
8.1.1 Why This Happens
- A required record (e.g., account, customer, item, vendor) is inactive or deleted in QBO.
- Names or SKUs in Flxpoint don’t match QBO exactly (case-sensitive, no special characters).
- The order wasn’t synced first via "Send Accounting Orders."
8.1.2 How to Fix It
- Enable "Send Accounting Orders":
- In Flxpoint, go to Settings > Integrations > QuickBooks.
- Turn on Send Accounting Orders and run a sync to create Sales Receipts or Invoices in QBO.
- If using another app to sync orders, ensure orders are in QBO before sending FRs. Contact Flxpoint Support for help with custom setups.
- Check for Inactive Records:
- Log in to QBO as an admin.
- Go to Settings > Chart of Accounts, click the gear icon, and select Include Inactive. Click Make active for any inactive accounts.
- Check Sales > Customers, Vendors > Vendors, or Sales > Products and Services. Use Include Inactive to find and reactivate records.
- Match Names and SKUs:
- In Flxpoint, check the FR details (e.g., vendor, item names) under Orders > Fulfillment Requests.
- Compare with QBO records. Update names or SKUs in either system to match exactly.
- Re-authenticate the Integration:
- In Flxpoint, go to Settings > Integrations > QuickBooks and click Re-Link.
- Check QuickBooks Settings:
- Ensure the QBO user has permissions to create POs, Sales Receipts, and Invoices.
- In QBO, go to Settings > Account and Settings > Sales and turn off Custom transaction numbers and Warn if duplicate check/bill number is used.
- Review Sync History:
- In Flxpoint, go to Settings > Accounting Sync History to view error details.
- Note any specific missing records (e.g., item or vendor names) and verify them in QBO.
9. Conclusion
The Send Accounting Fulfillment Requests integration with QuickBooks Online simplifies your accounting by syncing FRs as Purchase Orders. With detailed mapping templates, automated scheduling, and vendor matching, you can ensure accurate and efficient tracking of fulfillment data in your accounting system.
Send Accounting Invoices
Supported | QuickBooks Online - Send Accounting Invoices
1. Introduction to Send Accounting Invoices
The Send Accounting Invoices integration is part of the Accounting Transactions operation set, connecting your Flxpoint system with QuickBooks Online (QBO). It sends invoices from a source/supplier in Flxpoint to QBO as Bills, ensuring that your financial data, including item details, costs, and quantities, is accurately synced with your accounting system.
2. Why Use This Integration?
This integration helps you:
- Sync Invoices: Sends invoices to QBO as Bills, ensuring accurate financial tracking.
- Link to Purchase Orders: Associates Bills with existing Purchase Orders in QBO for seamless accounting.
- Match Items: Links invoice items to QBO items, ensuring proper categorization.
- Automate Processes: Supports scheduling to automate invoice syncing, reducing manual effort.
3. Naming Conventions
Flxpoint and QuickBooks use different terms for some concepts:
- Orders from a sales channel in Flxpoint: Synced as Sales Receipts in QuickBooks (for paid orders) or Invoices (for unpaid orders).
- Purchase Orders: Share the same name in both Flxpoint and QuickBooks.
- Invoices from a source/supplier in Flxpoint: Synced as Bills in QuickBooks.
4. How the Integration Works
The integration follows these steps to send invoices to QuickBooks Online:
1. Prerequisite - Sync Orders and Purchase Orders: Requires "Send Accounting Orders" and "Send Accounting Fulfillment Requests" to run first, syncing orders as Sales Receipts or Invoices and creating Purchase Orders in QBO.
2. Send Accounting Invoice: Posts a Bill in QBO if the Purchase Order is accounting synced in Flxpoint, using the PO ID to retrieve the Purchase Order and match customers and line items.
3. Match SKU for Invoice: Ensures the SKU on the invoice matches the SKU sent on the corresponding Purchase Order. If they don’t match, QBO cannot associate the invoice items with the PO items, and the Bill cannot be created.
4. Match Vendor: Identifies the vendor in QBO using the source name from Flxpoint. The source name must match the supplier account name in QBO for proper linking.
5. Post Bill: Creates a Bill in QBO (known as "POST BILL" in QBO terminology) linked to the Purchase Order.
6. Acknowledge Success: Sends an acknowledgment upon successful job completion.
7. Execution: Runs manually or on a schedule (e.g., daily).
5. Configuration Options
Customize the integration to fit your needs:
- Connection: Select your QuickBooks Online account.
- Send Accounting Invoices: Toggle Yes/No to enable sending invoices to QBO, with a mapping template to define fields.
- Sources: Select the sources (e.g., vendors) to include in the invoice sync. Ensure the source name in Flxpoint matches the supplier account name in QBO for proper linking.
- Scheduling: Run manually or schedule (e.g., daily). Jobs may take a few minutes to start and complete.
- Mapping Template: Define which Flxpoint fields to send to QBO (details below).
6. Step-by-Step Setup Instructions
Follow these steps to set up the integration:
1. Ensure Prerequisites Are Met: Enable and run "Send Accounting Orders" and "Send Accounting Fulfillment Requests" to sync orders and create Purchase Orders in QBO.
2. Add the Integration: In Flxpoint, go to the "Integrations" section, select "QuickBooks Online" as the type, and choose “Send Accounting Invoices.”
3. Connect to QuickBooks Online: Select an existing connection or set up a new one with your QBO credentials. Ensure access tokens are saved and refreshed as needed.
4. Configure Settings:
- Toggle “Send Accounting Invoices” to Yes.
- Select the sources (e.g., vendors) to include. Ensure source names match supplier account names in QBO.
- Choose a mapping template (e.g., “Send Accounting Invoices 1”).
5. Create a Mapping Template: Define which Flxpoint fields to send to QBO (see below).
6. Schedule the Integration: Enable scheduling (e.g., daily) or run manually with “Run Integration.”
7. Mapping Template: Connecting Flxpoint to QuickBooks Online
A mapping template ensures Flxpoint invoice data is correctly sent to QuickBooks Online, allowing you to map fields like Quantity, Unit Price, or Invoice Status.
7.1 Interface Overview
- Top Section: Labeled “Mapping Template,” e.g., "Send Accounting Invoices 1."
- Buttons: Delete to remove the template, Duplicate to copy it, and Save to save changes.
- Mapping Sections:
- From Value: Flxpoint fields, like Source Invoice, Source Invoice Item (e.g., Quantity, Per Unit Cost).
- To QuickBooks Online Field: QBO fields, like Item Details or Source Invoice (e.g., Quantity, Unit Price, Invoice Status).
7.2 Mapping Options
For each field, choose from:
- Don’t Map: Skip the field—no data is sent to QBO.
- Set To Empty: Clear the field in QBO, removing existing data.
- Enable/Disable: Toggle to send a Flxpoint field to a QBO field, like mapping “Quantity” to “Quantity.”
7.3 Purchase Order & Invoice SKU Differences
If the SKU on the invoice does not match the SKU sent on the corresponding Purchase Order, QBO cannot associate the invoice items with the PO items, and the Bill cannot be created. Ensure SKUs match exactly between the Purchase Order and Invoice.
7.4 Available Source Fields in Flxpoint
Flxpoint fields include:
- Source Invoice: Fee Cost (Number), Other Cost (Number), Shipping Cost (Number), Tax Cost (Number).
- Source Invoice Item: Quantity (Number), Per Unit Cost (Number), Cost (Number).
7.5 QuickBooks Online Fields and Suggested Mappings
7.5.1 Item Details Fields
- Quantity: The number of items on the invoice.
- Suggested Mapping: Enable “Source Invoice Item - Quantity.”
- Example: A Quantity of “5” in Flxpoint sends to QBO’s Quantity field.
- Unit Price: The cost per item on the invoice.
- Suggested Mapping: Enable “Source Invoice Item - Per Unit Cost.”
7.5.2 Source Invoice Fields
- Invoice Status: The status of the invoice (e.g., paid, unpaid).
- Note: Currently set to “Don’t Map” as invoice payment status sync is not supported.
- Map other fields like Shipping Cost, Tax Cost, or Fee Cost to corresponding QBO fields as needed.
8. Troubleshooting Common Issues
If you encounter issues, try these steps:
- Invoices Not Syncing:
- Ensure your QBO connection is active and access tokens are refreshed.
- Verify that the selected sources match the invoice’s source in Flxpoint. Ensure the source name matches the supplier account name in QBO.
- Purchase Order Not Found: Confirm that the PO ID matches an existing Purchase Order in QBO. The integration requires a matching PO to proceed.
- SKU Mismatch: Ensure the SKU on the invoice matches the SKU sent on the corresponding Purchase Order. If they don’t match, QBO cannot create the Bill.
- Item Not Linked: Ensure invoice items in Flxpoint match items in QBO for proper association.
- Job Fails with Error: Review Flxpoint logs for details. Common issues include missing Purchase Orders or invalid field mappings in the template.
9. Conclusion
The Send Accounting Invoices integration with QuickBooks Online simplifies your accounting by syncing invoices as Bills in QBO. With detailed mapping templates, automated scheduling, and Purchase Order linking, you can ensure accurate financial tracking with minimal effort.