After connecting QuickBooks to SKULabs, visit the accounting settings page to choose the correct corresponding QBO accounts and enable the information you wish to push to QuickBooks.

Purchase orders

SKULabs pushes purchase orders "closed" within the last 60 days to QBO. To enable pushing purchase orders from SKULabs to QBO, a selection is required for each of the following accounts on the accounting settings page:

  • Accounts payable

  • Inventory assets

  • Product sales income

  • Cost of goods sold expense

After selecting the correct QBO accounts mentioned above, enable the switch to Sync purchase orders, then click save.


Sales receipts or invoices

SKULabs can push orders created within the last 30 days to QBO as sales receipts, invoices, or both. To enable pushing orders, a selection is required for each of the following accounts on the accounting settings page:

  • Inventory assets

  • Product sales income

  • Cost of goods sold expense

  • Sales tax code – Optional. If left blank, "TAX" will be used as the default.

Push orders only as Sales Receipts

To push all orders as sales receipts, select the correct QBO accounts mentioned above, then enable the switch to Sync orders and click save.

Push orders as Sales Receipts and/or Invoices

Make use of customizable shipping rules to push orders as either Sales Receipts and/or Invoices. Choose the correct QBO accounts mentioned above, then navigate to shipping rules page.

Note: You can configure the filters as desired. When using multiple rules for QBO sync, configure the rules criteria in a way that avoids crossover. For example, if all manual orders should be synced to QBO as invoices, then ensure your other rules do not include manual orders.

Sales receipts:

  1. Create a shipping rule and add the action "Create sales receipt (accounting)" as shown below.

  2. Add filters to decide which orders this rule will apply to and push as sales receipts.

  3. After setting up your shipping rules and selecting the correct QBO accounts mentioned above, enable the switch to Sync orders, then click save.

Invoices:

Tip: Depending on whether you bill pre or post shipment, consider using an orders status as a filter. For post-shipment invoicing, it is recommended to use shipped order status filter.

  1. Create a shipping rule and add the action "Create invoice (accounting)" as shown below.

  2. Add filters to decide which orders this rule will apply to and push as invoices.

  3. After setting up your shipping rules and selecting the correct QBO accounts mentioned above, enable the switch to Sync orders, then click save.

Currency code

If you create purchase orders or receive orders with different currency codes, enable the option to push currency code.

This requires turning on the Multi-currency setting and whitelisting currency codes on QBO. Note: According to QBO, once you turn this feature on in QBO, you cannot turn it off. Only turn this feature on if you need it.


FAQ

  1. How are accounts used and why are they required?

    QBO API requires accounts to be assigned to purchase orders and items. The "Accounts payable" account you select is assigned as a payable account to POs pushed to QBO. The "Inventory asset", "Product sales income", and "Cost of good sold expense" accounts you provide are used as default accounts for creating items on QBO.

    SKULabs creates items that don't exist on QBO, because QBO API won't allow pushing a PO, Sales Receipt or Invoice that contains an item that doesn't already exist on QBO. SKULabs first looks up an item by SKU to check whether an item exists on QBO. If the item doesn't exist, SKULabs creates the item on QBO to make the process of pushing POs, Sales Receipts and Invoices seamless.

  2. How do I assign different accounts to different items?

    Assigning different accounts to different items is possible by creating items directly on QBO and associating the items to the desired accounts. When creating an item on QBO, assign the following accounts:

    • Income Account

    • Expense Account

    • Asset Account

    Because SKULabs is not a listing publishing (product information management) software, it doesn't provide robust item information mapping, such as tax accounts, per item or group of items. For this reason, we recommend creating items directly on QBO.

    When adding a new item to your catalog in the future, have a process in place to add the item on QBO as well when the new item is first added to other sales channels or SKULabs. You can add an item on QBO first and import it into SKULabs via listings sync. Otherwise, SKULabs would attempt to create the item on QBO using default accounts when the first PO or Sales Receipt/Invoice containing that item is pushed to QBO.

  3. Can SKULabs push sales receipts or invoices to QBO for orders created manually in SKULabs?

    All orders, including manual store and sales channel orders can be pushed to QBO as sales receipts or invoices.

  4. How often are sales receipts and invoices pushed to QBO?

    Sales receipts and invoices are synced to QBO every 30 minutes on average after they are created or imported into SKULabs.

  5. Are changes to orders pushed to QBO to update sales receipt or invoice?

    No, changes to orders after they have been synced to QBO are not pushed to QBO and would need to be applied directly in QBO.

    Note: You can use shipping rules to control which orders are synced to QBO. For example, you can configure shipping rules to push sales receipts and invoices only once an order has been shipped in SKULabs.

  6. How are updates to purchase orders synced to QBO handled?

    Purchase orders are pushed to QBO after they are closed. Updates to a purchase order after it has been synced to QBO will not be pushed or reflected in QBO and need to be applied directly in QBO.

    If a PO fails to sync initially for some reason, the system automatically retries syncing 4 times per day for 60 days from the date a PO was initially closed on.

  7. Can Purchase Orders be pushed to QBO by tag, rules or manually pushed?

    These functionalities are not currently supported.

Did this answer your question?