Managing the push of products to your accounting system


Handling the products integration

When integrating with OneSaas, transactions synchronization depends on the products, as you can’t synchronize transactions without the items. There are two ways product data integration can be handled.

You can either manually add all items from the source system (eCommerce) to the destination system (accounting app usually) or you can configure OneSaas to automatically create the items for you, if they do not already exist.

As a first step, you definitely must have your items set up in your source system with the correct product codes.

Then, you can choose if you wish OneSaas to create the products in your destination system automatically. This depends on how much control you want over your business from an accounting perspective.

E.g. You may want to assign different income/expense/inventory settings in your accounting for different items. Unfortunately OneSaas cannot do this for you. You can read more about how this can be done here.

So that means you can either have OneSaas create all the items in your accounting system with a default setting for you to manually edit, or you may want to manually create the items beforehand and only allow OneSaas to match up items. More about the way OneSaas matches products in this article. It's a business decision on based on what option works best for you and your business.

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Item Push Options

For this demonstration, I'm using a configuration screen for the push of products to QuickBooks Online - the configuration screens for different accounting systems are slightly different, however the same concepts apply.

Note: You have the option to configure both Non-Inventoried Items, and Inventoried items - if your version of QuickBooks Online supports inventory items we'll send them as inventoried. If not, we'll send them as non-inventoried.

  1. Here you can select the default income account to be assigned to products when they're added to QuickBooks Online.
  2. Much like the default income account field, here you can assign a default expense account for your products to be sent with.
  3. These accounts are assigned to your product within your accounting system to track your inventory costs.
  4. Your Inventory Start Date is the date QuickBooks Online will start tracking inventory for each item. This date needs to be before the date of any transaction using the item.

If you're not sure what accounts to configure, please speak to your Bookkeeper as they'll know your business's accounting practices best.

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How can I assign different accounts to specific products?

OneSaas will not override default account changes for any product in your accounting system. The options available for you to select above, are simply so we can add new products.

If you have a product that already exists in your accounting system, OneSaas will simply match up with the product and respect the configured accounts.

If we push a product to your accounting system, then you edit the product and change a configured account, we won't override the change.

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Specific accounting system configuration tips

QuickBooks Online: You'll need to set an inventory start date - this date is used by QuickBooks Online as the date inventory start's being tracked for each individual product. This date needs to be before the date of any transaction on the product.

Saasu: OneSaas only creates items in Saasu as non-inventory by default. This is because if OneSaas creates items set as inventoried, we need to set an initial stock level. We can set this to zero, but that in turn blocks any invoices from being created.

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