With QuickBooks Connector, you're able to set up your complete integration within minutes using our simple setup process. Below is a step by step walkthrough, highlighting some useful key points throughout the process:
CONNECT
Begin here by connecting the systems you're looking to integrate. You'll find guides on how to connect every system here. For this example, we'll be connecting Bigcommerce and QuickBooks Online. Select Configure to move forward.
CONFIGURE
The configuration process below will present you with various options detailing exactly how you want your BigCommerce-QuickBooks Online integration to work. Please be aware that we do expect you to have some basic accounting knowledge to make sure that the integration settings are tailored to your business and accounting practices.
If you have any questions, reach out to our friendly Support Team for help at any time.
I. You will be required to set up your Synchronization Options before you can start configuring your workflows. You need to set up the following:
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Account Timezone
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Integrations Starting Date
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Email Sync Report Options
II. You will first be presented with a list of main workflows.
These are all optional so please make sure to read each option carefully. Generally, our sync will allow the following:
- Sales from BigCommerce to be sent into your QuickBooks Online
- Products from BigCommerce to be sent into your QuickBooks Online
- If you have inventory turned on in your QuickBooks Online, QuickBooks Connector can read this information and update BigCommerce.
III. Order Syncing Workflow. Start the configuration process by selecting the first workflow, to sync BigCommerce orders into QuickBooks Online, as shown below.
This set of configuration settings will help determine some basic integration behavior:
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Select the BigCommerce order statuses from which the app will retrieve sales to sync into your QuickBooks Online.
(e.g. Depending on the nature of your business, you may want to also sync sales in the Pending or Awaiting Payment statuses) -
Select how BigCommerce orders will appear in your QuickBooks Online. In the case of QuickBooks Online, choose if you want your BigCommerce orders to be sent to QuickBooks Online as Sale invoices or Sales Receipts. Please select the appropriate option for your business.
IV. Next, there are advanced settings called Default Product and Advanced Options
- Order Number Prefix - The prefix you input here is added to all orders retrieved from your BigCommerce account. For example: If you have order '1234' in BigCommerce and you add the prefix 'BC-' in the configuration, your order will be retrieved into QuickBooks Connector with the order number 'BC-1234' and sent to QuickBooks accordingly.
- Gift Card Product - Similar to the Shipping and Discount item options above, you can specify a dedicated gift card 'Item' so you can track your gift card on sales.
- Assign Sales to Class / Assign Sales to Location - These two options allow you to choose a default Class or Location within your QuickBooks Online system. This is an option unique to QuickBooks Online, and only if you have set up Classes or Locations within your QuickBooks company file.
- Original Customer / Customer's Organization / Generic Online Sale Customer - Most Accounting systems require a customer record to be specified when a sales invoice is created. This particular option allows you to choose the nature of the customer record that is being created. The default option is Original Customer, however, if your WIX customers specify a company name and you prefer to have that appear within your Accounting system instead, then you can opt for the Customer's Organization option.
- Automatic Invoice Numbers - This option allows you to disregard the WIX order number completely, and use the sequential numbering convention within your accounting system.
If you have any questions, reach out to our friendly support team for help at any time.
Alternatively, if you do not want any customer records to be created within your Accounting system at all you can select the Generic Online Sale Customer option, this means all sales will be synced to your Accounting system against a generic "WIX " customer record.
You can read more about how this works here. - Discount Product - You can specify a dedicated discount 'Item' so you can track your discounts on sales.
- Rounding Off Product - This product will be used to allocate if in case there is a rounding discrepancy in the grand total of an order in a Quickbooks Online invoice or sales receipt.
- Use Shipping Item - You may be charging your customers extra shipping charges on your sales. If this occurs, the integration can allow you to specify a dedicated "Item" to assign these shipping charges. This will allow you to easily track any revenue generated from shipping charges.
- Use Default Customer Message - This option will allow you to use the message that exists on the template in QuickBooks instead of having any notes populated from Wix.
- Allow Credit Card Payments - Tick this option if you want to allow credit card payments for the transactions.
- DueDate Offset - A due date will be assigned if transactions do not have a due date. This is calculated using the transaction date and the Due Date Offset. If not set, the transaction date is used as the due date.
- Allow Credit Card Payments - Tick this option if you want to allow credit card payments for the transactions.
V. Next, there is an option to sync Refunded Orders from BigCommerce.
In this workflow, you will be asked to map a Fallback account from which the payment money is refunded. You will also be asked to input your preferred Refund Number Prefix which will be appended before the refund receipt number.
With Order Status - Select the BigCommerce order statuses from which the app will retrieve refunded/canceled orders to sync into your Accounting system.
VI. Matching BigCommerce products with QuickBooks Online
In order for sales to properly integrate with your accounting system, we expect that you have all of your BigCommerce items set up with unique SKUs.
PLEASE NOTE: With QuickBooks Online integrations, we have 2 product matching options:
NAME: We match the product's SKU field from BigCommerce to the product's NAME field in QuickBooks Online
SKU: We match the product's SKU field from BigCommerce to the product's SKU field in QuickBooks Online
VII. You'll be taken to the Tax Configuration Page:
Here, for each tax created/defined in your BigCommerce, you must select its corresponding sales tax in your Accounting system. You can read more about the tax configuration here.
VIII. If you'd like QuickBooks Connector to Create new Items in QuickBooks Online, you can enable this option:
For Inventoried: QuickBooks Connector can only assign the COGS account for the products upon creation BUT we will not sync the COGS price of products.
For Non-Inventoried: You'll have to select the Income and Expense Accounts
You can find more information on the integration of items here.
IX. Send Payments from BigCommerce to Quickbooks Online settings will allow you to select whether you want payment data from BigCommerce to be registered against your sales within Quickbooks Online.
If you want to map different payment methods to different clearing accounts, this can be done via the Map Individual Payment Methods. If you are unsure of which clearing accounts to use, please ask your accountant.
Make sure you click on Save once you are happy with your changes.
You can read more about how this works here.
X. Product Creation Workflow. This will allow QuickBooks Connector to read all of your BigCommerce items and create them into your QuickBooks Online. Some users prefer to only have items that are used in actual sales to be created (which is covered above). While other users prefer to take all BigCommerce items and send them through instead.
Please note, if you want different products to have different income/expense accounts, then this will all have to be set up within your QuickBooks Online after the items are created by the app.
Make sure you click on Save once you are happy with your changes.
You can read more about how this works here.
XI. Stock Syncing Workflow. If you would like to send stock level data from your QuickBooks Online to your BigCommerce products, you can simply select the final workflow.
NOTE: Stock Levels are not available to configure with QuickBooks Online France.
PLEASE NOTE: This option should only be enabled if you have stock levels set up in QuickBooks Online prior to the integration. Otherwise, you will risk wiping out your BigCommerce stock levels. Click here to know more about our Stock Control process.
Make sure you click on Save once you are happy with your changes.
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SYNC
Your account is now ready to sync your data across your apps! When your auto-sync is on, your account should sync every hour but you can trigger manual sync anytime! Just click the Sync Now button on the Synchronization Options on top of your Manage tab!
Once you have agreed to the QuickBooks Connector user terms and conditions, you can then turn on the automated hourly sync.
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