Quickbooks

Quickbooks Online (QBO) Integration

Use the Set Up below for instructions on how to deploy this integration.

Sync ION purchase order details to Quickbooks where your accounting and finance teams can digest the data. Accurate bookkeeping allows leaders to track where spending is occurring in order to better direct their business towards success.

Demo of Quickbooks Integrations

When a purchase in ION is set to 'Ordered', this will send changes to Quickbooks. The Quickbooks purchase order document number will match the ION purchase order ID so you can always match purchases across both systems. Below are the data fields that are being sent from ION to QBO.

• Part Number

• Purchase Order Line Unit Cost

• Purchase Order Line Total Cost

• Purchase Order Line Quantity

• Purchase Order Line Description

• Purchase Order Line Expense Account (As Required)

• Purchase Order Line Class (As Required)

• Purchase Order ID

• Purchase Order Fee Name and Value

• Purchase Order Currency

• Purchase Order Shipping Address

• Purchase Order Supplier

Inventoried Purchase Order Lines

Inventoried purchase order lines in ION are PO lines that have a part and quantity linked in ION and no expense code is specified. These result in inventory being created that shows up as On Order and then turns to available after being received.

For inventoried purchase order lines in Quickbooks, items in Quickbooks are matched with ION parts if the name includes the part number and revision with the following format:

• ($partNumber) Rev ($revision)

• i.e. "820412-001 Rev B"

If an item does not exist in QBO, then new inventoried items are automatically generated using the Income Account, Inventory Asset Account, and Expense Account as provided in the integration setup as seen below. Inventoried items are required to populate purchase order lines in Quickbooks that are not expensed/categorized.

Navigate to Products/Services > New > Inventory to See the List of Fields Required to Create an Inventoried Product

In addition to being created on the fly when purchase orders are being synced, ION parts are also created in QBO as inventoried items when the ION part is created or updated in ION.

Non-Inventoried Purchase Order Lines

If no part is specified on the PO line, then this is a non-inventoried line that will create a categorized purchase line on the Quickbooks purchase order. If no part is associated with an ION PO line, then the default for the expense account is what your organization configures as the inventory expense account as seen below. If an expense code is specified on the PO line, then the categorized expense will utilize that account instead of the inventory expense account. For the scenario where you want to specify the expense account per line item, the expense accounts can be set up in ION as a Select custom attribute as seen below. The various accounts will need to be added to the custom attribute as options that can be selected on the PO line.

Fees and Secondary Expenses

For fees on a purchase order in ION, you can configure an Account for Fees as seen below which categorizes all fees (i.e. shipping and taxes) according to the account specified.

Please keep in mind that as an organization, you will need to ensure that your expense codes, classes, and suppliers will need to be kept in sync. This integration will handle errors and inform you when data is out of sync (i.e. an expense code exists in ION and not in QBO).

Setup

1. Navigate to the Integrations page designated by the two arrows in the bottom left corner of your screen.

   

   Select Integrations in the Bottom Left Hand Corner
2. Select the Quickbooks integration instance from the marketplace, and hit Configure.

3. Add your ION API credentials. You can find documentation on API credentials here API Keys

   • IMPORTANT: Each API Key is associated with a specific environment, be sure to generate the API keys from the correct environment and configure the automation to the designated environment.

     

     Set your Environment According to Where the API Keys were Generated
4. Connect with Quickbooks and choose the company in Quickbooks Online to deploy this integration. A Quickbooks Online admin will be required to download the application.

5. Type in the NAMES (not type) of the different accounts in your Quickbooks instance. The AP account will be associated with the purchase order. The Income Account, Inventory Asset Account, and Expense Account will be associated with new inventoried products that need to be created to match parts on purchases in ION. The Account for Fees will categorize all fees on an ION Purchase according to the account you set here.

6. To recap step 5 these are the mandatory fields to fill in:

   1. Accounts Payable

   2. Income Account

   3. Inventory Asset Account

   4. Inventory Expense Account

   5. Account for Fees

      

      Example account names from quickbooks COA
7. Finally, type in your ION Purchase Order Line Attribute names related to Class and Expense that you have set up in your ION organization settings. Please set up these attributes as Select types. This must be an exact match, case sensitive.

   1. The class attribute is the name of the PO line attribute in ION that will sync to the Quickbook class attribute.

   2. The expense attribute is the name of the PO line attribute in ION that will sync to the Quickbook Expense account for the line item.

8. Press finish.