Setup required in QuickBooks Online

In order to set up the integration in Primaseller, you need to configure your QuickBooks Online account first with the following:

1. Enable Classes

Settings (On the top right) -> Account & Settings -> Advanced -> Categories

Settings Navigation in Quickbooks - Please note that the navigation given below of QuickBooks applies to the US version. If you are from Canada, EU or India, the navigation might be slightly different or under different sections under settings. 

However, the fields themselves, will exist. You may have to explore the settings screens to find them.
  • Track Classes – On (Select the sub-option that says One to entire transaction )

  • Track Locations – On

2. Sales Fields enablement

Settings -> Account & Settings -> Sales -> Sales form content

  • Discount – ON

  • Shipping – ON

  • Custom Transaction No’s – ON

  • Click on Save

3. Products & Services

Settings -> Account & Settings -> Sales -> Product and services

  • Track inventory quantity on hand– ON

  • Track quantity and price/rate – ON

Does your QuickBooks plan support Inventory? Please ensure that your QuickBooks plan supports the creation of inventory items. In most regions, it is the QuickBooks Plus plan.

4. Purchase Settings

Settings -> Account & Settings -> Expenses

  • Track expenses & items by customer – On

  • Use purchase orders – On

5. Enable Tax on QuickBooks:

  • Go to the tax menu on the left

  • Click on Setup Tax

  • Fill in the business address and click on Next

  • Provide more details about your tax.

  • It is preferable that the Tax class names are the same on QuickBooks Online & Primaseller. However, you can map it in the configurations even if they are different.

Initial Setup Required in Primaseller

Before configuring your QuickBooks Online account, please ensure your invoice number sequence being generated in Primaseller does not conflict with any existing invoices in QuickBooks or invoices that you may create in QuickBooks manually.

You can configure invoice number sequences in Primaseller from:

Settings-> Invoice Sequencing

Configuring your QuickBooks Account in Primaseller

1. Connection

  1. Main menu -> Accounting -> Add New Accounting Software

  2. Click on the Connect to QuickBooks button

  3. You will be asked to enter your QuickBooks Online account credentials.

  4. You will then be asked to give Primaseller permission to manage the transfer of data.

  5. Click on Next.

2. Sync Config

In the Sync Config screen, you will be asked to choose what items you want to sync in Primaseller.

3. Map Accounts

In this screen, you will need to map QuickBooks Accounts to entries that will be created from Primaseller.

We recommend that you use the QuickBooks Accounts that we have selected in the above image for your integration as well – this ensures the right entries in standard accounts.

Unable to find the recommended Accounts in your QuickBooks Account? 
Some above-recommended accounts do not come by default with a new QuickBooks account. They get created during transactions.

If your QuickBooks Online plan (Only Plus and Advanced plans on QuickBooks Online) supports inventory and you have enabled “Track Inventory Quantity on Hand” from your settings, the following accounts should already exist:

– Sale of Product Income
– Cost of Goods Sold or Cost of Sales

– Inventory Asset or Stock Asset – if not available upfront, check your subscription Plan. It should be Plus or Advanced. Next, in Account Settings -> Sales -> Enable the option “Track Inventory on Hand” -> Save

– Creating your first invoice without a Payment will auto-create the A/R Account Receivable or Debtors account.

– Creating your first Purchase Order will auto-create the A/P Account Payable or Creditors account.

However, we recommend you speak with your CPA/CA about this.

4. Map Payments

When Primaseller creates Payments, it will need Accounts that will be linked to the corresponding Payment Methods. Please map them accordingly.

5. Map Taxes

Please map Tax Classes in Primaseller to Tax Codes in QuickBooks.

Have you added Tax Rules?

To ensure taxes are set automatically on your Invoices in Primaseller, please set up Tax Rules based on product category and location – learn more from this link.

6. Map Core Objects

Kindly select Map Facilities, Map Suppliers, and Map sales channels.

  1. Using the below button, you can push your entire catalog from Primaseller to Quickbooks.

  2. Products are also pushed as and when new invoices/purchase orders are created and if the products don’t exist.

  3. However, Primaseller cannot fetch Products from Quickbooks. This is because Quickbooks does not have a protocol to define SKU codes.

  4. Naming convention of Products created in Quickbooks from Primaseller is Name = SKUCode:SKUName, Quickbooks ProductName = PrimasellerSKUCode:PrimasellerSKUName

7. Pust Catalog

Click on 'Push Product Catalog' to push data from the product catalog to Quick books.

8. Sync

This is the final step to sync Quickbooks with Primaseller. You can select the date as appropriate and click on Initiate Sync.

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