Work 365

Configuring QuickBooks Online Integration with Work 365

78 views April 1, 2019 September 4, 2019 0

Before pushing out invoices from Work 365 to QuickBooks, the configuration for QuickBooks must be setup first.

 

Go to Work 365 > Accounting Systems > +New

  • QuickBooks Online
  • Name
  • These fields will populate for you from QuickBooks after the consent process is completed: Real ID, Refresh Token, Expires On
  • Environment: Production
  • Write-In Product SKU: The best practice is to have all products in the catalog completed. However, if there are products not in the CRM catalog, a Write-In product can also be pushed to QuickBooks.
    • Set up a product in QuickBooks > Products and Services > Write-In Product > Copy SKU ID created for this product > paste on Work 365 accounting system configuration page)

  • Use Dynamics 365 Invoice Number:
    • Yes: W365 invoice number
    • No: QuickBooks invoice number
  • Download Invoice PDF: Work 365 Configuration setting ‘Generate Invoice PDF’ must be turned on, so that the invoice PDFs are generated by the system, for more information on that go to the Work 365 Configuration Settings.
    • Yes: Auto-downloads the invoice pdf from QuickBooks Online into Work 365 invoice as a note
    • No: Does not auto-download the invoice pdf from QuickBooks Online into Work 365 invoice as a note

  • Payment Term mapping: This is to map the payment terms from Work 365 (found on Billing Contracts) to the payment terms in QuickBooks.
    • Copy the subtext (highlighted) and paste in the field. For the listed Items paste the equivalent QuickBooks payment terms.
    • Items right side: QuickBooks > Settings > All lists > Terms > Match QuickBooks terms to CRM payment terms. Don’t include the brackets on the configuration page.

  • Product Class Mapping: This is to map all product classes in CRM to the Product Classes in QuickBooks
    • Copy the subtext (Highlighted) and paste in the field. For the listed Items paste the equivalent QuickBooks payment terms
    • Class right side: QuickBooks > Settings > All Lists > Classes > Match the product class from CRM to the applicable product class in QuickBooks. Don’t include the brackets on the configuration page.

    • For Product Class Hierarchies: “where [classX] is the fully qualified class name in QBO (The fully qualified name prepends the topmost parent, followed by each sub element separated by colons. Takes the form of Parent:Subclass1:Subclass2″
      • Example Item 1: IPResale=All Products:Invoices:IP Resale

  • Default income Account: For products in Work 365 that don’t exist yet in QuickBooks, the product in Work 365 needs to map to a default income account in QuickBooks.
    • QuickBooks > Settings > Chart of Accounts > Select Default Income Account > Copy Fully Qualified Account name > paste in Work 365 field “Default income account”
    • For Account Hierarchies: “(The fully qualified name prepends the topmost parent, followed by each sub element separated by colons. Takes the form of Parent:Subaccount1:Subaccount2)

 

After fields are filled in > Save > Start Consent Process (does the consent process with QuickBooks).

Repeat for each QBS environment if have more than one environment.

 

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