Work 365

Configuring QuickBooks Integration with Work 365

9 views April 1, 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
  • 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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