QuickBooks offers on-the-go, easy, and efficient accounting applications for small to medium-sized businesses.
Unleashed can integrate with QuickBooks, allowing information to flow seamlessly to provide your business with real-time information on transactions such as:
All QuickBooks Users should use QuickBooks Essentials version or higher for this integration. Note that QuickBooks may make changes that are unknown to Unleashed.
Please note the following points before proceeding:
Unleashed requires at least one purchase tax to be selected. In QuickBooks, there is no purchase tax option. Therefore, as a work-around, there is a "No tax" option that is created behind the scenes.
All transactions sent to QuickBooks are in US dollars (USD). As such, all non-USD transactions are converted to USD using the exchange rates defined in Unleashed's Settings menu; Settings | Systems | Currency Rates.
See How to Setup SalesTax Rates in QuickBooks Online before beginning the integration.
The purpose of integrating Unleashed to QuickBooks is to provide a complete sales, inventory and accounting solution.
QuickBooks is a set of software solutions designed to manage payroll, sales and other accounting needs of a small business.
Users can use Unleashed to manage their inventory and have all the updates made automatically sync with QuickBooks. For example, when you sell a product, Unleashed updates the stock on hand for that product and sends the information to QuickBooks for accounting purposes, allowing you to have a fully integrated inventory and accounting management system.
The following diagram illustrates what Unleashed data can be exported after the integration is configured.
What information is shared between QuickBooks and Unleashed?
You can also re-import customers and suppliers if required. For example, if a tax rate has been changed or you have added a new account, then you have the option to re-import. When the data is re-imported, you can import new data based on their display name. So, if the display name of a customer has changed in QuickBooks, it will import as a new customer in Unleashed.
Users can manually import customers, suppliers, and products.
Users can select what is exported on the configuration page:
We do not currently support exporting of products. Each time we want to mention a product, we create a Sales product that contains basic information such as price, but has no additional details.
When you are integrated with QuickBooks you cannot specify a sales account on a product in Unleashed. This is because the sales accounts cannot be specified when creating the sales through the API in QuickBooks.
It is important that you perform your integration configuration in the following order;
You can access the integration store via the Integration | Integration Store menu.
The QuickBooks overview tab describes:
The aim is to ensure users have all the available information to ensure a seamless integration.
If you have not installed the application, click on the Install App button available on this page. It will guide you through installing a QuickBooks account.
From this page,
Cost of Goods Account: The Cost of Goods Sold Account selection should be your cost of goods sold account in your QuickBooks Sales and Expense. All shipment journals sent to QuickBooks will be coded to Cost of Goods account and the Stock on Hand account.
Stock On Hand Account: The Stock On Hand Account selection should be your stock on hand account in your QuickBooks Current Assets. All purchases and journals sent from Unleashed will be coded to this account.
All the configuration settings should be checked to enable each interface to flow real-time to QuickBooks (you can un-check them if that information is not needed). After you have imported your stock, you must have the Stock On Hand amount in QuickBooks equal to the Stock On Hand value in Unleashed. Ensure you have this fully implemented before you start performing transactions in Unleashed. The final tax amount will be shown in Unleashed when it is exported to QuickBooks.
This section allows you to setup your QuickBooks taxes; taxes in QuickBooks need to be mapped to taxes in Unleashed. The easiest way to do this is automatically or you can do it manually by using the tax drop-down menus.
AUTO SYNC TAX CODES: You have the option to automatically sync tax codes.
Let me manually do this: When this link is selected, it takes you to the Taxes setup page in Unleashed, where you can have more control on your tax settings.
Export Sales: When selected, all your sales (only the completed ones after the connection to QuickBooks was made) are exported to QuickBooks .
Export purchase: When selected, all your purchases (only the completed ones after the connection to QuickBooks was made) are exported to QuickBooks .
Export supplier return: When selected, all your supplier returns from the beginning of time are exported to QuickBooks.
Export credit: When selected, all your credits (only the completed ones after the connection to QuickBooks was made) are exported to QuickBooks.
Export customers: When selected, all your sales customers from the beginning of time are exported to QuickBooks. The Display Name attribute in QuickBooks must be unique for all customers.
Export suppliers: When selected, all suppliers (Suppliers, Supplier Returns) data is exported into QuickBooks in real time. The Display Name attribute in QuickBooks must be unique for all suppliers.
Export credit journal: When selected, credit journal data (only the completed ones after the connection to QuickBooks was made) are exported to QuickBooks in real time.
Export adjustment journal: When selected, adjustment journal data (only the completed ones after the connection to QuickBooks was made) are exported to QuickBooks.
Export shipment journal: When selected, shipment journal data (only the completed ones after the connection to QuickBooks was made) are exported to QuickBooks in real time.
When selected, this action copies any new Customer contacts from QuickBooks and imports them into your Unleashed account.
When selected, this action copies any new Supplier contacts from QuickBooks and imports them into your Unleashed account.
When selected, this action copies any new Products from QuickBooks and imports them into your Unleashed account.
When selected, this option synchronizes taxes from QuickBooks to Unleashed. All these taxes are combined to calculate effective tax rates. These effective tax rates are then applied to your transactions (which include; purchase orders, sales orders, customer credits and supplier returns) to calculate the tax amount. As those transactions export from Unleashed to QuickBooks, Unleashed breaks down the tax amount into the related tax rates.
Tax is made into two different taxes:
The effective tax rate is 26%
In Unleashed we apply 26% tax to transactions; for $100 the tax amount is $26.
When exported to QuickBooks, the tax is:
Total tax: $26
When you click the Sync Now switch, be aware that sync times may take longer than expected. If syncing errors persist, contact Unleashed Support.
When selected, this option synchronizes chart of accounts from QuickBooks to Unleashed.
The QuickBooks Export tab shows the status of items exported to QuickBooks.
Code: This search filter searches for specified transaction codes such as sales, purchase orders, journals or anything that has been exported.
Types: You can filter the results for:
Exports: This drop-down menu option is a filter used to select what export status you want to display on grid.
Total Count: Displays the total number of exports.
Total Balance: Displays the total balance of the exports that have been exported, the amount displayed are in base currency.
Total Variance: Displays the difference (variance) between the total balance and the exported total. It is the difference between what has been exported from Unleashed and received from QuickBooks.
Variance Count: Displays the value of the variance in base currency.
Exported Total: Displays the total that has been exported.
Tick box: When a tick box or all tick boxes are selected, the Batch actions menu appears. From this menu, you can select Ignore or Re-export.
Type: Displays the different export types.
Code: Displays the code for the specified export. You can click on the hyperlink available to view in detail.
Exported date: Displays the date of the specified export was exported.
Total: Displays the total cost amount in base currency.
Exported Total: This displays the total amount received from QuickBooks.
Variance: This is the difference between the total and exported total.
Message: Displays if the specified export has been successful. Smiley face for successful, sad face for unsuccessful.
Status: Displays the outcome of the export, was it successful (happy)or unsuccessful (sad face).
Actions (...): Column that contains the following action options that you can perform at line level;
On this page you can resend exports (both failed and successful exports) either;
You can easily batch send your exports. To do so,
The Connection Log provides a list of every single action that has occurred during the integration process and the log screen can therefore be used to determine any issues that may occur, inclusive of validation errors or other possible faults. The log will keep the last 7 days of activity.
You can select the following log levels:
Once the integration is complete:
The following is a list of transactions that can be made in Unleashed once the integration is completed. It highlights what happens in QuickBooks when a transaction is made in Unleashed. The transactions are based on what is conveyed within the Unleashed menus.
|Transactions in Unleashed||What happens in QuickBooks?|
|Purchase Order||Completing a purchase order in Unleashed will create a Bill in QuickBooks for the related supplier.|
|Supplier||Adding a supplier inside Unleashed will also add the supplier in QuickBooks. It also covers; Notes, contact name, phone number, mobile number, fax number, email, website and address. The DDI number is mapped to "the other" field inside QuickBooks.|
|Supplier Return||Once the Supplier Return is completed, it is synced to QuickBooks. You can find it under the Supplier Credit in QuickBooks.|
|Stock Adjustments||Matching values and accounts in QuickBooks. After we finish a Stock Adjustment, a Stock Adjustment journal is synced to QuickBooks.|
|Stock Revaluation||Same as Stock Adjustments, a journal is synced to QuickBooks. All the journals can be found under the Journal Entry page in QuickBooks.|
|Stock take Adjustments||After you complete the stock take transaction, a journal should be synced to QuickBooks.|
|Customers||This also adds a customer into QuickBooks.|
|Credits||A credit memo is created in QuickBooks and if the return box is ticked a credit journal is also created.|
|Sales journal inside of QuickBooks.|
|Sales Invoice||An invoice will be created inside QuickBooks. This invoice can be seen under Customer tab.|
Supplier name and customer name cannot be duplicated.
Furthermore, a user cannot change their QuickBooks account once they are connected to Unleashed and only one account can be connected. Unleashed does not keep track of the changes made within your QuickBooks account. For example, if you change data settings in QuickBooks, then these changes will not be synced to Unleashed.
The Unleashed Production module is not applicable to accounting provider functions and features.
|Customer Name or Supplier Name||Company Name|
|First Name||First Name|
|Last Name||Last Name|
|Postal and Physical Address||Billing and Shipping Address|
|Credit Date||Adjustment Note Date|
|Customer Currency||(Usually specified in total)|
|Tax Total||Includes GST|
|Return Date||Expense date|
|Supplier Return Number||Ref no.|
|Currency Code||(Usually specified in totals)|
|Order Date||Bill Date|
|Currency Code||(Usually specified in totals)|
|Price||Amount (on "Account details")|
|Line Total||Amount (on "Item details" same as QTY)|
|Customer Code||Customer (drop-down menu)|
Complete date is calculated based on the Supplier's payments.
|Comments (comments field)||Message displayed on invoice (comments field)|
|Currency Code||(Usually specified in totals)|
|Discount||Discount (drop-down menu)|
If you pay for something in advance of receiving it — whether it is the full amount or a deposit— you may want to record this in your accounting and inventory system. If you have paid for something in advance, the transaction shows up on your bank statement. Using this transaction, you can create a prepayment which means it can then be reconciled (you can create the prepayment transaction without the entry on your bank statement as well). This means if any deposits are made regardless of whether it is you paying or receiving it, you can reconcile it to a prepayment transaction in QuickBooks. When the Sale or Purchase invoice is then sent to QuickBooks from Unleashed, you can match it up to the prepayment.
If you use accrual-based accounting, use these procedures to:
If you use cash-basis accounting, use a check to record the deposit, assigning an expense account for the deposit.
From your account where you track the deposit.
To your bank account where you put the money.
If some of the money is withheld, create a journal entry:
Debit the account where you track the deposit.
Credit the expense account for the purpose of the money withheld.
For more information, refer to support.qbo.intuit.com.