Overview
The QuickBooks Online integration settings page is where you can authorize users to use the integration, set up which resources in Flex are connected to which accounts in QuickBooks Online, specify naming, and set the "push type" for each element in Flex.
Each section of settings is organized in tabs along the top of the QuickBooks Online integration settings page.
Authorizations
The Authorizations tab is where you can enable specific users or user groups to use the QuickBooks Online integration.
When a user is selected (checkbox enabled) in the Authorized Users section, they will be able to execute any workflow action that triggers the QuickBooks Online integration.
When a group is selected (checkbox enabled) in the Authorized Groups section, then any user who belongs to that group will be able to execute any workflow action that triggers the QuickBooks Online integration.
Settings
Naming Settings
- Customer Name Postfix - Anything entered here will show at the end of contact names in QuickBooks Online .
- Use Vendor Name Postfix - If Yes, then the postfix as entered in the next setting will show at the end of vendor names in QuickBooks Online.
- Vendor Name Postfix - If the above setting is Yes, then the postfix entered here will show at the end of vendor names in QuickBooks Online.
- Default Discount Item Name - When a discount is used as a line item on invoices in QuickBooks Online, this will be the name of the line.
- Default Miscellaneous Item Name - When a miscellaneous item is used on a line in Flex, then the element is exported to QuickBooks Online, then this will be the name the line uses in QuickBooks Online.
GL Account Settings
- Default Sales GL Account - The default GL Account that will be used for sales line items on an element. This GL Account will be used if the line item doesn't have
- Default Purchase GL Account - The default GL Account that will be used for purchase line items on an element. This GL Account will be used if the line item doesn't have
- Miscellaneous Sales GL Account - The default GL Account that will be used for Misc lines used on an element.
- Miscellaneous Purchase GL Account - The default GL Account that will be used for Misc lines used on an element.
Categories & Projects Settings
- Use QuickBooks Class Tracking - If enabled, Flex will export elements with information that will send to the "Class" field on QuickBooks Online elements (if enabled in QuickBooks Online).
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Class Tracking Mode - If Class Tracking is enabled (above), then this will determine which name will send to QuickBooks Online as the "Class"
- Location
- Department
- Project Tracking Enabled - If enabled, Flex will push the client name and job name or number to the "Customer" field in QuickBooks Online in the following format: "(customer name):(job name/number)".
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Project Name Field - This determines which name sends to QuickBooks Online as the job name.
- Name - The name of the element being exported
- Number - The number of the element being exported
- Parent Name - The name of the immediate parent element that the element being exported belongs to
- Parent Number - The number of the immediate parent element that the element being exported belongs to
- Root Name - The name of the top-level element that the element being exported belongs to
- Root Number - The number of the top-level element that the element being exported belongs to
Export Settings
-
Send Muted Lines - When toggled on, Flex will send any lines marked as Line Muted in the export to QuickBooks Online.
- If an item has been checked as Line Muted, but has a price other than $0.00, it will result in an error. For transparency, if the item has a price it should be exported showing that price.
Payment Settings
- Allow Credit Card Payments - When toggled on, Flex extends the ability for customers to make payments when an element is exported to QuickBooks Online.
Resource Map
The Resource Map tab shows a grid that lists all the resource types in your Flex system. In the grid, you can assign a GL Account to be associated with the Sales Account and the Purchase Account for each resource type.
To change the GL Account for either the Sales Account or Purchase Account for a resource type, click into the grid and choose a GL Account from the dropdown list.
Element Map
The Element Map tab shows a grid with each financial element type in your Flex system. You can choose how each element will appear in QuickBooks Online when it is exported, as well as specific information like which dates and contact types are exported.
The grid shows the following columns:
- Definition Name - The name of the Flex financial element that is eligible to exported to QuickBooks Online
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QuickBooks Online Type - Determines what the Flex element will be created as when exported to QuickBooks Online. The choices are:
- Credit Memo
- Invoice
- Purchase Order
- Received Payment
-
Transaction Date - Determines which Flex date will be set as the Transaction Date on the QuickBooks Online element. The choices are:
- Prepared Date
- End Date
- Start Date
-
Customer Field - Determines which Flex contact will be set as the Customer on the QuickBooks Online element (Invoices, Credit Memos, and Received Payments only). The choices are:
- Bill To
- Client
- Vender
- Venue
- Secondary Venue
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Vendor Field - Determines which Flex contact will be set as the Vendor on the QuickBooks Online element (Purchase Orders only). The choices are:
- Bill To
- Client
- Vendor
- Venue
- Secondary Venue