- Overview
- GL Account Hierarchy When Exporting to QuickBooks Online
- Where You Can Set GL Accounts in Flex
Overview
When you export a financial document (Invoice, PO, Payment, etc.) from Flex, each line item on that element will have a GL Account associated with it so QuickBooks Online knows which account the line item amount should map to. Generally, all GL Account setup in Flex should only have to be done once, with minimal changes as you might change your account setup in QuickBooks Online.
Most line items will be associated with a GL Account based on the resource type that is used on the line on the Flex document. But there are ways to override this and have a GL Account associate with a line based on the inventory group it came from, or have a specific GL Account associated with a single item.
GL Account Hierarchy When Exporting to QuickBooks Online
When you export a financial document from Flex, each line item on that element will have a GL Account associated with it based on a specific hierarchy:
- Flex checks if the line item is an inventory model that has a specific GL Account set. If yes, then that GL Account will be used.
- If not, then Flex checks if the line item belongs to an inventory group that has a specific GL Account set. If yes, then that GL Account will be used.
- If not, then Flex checks the resource type of the line item and will use the GL Account set for that resource type
- If the line item does not have a resource type or the resource type does not have a GL Account set, then Flex will check for the "Default GL Account" settings in QuickBooks Online settings (see below).
Where You Can Set GL Accounts in Flex
GL Accounts can be set per resource type, per inventory group, and even per inventory model. Additionally, there is a "Default GL Account" for sales, purchases, and misc. lines in QuickBooks Online settings.
Setting Default GL Accounts in QuickBooks Online Settings
- Click the main menu.
- Click Integrations, then click QuickBooks Online
- Click the Settings tab.
- Find the GL Account Settings section
- Click the dropdown menu next to each field to set a default GL Account for each
Setting Default GL Accounts for Resource Types
- Click the main menu.
- Click Integrations, then click QuickBooks Online
- Click the Resource Map tab.
- Click in the "Sales Account" and "Purchase Account" fields for each resource type that you want to set (a dropdown menu will show when you click in the field, and the selection is automatically saved after selected)
Setting Default GL Accounts for Inventory Groups
- Click the Inventory Tree icon in the Resource Browser
- Click the cog-wheel icon in the top-right corner of the inventory tree (this will open a new tab with the inventory tree editor)
- Double-click the parent group name that you want to set a sales account or purchase account for
- Click the dropdown menu next to "Sales Account" and "Purchase Account" to set a GL Account
- Click OK
Setting Default GL Accounts on Individual Inventory Models
- Open an inventory model
- Click the GL Accounts tab
- Click in the "Sales Account" and "Purchase Account" fields for each resource type that you want to set (a dropdown menu will show when you click in the field, and the selection is automatically saved after selected)