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Accounting & Quickbooks Online

Table of Contents

How to Connect Accounting Orders Accounting Transactions
This document offers a detailed guide to integrating QuickBooks Online with Flxpoint, empowering users to automate and streamline their accounting operations. It provides step-by-step instructions on setup, authentication, and configuration, enabling seamless syncing of critical financial data such as purchase orders, invoices, and sales receipts between Flxpoint and QuickBooks Online. Designed for users of all experience levels, this guide covers how to establish a secure connection, map sources and channels, and configure key accounting exports like orders, fulfillment requests, and invoices. By following these structured instructions, you can ensure accuracy, reduce manual effort, and efficiently manage your financial data within Flxpoint, allowing you to focus on growing your business.

 

How to Connect

ℹ️
Step 1: Before You Get Started
Prepare your QuickBooks Online account by adjusting Account & Settings.

Account Settings Location
Found on QuickBooks’ main page under Accounting → “Chart of Accounts”.

Accounts Settings
Ensure you have:
A “Sales of Product Income” account (Type: Income)
An “Accounts Payable (A/P)” account (Type: Accounts Payable (A/P))
If missing, click New (top-right in QuickBooks), then Save and Close.

General Settings
Sales → Sales form content: Enable Shipping & Custom Transaction Numbers
Sales → Products and services: Show SKU Column & Track Quantity/Price/Rate
Expenses → Bills and expenses: Show Items Table & Track Expenses/Items by Customer
Expenses → Purchase Orders: Use Purchase Orders & Custom Transaction Numbers
QuickBooks Setup Screenshot
Step 2: How to Connect
Go to Settings (gear icon) → Accounting.
Click the Blue + Icon to create a new QuickBooks Online connection.
Select QuickBooks Online, then click Save and Proceed.
Step 3: New or Existing Connection
Choose an existing connection or click + New Connection.
Enter a Connection Name, select the Environment (Production or Sandbox).
Click Generate a New Authorization Token to log in and authorize for the QuickBooks API.
After allowing access, you’ll be redirected back, which saves your tokens automatically.
When your connection is ready, click Save and Proceed.
Step 4: Configure Settings
Enable or disable “Link to Existing Sales Receipts.”
Click Save and Proceed.
Step 5: Accounting Operations
Enable toggles for Fulfillment Requests, Invoices, Orders, Shipments.
Select which Source(s) or Channel(s) to map; multiple selections are allowed.
Click Save and Complete to finish your setup.

 

 

Accounting Orders

Accounting Orders primarily deal with syncing order-related data (e.g., sales receipts, tax info) from Flxpoint to QuickBooks. 

Send Accounting Orders

Supported | QuickBooks Online - Send Accounting Orders

1. Introduction to Send Accounting Orders
The Send Accounting Orders integration connects your Flxpoint system with QuickBooks Online (QBO), enabling you to send orders from your sales channels to QBO as Sales Receipts or Invoices. This integration simplifies your accounting by syncing order details, customer information, and tax data automatically, ensuring your financial records are accurate and up to date.

2. Why Use This Integration?
This integration helps you:
- Automate Accounting: Sends orders to QBO as Sales Receipts (for paid orders) or Invoices (for unpaid orders).
- Sync Customers: Matches or creates customers in QBO using channel and display names.
- Link Items: Associates order items with QBO items by SKU, creating new items if needed.
- Handle Discounts: Supports associating discounts with invoices using a specified SKU.
- Sync Taxes: Sends the total tax amount to QBO, where QuickBooks determines the correct tax agency.
- Schedule Tasks: Automates the process with scheduling options for regular updates.

3. Naming Conventions
Flxpoint and QuickBooks use different terms for some concepts:
- Orders from a sales channel in Flxpoint: Synced as Sales Receipts in QuickBooks (for paid orders) or Invoices (for unpaid orders).
- Purchase Orders: Share the same name in both Flxpoint and QuickBooks.
- Invoices from a source/supplier in Flxpoint: Synced as Bills in QuickBooks.

4. How the Integration Works
The integration follows these steps to send orders to QuickBooks Online:
1. Create Sales Receipt or Invoice: If the order payment status is "paid," creates a Sales Receipt; otherwise, creates an Invoice. Marks the order as accounting synced in Flxpoint.
2. Create Purchase Order: Generates a Purchase Order in QBO if the order is accounting synced in Flxpoint.
3. Send Accounting Invoice: Posts a Bill in QBO if the Purchase Order is accounting synced, using user authentication for syncing.
4. Match or Create Customers: Uses the channel and display name to match customers in QBO. If no match is found, creates a new customer.
5. Link Items by SKU: Searches QBO for items by SKU. If multiple items are found, matches the item name with the order item name. If no match, creates a new QBO item.
6. Handle Discounts: If a discount SKU is specified, associates it with the invoice line item to reflect discounts in the total.
7. Handle Taxes: Sends the total tax amount to QBO. QuickBooks determines the correct tax agency based on your business location and shipping destination using Automated Sales Tax (for U.S.-based accounts created after November 17, 2017). Legacy users can learn more at QuickBooks Automated Sales Tax.
8. Execution: Runs manually or on a schedule (e.g., daily).

5. Configuration Options
Customize the integration to fit your needs:
- Connection: Select your QuickBooks Online account using the connection setup process.
- Only Link to Existing Sales Receipts: Toggle Yes/No to link orders to existing Sales Receipts in QBO. If No, creates new Sales Receipts or Invoices.
- Discount SKU: Enter a SKU to associate with discounts on Invoices (optional).
- Send Accounting Fulfillment Requests: Toggle Yes/No to send fulfillment requests to QBO.
- Send Accounting Invoices: Toggle Yes/No to send invoices to QBO.
- Send Accounting Orders: Toggle Yes/No to send orders to QBO, with default mappings for fields and channels.
- Scheduling: Run manually or schedule (e.g., daily). Jobs may take a few minutes to start and complete.

6. Step-by-Step Setup Instructions
Follow these steps to set up the integration:
1. Add the Integration: In Flxpoint, go to the "Integrations" section, select "QuickBooks Online" as the type, and choose “Send Accounting Orders.”
2. Connect to QuickBooks Online:
- Click "Connect to QuickBooks Online" to open the connection setup window.
- Enter a Connection Name (e.g., "QUICKBOOK") and select the Environment as "Production."
- Click "Continue" to proceed to the QuickBooks login page.
- Sign in with your QuickBooks credentials by entering your Email or User ID and clicking "Sign in." Ensure the "Remember me" option is checked if you want to save your login details.
3. Configure Integration Settings:
- In the "Integration Settings" window, toggle “Only Link to Existing Sales Receipts” (Yes/No).
- Enter a Discount SKU if applicable.
- Toggle “Send Accounting Fulfillment Requests” (Yes/No).
- Toggle “Send Accounting Invoices” (Yes/No).
- Toggle “Send Accounting Orders” to Yes to enable this integration.
- Click "Continue" to save your settings.
4. Select Channels: Choose the sales channels from which orders will be sent to QBO.
5. Schedule the Integration: Enable scheduling (e.g., daily) or run manually with “Run Integration.”

7. Troubleshooting Common Issues
If you encounter issues, try these steps:
- Orders Not Syncing:
- Ensure your QBO connection is active. Go to "Integration Settings" and click "Connection Config" to re-authenticate if needed.
- Verify the selected channels match the order’s channel in Flxpoint.
- Customer Not Found: Check that the customer’s channel and display name in Flxpoint match QBO. If not, the integration will create a new customer.
- Item Not Linked: Confirm the SKU exists in QBO. If multiple SKUs are found, ensure the item name matches the order item name.
- Discount Not Applied: Verify that a valid Discount SKU is entered in the "Integration Settings."
- Tax Not Calculated Correctly: Ensure your QBO account uses Automated Sales Tax (enabled by default for U.S. accounts after November 17, 2017). Legacy users can enable it in QBO settings or refer to QuickBooks Automated Sales Tax.

8. Conclusion
The Send Accounting Orders integration with QuickBooks Online simplifies your accounting by syncing orders as Sales Receipts or Invoices. With automated tax handling and scheduling options, you can keep your financial records accurate with minimal effort.

 

 

Accounting Transactions

Accounting Transactions handle deeper financial processes such as purchase orders, fulfillment requests, and invoices (bills). 

Send Accounting Fulfillment Requests

Supported | QuickBooks Online - Send Accounting Fulfillment Requests

1. Introduction to Send Accounting Fulfillment Requests
The Send Accounting Fulfillment Requests integration connects your Flxpoint system with QuickBooks Online (QBO), allowing you to send fulfillment requests (FRs) as Purchase Orders (POs) to QBO. This integration ensures that your vendor orders are accurately reflected in your accounting system, streamlining your fulfillment process.

2. Why Use This Integration?
This integration helps you:
- Sync Fulfillment Requests: Sends FRs to QBO as Purchase Orders, ensuring accurate tracking of vendor orders.
- Link to Sales Receipts or Invoices: Associates POs with existing Sales Receipts or Invoices in QBO for seamless accounting.
- Match Vendors: Identifies vendors in QBO by source address, ensuring proper vendor assignment.
- Automate Processes: Supports scheduling to automate the sync of FRs, saving time and reducing errors.

3. Naming Conventions
Flxpoint and QuickBooks use different terms for some concepts:
- Orders from a sales channel in Flxpoint: Synced as Sales Receipts in QuickBooks (for paid orders) or Invoices (for unpaid orders).
- Purchase Orders: Share the same name in both Flxpoint and QuickBooks.
- Invoices from a source/supplier in Flxpoint: Synced as Bills in QuickBooks.

4. How the Integration Works
The integration follows these steps to send fulfillment requests to QuickBooks Online:
1. Prerequisite - Sync Orders: Requires "Send Accounting Orders" to run first, syncing orders as Sales Receipts or Invoices in QBO.
2. Create Purchase Order: Generates a PO in QBO if the associated order is accounting synced in Flxpoint.
3. Send Accounting Invoice: Posts a Bill in QBO if the PO is accounting synced, using user authentication for syncing.
4. Match Vendor: Identifies the vendor in QBO using the source address from Flxpoint. The source name in Flxpoint must match the supplier account name in QBO. If no match is found, the job will error out and terminate.
5. Link to Sales Receipt or Invoice: Checks for a Sales Receipt with the external linking reference ID. If none exists, checks for an Invoice. Links the PO to either the Sales Receipt or Invoice based on availability.
6. Handle Purchase Order SKUs: Due to QuickBooks' limitation with SKUs at the PO level, Flxpoint maps the PO item SKU to QBO’s SKU field by default and copies the SKU to the Description field as a workaround.
7. Save PO ID: Retrieves the PO ID from QBO and saves it in the database as a confirmation number.
8. Execution: Runs manually or on a schedule (e.g., daily).

5. Configuration Options
Customize the integration to fit your needs:
- Connection: Select your QuickBooks Online account using the connection setup process.
- Send Accounting Fulfillment Requests: Toggle Yes/No to enable sending FRs to QBO.
- Sources: Select the sources (e.g., vendors) to include in the FRs. Ensure the source name in Flxpoint matches the supplier account name in QBO for proper linking.
- Scheduling: Run manually or schedule (e.g., daily). Jobs may take a few minutes to start and complete.

6. Step-by-Step Setup Instructions
Follow these steps to set up the integration:
1. Ensure Orders Are Synced: Enable and run the "Send Accounting Orders" integration first to sync orders as Sales Receipts or Invoices in QBO.
2. Add the Integration: In Flxpoint, go to the "Integrations" section, select "QuickBooks Online" as the type, and choose “Send Accounting Fulfillment Requests.”
3. Connect to QuickBooks Online:
- Click "Connect to QuickBooks Online" to open the connection setup window.
- Enter a Connection Name (e.g., "QUICKBOOK") and select the Environment as "Production."
- Click "Continue" to proceed to the QuickBooks login page.
- Sign in with your QuickBooks credentials by entering your Email or User ID and clicking "Sign in." Ensure the "Remember me" option is checked if you want to save your login details.
4. Configure Integration Settings:
- In the "Integration Settings" window, toggle “Send Accounting Fulfillment Requests” to Yes.
- Select the sources (e.g., vendors) to include. Ensure source names match supplier account names in QBO.
- Click "Continue" to save your settings.
5. Schedule the Integration: Enable scheduling (e.g., daily) or run manually with “Run Integration.”
6. Best Practices:
- Ensure FRs are in "Processing" status before syncing. Check Settings > Workflow > Fulfillment Request Strategy to enable Auto-Processing if needed.
- Use identical names and SKUs in Flxpoint and QBO.
- Monitor Accounting Sync History to catch errors early.

7. Troubleshooting Common Issues
If you encounter issues, try these steps:
- Fulfillment Requests Not Syncing:
- Ensure your QBO connection is active. Go to "Integration Settings" and click "Connection Config" to re-authenticate if needed.
- Verify that the selected sources match the FR’s source in Flxpoint.
- Vendor Not Found: Confirm that the source name in Flxpoint matches the supplier account name in QBO. Update names to match exactly if needed.
- Sales Receipt or Invoice Not Linked: Check that the external linking reference ID matches an existing Sales Receipt or Invoice in QBO.
7.1 Troubleshooting "Object Not Found" Error
When sending Fulfillment Requests as Purchase Orders to QBO, you may encounter the error: "Object Not Found: Something you're trying to use has been made inactive. Check the fields with accounts, customers, items, vendors or employees." This error occurs if QBO cannot find a required record or if the integration is misconfigured.
7.1.1 Why This Happens
- A required record (e.g., account, customer, item, vendor) is inactive or deleted in QBO.
- Names or SKUs in Flxpoint don’t match QBO exactly (case-sensitive, no special characters).
- The order wasn’t synced first via "Send Accounting Orders."
7.1.2 How to Fix It
- Enable "Send Accounting Orders":
- In Flxpoint, go to Settings > Integrations > QuickBooks.
- Turn on Send Accounting Orders and run a sync to create Sales Receipts or Invoices in QBO.
- If using another app to sync orders, ensure orders are in QBO before sending FRs. Contact Flxpoint Support for help with custom setups.
- Check for Inactive Records:
- Log in to QBO as an admin.
- Go to Settings > Chart of Accounts, click the gear icon, and select Include Inactive. Click Make active for any inactive accounts.
- Check Sales > Customers, Vendors > Vendors, or Sales > Products and Services. Use Include Inactive to find and reactivate records.
- Match Names and SKUs:
- In Flxpoint, check the FR details (e.g., vendor, item names) under Orders > Fulfillment Requests.
- Compare with QBO records. Update names or SKUs in either system to match exactly.
- Re-authenticate the Integration:
- In Flxpoint, go to Settings > Integrations > QuickBooks and click Re-Link.
- Check QuickBooks Settings:
- Ensure the QBO user has permissions to create POs, Sales Receipts, and Invoices.
- In QBO, go to Settings > Account and Settings > Sales and turn off Custom transaction numbers and Warn if duplicate check/bill number is used.
- Review Sync History:
- In Flxpoint, go to Settings > Accounting Sync History to view error details.
- Note any specific missing records (e.g., item or vendor names) and verify them in QBO.
7.1.3 Need Help?
If the error persists, contact Flxpoint Support with:
- Screenshots of the Fulfillment Request details.
- Confirmation that "Send Accounting Orders" has run.
- Your QuickBooks version (Online or Desktop).
- Email: support@flxpoint.com | Phone: (855) 727-8399 | Submit a ticket or schedule a call via the Flxpoint portal.

8. Conclusion
The Send Accounting Fulfillment Requests integration with QuickBooks Online simplifies your accounting by syncing FRs as Purchase Orders. With automated scheduling and vendor matching, you can ensure accurate tracking of fulfillment data in your accounting system.

Send Accounting Invoices

Supported | QuickBooks Online - Send Accounting Invoices

1. Introduction to Send Accounting Invoices
The Send Accounting Invoices integration connects your Flxpoint system with QuickBooks Online (QBO), allowing you to send invoices from your sources/suppliers to QBO as Bills. This integration ensures that your financial data, including item details and costs, is accurately synced with your accounting system, streamlining your financial workflows.

2. Why Use This Integration?
This integration helps you:
- Sync Invoices: Sends invoices to QBO as Bills, ensuring accurate financial tracking.
- Link to Purchase Orders: Associates Bills with existing Purchase Orders in QBO for seamless accounting.
- Match Items: Links invoice items to QBO items, ensuring proper categorization.
- Automate Processes: Supports scheduling to automate invoice syncing, reducing manual effort.

3. Naming Conventions
Flxpoint and QuickBooks use different terms for some concepts:
- Orders from a sales channel in Flxpoint: Synced as Sales Receipts in QuickBooks (for paid orders) or Invoices (for unpaid orders).
- Purchase Orders: Share the same name in both Flxpoint and QuickBooks.
- Invoices from a source/supplier in Flxpoint: Synced as Bills in QuickBooks.

4. How the Integration Works
The integration follows these steps to send invoices to QuickBooks Online:
1. Prerequisite - Sync Orders and Purchase Orders: Requires "Send Accounting Orders" and "Send Accounting Fulfillment Requests" to run first, syncing orders as Sales Receipts or Invoices and creating Purchase Orders in QBO.
2. Send Accounting Invoice: Posts a Bill in QBO if the Purchase Order is accounting synced in Flxpoint, using the PO ID to retrieve the Purchase Order and match customers and line items.
3. Match SKU for Invoice: Ensures the SKU on the invoice matches the SKU sent on the corresponding Purchase Order. If they don’t match, QBO cannot associate the invoice items with the PO items, and the Bill cannot be created.
4. Match Vendor: Identifies the vendor in QBO using the source name from Flxpoint. The source name must match the supplier account name in QBO for proper linking.
5. Post Bill: Creates a Bill in QBO (known as "POST BILL" in QBO terminology) linked to the Purchase Order.
6. Acknowledge Success: Sends an acknowledgment upon successful job completion.
7. Execution: Runs manually or on a schedule (e.g., daily).

5. Configuration Options
Customize the integration to fit your needs:
- Connection: Select your QuickBooks Online account using the connection setup process.
- Send Accounting Invoices: Toggle Yes/No to enable sending invoices to QBO.
- Sources: Select the sources (e.g., vendors) to include in the invoice sync. Ensure the source name in Flxpoint matches the supplier account name in QBO for proper linking.
- Scheduling: Run manually or schedule (e.g., daily). Jobs may take a few minutes to start and complete.

6. Step-by-Step Setup Instructions
Follow these steps to set up the integration:
1. Ensure Prerequisites Are Met: Enable and run "Send Accounting Orders" and "Send Accounting Fulfillment Requests" to sync orders and create Purchase Orders in QBO.
2. Add the Integration: In Flxpoint, go to the "Integrations" section, select "QuickBooks Online" as the type, and choose “Send Accounting Invoices.”
3. Connect to QuickBooks Online:
- Click "Connect to QuickBooks Online" to open the connection setup window.
- Enter a Connection Name (e.g., "QUICKBOOK") and select the Environment as "Production."
- Click "Continue" to proceed to the QuickBooks login page.
- Sign in with your QuickBooks credentials by entering your Email or User ID and clicking "Sign in." Ensure the "Remember me" option is checked if you want to save your login details.
4. Configure Integration Settings:
- In the "Integration Settings" window, toggle “Send Accounting Invoices” to Yes.
- Select the sources (e.g., vendors) to include. Ensure source names match supplier account names in QBO.
- Click "Continue" to save your settings.
5. Schedule the Integration: Enable scheduling (e.g., daily) or run manually with “Run Integration.”

7. Troubleshooting Common Issues
If you encounter issues, try these steps:
- Invoices Not Syncing:
- Ensure your QBO connection is active. Go to "Integration Settings" and click "Connection Config" to re-authenticate if needed.
- Verify that the selected sources match the invoice’s source in Flxpoint. Ensure the source name matches the supplier account name in QBO.
- Purchase Order Not Found: Confirm that the PO ID matches an existing Purchase Order in QBO. The integration requires a matching PO to proceed.
- SKU Mismatch: Ensure the SKU on the invoice matches the SKU sent on the corresponding Purchase Order. If they don’t match, QBO cannot create the Bill.
- Item Not Linked: Ensure invoice items in Flxpoint match items in QBO for proper association.
- Job Fails with Error: Review Flxpoint logs for details. Common issues include missing Purchase Orders or mismatched vendor names.

8. Conclusion
The Send Accounting Invoices integration with QuickBooks Online simplifies your accounting by syncing invoices as Bills in QBO. With automated scheduling and Purchase Order linking, you can ensure accurate financial tracking with minimal effort.

 

 

 

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