Set up QuickBooks Online

Set up QuickBooks Online

Overview

Find out how to install, connect, and configure a QuickBooks Online integration.

Before you begin, make sure you’ve set up your chart of accounts and tax rates in QuickBooks Online. You must use a QuickBooks Online primary or company admin user  to connect this integration.

If you don’t have a QuickBooks Online account, talk to Intuit about signing up.

Install QuickBooks Online

  1. Log in to Cin7 Omni as an administrator.

  2. From the navigation, open the App Store.

  3. Select the Accounting tab.

  4. Select QuickBooks Online.

  5. Select Request App Installation and Install to confirm.

Once your request has been approved, you’ll find your QuickBooks Online integration in the Accounting menu in the navigation.

Connect QuickBooks Online

Once you’ve installed the integration, connect to QuickBooks Online:

  1. Log in to Cin7 Omni as an administrator.

  2. From the Accounting menu in the navigation, select your QuickBooks Online integration.

  3. Select Settings.

  4. Open the Connect tab.

  5. Select Connect to QuickBooks.

  6. Follow Intuit’s on-screen instructions to log in and authorize your connection – you must log in as a QuickBooks Online primary or company admin user. Then you’ll be sent back to Cin7 Omni.

Configure QuickBooks Online

  1. Log in to Cin7 Omni as an administrator.

  2. From the Accounting menu in the navigation, select your QuickBooks Online integration.

  3. Select Settings.

  4. Open the Settings tab.

  5. Either select Start Setup Wizard and follow the on-screen instructions, or configure your settings directly and then select Save.

Warning! Starting the setup wizard (Start Setup Wizard) will clear your existing tax rates' State, region, or country property, used by the matching tax rates method for ecommerce transactions.

Multicurrency

Set Is Multicurrency to Yes if you’ve turned on multicurrency in QuickBooks Online.

Update transactions for number of past months

Use Update Transactions for Number of Past Months to select the number of past months’  transactions you want to be able to sync from your QuickBooks Online dashboard.

Purchase orders

Set Upload Cin7 Purchase Orders as QuickBooks Purchase Orders to Yes to sync Cin7 Omni purchase orders without an Invoice Date, Invoice Number, or Dispatch Date to QuickBooks Online as QuickBooks Online purchase orders.

Find these purchase orders on the Purchases > Purchase Orders tab of your QuickBooks Online dashboard. Once you’ve invoiced and dispatched these purchase orders, you can sync their invoices to QuickBooks Online.

Accounts: defaults, landed costs

Use Default Accounts to choose accounts from your chart of accounts where your assets, your revenue, and your expenses get allocated, and their effective tax rates:

Stock on hand is for the value of goods in your inventory. Set Stock on hand to a current asset account. If you want to create a custom QuickBooks Online account (or subaccount) for stock on hand, ensure the name of that account meets one of these two naming requirements (omit quotation marks):

  • The account name begins with “Cin7 - ”

  • The account name includes “inventory”

Payments is for payments received via the Omni payment portal. Set Payments to a clearing account.

COGS is for the cost paid for goods sold, Purchase non-stock the cost paid for non-inventory purchases, and Adjustments the value of stock adjustments. Set these to expense accounts.

Sales, Sales of surcharge, Sales of discounts, and Sales of freight are for revenue from the sale of goods and services, freight, discounts, and surcharges, respectively. You must set these to income accounts.

However, Omni can't access your QuickBooks Online income accounts. They won't show in the dropdown lists for selection. Instead, you must create QuickBooks Online services that link to income accounts. These will show in the dropdown lists and can be selected.

If you used the wizard to set up your integration, these services were created automatically. Set each account to the right service:

  • Sales to Cin7 - Sales

  • Sales of surcharges to Cin7 - Surcharge Sales Account

  • Sales of discounts to Cin7 - Discount Sales Account

  • Sales of freight to Cin7 - Freight Sales Account

If you didn’t use the setup wizard, you’ll need to create these services manually in QuickBooks Online:

  1. Log in to QuickBooks Online.

  2. Create a non-inventory service  linked to your sales account:

    • Set Name to “Cin7 - Sales” (use this exact name).

    • Enable I sell this product-service to my customers.

    • Set Income account to your sales account.

  3. Create a non-inventory service  linked to your sales of surcharges account:

    • Set Name to “Cin7 - Surcharge Sales Account” (use this name exactly).

    • Enable I sell this product-service to my customers.

    • Set Income account to your sales of surcharges account.

  4. Create a non-inventory service  linked to your sales of discounts account:

    • Set Name to “Cin7 - Discount Sales Account” (use this name exactly).

    • Enable I sell this product-service to my customers.

    • Set Income account to your sales of discounts account.

  5. Create a non-inventory service  linked to your sales of freight account:

    • Set Name to “Cin7 - Freight Sales Account” (use this name exactly).

    • Enable I sell this product-service to my customers.

    • Set Income account to your sales of freight account.

  6. Log in to Cin7 Omni, open your QuickBooks Online integration, and then open your Settings.

  7. Select Get [] Service Items.

  8. Finally, under Default Accounts, set:

    • Sales to Cin7 - Sales

    • Sales of surcharges to Cin7 - Surcharge Sales Account

    • Sales of discounts to Cin7 - Discount Sales Account

    • Sales of freight to Cin7 - Freight Sales Account

  9. Select Save Settings.

You can override your default revenue accounts for different products, customers, and branches by setting up alternative general ledger (GL) accounts.

Use Landed Cost Expense Accounts to choose expense accounts to credit for additional (landing) costs. These additional costs are debited to your current asset account for inventory (Stock on hand, above). Select Add Landed Cost Row to add a new category of additional cost. Your additional cost categories are available on purchase orders (under Landed Costs).

Invoices: custom fields, shipping

Use Custom Fields to map the Customer PO Number, the Payment Terms, the Payment Method, or the Project Name of your Cin7 Omni sales orders to custom fields in your QuickBooks Online bills and invoices.

Use Shipping Information to select what shipping information from Cin7 Omni sales orders to sync to your QuickBooks Online invoices.

Deposits

Sales deposits are a liability on your general ledger. Purchase deposits are a current asset.

Select Manage Deposits to choose the liability and current asset accounts where sales deposits and purchase deposits are allocated. Find out more about syncing deposits to QuickBooks Online.

Ecommerce taxes (US only)

Taxes collected on ecommerce transactions are liabilities.

Select Upload Ecommerce Taxes into Liability Account (US Only) to choose liability accounts where taxes from each ecommerce integration are allocated. Find out more about ecommerce taxes.

Backend tax rates (US only)

Select Get Tax Rates for Backend Sales and Quotes (US Only) and QuickBooks Online will automatically assign tax rates to sales invoices based on each customer’s delivery address.

To use this feature, you must have set up automated taxes in QuickBooks Online.

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