On this page you will set up the default QBO accounts you would like Ollie Ops to sync information with. If you'd like to sync specific items within Ollie Ops to more specific accounts, you can do so.
Things to Know Before you Connect QBO Essentials
Ensure you know the type of Quickbooks account you have:
There are specific differences between the QBO Essentials and Plus (or higher) integrations. The Essentials plan restricts certain features and therefore behaves slightly different than the Plus plan.
How often does QBO Essentials sync to Ollie Ops?
Syncing happens regularly every hour. Syncing can be triggered manually from the Raw Materials, Packaging Materials, Finished Goods, and Batches pages by clicking the “Sync to QBO” button.
What does the integration do?
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Purchase orders are synced as purchase orders when marked as ordered
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Purchase orders are converted to bills when marked as received
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Finished goods can be synced as items and/or as GL account values
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Finished goods cannot be synced as items if integrating with Ollie Order
When the GL accounts are all set up, we will create a purchase order in Quickbooks when the purchase order in Ollie Ops is marked as Open. When the purchase order is received in Ollie Ops, the purchase order in Quickbooks will be converted to a bill.
PLEASE NOTE:
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If you plan to integrate Ollie Ops with Ollie Order, please do so prior to setting up QBO. Once connected to the Ollie Order integration, you will not be able to use the “item” based Quickbooks integration. This option will be hidden from the user in the UI.
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Products must be created in Ollie Ops. Any products that are created in Quickbooks will be ignored when syncing packaged inventory.
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Ensure that the "Finished Goods Asset Account" field from above is configured.
1. Select "Quickbooks Online Plus (and above)"
2. Select an Accounts Payable Account
Select your default Accounts Payable Account for QBO.
When purchase orders are received, this is the account that will be credited.
3. Select a Finished Goods Asset Account
Select your default Finished Goods Asset Account for QBO.
This is the account that will be updated with the current value of finished goods (cans/bottles/kegs) when the sync happens.
4. Select a Packaging Material Asset Account
Select your default Packaging Material Asset Account for QBO.
This will be the default account that gets updated with the current value of packaging materials when the sync happens.
Each packaging material can override the account that is updated with the current value of that item (and any others that use the same account) when the sync happens. Click here for instructions.
5. Select a Raw Material Asset Account
Select your default Raw Material Asset Account for QBO.
This will be the default account that is updated with the current value of raw materials (grains/hops/yeast/miscellaneous) when the sync happens.
Each raw material can override the account that is updated with the current value of that item (and any others that use the same account) when the sync happens. Click here for instructions.
6. Select a WIP Asset Account
Select your default WIP Asset Account for QBO.
This is the account that will be updated with the current value of WIP beer (any beer that is in a tank or barrel) when the sync happens.
7. Select an Inventory Adjustment Account
Select your default Inventory Adjustment Account for QBO.
This is the account that is used to offset the adjustments made when syncing the above accounts (except for finished goods). Quickbooks requires that you have offsetting ledger items when adjusting GL account values.
8. Select a Cost of Goods Sold Account
Select your default Cost of Goods Sold Account for QBO.
This is the account that is used to offset the adjustments made when syncing the finished goods account. This account will be adjusted when Finished Goods are removed via a QBO Invoice or a transfer from Ollie Ops to Ollie Order (if you have this integration).
In the future, Ollie Order will manage Cost of Goods Sold debits as products are sold. Be on the lookout for news about this integration from our Customer Success team.
9. Check box to enable Packaged Inventory sync
Check the box to enable an item-based integration for Packaged Inventory.
When we refer to an “item” below, it is referring to an individual inventory item in Quickbooks. This works as follows:
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When a new product variant is created it is synced to Quickbooks as an “item”
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When finished goods are packaged, added, or removed, we sync the inventory for that item to the Quickbooks “item”
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Ensure that the "Finished Goods Asset Account" field from above is configured.
10. Select an Expense Account
Select your default Expense Account for QBO.
Once a Finished Good is removed from Ollie Ops, the Finished Goods Asset Account is debited and Cost of Goods Sold is added to you Expense Account.
11. Select an Income Account
Select your default Income Account for QBO.
Once a Finished Good is removed from Ollie Ops, the Finished Goods Asset Account is debited and Revenue is added to you Income Account.
12. Click on "Update preferences"
To complete your QBO Plus (and above) Setup, click Update Preferences.
