Quickbooks Online Integration with Ollie Ops Setup
Ollie Ops integrates with Quickbooks Online to help make managing your assets easier with account management and a better insight into your COGs. With this integration, you’ll be able to easily pull in your vendors already created within Quickbooks, create bills for your POs in Quickbooks, create products in Quickbooks, and manage the flow of your assets during the lifecycle of a beer inside of your Quickbooks.
How to set up your Quickbooks Online Integration with Ollie Ops
Click your icon in the top right corner of Ollie Ops and select Brewery Settings.
- Select the Integrations Tab
- Click on Connect (or Configure if Quickbooks is already connected)
- Follow the steps below and ensure to add your inventory prior to the configuration
Please ensure all of your inventory and WIP has been added to Ollie Ops prior to configuring QBO. Enabling your QBO setup prior to taking these steps will result in inaccurate account values being synced to QBO.
You can view how to add your raw material inventory, here.
You can view how to add your packaging material inventory, here.
You can view how to add your finished goods, here.
You can view how to add your WIP beer, here.
Once a task is complete, you can click the X to update it to a check mark.
5. Select your Raw Materials Asset Account from the Raw Material Asset Account tab.
This will be the default account that is updated with the current value of raw materials (grains/hops/yeast/miscellaneous) when the sync happens. It is your other current asset account for Raw Materials (grain, hops, yeast, misc, etc).
If you have your raw material asset accounts set up by grains, hops, yeast, and miscellaneous items and you want to override the single asset account you can override the mapping in the ingredient database. Click here for instructions.
6. Select your Packaging Materials Asset Account from the Packaging Material Asset account tab.
This will be the default account that is updated with the current value of packaging materials (keg collars, caps, cans, labels, trays, etc) when the sync happens. It is your other current asset account for Packaging Materials.
Just like raw materials, if you want to override the single asset account to be broken down, you can override the mapping in the packaging material database. Click here for instructions.
7. Select your WIP Asset Account
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.
8. Select your Finished Goods Asset Account
This is the account that will be updated with the current value of all Packaged Beer (Beer in kegs / cans / bottles) when the sync happens. When beer is invoiced, this value is removed and sent to the mapped Cost of Goods sold account.
Please note: If you are using Ollie Order, this will be the same account map in Ollie Order’s Quickbook Online Integration Finished Goods Account.
9. Select your Cost Of Goods Sold Account
This is an Expense Account, this account offsets the Finished Goods Account once the items are sold. This account will be adjusted any time finished goods are depleted via invoicing either within your Quickbooks or if you are an Ollie Order user.
Please note: If you are using Ollie Order, this will be the same account map in Ollie Order’s Quickbook Online Integration Cost of Goods Sold Account.
10. Select your Other Cost Of Goods Sold Account
This is an expense, uncategorized expense account. This is where all “Additional Costs” money will hit (Additional Cost can be added on the Batch or Packaging Run Level). An example would be a Mobile Canning Fee. If you do not plan on using Additional Cost, a GL Account still needs to be chosen and can be the same as your Cost of Goods Sold account.
11. Select your Inventory Adjustment Account
This is an expense account, i.e. your inventory shrinkage account. This is where all money from Inventory Adjustments for raw and packaging materials and finished goods will hit (ex. Broken Grain bag, spilled hops, etc).
12. Select your Accounts Payable Account
When purchase orders are received, this is the account that will be credited. You must be using QBO Plus or higher and have enabled item-based syncing (see step 13).
13. Choose if you'd like to automatically sync packaged inventory
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:
- When a new product variant is created it is synced to Quickbooks as an “item”
- When finished goods are packaged, added, or removed, we sync the inventory for that item to the Quickbooks “item”
- Ensure that the "Finished Goods Asset Account" field from above is configured.
- When inventory is invoiced or otherwise sold in Quickbooks, we will automatically adjust your inventory in Ollie Ops
14. Mark all the steps as complete
In order to move on to the next step in your QBO configuration, you will need to ensure that you have completed and checked off all the steps.
15. Review your account values prior to completing setup
Prior to completing your QBO setup, you will need to:
- Review the current values of each of your accounts for accuracy. If the accounts look incorrect, you may need to have one of the following issues.
Make a decision on removing any existing journal entries in QBO or not (not applicable to new users or first time configurations).
- Checking this box will remove all journal entries previously synced to your QBO instance, impacting the existing value of your accounts in QBO. If you have already made additional journal entries to true-up any previous discrepancies, we recommend leaving this box unchecked.
16. Complete your setup