1/2: Export Data to Quickbooks Online: Initial Set Up.

Pallet Connect is able to send completed transactions to Quickbooks online: Invoices, Rebates, Credit Memos, Purchase Orders, Affiliate charges/purchases, plus Service Fees.

This article will explain the Settings portion of set up, prior to the first export.

2. GLOBAL SETTINGS: Navigate to the main menu and Click "Settings".

3. Click "System Settings"

4. Click "Export Config"

5. Ensure that "Enable Quickbooks Online Export" is enabled.

6. NOTE: Other export options can be unchecked, if they are not needed. This will remove them from the main menu as export options.

7. Within the system settings, click "Billing"

8. In the Billing section, transaction name and numbers can be changed. For example click on "starting invoice number". Instead of starting at "1" this can be changed to a higher number.

Naming can be added to the Invoice too by using "invoice prefix' and "invoice sufix". For example, invoice 156 could be 'INV_ 156' or '156_INV'. These can help to identify a transaction type.

The name and number of other transaction types can be changed in the same way.

9. TIP! It maybe useful to stagger the number sequences of the transaction types so they have differnet numbers and are easily recognisable.

TIP! Do not use the same numbers as in Quickbooks or there will be an error for duplicates on the export. Using the prefix can help prevent these duplicates.

For example, Quickbooks could contain invoice "87" but if the invoice in Pallet Connect is "INV_87" they are not matching and it will avoid a 'duplicate' error message.

NOTE: Remember to click on "Save Settings" to complete any changes.

10. CONTACT SETTINGS: The article will focus on a ''Customer' but this will apply to all contact types e.g. Vendor, Supplier.

Click "Menu"

11. Click "Customers"

12. Click "Manage Customers"

13. Click on the contact from the list.

14. Click "Edit Contact"

15. When transactions are imported into Quickbooks online, Pallet Connect will search Quickbooks for the contact name that matches the one provided in the Contact Profile. It the name matches exactly, then the transactions will be added to that contact profile in Quickbooks. If the name does not match, and therefore is not found, it will create a new profile in Quickbooks (using the Pallet Connect name).

TIP! If bulk importing information, it is suggested to use QB database as the source, so contacts match.

16. Pallet Connect allows a contact to be more than one contact type. For example a Customer can also be a Vendor in the same profile. Quickbooks does not allow this, therefore a workaround needs to be applied for exports.

To check if a contact is more than 1 contact type, Click the "Options" tab in the profile.

17. The contact types are listed.

If the contact is more than 1 type then an export code is used to allow Quickbooks to accept both sales and purchases from the same contact.

TIP! If this is not set up, an error message will show on the export, alerting of "duplicate names".

18. Click "Export Configuration"

19. An "Optional Sales Export Code" or an "Optional Purchases Export Code" can now be added.

For example, A Customer that sometimes provides and charges for cores (as a Vendor) will need an "optional Purchases export code" to allow the Vendor purchases to export.

A Vendor who sometimes buys new pallets (as a customer) would need an "optional Sales export code" to allow invoices to export.

The export code can be similar to the original name but not matching.

For example "Bobs Burgers" is a vendor that sometimes buys new pallets (as a customer). They could have a 'optional sales export code" as "Bob Burgers sales" or "Bob Burgers Cust" for their invoices.

TIP! Remember to save any changes.

Tip: Tip! If a contact in Pallet Connect is attached to a Head Office or a Broker, as a 'location'; all transactions will be sent to the Head Office/Broker profile in Quickbooks.

20. STOCK SETTINGS: Navigate to the main menu and click "Stock"

21. Click on the relevant stock category e.g. "Manage New Pallets"

22. Click the selected stock item from the list.

23. As with the contacts, ensure that the stock item name is exactly the same as the item name in Quickbooks.

24. NOTE: A SKU or "Stock-keeping Unit", can be added if this is used in Quickboosk.

25. Click the "Export Config" tab.

26. If the name of the item is different in Quickbooks than in Pallet Connect, click on the "Export Code".

In the "default code" text box, type in the Quickbooks name so the names will match on export.