BMS-QuickBooks Online Integration

Introduction

This article enumerates the steps involved in BMS-QuickBooks online integration.

Steps

Prerequisite: You should have an active QuickBooks (http://quickbooks.intuit.com) account.

In order to setup BMS with QuickBooks, you first need to connect to QuickBooks Online.

Connecting to QuickBooks Online

bms_quickbooks_online_integration_1.png

  1. Navigate to Finance Module, then select QuickBooks > Setup.
  2. Press the Connect button, and you will be redirected to QuickBooks Online automatically.
    bms_quickbooks_online_integration_2.PNG
  3. Enter your QuickBooks credentials.
    BMS-QuickBooks_Online_Integration_Guide_2.png
  4. After validating the entered credentials, you will be automatically redirected to BMS again with some of your QuickBooks Online information displayed:
    • Company name
    • Country
    • QuickBooks online plan
    • Use account numbers (settings for charts of accounts)
    • Track inventory (settings for inventory products)
      bms_quickbooks_online_integration_4.PNG

Setup and Default Settings

In this latest version of the QuickBooks Online integration, a new Setup > Options page was introduced to address some business differences between BMS and QuickBooks Online.

  1. Navigate to Finance Module, then select QuickBooks > Setup.
  2. Select the Options tab and start filling your default settings.
    bms_quickbooks_online_integration_5.png

The dropdowns under each section below are populated from QuickBooks Online data:

Services & Non Inventory Item Accounts

  • Service and Non Inventory Income Account: Select an appropriate service and non inventory income account from the dropdown list.
  • Service and Non Inventory Expense Account: Select an appropriate service and non inventory expense account from the dropdown list.

Inventory Item Accounts

  • Inventory Item Income Account: Select an appropriate inventory item income account from the dropdown list.
  • Inventory Item Expense Account: Select an appropriate inventory item expense account from the dropdown list.
  • Inventory Item Asset Account: Select an appropriate inventory item asset account from the dropdown list.

Customer Defaults

Customer Tax Exemption Reason: Select an appropriate customer tax exemption reason from the dropdown list.

Invoice Defaults

  • QuickBooks Invoice Numbers: By default, Use Invoice Number is selected. Select any other item from the dropdown if you would like to.
  • Invoice Due Date: By default, Invoice Due Date is selected. Select any other item from the dropdown if you would like to.
  • PO Number QuickBooks Custom Field Name and Order: This field is for entering PO Number QuickBooks Custom Field Name and the number representing the order. The number can be selected from the up or down arrow at the far right of the field.

Select Yes or No for the next set of options according to your choice.

After you have done all of the above, click Save.

Import Section

bms_quickbooks_online_integration_6.PNG

Once connection and options are established, you can now start importing data from QuickBooks to BMS.

Import QuickBooks Customers
Once you click on Customers section, customers will be loaded from QuickBooks pages into a grid so that you are able to select your page size and retrieve as much data as you have:

Note: Paging is applied on all the below grids for all items.


bms_quickbooks_online_integration_7.PNG

  1. You can search for specific customer by display name
  2. You can navigate to any page you want.
  3. You can select your page size. Page will load again with changed data based on your selection.
  4. Once you select your data, you can either press Next or the tab Import Results and your process will begin.

Import QuickBooks Vendors

Vendors follow the same procedure as customers. You are able to load page, search, and import your QuickBooks vendors to BMS.
bms_quickbooks_online_integration_23.PNG

Important: For both Customers and Vendors, once a child account is selected and triggered for import procedure the child is synced with his parent automatically in order to maintain the hierarchy.

Import QuickBooks Sales Tax Items

Once selected all tax items and groups will be loaded from QuickBooks into a paged, searchable grid allowing you to select and import your taxes.
bms_quickbooks_online_integration_9.PNG

Note: Once a group tax is selected, it will be imported with all of its items.

Import QuickBooks Items
In this section, services and products are loaded into the same, paged searchable grid. However, before starting the import procedure, you need to decide the target where you want to import your items.
bms_quickbooks_online_integration_10.PNG

Once Next or Choose Target tab is pressed, you will need to decide the target of your import (as on the image below).
bms_quickbooks_online_integration_11.PNG

Note: Same item may be imported into all available targets.

Import QuickBooks Accounts
Chart of Accounts are loaded from QuickBooks into a paged, searchable grid allowing you to select and import your accounts.
bms_quickbooks_online_integration_12.PNG

Note: Once a child chart of an account is selected for import, it will be imported with its corresponding parent.

Export Section

This section is for exporting data from BMS to QuickBooks.

bms_quickbooks_online_integration_13.PNG

Export Accounts
In Accounts section, you must specify the account type before loading data from BMS.
bms_quickbooks_online_integration_14.PNG

After specifying the type of the accounts, data will be loaded correspondingly from BMS and then you can select and export data to QuickBooks.

Note: Once a child account is selected for export, it will be exported with its corresponding parent.

Export Items
In this section, you should specify the item type first, which is the data source where grid will be populated from. Then, you can select items and proceed with your export.

bms_quickbooks_online_integration_15.PNG

bms_quickbooks_online_integration_16.PNG

Export Chart of Accounts
Chart of Accounts are loaded from BMS. Select target and then proceed with your export.

bms_quickbooks_online_integration_17.PNG

Export Sales Tax Items
Once selected, all tax items and groups will be loaded from BMS into a paged, searchable grid allowing you to select and export your taxes.

bms_quickbooks_online_integration_18.PNG

Note: Once a group tax is selected, it will be exported with all of its items.

Export Invoices

This procedure configures the synchronization of invoice data between QuickBooks and BMS.

Note: Only after an invoice has been successfully generated and its status set to Ready to Send, Sent, Partially Paid, or Fully Paid, you can open the invoice in QuickBooks.

  1. Click the Export Invoices page.
  2. Search for your invoice by date range, invoice number , invoice account , or you can load all.
  3. Select the invoices to send to QuickBooks.
  4. Click Next and export selected invoices to QuickBooks.

bms_quickbooks_online_integration_19.PNG

bms_quickbooks_online_integration_20.PNG

Export Bills

This procedure configures the synchronization of bills data between QuickBooks and BMS.

  1. Click the Export Bills page.
  2. Search for your bill by date range or you can load all.
  3. Select the bills to send to QuickBooks.
  4. Click Next.
  5. Once the selected bills come to Export Results tab, click Finish.

bms_quickbooks_online_integration_21.PNG

Import Payments

This procedure configures the synchronization of payment data between QuickBooks and BMS.

  1. Click the QuickBooks menu item > Import Payments page on the local menu panel.
  2. Search for payment by date range, payment number, or load them all.
  3. Select the individual payments to import.
  4. Review the list of imported payments on the Import Results tab.

bms_quickbooks_online_integration_22.PNG

Logging

After any import or export procedure, you will get a final message describing the the status with all affected items during this procedure. You can press Show Transaction Logs and check all affected items.

bms_quickbooks_online_integration_24.PNG

bms_quickbooks_online_integration_25.PNG

Data Mapping

The following tables describe the data mapping between BMS and QuickBooks Online.

Account Code
QuickBooks entity: Account

BMS Field QuickBooks Field

Account Code

Field Number

Account Name

Name

Description

Description

Account Type

Account Type

Parent Account

Parent Account

 

Product
QuickBooks entity: Inventory/Non-Inventory Product

BMS Field QuickBooks Field

Product Name

Name

Product Description

Description

Expense Account

Expense Account

Income Account

Income Account

Requires Procurement (Yes/No)

Inventory/Non-Inventory

 

Work Type
QuickBooks entity: Service

BMS Field QuickBooks Field Notes

Work Type Name

Name

 

Description

Description on sales form

 

Income Account

Income Account

 

Taxable

Inclusive of tax

non-US companies

Expense Account

Expense account

 

 

Services
QuickBooks entity: Service

BMS Field QuickBooks Field Notes

Service Name

Name

 

Unit Price

Sales price/rate

 

Description

Description on sales form

 

Income Account

Income Account

 

Taxable

Inclusive of tax

non-US companies

Expense Account

Expense account

 

 

Expense Type
QuickBooks entity: Service

BMS Field QuickBooks Field Notes

Name

Name

 

Description

Description on sales form

 

Income Account

Income Account

 

Taxable

Inclusive of tax

non-US companies

Expense Account

Expense account

 

 

Discount Type
QuickBooks entity: Service

BMS Field QuickBooks Field Notes

Name

Name

 

Description

Description on sales form

 

Income Account

Income Account

 

Taxable

Inclusive of tax

non-US companies

Expense Account

Expense account

 

 

Tax Group
QuickBooks entity: Group rate

BMS Field QuickBooks Field Notes

Name

Group Rate

 

Tax Rate

Sum of added sub tax items

You can only add five children using Tax Rate dropdowns.

Description

Description

 

Related Tax Items

Sub Tax Items

Refer to the following Tax Item mapping.

 

Tax Item
QuickBooks entity: Custom Tax

BMS Field QuickBooks Field Notes

Name

Group Rate

 

Tax Rate

Rate

You need to check "I collect this on sales" first

Tax Agency

Tax Agency Name

 

 

Accounts
QuickBooks entity: Customer/Vendor

BMS Field QuickBooks Field Notes

Account

Display name as/Company

 

Website

Website

 

Description

Display name as

 

Address Line 1

Street Line 1

  1. In case of customer: 1-QB billing address is mapped to BMS  billing address 2-QB Shipping address is mapped to S  main address
  2. In case of vendor: 1-QB billing address is mapped to BMS billing address 2- no shipping address , main site not filled

Address Line 2

Street Line 2

 

City

City/Town

 

State

State/Province

 

Post Code

Postal code

 

Country

Country

 

Phone Number

Phone

 

Fax Number

Fax

 

 

Invoice
QuickBooks entity: Invoice

BMS Field QuickBooks Field Notes

Account

Customer

 

P. O. Number

Customer field, PO Number

This field should be configured in company settings in quick books as a custom field.

Invoice Date

Invoice date

 

Due Date

Due date

 

Notes

Message on invoice/Message on statement

 

Tax Item

Sales Tax

Where automatic sales tax calculation is disabled.

Total Price

Total

 

Grand Total

Balance due

 

Address Line 1

Billing Address

 

Address Line 2

 

 

City

 

 

State

 

 

Country

 

 

Post Code

 

 

Email Address (Billing Address Info)

Customer email

The first email address in BMS  invoice

 

Invoice Item
QuickBooks entity: Invoice Item

BMS Field QuickBooks Field Notes

Item Name

Product/Service

 

Description

Description

 

Quantity

QTY

 

Unit Price

Rate

 

Total Price

Amount

 

Taxable

Taxable (Yes/No)

In non-US companies: the product/service tax will be the same as the invoice tax item.

 

Payment
QuickBooks entity: Payment

BMS Field QuickBooks Field

Account

Customer

Payment Date

Payment Date

Reference #

Reference no

Payment type

Payment method

Memo

Memo

Invoice Number

Description

Amount

Amount Received

 

Vendor Bill
QuickBooks entity: Expense

BMS Field QuickBooks Field

Vendor

Vendor

Create On

Bill Date

Due Date

Due Date

Reference #

Bill no.

Amount

Balance Due

Memo

Memo

 

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Contact us