Apr 27, 2018
QuickBooks has been at the forefront of accounting software for years. Many businesses are running their financials, purchase orders and sales orders through QuickBooks. You can also track inventory levels through QuickBooks as well. QuickBooks tracks just the numbers of product, but when it comes to tracking inventory in a location, a warehouse management system will be needed.
The topShelf QBs desktop integration works with the desktop enterprise package or higher. It will sync orders, purchase orders, create invoices, sync all products and create inventory adjustments linked to designated accounts in QuickBooks. The standard QuickBooks integration has a predefined set of mappings. The professionals at Scout can create custom mappings if needed to suit your business.
Information is synced from QuickBooks to topShelf and vice versa when the topShelf QuickBooks web connector runs. The process is usually performed automatically by syncing every ten minutes, but it also can be done manually. The automatic syncing process maybe dependent upon how the topShelf web connector application was originally set up and it may require having someone logged into QBs as well.
Items will sync from QuickBooks to topShelf with the item name/number, manufactures part number, description, sales transactions, preferred vendor, sales price and purchase price. All of this data will be imported into topShelf which will minimize setup time and provide reports in topShelf. Your customers will sync from QuickBooks to topShelf as well as your vendors. Complete with names addresses and pertinent contact information for an easy synch process with a shipping solution.
Purchase orders will also sync so that a receiving transaction will be created in topShelf. Items can be received against this in topShelf and update the record in QuickBooks accordingly. After the purchase order is created in topShelf and the vendor information is synced, changing the vendor on the QuickBooks transaction will not change the vendor on the topShelf document. Unit price in topShelf is populated from the part record in topShelf which is populated by the product record in QuickBooks. By default, lines deleted in QuickBooks transactions are not deleted in topShelf transactions. Deletion of lines and insertion of lines ahead of other lines, by default will prevent topShelf from creating an item receipt for the purchase order. Item receipts are created by topShelf after the purchase order has been received.
Sales orders, credit memos and sales receipts drop into topShelf from QuickBooks as shipping transactions. Once an order is fulfilled it will send an invoice back to QuickBooks once it is picked and shipped. Sales receipts are synced to topShelf as a shipping transaction with the type of sales receipt (SR). Upon creation in QBs, item quantities are adjusted so no invoice is created by topShelf after inventory is picked and shipped. Credit memos are synced to topShelf as a receiving transaction with the type of credit memo (CM). Upon creation in QBs, item quantities are adjusted so no item receipt is created by topShelf after inventory is received. Inventory adjustments are synced to QuickBooks anytime a manual adjustment is made to any inventory.
Scout’s topShelf solution and QuickBooks are a natural fit for your inventory management and accounting needs. In summary, visibility is made between the order and the warehouse fulfillment process.