Syncing Between SingleOps & QuickBooks

Operation

Class
Typically used for different Verticals (Tree Care, PHC, Lawn Maintenance) but could also be used for physical location.

Item

Client

Vendor

QB Account

Income/Expense Accounts

Payment Terms

Sales Tax Configuration

Sales Tax Configuration
Tax Rates & Tax Groups sync from QuickBooks to SingleOps as Tax Components & Tax Locations - these must be set up in Quickbooks & synced to SingleOps. It is not possible to create or edit them from SingleOps.

Invoice

Invoice
*Invoices only sync their balance back to SingleOps from Quickbooks, so that invoices paid in QB are marked as paid in SO. Invoices only sync from SingleOps to QuickBooks. SingleOps does not sync any Invoices from QuickBooks to SingleOps. By default, Per Visit Invoices sync to QuickBooks when the Job is Approved.

Purchase Order

Bill
Purchase Orders sync to QuickBooks when they're Approved or when the associated Job/Visit is Approved.

Payment

Receive Payments
Although technically Payments only sync from SingleOps to QuickBooks, payments do sync bi-directionally on SingleOps-originating invoices. Meaning, if a SingleOps Invoice has been synced to QuickBooks & is marked as paid in QuickBooks, the payment balance will sync to SingleOps & update the Invoice.

Refund

Refund Receipt

Deposits & Prepay

Sales Receipt
When a Deposit or Prepay is paid, it creates a Sales Receipt in Quickbooks at this time.

Operation : Class

1. For detailed reporting, you should create the operations that you want to use in SO as classes in QBO. 
2. Classes created in QBO are synced over as operations in SO.

Item : Product and Service

1. Categories/sub items will not sync from QB
2. Each item will be associated with only 1 income account.
   *See List of Symbols & Characters Accepted when Syncing Between Quickbooks > SingleOps
3. Items sync upon creation

Client : Customer

1. Sub-clients are not supported in SingleOps.
2. SingleOps will not allow duplicate client names. SingleOps recommendation is to add a middle initial, Mr./Mrs./Dr., etc. to differentiate clients with the same name.
   *See List of Symbols & Characters Accepted when Syncing Between Quickbooks > SingleOps

QuickBooks Account : Account

Invoice/Expense Accounts : Chart of Accounts

1. Review your chart of accounts to ensure you have an account for the following scenarios
   1. Undeposited funds
   2. Accounts Receivable
   3. Account for refunds
2. Your chart of accounts should have an ‘Undeposited Funds’ account since SO will export payments to undeposited funds unless a different account is specified within SO Company settings. You can use a different account as well but it’s best practice to have an undeposited funds account. 
3. Your chart of accounts should have an ‘Accounts Receivable’ account 
4. Your chart of accounts should have a bank account that you pay refunds out from. You can pick any bank account that you like here, the name does not have to be specific. 

Payment Terms : Terms

1. Payment terms must be synced from QBO to SO.
2. Terms in QBO are synced as terms in SO and can be found within the terms settings page.

Sales Tax Configuration

1. Sales tax configuration in SingleOps requires two divisions: Tax Components & Tax Locations. This means, in Quickbooks sales Tax must be set up as a combined tax or tax group.
   Set up sales tax in QuickBooks Desktop 
   Set up your sales tax in QuickBooks Online
2. Once a SingleOps account has been synced with Quickbooks, the only way to add Tax Components & Tax Locations is to first create them in Quickbooks & sync them to SingleOps.
3. If you collect sales tax, sales tax items must be created in QBO to be synced to SingleOps.
4. Sales tax items created in QBO will sync over to SingleOps as Tax Components under the Tax Configuration page within settings. Those Sales Tax Items then need to be placed into Sales Tax Groups in Quickbooks. The Sales Tax Groups will sync to SingleOps as Tax Locations allowing you to charge sales tax on your jobs.
5. Note: If you have previously created tax locations in SO, these will not sync over to QBO and will create errors if you attempt to sync an invoice with an associated tax location. 

Invoice

1. Invoices generated in QuickBooks will not sync to SingleOps. 
2. Invoices with no Line Items will not sync to QuickBooks.
3. Learn more about when invoices are triggered to sync in the Invoices Page article. 

*Note: If an invoice is updated in SingleOps after it has been synced to QuickBooks, it will need to be manually re-synced in order for the changes to show in QuickBooks.

Purchase Order : Bill

1. Approved purchase orders in SingleOps can be set up to create bills in QB. 
   1. Item in SingleOps marked 'reimbursable'
   2. Item added to a SingleOps PO
   3. PO marked approved
   4. Bill created - category level information will sync on bill

*Note: QB inventory is not impacted, no inventory will be added

Inventory

Deposits & Prepayments

1. Turn off Custom Transaction Numbers setting in QuickBooks
2. If you collect deposits and prepayments on your jobs, you will need to create deposit and prepayment items in QBO.
3. Deposit Item 
   1. Create an item in QBO for deposits 
   2. Provide a name for the item (Note: don’t worry about a specific name, you can map it to deposits in SO)
   3. Map it to a liabilities account type 
4. Prepayment item
   Deposits and Prepayments are the same in SO. You can use the item that you set up for deposits and vice versa.

Settings

1. The setting: Custom Transaction Numbers must be turned off.
   Issue: This is tied to the invoice sequencing that we would need to do.
2. The setting Automatically Apply Credits should be turned off.
   This is under the advanced settings page within Accounts and Settings.