Overview

This article provides details related to the Detail Sync export option for QuickBooks Online. It does NOT apply to QuickBooks Desktop.


Before syncing data to QuickBooks Online, be sure to read this article to understand all of the details on how the sync works. There are certain transactions that will not sync to QuickBooks Online and will require manual intervention so you will want to be familiar with those. If the required manual intervention is not performed in QuickBooks Online your financial records will not be complete and will not match to CoreBridge.


Requirements

  • The QuickBooks Online Automated Sales Tax feature will not work with Detail Sync because it doesn't allow the manual creation of Tax Agencies and Tax groups. If it is being used it must be disabled. Disabling may require contacting QuickBooks Technical Support. The sales tax feature called Sales Tax Center must be used. Automated Sales Tax is feature of US versions of QuickBooks Online.

  • Tax must be assigned at the Order level. If your version of QuickBooks assigns tax at the Line Item level you must use Summary Sync. This is usually the case with UK VAT as well as VAT and GST from non-US countries.

  • If your CoreBridge system has more than one Location, you must have a version of QuickBooks Online that supports "Class Tracking". Each Location name from CoreBridge will be used to create a Class in QuickBooks so that you are able to separate each location(store) on reports. Without that feature you will not be able to separate financials by location(store). The "Location" feature in QuickBooks Online is not used for the sync.

  • Since Detail Sync creates Purchase Orders in QuickBooks Online, you must have a version that includes these features if you want CoreBridge purchase orders to sync to QuickBooks. If your version does not include these features the sync will skip those steps and Purchase Orders will not sync.
    • Create and send purchase orders
    • Track inventory

Parts and Modifiers

  • Please review the following support article related to QuickBooks Online and inventory tracking. If your version of QuickBooks Online does not have the Track Inventory feature, there will be some decisions to make in order to use the Detail Sync export method.

Which Records Sync

  • Customers
  • Invoices
  • Payments
  • Accounts – Income, COGS
  • Billing Items – Parts, Modifiers, Setup Fees
  • Payment Terms
  • Locations/Transactions by Class
  • Vendors
  • Vendor Types
  • Purchase Orders

Which Records Do Not Sync

  • Tax Groups
  • Tax Agencies
  • Merged Customers


Merged Customers

  • Customers that have been merged in CoreBridge must be merged manually in QuickBooks Online. If the remaining customer in CoreBridge does not match a customer in QuickBooks, transactions may post to the wrong customer in QuickBooks. You will not receive an error in this scenario and may not be aware of the issue until you review individual customers.

QuickBooks Online API Restrictions

  • Income account overrides on Billing Items are supported in CoreBridge during order entry but ARE NOT supported in QuickBooks Online. If an account is overridden on the order, the original account assigned to the part or modifier will be used to post data to QB, not the account the item was overridden to. Therefore, Sales by Income Account reports may not match between CoreBridge and QuickBooks. The overall number will match but may be off between accounts.
  • Non-taxed orders won't show a tax group in QuickBooks Online reports. Sales Tax reports must be run from CoreBridge when completing sales tax forms. If the QuickBooks Online sales tax reports are used to prepare a sales tax form they may not contain all sales and you will risk filing erroneous taxes.
  • If you are switching from QuickBooks Desktop and have been using a separate A/R account for deposits, please note that the QuickBooks Online sync does not offer that feature.

Purchase Orders

In QuickBooks Online, line items on Purchase Orders can be either items or accounts.

  • If the item on the PO in CoreBridge can be found in QB, the line item will be an "item"
  • If the item on the PO in CoreBridge can not be found in QB, the line item will be an "account"
  • If the COGS account can't be found in QB the default COGS account will be used.

Tax Groups and Tax Agencies

  • All Tax Agencies and Tax Groups must be created manually in QuickBooks. They do not sync. When completing the sync setup instructions, you will be asked to contact CoreBridge support for a complete list of Tax Groups and Tax Agencies on your system. The Groups and Agencies visible in CoreBridge are not always a complete listing.

  • During the sync, Tax Groups are checked every time. If they do not match perfectly, a hard error is thrown by the QuickBooks API. They will then need to be re-matched or created, according to the error.

  • Sales Tax reports must be run from CoreBridge when completing tax forms. Non-taxed orders won't show a tax group in QuickBooks Online reports.

  • Tax records must always match between CoreBridge and QuickBooks. 
  • The sync doesn't not send sales tax amounts from CoreBridge to QuickBooks. QuickBooks calculates it's own sales tax.
  • When adding or updating tax rates, tax agencies or tax groups, the same additions or updates need to happen in both CoreBridge and QuickBooks. The sync doesn't add or update the records in QuickBooks.
    • Example: If a tax rate goes up from 9% to 10%, both CoreBridge and QuickBooks will need to be changed.
    • Example: If a tax group name is changed in CoreBridge, it must also be changed manually in QuickBooks. 

  • For any change or addition to tax groups or rates in CoreBridge, QuickBooks must be updated manually to match. For example:
    • If Setting up Detail Sync for the first time:
      • Reach out to CoreBridge support for a list of Tax Groups and Tax Agencies
      • Manually create all Groups and Agencies in QuickBooks
    • If a name of a Tax Group changes in CoreBridge:
      • QuickBooks must be updated manually to match
    • If a rate changes in CoreBridge:
      • QuickBooks must be updated manually to match
    • If a new Tax Group is added to CoreBridge:
      • The Tax Group must be added manually in QuickBooks to match
    • If the tax agencies of a tax group change:
      • QuickBooks must be updated manually to match

A/R Account

A/R Accounts should never be changed once the sync is set up. Don't change the name, account number, or hierarchy in QuickBooks. Don't switch between AR accounts in CoreBridge. Changes to AR accounts may create a great deal of extra labor in QuickBooks to manually clean up transactions. You may need to go through every transaction where the account changed. Just changing it back to how it was set up initially won't correct the issues that happened during the change period.