This article is for centers using QuickBooks Online and using the Full Sync option. 

It does NOT apply to QuickBooks Desktop.


NOTE:  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

Since Full Sync creates Purchase Orders in QuickBooks Online, you must have a version that includes these features. 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


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

  • 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.
  • All Tax Agencies and Tax Groups must be created manually in QuickBooks. They do not sync. Please contact CoreBridge support for a complete list of Tax Groups and Tax Agencies. The Groups and Agencies visible in CoreBridge are not always a complete listing.
  • Non-taxed orders won't show a tax group in QuickBooks Online reports. Sales Tax reports must be run from CoreBridge when completing tax forms.
  • The following actions related to Tax Groups and Tax Agencies will require the noted actions by you:
    • Setting up Full 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
    • Name Change or Rate Change in CoreBridge
      • Reach out to CoreBridge support for a list of Tax Groups and Tax Agencies
      • Manually add any new Groups or Agencies in QuickBooks
      • Manually update any rate changes in QuickBooks
    • Adding a new Group or Agency in CoreBridge
      • Manually add any new Groups or Agencies in QuickBooks
    • Changing Agencies in a Group
      • Manually update QuickBooks

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.