BMS-QuickBooks Online integration, configuration and how to use

Introduction

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

Prerequisite

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

Steps

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

Connecting to QuickBooks Online

1. Navigate to Finance Module, then select QuickBooks > Setup.
2. Press the Connect button, and you will be redirected to QuickBooks Online automatically.
   
3. Enter your QuickBooks credentials.
   
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)
     

NOTE   The length of the integration staying intact depends on the authentication process following OAuth 2.0. If you connect basically, you will get an access token which is valid for 60 minutes and a refresh token valid for 100 days.

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.
   

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.

NOTE   For QuickBooks to take the next invoice number automatically when the invoice is transferred from BMS, you have to set your numbering preference in QuickBooks. Check the following link: How to change the invoice number on sales forms.

Import Section

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.

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.

Important: For both customers and vendors, once a child account is selected and triggered for import procedure, the child is synced with its parent automatically in order to maintain the hierarchy. This works both in the case of QuickBooks online and desktop integration.

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.

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.

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

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.

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.

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

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.

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

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.

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.

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.

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.

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.

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	In case of customer: 1-QB billing address is mapped to BMS  billing address 2-QB Shipping address is mapped to S  main address 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
Email Address (Billing Address Info)	Email

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
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