How does the QuickBooks integration work?


This article explains how the integration works between erplain and QuickBooks Online. You can find more details and instructions for each section on this page.  Please note that you will need QuickPlus Online Plus to sync your products and inventory.


Products

After connecting QuickBooks with erplain, you will be able to import the products created in QuickBooks to your erplain account or export the products created in erplain to QuickBooks. 

Once your products are in both applications, every change made on erplain will automatically update QuickBooks and vice versa. 

Please note that there is no need to convert your products to Non-Inventory items.


Click here to see more details and instructions on the Product sync.


Customers

You can import your Customers from QuickBooks to erplain. Once imported, they will sync both ways between the two applications.

It is recommended to create your new Customers from erplain as they will be sent automatically to QuickBooks when you create Invoices with these Customers. If you create new Customers in QuickBooks, you can always re-import your Customers to erplain. It will only send the new Customers.


Click here to see more details and instructions on the Customer sync.


Suppliers

You can import your Suppliers from QuickBooks to erplain. Once imported, they will sync both ways between the two applications.

It is recommended to create your new Suppliers from erplain as they will be sent automatically to QuickBooks when you create Purchase Orders with these Suppliers. If you create new Suppliers in QuickBooks, you can always re-import your Suppliers to erplain. It will only send the new Suppliers.


Click here to see more details and instructions on the Supplier sync.


Invoices, Credit notes, Refunds

All Invoices created in erplain can be sent to QuickBooks. Note that this is not a journal entry, it is the same invoice that is created in QuickBooks, along with the customer information and products.

Same for Credit notes and Refunds.

You can choose to send these invoices automatically by checking the following option in the settings:


If you create an Invoice in QuickBooks, this Invoice will not be created in erplain but QuickBooks will send an Inventory adjustment to erplain to keep your Inventory in sync between the 2 systems.


Click here to see more details and instructions on the Invoice sync.


Purchase Orders, Bill of expense

All Purchase Orders created in erplain can be sent to QuickBooks. Note that this is not a journal entry, it is the same Purchase Order that is created in QuickBooks, along with the supplier information and products.

If you create a Purchase Order in QuickBooks, it will not be created in erplain but QuickBooks will send an Inventory adjustment to erplain to keep your Inventory in sync between the 2 systems.


When you receive the products, click on 'Receive products', and a bill of expense will be created on QuickBooks.

You can find more information about Purchase Orders and Deliveries in this article.


Inventory

Within erplain, your On-Hand inventory is updated every time you create any of the following transactions:

- Shipping Orders (from Sales Orders)

- Invoices (direct Invoices, not from Sales Orders)

- Product returns

- Stock entries

- Stock removals

- Purchase Deliveries (from Purchase Orders)


erplain will sync your On-Hand inventory with QuickBooks for all these transactions except for Shipping Orders. Shipping Orders are created from Sales Orders, and are not supported by QuickBooks Online.  From the time you create the Shipping Order in erplain to when you create the Invoice from the Sales Order or Shipping Order, you will notice a temporary difference between erplain and QuickBooks.  At any time, you can check your Inventory level, including your QuickBooks stock level directly from erplain. Simply go to the menu 'Inventory' > 'Stock Level'.


Click here to see more details about the Inventory update workflow.


Locations

You can setup multiple stock locations in erplain to track your inventory, sales and purchases in each location. QuickBooks Online tracks the inventory in one location so if you create sales, purchases or inventory adjustments in QuickBooks, these changes will update the default location in erplain as setup in the QuickBooks Settings.


Cost

erplain uses the Moving Average Cost (MAC) method to calculate the product cost and inventory valuation while QuickBooks uses FIFO. It is therefore normal to have a difference of cost between the 2 systems. It is not an issue but rather an added information: you will have FIFO (First In First Out) in QuickBooks and MAC in erplain.


Click here to see more details and instructions on the Cost calculation.


Important

Please note that you need a QuickBooks Online Plus account to sync products, invoices and purchase orders from erplain to QuickBooks.

Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.