QuickBooks Online

After initial setup and integration, SalesPad Cloud and QuickBooks Online transfer data back and forth every ten minutes. Below, you will find detailed infomormation pertaining to that integration.

To view either integration history or pending exports to your QuickBooks Online account, click the corresponding tab on the QuickBooks Online integration page, which you can access by selecting QuickBooks Online from the Integrations dropdown in the upper right-hand corner.

For a quick visual representation of what happens when you integrate QuickBooks Online with SalesPad Cloud, check out this diagram:

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• Data Pulled from QuickBooks Online into SalesPad Cloud
• Transactions and Data that Sync to QuickBooks Online
• QuickBooks Online Integration Map

Data Pulled from QuickBooks Online into SalesPad Cloud

When you connect SalesPad Cloud to QuickBooks Online, data is imported into SalesPad Cloud in the following order:

• Company Settings
• Classes
• Chart of Accounts
• Locations
• Tax
• Payment Terms
• Item Masters
  • Items marked as inactive in QuickBooks Online will integrate to SalesPad Cloud if they've ever been sold on a transaction in QuickBooks Online.
  • If you have inventory and quantity tracking turned on in QuickBooks Online, that information will transfer to SalesPad Cloud upon initial integration. The integration runs the inventory valuation summary report from QuickBooksOnline to determine the average cost for each item, which is calculated by dividing the asset value by the quantity. SalesPad Cloud creates the items with this cost and uses the valuation method assigned to that item moving forward. The items are automatically adjusted into SalesPad Cloud's inventory via an adjustment in transaction that is posted to QuickBooks Online.
  • If you aren't tracking inventory in QuickBooks Online but have items set up, they will import into SalesPad Cloud with the same Item Type they had in QuickBooks Online. If you want to track quantities for any of those items, though, they will need to be changed to the Inventory Item Type in SalesPad Cloud.
• Customers
• Vendors
• Sales Documents
  • Estimates import as Read Only.
  • Invoices, Sales Receipts, Refunds, and Returns import as Read Only and Historical. They will be marked as paid or unpaid.

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Transactions and Data that Sync to QuickBooks Online

The following is a quick overview of transactions and data that sync to QuickBooks Online. Check out the QuickBooks Online integration map for more specific details on how your data is integrated across these two powerful platforms.

Sales Invoice/Sales Receipt/Sales Return/Sales Refund Receipt

These transactions will be sent over to QuickBooks Online only when posted. The user will see a copy of the SalesPad Cloud document in QuickBooks Online, but all line items, even if they are inventory-tracked items in SalesPad Cloud, will be marked as non-inventory. The transaction journal enty for these transactions will typically be debiting Cash or Accts Receivables and crediting Sales. There should not be any entries for Inventory or Cost of Goods Sold for these transactions. To handle those entries, SalesPad Cloud sends over a corresponding journal entry for Inventory and COGS, either decreasing or increasing your inventory value based on the type of transaction that has been posted (Sales vs. Return/Refund). When a retun is created in Cloud, if money is going back to the customer, a Refund Receipt will be created in QBO when the return is posted in Cloud. If a return is created in Cloud and the money is NOT going back to the customer, a Credit Memo is created in QBO when the return is posted in Cloud. Refunds created in Cloud are created as Refund Receipts in QBO.

Payments/Deposits

Payments in SalesPad Cloud will be synced with QuickBooks Online when attached to a posted sales transaction, at which point they will be reflected on that sales transaction within QuickBooks Online. Deposits, when saved, will sync a journal entry to QuickBooks Online debiting the undeposited funds account and crediting the SalesPad Cloud deposit account (unless the setting has been changed to a different account in SalesPad Cloud). Once the sales transaction that the deposit is associated with has been posted, there will be an additional journal entry for the deposit that debits the deposit account and credits the receivables accounts.

Purchasing Transactions

In SalesPad Cloud, there are two types of purchasing transactions: purchase orders and purchase receipts. SalesPad will only send posted purchase receipts to QuickBooks Online, which will show up as a vendor bill. Purchase orders will never sync to QuickBooks Online. The vendor bill will show the account lines but will not populate the item lines. The account lines will be based on each line item received, using the asset account specified either on the item master or in the company setup. The description of each line will show the item received, the quantity received, the unit cost, and the unit of measure used for that line on the receipt.

Inventory Transactions

SalesPad Cloud allows users to adjust inventory quantities either in or out of the system using inventory adjustments. Once posted, these adjustments will be synced over to QuickBooks Online as journal entries, either debiting or crediting the inventory asset account and then using a SalesPad Cloud inventory variance account to balance the journal entry.

Stock Counts

Once stock count has been executed and posted in SalesPad Cloud, the result is that one or more journal entries will be created for variances between the physical count and the system count. These journal entries will either debit or credit the inventory asset account and using the inventory variance account to balance the journal entry.

Assemblies

Posting assembly transactions will result in two journal entries, one for adjusting out the raw materials and one for adjusting in the assembled product. The journal entries will be created exactly as if the user had manually created the inventory in/out transactions within SalesPad Cloud, either debiting or crediting the inventory asset account and then using a SalesPad Cloud inventory variance account to balance the journal entry.

Customers/Items/Vendors

SalesPad Cloud does not sync every customer, item, or vendor to QuickBooks Online. We only sync this data once the customer, item, or vendor appears on one of the transactions mentioned in this document. For example, a new customer that has been added to SalesPad Cloud will not sync to QuickBooks Online until a sales invoice or receipt has been posted for that customer.

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QuickBooks Online Integration Map

For detailed information on how data is mapped when QuickBooks Online and SalesPad Cloud integrate, click on a dataset below:

• Account Class
• Account
• Assembly Transaction
• Contact
• Currency
• Customer
• Inventory Transaction Line
• Item Master
• Journal Entry
• Location/Warehouse
• Payment Deletion
• Payment
• Payment Method
• Payment Term
• Purchase Receipt
• Core Sales Document
• Sales Document Return
• Sales Document Estimate
• Sales Document Invoice Delete
• Sales Document Invoice
• Sales Document Refund/Sales Receipt
• Sales Document Summary Receipt/Refund
• Sales Document Journal Entry
• Setup/Company
• Tax Agency
• Tax Code
• Tax Detail
• Vendor

Account Class

SalesPad Cloud will attempt to locate any existing Account Classeses with matching names but no QuickBooks ID. Account Class data is integrated upon first time usage on inventory transaction lines, journal entries, purchase receipt lines, and sales lines. After initial integration, updates to Account Classes are not exported.

Account

SalesPad Cloud will attempt to locate any existing Account with a matching name but no QuickBooks ID. Account data is updated when used on journal entries, purchase receipt lines, and sales lines. Newly created accounts are also integrated after being created.

If there is no setting in QuickBooks Online for Default Cogs Account, Default Asset Account, or Default Income Account, SalesPad Cloud will use the first QuickBooks Online account that fits the following criteria:

Default Cogs Account

• Account Type: Cost of Goods Sold
• Account Name: Cost of Goods Sold

Default Asset Account

• Account Type: Other Current Asset
• Account Subtype: Inventory

Default Income Account

• Account Type: Sales Of Product Income
• Account Name: Sales of Product Income

Assembly Transaction

Assembly transactions are integrated when posted.

Contact

Contact data is transferred upon initial integration.

Currency

Currency data is transferred upon initial integration.

Customer

SalesPad Cloud will attempt to locate any existing Customer with the same Customer_Name as the QuickBooks Display Name, whether or not they have a QuickBooks ID. Customer data is transferred upon initial integration.

Inventory Transaction Line

Inventory transaction line data is transferred when posted.

Item Master

SalesPad Cloud will attempt to locate a matching Item Master with the same name as the item in QuickBooks. Item Master data is transferred upon initial usage on a sales document.

Note: SalesPad Cloud treats COGS and Inventory Asset Items from QuickBooks Online as accounts, not as items. For inventory-tracked type items from QuickBooks Online, SalesPad Cloud creates an inventory record for those items upon integration. Any item created in SalesPad Cloud will be exported to QuickBooks Online as a non-inventory item.

Journal Entry

Journal entry data is transferred when posted.

Location/Warehouse

Location data is transferred upon initial usage.

Payment Deletion

Any deleted payments in QuickBooks Online are also deleted in SalesPad Cloud.

Payment

Payment data is transferred on the payment post date.

Note: Customer Aging and Sales Document payables are updated whenever a payment is received.

Payment Method

SalesPad Cloud will attempt to locate Payment Method names that exist but don't have a QuickBooks ID.

Payment Term

SalesPad Cloud matches Payment Terms by name.

Purchase Receipt

Purchase Receipt data is transferred after posting.

Note: Purchase Receipt lines are sent from QuickBooks Online to SalesPad Cloud as accounts with a description, much like journal entries.

Core Sales Document

Estimates, sales orders, invoices, sales receipts, returns, and refunds all use core sales document mapping. Data is exported to QuickBooks Online when posted and imported when the document was either not created in SalesPad Cloud, does not have SalesPad Cloud Customer as a name, or has 'Voided' in the Private Note field.