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  3. QBO integration for Resellers

QBO integration for Resellers

Just getting started?

A good first step is to watch the integration overview video embedded below before proceeding through the setup instructions.

Accounting related documents created in your Reseller Account are synced in QuickBooks Online automatically, streamlining the entire accounting workflow for your shipment auditing business.

This optional feature is free to all Resellers, requires the use of QuickBooks Online as an accounting suite, and the installation of the Share a Refund QuickBooks Online App.

The intent of this post is to provide an overview of the integration and the steps required to enable this feature for your account.

Overview

The integration between Share a Refund and QuickBooks online is a two-way integration that makes use of the QuickBooks API to sync events transactions between Share a Refund, Stripe and QuickBooks Online. Important parts of the integration include:

  • Create and update customer records.
  • Create and update customer sales receipts.
  • Create and update customer invoices.
  • Create payments.
  • Create expenses.
  • Match transactions.

Example transactions

    • Sales invoices and sales receipts generated by Share a Refund are created inside of QuickBooks in near real-time.
    • Payments applied to sales documents are attached to these sales documents in near real-time.
    • Deposits made by Stripe to the bank account are matched to sales documents daily.
    • Stripe fees subtracted from the Deposits are created as expenses and matched to deposits daily.
    • Invoices and sales receipts settled in foreign currencies are managed with bank transfers between bank accounts.

Key features

  • Fault-tolerant integrations that ensure that no transaction is missed.
  • Sum checks verify transaction for accuracy in line item amounts.
  • Pertinent metadata is included within reference fields on the documents created.

Key benefits

  • Eliminates common mistakes in bookkeeping.
  • Saves time by creating and updating transactions automatically.
  • Delivers precision in bookkeeping by creating every single transaction.
  • Ensures best practices are used in accounting workflows.
  • Costs nothing. A free add-on provided to Resellers.

Setup instructions

Get started by created a QuickBooks Online account.

  1. Select a QBO Online Plan. 
    Choose Essentials or Plus.
  2. Tap Free Trial for 30 days.
  3. Complete the setup process, follow the account creation instructions. 
  4. Import the required accounts. 
  5. Follow the guide below to create products. 
  6. Install the Share a Refund QBO App. 
  7. Enable QBO Sync from inside your Reseller Account settings.

Account creation instructions

Use the same email address associated with your Share a Refund account when creating your QuickBooks Online account. Doing so streamlines the getting started workflow.

Did you use a different email address?

Update the email address listed in QBO to match the email address associated with your Share a Refund account.

Import accounts

Transactions are posted to the accounts defined below. Creating these accounts is required for the sync to work properly. These accounts will show up on standard financial statements (e.g. income statement), and may be associated with other transactions.

QBO accounts for share a refund reseller  

Alternatively, accounts can be created manually. To do so, open the file above, note the columns as properties of each account that needs to be created, and proceed through creating each account within the QuickBooks Online Create account page.

Create products

Transactions are posted to the products and expenses defined below. Creating these products and expenses is required for the sync to work properly.

Tip on list below

Each number is a product or expense that needs to be created within your QuickBooks Online Company.

  1. Name: CAO Service Fee
    CAO :: Carrier agreement optimization
    Type: Service
    Income Account: Direct Customer Revenue
  2. Name: DHL Refund Service Fee
    Type: Service
    Income Account: Direct Customer Revenue
  3. Name: FedEx Refund Service Fee
    Type: Service
    Income Account: Direct Customer Revenue
  4. Name: UPS Refund Service Fee
    Type: Service
    Income Account: Direct Customer Revenue
  5. Name: Purolator Refund Service Fee
    Type: Service
    Income Account: Direct Customer Revenue
  6. Name: Lost/Damage Claim Service
    Type: Service
    Income Account: Direct Customer Revenue
  7. Name: Discount
    Type: Service
    Income Account: Discounts
  8. Name: Stripe Payment Processing Fees
    Type: Service
    Income Account: Stripe Payment Processing Fees

Create payment terms

The default payment terms built into your Share a Refund Reseller Account include more options than are provided in QBO by default. This step adds the missing payment terms. Doing this ensures that all transactions sync properly.

  1. Tap Gear Icon Top right > Lists > All Lists
  2. Tap Terms
  3. Create all the terms listed below

Payment terms:

  • Due on recepit
  • Net 7
  • Net 10
  • Net 15
  • Net 30
  • Net 45
  • Net 50
  • Net 60
  • Net 90

Enable multicurrency

Multicurrency provides you with the ability to invoice customers in foreign currencies.

  1. Tap Gear Icon Top right > Account and Settings
  2. Tap Advanced
  3. Enable Multicurrency
  4. Add Currencies

The list below is a sample list. Additional currencies may be required to accommodate your reseller account.

  • Name: AUD – Australian Dollar
  • Name: AUD – Australian Dollar
  • Name: CAD – Canadian Dollar
  • Name: GBP – British Pound Sterling
  • Name: EUR – Euro

Add bank accounts

Recent transactions will be synced automatically by QuickBooks by providing the logins to your online bank account.

  1. Name: Checking
    Type: Bank
    Detail Type: Checking
    Note: synced with your online banking provider (e.g. Chase)
Looking for older transactions?

Transactions older than 90 days can be imported into QuickBooks using valid webconnect files: .qbo (QuickBooks), .qfx (Quicken) and .ofx (MS Money).

Settlement bank accounts

Bank accounts are used for settlement of transactions denominated in foreign currencies. The list below is a sample list. Your list should match the currencies that were created in the Enable multicurrency step above.

  1. Name: AUD Settle
    Type: Bank
    Detail Type: Cash on hand
    Currency: AUD
  2. Name: CAD Settle
    Type: Bank
    Detail Type: Cash on hand
    Currency: CAD
  3. Name: GBP Settle
    Type: Bank
    Detail Type: Cash on hand
    Currency: GBP
  4. Name: EUR Settle
    Type: Bank
    Detail Type: Cash on hand
    Currency: EUR

Install the app

Install the Share a Refund QBO App. . Follow the steps within to authenticate the connection between QuickBooks Online and Share a Refund.

Enable the sync

Your Reseller Account has settings related to the sync that requires configuration. These settings can be edited within your Share a Refund account.

  • Login to Your account. 
  • Tap Setting in the left sidebar menu.
  • Navigate to the Accounting sync integration card.
  • Select QuickBooks Online from provider list.
  • Authenticate connection to your QuickBooks Company.
Don't have access to these settings?

Ensure you have the correct privileges on your user account by contacting your Reseller account administrator.

Quick help

Frequently asked questions and answers related to the sync and the getting started process are defined below.

  • Does this work for an existing QuickBooks Company?

    Yes, enabling this feature within your Reseller Account will send transactions your existing QuickBooks Online Company.

  • What do I do if the sync isn't working?
    In most cases, the reason why the sync isn't working is related to a user mistake following the Getting started directions above. Specifically, in the creation of Products and Accounts, as defined within. Troubleshooting workflow.
    • Check the Accounting sync settings within the Reseller settings page inside your account.
    • Verify each Product and Account has been created with each of the required properties defined within the workflow above.
    • Note: The sync operates in near real-time, and syncing all transactions inside of Share a Refund within your QuickBooks Online Company could take several minutes.
  • What prompted you to create this integration with QuickBooks?
    Share a Refund is comprehensive business automation service and accounting is big one part of any successful shipment auditing business.
  • How do I know that the sync is working?

    Navigate to the Reseller settings page for your account, and tap on the Accounting sync card to see the status of the configuration with your account. If enabled, then audit a recent sales transaction through the entire reconciliation process, to be sure that all transactions are created and matched accordingly.

  • What if a transaction is missing?

    Any transaction related to sales invoice, sales receipt, payment or otherwise that is synced into QBO is likely due to error. The directions below are provided as a means of troubleshooting any transaction that didn't sync to QBO, and provided with the assumption that the transaction isn't malformed in some what that doesn't allow the sync to occur.

    • Login to your Reseller account.
    • Navigate to the Edit Invoice view for the transaction.
    • Tap the Sync to QuickBooks button on the top right.
    Notes:
    • The integration is near real-time.
    • Search for the transaction in QuickBooks.
    • Look for an error email, if the transaction is not in QuickBooks
  • How will these transactions affect my existing books?

    The existing chart of accounts in place determines if transactions and related accounts are commingled with existing transactions. Stripe fees are routed to the Stripe Processing Fees account name. If this account existed prior to enabling this feature within your Share a Refund account, historical transaction and future transactions will be allocated to that same account. If not, then all transactions will be allocated to new accounts within the chart of accounts, and show up on financial statements as new line items accordingly.

  • New FAQ : Question
    New FAQ : Answer
  • Does this work for a new QuickBooks Company?

    Yes, enabling this feature will send transactions your newly created QuickBooks Company. The guide below includes the details steps in getting started workflow for new QuickBooks Online customers.

  • Does this work for both cash and accrual accounting standards?

    Yes, all transactions are creating following best practices. This enable both accrual and cash based companies to leverage the features within this integration.

  • How far back does the sync go?
    All transactions within your Share a Refund account will be synced to QuickBooks. If you're just now adding the Accounting Sync to your Reseller account, then all previous transactions will be created and matched within your QuickBooks Online Company.
  • How often does matching occur?

    Matching is the process of linking sales documents (i.e. sales invoices, sales receipts), with payments, expenses and bank transfers. While deposits can occur daily, the schedule of matching transactions occurs each week on Friday.

  • Can I change product names and accounts?
    No. The mapping is done according to, in part, the name of the products and accounts, within a QuickBooks Company, and as such, these names must match the items defined above.
  • Are there any fees from Share a Refund in using this service?

    Absolutely not. This feature is provided as part of the Share a Refund service. Typical fees by third-parties (e.g. Stripe, QuickBooks) will apply.

  • If I ever need to disconnect in the future, how do I do that?
    Navigate to the Settings page for your Resellers account, and disable the connection.
  • What prompted you to create this integration with QuickBooks?

    Share a Refund is comprehensive business automation service and accounting is big one part of any successful shipment auditing business.

  • How do I know if the sync is working properly?

    Navigate to the Reseller settings page for your account, and tap on the Accounting sync card to see the status of the configuration with your account. If enabled, then audit a recent sales transaction through the entire reconciliation process, to be sure that all transactions are created and matched accordingly.

  • What if a transaction is missing in QuickBooks?

    Any transaction related to sales invoice, sales receipt, payment or otherwise that is synced into QBO is likely due to error. The directions below are provided as a means of troubleshooting any transaction that didn't sync to QBO, and provided with the assumption that the transaction isn't malformed in some what that doesn't allow the sync to occur.

    • Login to your Reseller account.
    • Navigate to the Edit Invoice view for the transaction.
    • Tap the Sync to QuickBooks button on the top right.
    Notes:
    • The integration is near real-time.
    • Search for the transaction in QuickBooks.
    • Look for an error email, if not found.
Updated on December 27, 2017

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