Integrating your DEAR Inventory and QuickBooks Online (QBO) accounts allow DEAR Inventory to become the central point of all inventory management within your business. This means that all inventory-related purchases, sales, and manufacturing activities are performed in DEAR Inventory and then synchronised over to QBO. Show
We recommend reading the Getting Started Guide in conjunction with this setup article. On the QuickBooks side, inventory-related resources can be found here. NOTE: If necessary, you can easily switch between accounting apps, such as changing from Xero to QuickBooks Online, switching from one QBO organisation to another, or disconnecting Xero/QBO to use DEAR as a standalone accounting system. For more information, refer to Switching Accounting Integrations. DEAR Inventory supports integrating with:
DEAR Inventory DOES NOT support integrating with:
DEAR Inventory DOES NOT recommend integrating with:
NOTE: For QuickBooks Online Plus, turn off quantity tracking for products. If quantity tracking is on, data will not sync from DEAR to QBO. IMPORTANT! If you encounter errors after following this guide and completing DEAR-QuickBooks integration, you may check out this article on common QBO errors and how to troubleshoot them. Prerequisites
Table of Contents
Setting up Accounts in QBO[back to top] The chart of accounts is the list of all accounts your organisation has available to record your transactions and is important for classifying your transactions correctly and keeping your accounts accurate. NOTE: You will need a QuickBooks Online PLUS or ESSENTIALS account to correctly integrate with DEAR. Before starting your integration, there are some accounts that must be created in QBO first. In the table below we have provided the recommend account type settings to use. You can add more accounts or make changes to suit your business requirements – if you are unsure, consult with your accountant or bookkeeper before adding or editing any accounts. NOTE: If you are using QBO, you must create/manage your accounts from QBO. They will then be imported into DEAR when you next synchronise your accounts. You can view your Chart of Accounts in DEAR by going to Settings → Reference Books → Financial → Chart of Accounts, but it will be read-only. The accounts needed for DEAR to function correctly are listed below with their required settings. Already created by QBO:
Required accounts You may not be asked to map all of these accounts when connecting to QBO for the first time. However, since they allow you to fully use DEAR features, you should create these accounts in QBO now.
Optional Accounts Inventory Accrual/Stock in Transit (requires Inventory Accrual to be enabled)
Gift Card Liability (requires Gift Cards to be enabled)
Creating accounts in QBO:
Revenue account mapping[back to top] All products and services in QBO must have an account to which they are mapped. This mapping will always override the revenue account mapping in DEAR. Unfortunately there is no way to override this from DEAR. Please note:
Turning off Inventory Tracking in QBO[back to top] DEAR does not support quantity or inventory tracking in QBO. If quantity tracking or inventory tracking is turned on in QBO, DEAR will not sync data to QBO.
NOTE: The inventory type products previously tracked in QBO remain tracked even after tracking is turned off. To resolve the issue, delete the old products and create new products. See Replacing Products in QBO below for more details. Connecting DEAR Inventory and QBO[back to top] Once you have added all the relevant accounts, you can either connect to QBO (if you already have an account) or complete the DEAR signup process (if you don't). Consult the Getting Started Guide for help setting up your DEAR account. Connecting QBO when you create a DEAR account[back to top] If you don't have a DEAR account yet, you can start the integration process from QBO or from DEAR. NOTE: You will need a QuickBooks Online PLUS or ADVANCED account to correctly integrate with DEAR. Connecting from QBO:
Connecting from DEAR:
If you are setting up DEAR for the first time, you will need to enter the opening balances from your QBO accounts into DEAR. See Manage Opening Balances for more information. Navigate to Reference Books → Account Mapping to finish mapping your accounts correctly. See More Account Mapping below for further information.
Connecting an existing DEAR account to QBO[back to top] If you already have a DEAR account and QBO account, you can use the QuickBooks Connect Wizard to integrate the two systems. NOTE: Some versions of QuickBooks Online (e.g. QuickBooks Online Australia) no longer support custom tax rates. In order for the tax mappings section of the integration to go smoothly, tax rules in DEAR must match the QBO-created tax rules in QBO. Check your DEAR tax rules and delete/edit any that do not exactly match the QBO-provided tax rules if your version of QBO does not allow custom tax rates. Connect DEAR Inventory and QBO:
While the mapping is ongoing, your DEAR account will be locked and all users, including you, as the master user, will not be able to access DEAR Inventory. After the migration is done, DEAR will send you an email that will contain a link to the page in DEAR where you can export historical data to QuickBooks Online. If any error happens during the migration, the email will contain information about the error, and you will be asked to contact DEAR Customer Support. More Account Mapping[back to top] To fully enable all of the DEAR functionality, you can finish mapping the required and optional accounts. Create any missing accounts in QuickBooks Online if you haven't already, synchronise your data and navigate to Settings → Reference Books → Financials → Account Mapping. Select the equivalent accounts from the list and Save your changes. DEAR can only map accounts between systems if they have the same settings. If you are missing an account, you can go back to QuickBooks and create them (check the required account settings above), sync, then reload the Account Mapping page. NOTE: You can use DEAR without completing this account mapping. If you attempt to use functions that are linked to an unmapped account, DEAR will report an error and may be unable to complete the operation. Using QBO Integration Settings[back to top] Once your DEAR Inventory account is set up, you'll be able to locate the QuickBooks Online Integration page by selecting Integration from the right-hand menu, then QBO. The QBO Integration page will contain the details of the integration (on the left-hand side of the page), which explain the flow of data between DEAR Inventory and QBO. Created in QuickBooks, sent to DEAR
Created in DEAR, sent to QuickBooks
Can be created in both, synchronised both ways
Within the QBO Integration page, you can control whether your integration is enabled or disabled and modify any other integration settings. We recommend taking a look at your settings before putting through new transactions. From the Integration Settings screen, set the following options:
Auto-Synchronisation Settings[back to top] You can choose to sync DEAR systems with QBO manually or automatically. Toggle Auto-Synchronisation to Yes to display additional auto-sync options. You can set the start date, start time, sync frequency, and the alert type for any errors raised during the synchronisation process. NOTE: If you have enabled auto-synchronisation, you can still perform manual synchronisation at any time, as long as an auto-synchronisation process is not running. If the auto-synchronisation process is running, DEAR will not allow manual synchronisation. There are two ways the user can be notified of errors:
NOTE: The status of each auto-sync is detailed by filtering for Integrations in the Audit Report, which is found under the Reports module. Class and Location Tracking[back to top] Classes and Locations are optional fields used to give extra information on QBO invoices. Location is applied to the entire document, while Class is applied either to line items or to the entire document. Class and Location mapping allows you to select fields from the DEAR sales/purchase document header to export to QBO and be displayed in these fields. You will need to enable tracking of classes and locations in QuickBooks to use this feature. If class/location tracking is not enabled, these fields will be left blank on the QBO invoice. The following fields can be mapped:
Enable class and location tracking in QBO:
For more information, see Using Classes and Locations in QuickBooks Online. Maintaining Cost of Goods Sold[back to top] IMPORTANT! These features are for maintenance purposes only. Exporting COGS transactions is automatically performed daily. You can manually export COGS transactions, or void (recall) previous exports, for a specific date range using the Cost of Goods Sold Maintenance section. Specify the period you want to adjust (the selected dates are included in the period), then click either the Export COGS to QuickBooks or Void COGS in QuickBooks button, depending on the action you're taking. Replacing Products in QBO from DEAR[back to top] You may find that you are still experiencing duplicate COGS in transactions even if inventory tracking has been disabled (described above). This is possible if inventory tracking for a product has been enabled in QBO at any point. In this case, you can replace all products at once to fix the issue. All existing items in QuickBooks will be rewritten with products from DEAR. NOTE: Product Names must be unique in DEAR to be successfully exported to QBO. Duplicate Entries The process will start by checking for uniqueness of each product name in DEAR using the first 100 symbols of a name.
Progress Status During the replacement process, the progress status will be displayed on the screen.
Connecting to Another QBO Organisation[back to top] If you decide to connect DEAR to a different QBO organisation, click the Change Organisation button. You will be walked through the QuickBooks Connect Wizard to finish account and tax mapping. This is essentially the same process as connecting to QuickBooks for the first time. See Switching Accounting Integrations and QuickBooks Connect Wizard for more information. Disabling your QBO Integration[back to top] If you decide that you want to remove the integration between DEAR and QBO permanently, click the Disable Integration button. You can continue to use DEAR as a standalone accounting system. Exporting Historical Transactions[back to top] You can export historical data from DEAR to QBO, which registers all documents and related items (products, vendors, customers, etc.). Use this feature to export all data to QBO for a particular date range. To start the export process, select a start date and then click the Export Historical Data button. Find incorrect duplicate manual journals[back to top] This tool should only be used in the case of finding discrepancies between DEAR and QuickBooks Online trial balance. Enter a To Date and From Date and click Search to find all manual journals in QuickBooks for the period. Compare journal entries that were created or not created from DEAR to try to find journals that were created by DEAR as duplicates. Once an incorrect duplicate manual journal has been found, click Delete for the incorrect journal line to void the journal in QuickBooks. Refunds and credit notes sync to QBO[back to top] A credit note in DEAR is synced as a Credit Memo document to QuickBooks. Only the part of the credit note that has not yet been refunded is synced to QBO as a Credit Memo (line totals reduced by refund amount).
When a refund is added, a different document (Refund Receipt) is synced to QBO. It also has lines, DEAR takes them from the credit note, then reduces them proportionally to math the refund amount.
If the refund amount exceeds the credit note amount, the refund/credit note will not sync to QBO - QBO does not allow a negative credit note - and you will receive an error. If you are receiving an error when syncing credit notes or refunds, please check the sale and refund totals and adjust if necessary. Which report would you use to show top selling and/or worst selling products?Check out the Profit and Loss report. Because it Shows profitability and how much money was earned and spent on each category.
What report in QuickBooks shows gross sales?Note: In QuickBooks, there is no particular report which will display the gross revenue. However, you can see the Sales by Product/Service Summary report to see your particular total income.
Which reports in QuickBooks shows the activities of the company such as sales and expenses?There are two main types of reports in QuickBooks–Summary reports and Detail Reports. Summary reports are designed to provide you summary information about customers, sales, expenses and more. An example is the A/R Aging Summary report.
How do I run a sales report in QuickBooks online?Standard QuickBooks Sales Reports. Navigate to Reports on the side menu.. Type Sales in Report by Name field as shown in the Red Box.. You will see a list of QuickBooks Sales Reports such as Sales by Customer, Sales By Class, etc. From there you can select the required reports.. Click Run Report.. |