QuickBooks ® Integration
The OrderStream Pro Business Manager can be integrated in real time with QuickBooks® Financial Software. Key data flows automatically between applications as you enter it, eliminating delay, double entry and third-party software. The integration relies on software developed by Intuit® called the QuickBooks Web Connector.
Customers and Suppliers
All customer and supplier records are created and updated in OSP and exported to QB. OSP automatically assigns proprietary ID numbers to all records (e.g. "A12345", "S98765").
When OSP exports new and updated customer records and supplier records to QB, it looks for records on the QB side that contain the same customer ID or supplier ID, respectively. When OSP finds a matching ID in QB, it assumes that the record to be exported is an update of the matching QB record, and overwrites the matching QB record. When OSP finds no matching ID in QB, it creates a new record in QB.
If you are just getting started with QB or prefer to create a new company file, simply create new records in OSP normally and allow them to export to QB. The IDs will synchronize automatically.
If you already have a database of customer and / or supplier records defined in QB and wish to synchronize it with your OSP records, you will need to ensure that the record IDs in QB match the IDs that OSP assigns automatically to customer and supplier records. This is a one-time manual task.
For larger databases, you may prefer to request the services of the OSP technical department to develop a one-time transfer of records into OSP, rather than entering records into OSP manually. The same data will need to be re-imported back into the source database with the customer and supplier IDs assigned by OSP.
All invoices, debit memos and credit memos are created in OSP and exported automatically to QB. Each contains a reference to a specific customer account. If OSP can’t find a customer record on the QB side with a matching customer ID, it will simply create a new customer record in QB based on OSP data.
Customer payment records may be entered into OSP directly and flow from there to QB, or you may choose to enter payments in QB and have them flow into OSP. The key is not to enter payments manually in both systems, so as to avoid duplicated data and effort. Please let your customer support representative know which direction you would prefer your payment data to flow.
Payment data enables OSP to calculate aging reports and credit limits and to filter commission statements on the basis of "paid" orders.
Supplier invoices, or "bills" as they are called on the QB side, may also be entered into either OSP or QB, depending on your preference, and can be configured to export automatically to the other system. As with payments, it’s important not to enter supplier invoices manually in both systems. Given the convenience of having your detailed cost data available and editable in front of you while you are vouching, we recommend submitting your supplier invoices in OSP.
Be sure to vouch the amount invoiced against the costs recorded on the corresponding purchase order in OSP in order to ensure proper cost of goods accounting and accurate commission accounting.
If you maintain an inventory, OSP enables you to track inventory levels, place orders from inventory (and enable your customers to order from inventory via an online store), and replenish your inventory.
When an inventory order is invoiced, an Inventory Asset account is credited on the QB side for the cost of the merchandise, and a Merchandise Cost (or Cost of Goods Sold) account is debited for that cost. And when PO for replenishing your inventory is vouched against a supplier invoice, your Inventory Asset account is credited.
Commissions are not currently included in the data shared automatically between OSP and QB. Sales, gross margins, commissions earned and current commission statement balances are all calculated and presented to the appropriate users in OSP. The value of commission checks generated from QB should also be recorded in OSP, in order to keep commission statement balances current. OSP also enables you to "vouch" commission payments against earnings, in whole or in part (e.g. an advance may not initially be 100% offset by existing earnings, but may be eventually).
Please feel free to download the QuickBooks® Web Connector Setup Manual for complete details about how to set up the integration between OSP and QB. If you are a Canadian client, please select this version of the QuickBooks® Web Connector Setup Manual.