Last Updated: Feb 18, 2022

InfiPlex Inventory and Order Management System (OMS) integrates with QuickBooks Online. Eaily manage orders, inventory, and clients by having them all automated with InfiPlex Inventory and Order Management System. It makes managing your accounting easy.

Sign-up for QuickBooks Online.

Set-up Steps

Follow the steps outlined below to connect your QuickBooks Online (QBO) account with your InfiPlex OMS or webstore. This will allow all orders and client information to be passed to your QBO account. You will also need to contact support to let us know you are planning on using QuickBooks Online so we can activate the system to start sending requests to QuickBooks Online.
 

1. QuickBooks Online Set-up:
   The first step is to make sure your accounts and items are set-up in QuickBooks Online. These need to be set-up in QBO first to ensure that the OMS can pass everything correctly back to QBO.
    
   • Accounts Payable - this is required for associating Drop Shipper Vendor Purchase Orders to an accounts payable account.
   • Discount Account - this is required for associating any coupons or discounts given on an order.
   • Items - Your Service or Inventory items should be set-up in QBO and associated to the appropriate Expense or Asset Account. Inventory items should include the exact SKU that is in the OMS to properly track that item in QBO. If the exact SKU number does not exist in QBO, then inventory updates will not be received by QBO from InfiPlex. InfiPlex will not auto-create an item from a standard sales order, you must set-up your items/SKU numbers in QBO.
   • Vendors - All of your Vendors need to be set-up in QBO and then entered into the OMS with the exact Display Name used by QBO.
   • Tax Codes - your tax codes need to be in QBO first so you can then create the association within the OMS to the appropriate State or zip code.
   • Enable Shipping - shipping must be turned on in QBO in order for orders to pass shipping amounts. You can find this setting at Settings > Company Settings > Sales > Shipping in QBO.
2. The second step is to set-up your QBO connection and settings in the OMS:
    
   • The first setp in the OMS is to activate QBO. This is done by going to Settings > Miscellaneous and changing the setting quickbooks_online_enabled to yes
     
     
     
     Be sure to set the quickbooks_online_enabled setting and not the quickbooks_enable - this one is for the desktop version of QB. After saving the setting, click on another admin link to reset the top menu to see the QBO menu option.
     
      
   • QBO Setup Instructions
     Click the QBO menu option. This will bring up the main QBO Setup Instructions page. The first step is to click the Connect To QuickBooks button.
     
     
     
     
     This will open up a window to Intuit with a login form to your QBO account. Once you sign-in your QBO account will be connected to your OMS account allowing it to pull data from and push data into your QBO account.
     
     
      
   • Enable Shipping in QuickBooks Online - shipping must be turned on in QBO in order for orders to pass shipping amounts. You can find this setting at Settings > Company Settings > Sales > Shipping in QBO.
   • QBO Settings Tab:
     Set your Purchas Order Account and Sales Receipt / Invoice Discount Account. You will need to wait for your QBO connection to pull your accounts into the OMS before these options become available.
     
     
     
     The Push Shop Orders As option lets you decide if you want your marketplace orders coming through as a Sales Receipt or an Invoice. All orders will come through as the transaction type set here.
      

     Invoice - Manual option
     With the Invoice Manual option you will be able to manually submit your order invoices to QBO from the Order Detail page. At the bottom of the Order Detail page you will see the QBO Invoice Create form. This form allows you to set several fields in order to push the invoice into QBO with your preferred values for the following fields:

     • Tracking Number - QBO only allows one. Copy and paste it from the package information above this form.
     • Shipping Method - example: UPS Ground
     • Ship Date
     • Private Note
     • < Select Terms > pulled from QBO
     • < Select Class > pulled from QBO
     • Click the Save button to push the Invoice to QBO.

     
     
     

     
      
   • QBO Accounts Tab:
     The Accounts Tab will list the current Accounts in QBO along with their QBO ID number.
     
      
   • QBO Items Tab:
     The Items Tab will list the current Items in QBO along with their QBO ID number. These are Service and Inventory Items. Inventory items need to be included in QBO in order for orders and inventory to be passed correctly.
     
     
      
   • QBO Vendors Tab:
     The Vendors Tab will list the current Vendors in QBO along with their QBO ID number.
     
      
   • QBO Customers Tab:
     The Customers tab pulls in customers from QuickBooks Online. Important Note: the email address associated to the customer is used to insert new invoices or sales orders into QuickBooks Online. Most marketplaces include an email address with the order, however some do not. Orders coming from marketplaces that do not include an associated email will need to have an Order Automation rule set-up to auto-add an email address to the order. This will allow the invoice / sales order to be pushed to QuickBooks Online.
     
      
   • QBO Tax Codes Tab:
     The Tax Codes Tab will list the current Tax Codes in QBO along with their QBO ID number and allow you to create a relationship with a zip code or two charater state code. These associations will be used to pass the proper tax code on user orders back to QBO.
     
     
      
   •  
3. For any questions on how to use QuickBooks Online, please go to the QuickBooks website:
   - QuickBooks Online Support

 

Pending & Completed Requests

The QBO tools inlude the Requests Pending and Requests Completed tabs. The Requests Pending tab will list the queued updates or communication with QuickBooks Online.



The Requests Completed tab lists QBO requests that have already been sent to QBO. You also have the ability to modify the JSON code sent to QBO and resend the request. This can be used to resend an order with updated information. You should only use this if you understand the JSON data and the requirements for the information being sent.

 

 

 

 

Sales Orders & Clients

The email address associated to the Sales Order will be used to associate an order to an existing client in QBO.