Accounting Settings

The QuickBooks Online app (powered by OneSaas) is a free WIneDirect app that integrates your store with your QuickBooks Online account. This app can help save you time, effort, and errors by automating your bookkeeping. Its features include:

• automatically syncing orders, products, customers, taxes, discounts, refunds, and shipping charges
• accurately recording sales income, tax, rebates, deals, and shipping
• automatic payments reconciliation when paired with QuickBooks Payments

Prerequisites

Before setting up the QuickBooks Online app, please ensure you have the following set up in your WineDirect and QuickBooks Online accounts. You can create a trial if you don't already have a QuickBooks Online account.

BIGCOMMERCE

• Payment methods should be set up. If these change later, you can resync them with QuickBooks Online.
• Taxes should be set up. Manual and automatic taxes are both supported.
• All products and variants must have unique SKUs. When setting up the app, you can match your SKUs with either the QuickBooks item Name Field or the SKU field. If your products do not have SKUs, the app will automatically generate them when the SKU option is selected.
• Ensure that all customer data is accurate. The customer name and email are used to prevent duplicate data between systems.

Note: If you leave it up to the app to create items in QuickBooks Online for you, keep SKUs under 30 characters. Any longer, and QuickBooks Online will reject them.

Note: Customers and products will only be synced to QuickBooks Online if used in an order. Unused customers or products will remain in BigCommerce until their first order is created.

QUICKBOOKS ONLINE

• Set up your Taxes. Manual and Automated Sales Tax are both supported.
• Set up your Chart of Accounts.
• Enable Shipping and Discounts.
• Enable Track Quantity on Hand.
• Ensure you know how to reconcile payments in your accounting system using clearing accounts.

Note: No tax mapping is required when QuickBooks Online is configured to use Automated Sales Tax (AST). QuickBooks Online will recalculate taxes when orders are synced across both systems.

Connecting the QuickBooks Online App

Once you've completed the prerequisite setups, you can install and connect the QuickBooks Online app.

1. In the BigCommerce control panel, go to Settings › Accounting.

2. Next to QuickBooks Online, click Install.

3. Click Confirm to allow QuickBooks Online to access your BigCommerce store.

4. You will now be asked to Connect and grant BigCommerce access to your QuickBooks Online account. You will be prompted to create a trial if you don't already have one.

5. After you've logged in and connected your account, you'll be taken into the app and presented with two workflows.

• When an Order is created in BigCommerce, create an Invoice in QuickBooks Online.
• When stock levels are updated in QuickBooks Online, update stock levels in BigCommerce.

Importing Orders into QuickBooks Online

This section will show you how to sync BigCommerce orders into QuickBooks online. To get started, See OneSaas's Using the Shipping, Discount, and Other Special Products in OneSaas to learn more.

RETRIEVE ORDERS FROM BIGCOMMERCE

Select the order statuses you want to sync and how they will appear in QuickBooks Online (Sale Invoice or Sales Receipt).

Default Products and Advanced Options allow you to set a preferred order prefix, default products for various line items used in orders (e.g., Shipping or Discounts), or let QuickBooks Online generate the invoice numbers when orders are transferred over.

• Order Number Prefix — The prefix you input here is added to all orders retrieved from BigCommerce. For example, if you set BC as a prefix, order 1234 would be sent to QuickBooks Online as BC1234.
• Use Shipping Item — Used to specify a dedicated 'product' to assign shipping charges in QuickBooks Online. See OneSaas's support documentation to learn more.
• Discount Product — Used to specify a dedicated discount 'product' so you can track your deals in QuickBooks Online. See OneSaas's support documentation to learn more.
• Default Gift Card Product — Used to specify a dedicated gift card 'product' so you can track gift cards in QuickBooks Online. See OneSaas's support documentation to learn more.
• Assign them to the — Used to choose the nature of the customer record created in QuickBooks Online. The default option is Original Customer; however, if your customers specify a company name and prefer to have that appear instead, you can opt for the Customer's Organization option. Alternatively, select the Generic Online Sale Customer option if you do not want any customer records to be created. All sales will be synced to a generic "BigCommerce" customer record. See OneSaas's support documentation to learn more.
• Automatic Invoice Numbers — Used to completely disregard the BigCommerce order number altogether and use the sequential numbering convention within QuickBooks Online.

RETRIEVE CANCELLED/REFUNDED ORDERS FROM BIGCOMMERCE

Enable Retrieve Cancelled/Refunded Orders from BigCommerce if you want refunds generated in QuickBooks Online when an order is refunded or canceled. Note that Partially Refunded orders within QuickBooks Online will be treated as a full refund. You will have to manually edit the refund note/receipt that is generated to reflect the partial refund.

You can also add a prefix to all refunded orders retrieved from BigCommerce by clicking Advanced Options. This functions exactly like the Order Number Prefix option we mentioned earlier.

BIGCOMMERCE PRODUCTS

If you have existing products in QuickBooks Online, you must select how they will match your BigCommerce products. You can check your BigCommerce SKUs with the QuickBooks item Name or SKU fields.

CREATE NEW ITEMS IN QUICKBOOKS ONLINE

Enable Create New Items in QuickBooks Online if you'd like new items automatically sent to QuickBooks Online.

• Non-Inventoried Items, Inventoried Items — Select Non-Inventoried Items if you do not intend to track inventory within QuickBooks Online; otherwise, select Inventoried Items. Note that if you choose to track inventory, you must manually set up the initial stock levels for each item.
• Income Account, Expense Account, COGS Account, Inventory Asset Account — These are basic accounts that QuickBooks Online requires when creating a new item. Consult with a tax professional or an accountant if unsure which accounts to use. If you want different products to have other income/expense accounts, all must be set up after the items are created.
• Inventory Starting Date — If you choose to track inventory, you must specify a starting date for when the list starts. Make sure you select a historical date to generate historical sales against items created by the integration. For example, if you want to integrate sales from Feb 1st, you should set an Inventory Starting date dated Jan 31st or earlier.

MAP TAX CODES

When orders are synced, the tax code applied to the order is matched to a corresponding tax code in QuickBooks Online. When mapping tax codes, the codes found in BigCommerce are displayed on the left, while drop-down fields on the right allow you to select the corresponding tax codes found in QuickBooks Online.

If you don't see a corresponding tax code, you'll need to log into QuickBooks Online and create it, then Refresh the list in the QuickBooks Online app. Note that no mapping is required if you enable Automated Sales Tax in QuickBooks Online. QuickBooks Online will recalculate taxes when orders are synced across both systems.

SEND PAYMENTS FROM BIG COMMERCE TO QUICKBOOKS ONLINE

When syncing orders, you can choose how payments appear in QuickBooks Online. You can map all your expenses into a single account or allocate each payment method to its history. For example, you may want all your payments to a PayPal clearing account while your Credit Card payments go to a separate clearing account.

Note that any payment methods not individually mapped will be allocated to your selected default account.

Click Save when you've finished setting up the order workflow. Afterward, you'll see an outline of what you've configured. Click Edit in the top right corner if you need to make changes.

Stock Level Updates

This option should only be enabled if your products have been manually created in QuickBooks Online with stock levels that match your BigCommerce stock levels.

We recommend enabling only the Orders Workflow for the first few synchronizations. This will ensure that most of the products are synchronized, eliminating the need to create and update the stock manually.

If you would like QuickBooks Online to be the source of truth for your stock levels, enable When stock levels are updated in QuickBooks Online, update stock levels in BigCommerce, and Save your changes.

Sync Settings

Click on the Sync tab when you've finished configuring the app workflows. Here you can set your time zone, and the integration starts to date and turn the integration on. Default values are loaded when setting up the app, but you can Edit them to suit your needs.

Note that the Integration Starting Date specifies a filter against your BigCommerce order date. This means any orders dated before the selected date will not sync.

Once you've set up your sync settings, agree to the OneSaas user agreement terms & conditions and turn on the automatic Sync. Afterward, you'll see when the next Sync is scheduled, or you can trigger a sync by clicking on Sync Now.