QuickBooks

The QuickBooks section of the Configuration Manager (File → Configuration Management → QuickBooks) allows you to manage options relating to the QuickBooks Online sync. This section does not exist in QuickBooks Desktop integrated companies.

Custom Fields

Acctivate fields can be mapped to custom fields in QuickBooks Online.

For a custom field to be available for mapping in Acctivate, it must first be created in QuickBooks Online.

Create Custom Fields in QuickBooks Online

  1. Login to QuickBooks Online and navigate to the Custom Field screen.
  2. Enter a Name for the custom field.
  3. Select the Data type.
  4. In the Select category section, choose Transaction. Other categories can be selected, but Acctivate only syncs transaction data for sales invoices and credit memos and purchase invoices. If, for example, you select Customer, the custom field will appear in the Customer window in QuickBooks Online, and its values will copy to invoices and credit memos created in QuickBooks. However, Acctivate only writes to the custom field on invoices and credit memos.
  5. In the Select forms section, enable the forms the custom field applies to. The Print on form option can be enabled or disabled. The following forms are supported by Acctivate, though the custom field can be associated with other forms.
    • Invoice
    • Credit Memo
    • Bill
  6. Save your custom field.

Map Acctivate fields to the QuickBooks Online custom fields

  1. In Acctivate, expand the QuickBooks section of the Configuration Manager (File → Configuration Management → QuickBooks)
  2. Select the Custom Fields section.
  3. Click Edit and use the dropdown in the Acctivate column to select an Acctivate invoice / credit memo field in the Sales section and an Acctivate Purchase Invoice field in the Purchase section. Acctivate standard and custom sales invoice and purchase invoice fields are available for mapping.
  4. Save your changes.

Once mapped, data from the Acctivate fields will flow to the corresponding QuickBooks Online fields.

For example, if you map the Acctivate Sales Rep field to a QuickBooks Online custom field named Sales Rep, the invoice synced from Acctivate to QuickBooks Online will include the sales rep information.

QuickBooks Online Locations

Note

This section will only appear for Acctivate companies that are integrated with a QuickBooks Online company with location tracking enabled.

The name of this section will match the location label configured in QuickBooks Online.

After enabling location tracking in QuickBooks Online, log into Acctivate or perform a sync to enabled the QuickBooks Location mapping section.

In this section, you can map Branches and Warehouses to QuickBooks Online locations.

When sales transactions, i.e., sales and credit invoices and their Cost of Goods Sold journals, are synchronized to QuickBooks Online, they will be assigned the location that is mapped to the transaction's Branch.

Likewise, when purchase invoices and inventory journals are synchronized to QuickBooks Online, they will be assigned the location that is mapped to the transaction's warehouse.