Help Center
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Getting Started
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Items
- Adding images to items
- Creating Combo Items
- How to check Sales/Purchase price history of an Item
- How to create/edit Item Category
- How to assign item location
- Supplier Product Code and its use in AtheaSuite
- How to set minimum order quantity for an Item in AltheaSuite
- How to Add New Item
- How to Create Custom Fields for Items
- Importing Item List
- How to bulk update item sales price
- How to make an Item Inactive
- How to Create Custom Measuring Units
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Employees
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Sales
- How to perform a sale in AltheaSuite
- How to change price of a product during billing
- How to edit paid Invoice in AltheaSuite
- How to put a Sales Invoice on Hold
- How to set credit limit to customer
- How to create a credit sale
- How to create a Pickup Invoice
- How to create a Delivery Invoice
- Selling an Item with a Serial Number
- How to add/modify a Customer
- Refund/Exchange an item
- How to create a Sales Return
- How to send square payment link to customer from AltheaSuite
- How to create Invoice Custom Fields
- How to give Manual Discount in Invoice
- Creating Invoice with Multiple Payment Modes
- How to create a new Payment Mode
- How to change saved Sales Invoice Date
- How to create a Sales Invoice using Store Credit
- How to search for all Web Orders
- How to change saved Sales Return Date
- How to add notes to Items while Invoicing
- Changing Cash Register while Invoicing
- How to put a Sales Return on Hold
- How to create a Price List and assigning to customer group
- How to create a Sales Invoice using Customer Deposit/Advance
- How to issue a Store Credit to Customer
- How to create a customer group
- How to Capture Customer Signature on Invoice
- How to mark the invoiced items as Delivered
- How to add the footfall count of your customers
- Receive Deposit/Advance from Customer
- How To Perform Sale
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Tax
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Settings
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Online Shop
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Purchase
- How to add/modify a Supplier
- How to create a Purchase Order
- How to create a Purchase Return
- How to create a Purchase from existing Purchase Order
- How to Cancel/Delete a Purchase Order
- How to make a payment to supplier
- How to create PO for BOM Elements?
- How to Hold and Pick a Purchase
- How to Update a Purchase Order
- How to create a Purchase
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Order Management
- Create a Custom Order Status
- Order Approval Header and Footer Setup
- How to send an Order Approval email to customer
- How to send Status check link to customer
- Check stock availability for an Order
- Create a new Order
- How to create a Backorder
- How to create a Drop Shipping for Backorder
- Converting an Order to a Sales Invoice
- Converting an Order to a Dispatch
- How to create a Packing Invoice
- Configuration of Approval Process for Orders
- Order Status Header and Footer Setup
- Setup Body Template for Status Check Link email
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Offers
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Inventory
- How to transfer Inventory from One Warehouse to Another
- How to dispatch stock
- Adding Opening Stock
- How to dispatch stock of invoiced items
- How to do a Stock Correction for an Item
- How to put a Stock Transfer on Hold
- How to check Awaiting Stock
- How to Upload Stock of Existing Items through Excel
- Receiving Stock
- Custom and Shipping charges in Stock Transfer
- How to Restrict Sales Price Discount for an Item
- How to do Stock Correction of Items through excel upload
- How to check Inventory count
- How to manage Stock in Transit
- How to manage Stock Transfer Request
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Delivery Management
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Serial Numbers
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Manufacturing
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UPC Barcode
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Shopify Setup
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Reorder
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Service
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Integrated Shipping
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Service Tools
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Jobwork
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Lot Numbers (Batch)
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Quickbooks Desktop
- How to restrict the financial accounts of AltheaSuite for not sending to Quickbooks ?
- How to add Department of Revenue for Tax accounts in AltheaSuite?
- How to mark 'Do not send to QB' for multiple financial accounts?
- Send Only Journal Entries from AltheaSuite to QuickBooks Desktop
- Send Product details and Receipts from AltheaSuite to QuickBooks Desktop
- Map Financial Account Names, Account Types and Class Name
- How to map the Financial Account Groups and Sub-accounts in AltheaSuite for QuickBooks
- QuickBooks Sync with Item details and receipts
- Account Mapping to send Items and Receipts from AltheaSuite to QuickBooks
- Name Template formatting for QuickBooks data sync
- How to setup QuickBooks Web Connector
- Troubleshooting QuickBooks Desktop Errors
- Best practices for keeping QuickBooks Desktop in sync with AltheaSuite
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AltheaSuite-APP
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Quotation
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Hubspot Integration
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Repeat Services
- How to create a Sales Invoice from a Repeat Service
- How to modify an Invoice created from a Repeat Service
- How to create a subscription for repeat services on a monthly basis
- How to create a subscription for repeat services on a weekly basis
- How to create a service on a specific day from an existing subscription
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Check
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Receive Payments
Account Mapping to send Items and Receipts from AltheaSuite to QuickBooks
Alternate Account names mapping
AltheaSuite uses Alternate Account Name from the financial account to map with the existing chart of the account names in QuickBooks.
To change the Alternate Account name of the financial account, navigate to Financial Accounts section under the Finance Books module.
Select the account name from the grid that you want to change, and click on the 3 dotted button. Select the Modify option.
In the Modify Financial Account window, you can click on the Alternate Account Name field and then enter the name as per the chart of account names present in QuickBooks.
Click on Update to save the details.
The updated Alternate Account name will show in the grid.
Note:
- If you are using Account Numbers in your QuickBooks then you need to enter only the account name in AltheaSuite. Example: If the account name appears as ‘11000 · Accounts Receivable’ in your QuickBooks then you need to enter ‘Accounts Receivable’.
- If you are using a sub-account in your Quickbooks, then you need to enter only the account name. Example: In the below screenshot, Fuel Expense is a sub-account of Expenses Account. In this case, you need to enter Fuel Expense in the Alternate account name to map with the sub-account.
AltheaSuite generates a financial account for Customers, Suppliers, Employees, and Taxes.
To set the default alternate account names, navigate to the Settings module and then click on the Quickbooks option.
This will open the QuickBooks Settings window as shown below.
Default Alternate account name for Customer account: The name entered in this field will get saved in the Alternate Account name when a new customer account is created in AltheaSuite.
Default Alternate account name for Supplier account: The name entered in this field will get saved in the Alternate Account name when a new Supplier account is created in AltheaSuite.
Default Alternate account name for Employee account: The name entered in this field will get saved in the Alternate Account name when a new Employee account is created in AltheaSuite.
Default Alternate account name for Tax account: The name entered in this field will get saved in the Alternate Account name when a new Tax account is created in AltheaSuite.
Account Mapping for Items
AltheaSuite supports Items from QuickBooks with the types of Inventory Part, Non-Inventory Part, and Service. Every item in QuickBooks requires some account names to be mapped in the item definition.
AltheaSuite gives you 2 options to map the account names that are required for the items in QuickBooks. The first option allows you to set the account names the same for all the Items and the second option gives you the ability to map account names differently for each item or group of items.
Global Account name mapping for Items
This option allows you to set the account names the same for all the items.
COGS account name for Inventory Part: This is the COGS account name that will get mapped for all the Inventory Items in AltheaSuite.
If you are using Account Numbers in your QuickBooks then you need to enter only the account name in AltheaSuite. Example: If the account name appears as ‘50000 · Cost of Goods Sold’ in your QuickBooks then you need to enter ‘Cost of Goods Sold’.
Asset account name for Inventory Part: This is the Asset account name that will be used for all the Inventory Items in AltheaSuite.
Income Account Name: This is the Income account name that will be used for all the Inventory Items in AltheaSuite.
Note:
- The best practice to map your account name in AltheaSuite is by copying the account name from the QuickBooks Item List module and then pasting the name in the AltheaSuite.
- If the account name is not correctly mapped with your existing account name from the QuickBooks item list then all the account names will get updated with the AltheaSuite account name in the Item List in your Quickbooks after the data is synced.
Maintain Independent COGS, Inventory & Income Account
This option will allow you to map COGS, Inventory, and Income Accounts separately for each item created in AltheaSuite.
In the QuickBooks Settings window, check the checkbox as shown above to start mapping the account names for items. Then click on QB Account button.
You can search for the item name that you want to map the account names or you can select a category name from the left menu option.
- Check the checkbox ‘Allow Multiple Selection’. This will give you the option to check the items in the grid that you want to map with the account names.
- If you wish to map all the items of the selected category then check the checkbox on the Header name of the grid. This will tick on all the items at once.
- Click on the ‘Assign Account For Selected Items’ toolbar button
You will then see the below window for Mapping Account, you can enter the account names for COGS, Inventory Asset, and Income account. Click on Apply.
Note: If you are using Account Numbers in your QuickBooks then you need to enter only the account name in AltheaSuite. Example: If the account name appears as ‘50000 · Cost of Goods Sold’ in your QuickBooks then you need to enter ‘Cost of Goods Sold’.
The account names will then be mapped for all the selected items.
If you want to assign account names for a single item, you can select an item from the grid and then click on the 3 dotted icon. Click on the Assign Account option.
This will open the Mapping Account window with the SKU and Item Name displayed for the selected item. Enter the account names for COGS, Inventory, and Income account. Click on Apply to save the details.
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