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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: 

  1. 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’.
  2. 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.

  1. 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.
  2. 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.
  3. 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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