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AltheaSuite Integration with QuickBooks Online

Enable the QuickBooks Online Integration

Step 1 :  Login to your AltheaSuite account.

Step 2 :  From the main menu options navigate to Settings > QuickBooks Online.

Step 3: Click on ‘Connect AltheaSuite to your QuickBooks Online Account

Step 4: Select the QuickBooks Company you want to map with AltheaSuite from the drop down and click Next

Step 5: Click Connect.

Step 6: You will get an option asking ‘How did you hear about AltheaSuite?‘. Click on any of the given radio button and click ‘Submit‘.

Configure the integration

Once you have connected with QuickBooks, you will be redirected to your AltheaSuite account’s QuickBooks Online screen to configure the integration settings.

QuickBooks Online Settings

Here, you need to configure the Account and Item account settings.

Sync Start Date : Documents/Transactions (Sales, Purchase, Sales Return) created or updated on or after this date will be synced with QuickBooks Online.

Do Not Send customer accounts to QuickBooks : If this checkbox is enabled, customers financial accounts will not be sent to QuickBooks.

Do Not Send supplier accounts to QuickBooks : If this checkbox is enabled, suppliers financial accounts will not be sent to QuickBooks.

Do Not Send employee accounts to QuickBooks : If this checkbox is enabled, employees financial accounts will not be sent to QuickBooks.

Do Not Send tax account to QuickBooks : If this checkbox is enabled, financial accounts of taxes will not be sent to QuickBooks.

Send single item for all transactions : If this checkbox is enabled, 

Item mapped with SKU : If this checkbox is enabled, 

Send Supplier Invoice Number With Purchase : If this checkbox is enabled, Supplier Invoice Number will be sent to QuickBooks instead of Purchase Number.

Send Stock Correction Transactions : If this checkbox is enabled, Stock Correction transactions will be sent to QuickBooks.

Send Dump Items Correction Transactions : If this checkbox is enabled, Dump Items Correction transactions will be sent to QuickBooks.

Product Accounts

In AltheaSuite you can set default COGS, Inventory Asset and Income account for all products or you can maintain different Expense, Inventory Asset and Income account for each product.

Maintain same COGS, Inventory Asset, Income, Inventory Adjustment and Dump Stock Adjustment Accounts for all products:

COGS account name for Inventory part: When an inventory item is sold, the cost of that item is moved from the “Asset” account to this “COGS” account.

Asset account name for Inventory part: When an inventory item is purchased, the cost of that item is debited to this account to increase the asset.  When an inventory item is sold ,this account is credited to decrease the asset.

Income Account Name : When an inventory item is sold, the sale price of that item is posted to this “income” account.

Maintain Independent COGS, Inventory, Income, Inventory Adjustment and Dump Stock Adjustment Accounts for each item:

As part of the reconciliation process, businesses will categorise the items sold on invoices to a particular account like ‘revenue’ or ‘furniture sales’.

This option will allow you to map COGS, Inventory, and Income Accounts separately for each item created in AltheaSuite.

In the QuickBooks Settings window, mark the checkbox Maintain Independent COGS, Inventory & Income Account for each item to start mapping the account names for items. Then click on the 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.

Setting up Discount, Shipping and Sales Return Charges Item Names and Account Names:

Discount Item Name : The discount given in  sales invoice in AltheaSuite will be synced to QuickBooks with the item name entered here.

Discount Account Name : 

Shipping Charge Item Name : The shipping charge entered in AltheaSuite will be synced to QuickBooks to the financial account entered here.

Shipping Charge Account Name : 

Sales Return Charges Item Name : The restocking and service fee entered in AltheaSuite will be synced to QuickBooks to the item name entered here.

Sales Return Charges Account Name : The 

What happens if I change an income account that a product category has been previously mapped to?

Invoices that were synced earlier to QuickBooks will not be affected by the change. If you want to change those you can do it within QuickBooks by editing the income account for the individual product(s)

Going forward invoices that are exported with newly mapped categories will put product income into the correct account.

Which Account name is used to map the AltheaSuite accounts to QuickBooks ?

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 the 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.

What Data is Synchronised?

Products

  • Products are synced one way from AltheaSuite to Quickbooks
  • If a ‘QuickBooks Product Name’ matches with that of an ‘Item Name’ already created in AltheaSuite, the items will be automatically mapped. If an item name does not, we create a new product in QuickBooks.
  • Only Active products and services in AltheaSuite will sync to  QuickBooks 
  • Services created in AltheaSuite will sync to QuickBooks as services. Other than service items, rest will sync as Inventory 
  • Changes made to item details in AltheaSuite will automatically update in Quickbooks in next sync
  • Deleting a product/service in one program does not remove it from the other, so if you need to delete an item, make sure to delete it out of both programs.
  • The fields that sync on products and services are:
    • Item Name
    • SKU
    • Description
    • Sales Price
    • Purchase Price
    • Preferred Supplier
    • Product Type

Customers

  • Customers are synced one way from AltheaSuite to Quickbooks
  • If a ‘QuickBooks Customer Name’ matches with that of a ‘Customer Name’ already created in AltheaSuite, the customer will be automatically mapped. If customer name does not match, we create a new customer in QuickBooks.
  • Any changes made to customer details in AltheaSuite will update the customer details in Quickbooks in next sync.
  • Only Active Customers in AltheaSuite will sync to  QuickBooks 
  • Deleting a Customer in one program does not remove it from the other, so if you need to delete a customer, make sure to delete it out of both programs.
  • The fields that sync on products and services are:
    • First Name
    • Last Name
    • Email 
    • Phone
    • Billing Address

Opening Stock and Opening Balance

  • Opening stock added while creating an item will be synced to QuickBooks.
  • Opening Balance added while creating a customer will be synced to QuickBooks.

Deposits

  • Deposits taken in Quotation and Orders are synced as journal entry in QuickBooks
  • Deposits returned to customer are synced to QuickBooks
  • Deposits moved to customer account are synced to QuickBooks

 Sales 

  • When you set up the integration, you will specify a start date. Records created or updated on or after this date will be synced with QuickBooks Online.
  • Sales invoices are synced one-way from AltheaSuite into QuickBooks.
  • The line items will appear on the QuickBooks invoice showing: name, description, quantity, dollar amount.
  • Sales invoices saved with Balance and Multiple payment mode , will sync to Quickbooks as Invoice
  • Sales invoices saved with single payment mode will sync to Quickbooks as Receipt
  • Canceled sales invoices will not sync to Quickbooks
  • Sales invoices modified in AltheaSuite will not sync to Quickbooks, you need to manually update it in Quickbooks.

Sales Returns

  • Sync one-way from AltheaSuite into QuickBooks.
  • Sales returns from AltheaSuite will sync as Refunds to Quickbooks
  • Sales returns made with multiple payment modes will not sync to Quickbooks

Purchases

  • Purchases are synced one-way from AltheaSuite into QuickBooks.
  • Purchases from AltheaSuite will sync as Bills to Quickbooks
  • Additional Expenses are synced to QuickBooks as a Journal Entry
  • If you are modifying the Purchase in QuickBooks which has additional expense, delete the journal entry of additional expense from QuickBooks and sync again. This will update the Bill in QuickBooks and create a new journal entry.
  • Purchase Returns will not be synced to QuickBooks so you will have to manually do the changes there.
  • Payments done for Purchase will not be synced to QuickBooks, it should be manually entered there.

What Data is not Synchronised?

  • Opening Stock added by modifying the item will not be synced to QuickBooks.
  • Opening Balance added to a customer which is already synced to QuickBooks will not get synced.
  • Opening Balance added to a Supplier/Vendor will not be synced to QuickBooks.
  • Purchase Returns will not be synced to QuickBooks so you will have to manually do the changes in QuickBooks.
  • Payments done for Purchase will not be synced to QuickBooks, it should be manually entered in QuickBooks.
  • AltheaSuite will not send tax rates, QuickBooks will automatically calculate the tax based on the settings done in the QuickBooks.

Common Errors and Solution

  1. failed to upload Item “ABC” error was String length is either shorter or longer than supported by specification. String length specified does not match the supported length. Min:0 Max:100 supported. Supplied length:104

Cause: This error occurs when an item attempts to sync from AltheaSuite to QuickBooks online , but the SKU length is greater than 100 characters in AltheaSuite.

Solution: Adjust the SKU length  to ensure the number of characters within that field is 100 or less. 

2. failed to upload Item “ABC” error was String length is either shorter or longer than supported by specification. String length specified does not match the supported length. Min:0 Max:4,000 supported. Supplied length:4,931

Cause: This error occurs when an item attempts to sync from AltheaSuite to QuickBooks online , but the item description is greater than 4000 characters in AltheaSuite.

Solution: Adjust the item description length  to ensure the number of characters within that field is 4000 or less. 

3. failed to upload Customer “Aman & Gupta” error was : Invalid Email Address format. Email Address does not conform to the syntax rules of RFC 822. Supplied value:SS@ss

Cause: This error occurs when an email address for a customer in AltheaSuite isn’t in the proper format of address@domain.suffix

Solution: Reasons why the email address may be invalid are that there might be spaces in any part of it (“bob @ example.com”), or no “@” sign (bobexample.com), etc.

Update the email address of customer/vendor/employee with correct email address and sync again.

4. failed to upload Vendor “A:MSupplier” error was : Invalid String. The String may contain unsupported or illegal chars. Element contains invalid characters. A:MSupplier

Cause: This error occurs when a Customer, Supplier name contains colon ( : ). QuickBooks uses colons as a special character to delineate parent/child hierarchies. Thus, you can not have colons in customer names.

Solution: Remove colon from customer/Vendor/employee name and sync again

5. failed to upload Vendor “Jon Ball” error : Duplicate Name Exists . The name supplied already exists. : Id=3649.

OR

 failed to upload Employee “Peter” error was : Duplicate Name Exists Error. The name supplied already exists. : Id=3563

OR

failed to upload Employee “Kevinr” error was : Duplicate Name Exists Error. The name supplied already exists. : Id=3563

Cause: All “Display” names in QuickBooks must be unique. This error means the name supplied on the record is already in use in QuickBooks. It could be associated with another customer, vendor, or employee.

Solution: Check for a duplicate name in AltheaSuite, Slightly change the name for the conflicting customer/vendor/employee in AltheaSuite and sync again

6. Error: failed to upload SalesReturn error was : Currently only single payment modes are supported in sales return sync

  1. Sales Invoice Sync with Advance Payment

Error

failed to upload payment for Sales Invoice HD-I00001″ error was :Payment mode “AdvanceAmount” is not valid.

  1. Item Error: If Expense and Income not specified

failed to upload Item “108\” Table Runner” error was Required param missing, need to supply the required value for the API

Required parameter ExpenseAccountRef or IncomeAccountRef is missing in the request

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