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
QuickBooks Sync with Item details and receipts
First-Time Sync (Force Sync)
When you sync your data from the AltheaSuite for the first time, there are 2 processes that happen during the sync.
- Get existing data from QuickBooks: The sync begins with the connection establishment from QuickBooks WebConnector with the AltheaSuite account. In the first process during the sync, AltheaSuite sends the request to QuickBooks to get the data that is present in both QuickBooks and in AltheaSuite. If the same data is present on both QuickBooks and AltheaSuite, then QuickBooks sends a unique ID for each data to save in AltheaSuite. This is the process of mapping the data with the unique IDs.
Example: If there is a customer with the name Michael present in QuickBooks and there is also a customer with the same name in AltheaSuite, then QuickBooks sends a unique ID to save this particular customer data in AltheaSuite. Now with this unique ID, the data of this particular customer gets exchanged between AltheaSuite and QuickBooks.
2. Send data from AltheaSuite to QuickBooks: After fetching the unique IDs of the data from QuickBooks, in the second process, AltheaSuite then sends the data to QuickBooks. The data from AltheaSuite without the unique IDs will get created in QuickBooks and the data with unique IDs will get updated in QuickBooks. When the new data gets created in QuickBooks, it also sends the unique ID of the data to AltheaSuite.
Once the sync gets complete and successful, AltheaSuite maintains a date-time so that when you sync the next to QuickBooks it only sends the data that was created or updated in AltheaSuite after the last sync was done.
Example: In the below screenshot, the last sync Customer Date shows Oct 11 2022 11:28 AM. When you sync the data to Quickbooks, for the customer data it sends only the Customers that are created or updated after this last sync date.
Normal Sync
The data sync to QuickBooks after the First Time Sync is the Normal Sync. This sync is usually done when you have already synced the data from AltheaSuite to QuickBooks at least once. In this case, AltheaSuite assumes that all your existing data from QuickBooks is already mapped in Altheasuite with the unique IDs. In this sync process, AltheaSuite sends the data to QuickBooks that are created or updated in AltheaSuite after the last sync was made.
In this sync process, AltheaSuite does not fetch any Unique IDs from QuickBooks if any new data is created in QuickBooks. If you have created or modified any in QuickBooks then that data will not get updated to AltheaSuite.
Note: After the First Time Sync is completed successfully if you create any new data which is present in both QuickBooks and AltheaSuite, then the sync will fail in the next cycle.
The following data will get mapped if the below data is present in QuickBooks and AltheaSuite.
- Inventory Part Items
- Service Items
- Non-Inventory Part Items
- Customers
- Customer Terms
- Vendors
- Chart of Accounts
- Employees
The below documents are supported in QuickBooks data sync:
Documents in AltheaSuite
Sales Invoices (Payment Status: Cleared)
Sales Invoices (Payment Status: Pending)
Sales Invoices (With Multiple Payments)
Sales Returns
Purchases (Status: Complete)
Received Payments
Documents in QuickBooks
Sales Receipt
Invoice
Invoice, Receive Payments
Credit Memo
Bills
Receive Payments
Sync Start/End Date: If you want to send your Sales and Purchase documents from a specific date of a month or year then you can set the start and end dates. AltheaSuite will then send only the documents that are created or modified within the selected date range.
If the start/end date is left blank then it will send all the sales and purchase documents during the sync.
On Next Sync Send All Documents: This checkbox will be ticked ON default for the first time sync. When this is ticked ON, the system will send all documents to QuickBooks that are created in AltheaSuite within the sync date range specified.
Once the sync is completed, this checkbox gets turned off automatically.
On Next Sync Get Ids of Existing Accounts: When this is ticked ON, AltheaSuite will read all the existing charts of accounts (Active & Inactive) from QuickBooks first, and then it assigns a unique ID to AltheaSuite financial account if the account name matches.
On Next Sync Get Ids of Existing Customers: When this is ticked ON, AltheaSuite will read all the existing Customers (Active & Inactive) from QuickBooks first and then assigns a unique ID to AltheaSuite Customers if the customer name matches.
On Next Sync Get Ids of Existing Vendors: When this is ticked ON, AltheaSuite will read all the existing Vendors (Active & Inactive) from QuickBooks first and then assigns a unique ID to AltheaSuite Supplier if the supplier name matches.
On Next Sync Get Ids of Existing Items: When this is ticked ON, AltheaSuite will read all the existing Items (Active & Inactive) from QuickBooks first and then it assigns a unique ID to AltheaSuite Items if the item name matches.
On Next Sync Get Ids of Existing Terms: When this is ticked ON, AltheaSuite will read all the existing (Active & Inactive)Customer Terms from QuickBooks first and then assigns a unique ID to AltheaSuite Customer Terms if the Terms name matches.
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