The first step in the Accounting Sync Settings area is to how you want your revenue/orders to be recorded into your Accounting system.
Based on your Business need, you can choose to sync Orders to your Accounting as a Sales Receipt or Invoice.
Follow below steps to configure the settings
Step 1: Use the same settings for all channels?
If you have multiples stores, you can configure the settings for one and copy to all other remaining stores. Select the option Yes for Use the same settings for all channels?
Step 2: Use the same type of transaction for all sales?
There are 2 ways you can create transactions in Accounting systems:
- Create Single transaction types for all orders. Either Sales Receipt or Invoice. Note: You can also create Sales Order if you are connected to QuickBooks Desktop(Enterprise, Pro, Premier).
- Create Different transaction types for Orders based on Payment Method or Order status.
Step 3: Select type of transaction to record sales:
Sales Receipt: If your customers are paying for their orders at the same time as they place them, and you do not have any credit systems or pay by cheque systems, then you can use Sales Receipts. A sales receipt is a document in QuickBooks online that reduces inventory and records payments at the same time.
Invoice: An Invoice is a document in QuickBooks, which will record the fact that an item was sold, but is not marked as a "paid" inside QuickBooks Online, but will not record the payments in the relevant accounts. The same has to be done manually.
Sales Order(Only if connected to QuickBooks Desktop): The Sales Order is a confirmation document sent to the customers before delivering the goods or services. Sales Order (SO) can be created once the quote is accepted by your prospective customer (potential).
A. If you choose to create a Sales receipt:
What account should the order deposit to? The deposit account is your account in QuickBooks online which would be used to record the payment for the order posted to QuickBooks online from Unify. Most people would use un-deposited funds and then record the payment manually in a separate account of choice, but you may create and use a deposit account of your choice.
This is what is recorded as the payment method in your invoice or sales receipt. Your payment method can be As on the store, Cash, Check or Credit Card depending on your business requirements.
The As on store option would record the payment method in the invoice or sales receipt exactly the way the payment method is recorded in the online store (PayPal/visa/credit card/ Auth.Net etc.). However, if you receive cheque or cash from your customers, you can choose one of the other options too.
Who assigns transaction numbers?
A transaction number is the number of the document, in QuickBooks Online, that you chose to record in step 3 above. A transaction number provided by the Shipstation would be the same number as the order number and is frequently used because it makes it easy to look up the transaction document (Invoice / Sales receipt) in QuickBooks online.
At the same time if you use QuickBooks online on a regular basis for orders that do not originate on your Web store, then you would be better off using QuickBooks assigned numbers. In this case, if you manually recorded a transaction number 499 in QuickBooks online and then posted an order from Unify, QuickBooks online would assign the number 500.
Use this option to determine, if you want to set the transaction date, (date on which the invoice or sales receipt is created), as the order date or date of order posting to QuickBooks Online depending on the business setup.
Use this option to determine what you want to set as the shipped date for the order. This is the date of order shipment that would be recorded in the QuickBooks online transaction. You can choose the actual shipping date of the order, or the actual order date (the date the order was received in the online store).
Aside from the two above, you can also choose the order date + 15 days or order date + 30 days options. These options basically mean that the shipment date would be recorded in QuickBooks online as the date that the order was received in the online store with the addition of 15 or 30 days; and are usually used by wholesalers who give credits, importers who need to import the product before shipping, Dropshippers, etc.
The memo is a field in the sales receipt or invoice that you have created, in which the additional information related to Order notes, Customer Comments and Online Order# can be added. You can also select "None," if you don't want to save anything in this field.
Message displayed on sales receipt:
These are notes that are given by a customer on their order. For example: "please pack and deliver my order one day earlier." These notes can be added to the invoice or sales receipt.
Set product description as:
The product description is a description of the product that is visible to the buyer on the website. You can choose to have the standard product description or one of the below options:
Online Product Name : name of the product as on the online store.
Online Product Name + [Options] : name of the product as on the online store with the options available for the product e.g. Shirt Men’s RED SMALL
Online Product Description : Description of the product as on the online store.
Online Product Description + [Options] : Description of the product as on the online store with options of the product on the online store.
QuickBooks Product Description : Description of the product as in QuickBooks Online.
Set reference No as
Reference No is a field in the sales receipt or invoice to reference the transaction. In which the additional information related to Order# and Transaction ID from Quickbooks can be added.
Calculate taxable subtotal before discount?
Taxable subtotal is, as the term says, the total amount that a customer has to pay before any applicable discounts are given. If you want to record the taxable subtotal before discounts in your invoice / sales receipt, you can select this option.
Record store credit/gift wrap charges/gift Certificate charges/others in QuickBooks.
This is only applicable to few stores. When you select to record any of these charges, you must select a QuickBooks item from the list that must be used as a line item in a transaction while syncing Order.
Track location in QuickBooks
Select this, if you want to track the location of your orders and show the same on your invoice or sales receipt. Track location is essentially useful if you have shops and / or online stores in multiple locations and have orders coming in from a variety of locations. Click here to learn about location tracking in QuickBooks Online.
Use classes in QuickBooks
Select this, if you want to track the classes in Quickbooks invoice or sales receipt. With classes, you can categorize each detail line on a transaction. Click here to learn about Class tracking in QuickBooks Online.
B. If you choose to create an Invoice:
Configure the respective settings displayed upon selecting this option.
C. If you choose to create a Sales Order:
Configure the respective settings displayed upon selecting this option.