You can decide at the Integration setup stage which documents to send to QuickBooks: Purchase Orders or Invoices.
To integrate QuickBooks with Precoro, you should have a Plus, Advanced QuickBooks, or Essential subscription. A Simple Start plan does not offer such an option.
The Essential plan allows the integration of Invoices only.
TABLE OF CONTENTS
- How to Send Invoices to QuickBooks
- Revising and Editing an Invoice
- Canceling an Invoice
- How to Import Payments to Precoro
- How to Use the “Close the Books” Function
How to Send Invoices to QuickBooks
On the Integrations page, choose the Approved Invoice type of document in Step 5. Save the settings, and invoices will be sent automatically after the approval.
You can also send an Invoice manually by using the Send to QuickBooks button on the right action panel:
What data will be sent to QuickBooks
- The discounts applied to the documents or item lines in Precoro will be synchronized with QuickBooks. Therefore, there is no need to modify the Total per line or document in QuickBooks after sending it from Precoro.
- The Invoice # (or Invoice custom number) is not displayed in QuickBooks. Instead, the Supplier Unique Code is displayed.
Revising and Editing an Invoice
If you wish to make any alterations to the Invoice document or items fields, you need to do the following:
1. Take the document in revision by pressing the Revise button on the right action panel.
2. Make the necessary changes to the document or item fields.
3. Confirm the altered document.
You will see a system message that the changes were successfully sent to QuickBooks, and the information about the update will also be available in the Integration Logs.
Please note that if you edit an Invoice in QuickBooks, the changes will not be sent to Precoro.
Canceling an Invoice
You can cancel an Invoice in Precoro, and it will be automatically removed from QuickBooks.
Please note that if you edit or cancel an Invoice in QuickBooks, the changes will not appear in Precoro.
How to Import Payments to Precoro
Consider the type of payment methods that can be imported from QuickBooks:
- Bill Payments
- Credit/Debit Card Payment
- Supplier Credit.
To be able to import payments, make sure that on the Integrations page in Step 5 the Import payments from QuickBooks checkbox is active.
You can import payments to Precoro in the following ways:
1. Automatically (main option)
After payment is recorded in QuickBooks, it will be imported to the Precoro account. As a result, the status of the Invoice will change to Paid.
Payments recorded in Precoro are not imported into QuickBooks.
2. Manually (in case QuickBooks did not import some payments)
If some payment has not been automatically imported to Precoro or canceled, you can use the Import from QuickBooks feature to import payments based on the selected date range:
1. On the Payments page, select a date range in the Invoice Issue Date field to get the previous payments that were not automatically imported from QuickBooks.
2. Click on the Import from QuickBooks button. All payments within the selected date range will be updated/added to Precoro.
Canceling Payments in QuickBooks
If you cancel a Payment in QuickBooks, then in Precoro this document will be canceled automatically.
However, please note that if you cancel the payment in Precoro, the changes will not be sent to QuickBooks.
How to Use the “Close the Books” Function
Using the “Close the books” function in the financial reporting period in QuickBooks will close a certain accounting period during which users will not be able to send the documents.
For example, your closing date is 31.12.2020 in QuickBooks, but in Precoro you have an invoice on 30.12.2020. You can not send this invoice to QuickBooks after 31.12.2020 because the accounting period has already been closed.