Before You Begin to Configure the QuickBooks Online Integration

1. Know what you want to sync to your QuickBooks so you know how to configure the settings. Most users are going to want to sync Bills, Inventory valuation, and COGS. The big question is how they want to handle their sales revenue.

2. Know if you are using an established QuickBooks Online account or a brand-new account.

3. If you do not know what you want to sync from Finale Inventory to your QuickBooks and how you want to handle revenue information from Finale, you should consult with your CPA or Bookkeeper.

4. Do you have any other software syncing information into your QuickBooks, like A2X, Connex, Webgility, or from their marketplaces or websites? These software services can interfere with information we need to sync like Products!

5. Find out if you have a close date on your books. If you do the integration Filter start date must be after the close date. If you want to sync records from Finale Inventory that is before the close date of QuickBooks then you must remove the close or change it to a date before the desired transactions dates and filter start date. For more information read this helpful article: QuickBooks Close Date

Prerequisites Checklist for QuickBooks GO-LIVE

1. You must have Administrator access/privileges to your QuickBooks Online account in order to connect it to Finale Inventory

2. Your QuickBooks must not be using Inventory item types for tracking their POs and SOs.

   1. If you do not have any inventory items in their QuickBooks, you are good to move forward.

   2. If you have any Inventory items that match any current product ids in Finale Inventory, they MUST be deactivated. IMPORTANT: When you deactivate a QuickBooks Inventory item, QuickBooks will CREDIT their Asset account and DEBIT an expense account, thus removing asset value from their QuickBooks! This will need to be put back with a journal entry made manually from the inventory value in Finale Inventory if you are NOT pushing from the beginning of time as the Filter start date. If you use any value in the Filter start date field that is NOT from the beginning of when you started using Finale Inventory, you will need to make the manual journal entry to get the beginning balance of your Inventory asset account for the day before the Filter start date.

   3. Make sure no other third-party software is pushing new Products into your QuickBooks. These may cause collisions and duplicate items or warnings and prevent our data from syncing.

3. DETERMINE THE INTEGRATION Filter start date: This will be the date Finale Inventory will be syncing all transactions from Finale to QuickBooks.

There will not be any account/ledger balance transaction created by Finale Inventory. Only incremental transaction entries from the as-of-date forward. If you want the Inventory asset account balance in your QuickBooks to match what Finale Inventory’s inventory asset account balance states, you must review the Finale Inventory Asset account balance for the date before the Filter start date. The balance of the inventory asset account should be used to calculate a journal entry for your QuickBooks inventory asset account balance to make it equal to the value of Finale inventory. The journal entry in your QuickBooks should be made for the day before the Filter start date in Finale’s QuickBooks Online Integration setting.

IMPORTANT: Filter start date must be after the QuickBooks close date if their books are closed.

4. Average cost and valuation must be established for the Filter start date and forward before you activate and enable the integration to push data to your QuickBooks Online account. The average cost must be established for all items in Finale Inventory. Do you have your average cost step up correctly?

5. Make sure you do not have any negative QOH.

6. If pushing revenue you must have Invoices being created for all sources that you want to sync from the Filter start date forward. Make sure you understand if you are wanting to see sales from eCommerce sources from Finale Inventory go into your QuickBooks they will be individual invoices. This means if you have 5000 sales orders in a month in Shopify, there will be 5000 invoices synced from Finale Inventory to your QuickBooks.

7. IMPORTANT: Please make sure you make a complete backup of your QuickBooks Online account prior to enabling the integration on your Finale Inventory account. Once Finale Inventory begins to sync/push transactions into your QuickBooks Online account there is no undo or bulk cancellation/reversal ability. The backup will provide you with recoverability if you make a mistake.

Steps to Configure Finale Inventory QuickBooks Integration

If you are on a Finale Inventory Silver-level subscription plan or higher, you are allowed to install the QuickBooks Online integration on your Finale Inventory account. You will be prompted to email service@finaleinventory.com to do so when you attempt to add it to the integration page.

Steps to activate the QuickBooks Online Integration

1. Add the QuickBooks Online Integration and Leave it Deactivated (How to Configure the QuickBooks® Integration - Part I)

2. Mapping Your Finale Inventory Chart of Accounts to Your QuickBooks Online Chart of Accounts (below)

3. Set the Integration Filter Start Date (below)

4. Set Transaction Syncing Options for Bills and Accounts Payables (below)

5. Set Transaction Syncing Options for Invoices and Income and Accounts Receivable (below)

6. Review the Prerequisites List for Go Live (QuickBooks Checklist - below)

7. Make a Backup of Your QuickBooks Online Account for Do Diligence and Recoverability (below)

8. Activate the QuickBooks Online Integration (below)

Below is a detailed description of the setup and configuration process.

Add the QuickBooks Online Integration

Scroll down till you find the Intuit QuickBooks integration.

You will be taken to an email form to send to service@finaleinventory.com to add the QuickBooks Online Integration to your account. Remember that you must be a Silver level or above subscription in order to have the integration added. Once Finale Inventory support adds the integration you will be able to set it up.

Click on the Setup integration button.

Connect to your QuickBooks Online account.

Intuit will have you log in and authorize Finale Inventory to connect to your QuickBooks account.

And return you back to this page where you may test the integration to see if it is successfully connected:

Return to your Finale Inventory Integration page and see that the integration is Disabled and ready for you to configure your account mapping and sync settings.

Mapping your Chart of accounts

Finale Inventory has a general ledger that contains numerous accounts for inventory and order management. As seen in the picture below, the accounts in the Name column are the Finale Inventory ledger account. These must be mapped or connected to your QuickBooks chart of accounts that corresponds to the same purpose or transaction.

You must first make a connection to your QuickBooks Online account before you will be able to map them. If you do not see the QuickBooks column on the far right of the integration for QuickBooks then your QuickBooks Online account is not connected to your Finale Inventory account.

Most QuickBooks companies will have most of these accounts.

If you do not have a corresponding account in your QuickBooks, use the +Create new account feature to add an account to your QuickBooks from within Finale Inventory.

Take the defaults in create new accounts dialog.

We highly suggest you edit the NAME of the account you add to your QuickBooks Online account with the prefix of “Finale”, that way you and your accountant or bookkeeper will know where it came from. You can easily merge this new account into an existing one or rename it later.

For the example above, change the name to “ Finale Purchases clearing account”.

Recommendations

• We highly suggest creating a chart of accounts for each sales source for Income, Clearing, and COGS and using the sales source accounting overrides. These will help with any reconciliation issues, reporting, and consolidations. See here.

• If pushing any revenue to QuickBooks, you must map all sales/AR accounts: These include Sales clearing, Income, Accounts receivable, Sales tax, and Sales adjustments should all be mapped.
  
  
  

• If you do not want any eCommerce revenue but you do need manual or B2B invoices to go, must still map all the above revenue-related accounts and be sure to add a Sales source filter in the integration setting.

• For eCommerce sales, set default customers for each sales source in the Shipstation/marketplace configuration. This takes two steps normally. First, create the default customer value for the sales source in Finale, then use this Customer value in the Integration pull sales configuration to use as the default assigned customer for the invoice.
  
  
  
  
  

• On any Marketplace or Shipstaton integration, the Pull sales to Finale, edit task configuration option that enables the Create invoices feature should only be turned on if we are going to push invoices/revenue to your QuickBooks, or if you must have backorder deferred revenue journal calculation. In the latter case. invoices must be created but filtered out of the general ledger sync using the sales source filter.

If you have elected NOT to push any sales revenue information to your QuickBooks you must NOT MAP any of the following accounts. Set them to exclude transactions for account:

Check to see if you have more than one Asset, Income or COGS account in your QuickBooks and use them for different types of products. Most companies that manufacture or assemble items from components or raw materials have multiple asset/COGS accounts. If you do you will need to configure Finale Inventory to use the product level override accounts in Application settings, Products tab. You will also need to add accounts for each to Finale Inventory’s Chart of accounts list so that you can map them to your QuickBooks chart of accounts.

In order to support multiple assets, income, or COGS accounts, you must do the following:

• Turn on the Use accounting fields option on the Product tab of Application settings:

• Add the additional Finale Inventory asset, income, or COGS account to the Finale Inventory Chart of Accounts list in Application settings, Accounting tab, Chart of Accounts subsection.

• Add the new Finale Inventory account to the Product details accounting override section on the Product id.

• Map these individual assets, income, or COGS accounts to your respective QuickBooks accounts on the chart of accounts mapping page in Application settings:

If you have been using Finale Inventory with only one set of accounts, and then make a change to use multiple accounts, this will NOT affect previously recorded transactions. It will only affect new transactions from this change forward.

Set the Integration Filter Start Date

The QuickBooks integration Filter start date is used to control from what record date in Finale Inventory the integration will sync from Finale Inventory to your QuickBooks. All transactions with a record date on the Filter start date and forward will be synced into your QuickBooks, provided that you have mapped the ledger accounts for the transactions and they are not being filtered out by the sales source filter if they are invoices. When you choose a Filter start date, Finale pushes all transactions from that date forward. It does not push any current account balances or initial account balances in Finale Inventory’s ledger.

Consider Initial Balances

Have the client check their Inventory asset account balance in their QuickBooks for the date before the chosen integration Filter start date. Notice in the pictures above the Filter start date is 6/15/2022 and comparing that to the Finale General ledger Inventory account for the date before and after. See that the Finale Inventory asset account balance on the 14th and up until 7/12/2022 was zero. If the QuickBooks account balance was zero then they are both the same and when Finale starts pushing all transactions on the integration Filter start date and forward, it would be adding to the zero balance in QuickBooks, just like it adds to the zero balance in Finale. When choosing the date for the Filter start date you should know if that date in Finale Inventory has a non-zero initial balance in the Inventory asset account in the General ledger. If it does, you will need to make sure the client understands they will need to look at the date before this Filter start date in Finale’s Inventory asset account and use the ending balance for that day as a basis for creating a manual journal entry in their QuickBooks to bring its balance inline with Finale Inventory. If Finale’s balance is not correct, then they may need to fix their average cost and transactional history in Finale or they can enter a manual journal entry to Finale Inventory’s asset account to bring it in line with what they have in their QuickBooks or what they want it to be.

Recommendation

When choosing the Filter start date, it should either be blank/empty for the beginning of time and all transactions in Finale Inventory from the start of the account will be synced into QuickBooks, or it should be the date in Finale Inventory after which you have correct stock levels and average cost(valuation) in your Finale Inventory and if you are syncing sale, that you have begun creating invoices for all relevant sales orders you plan to sync to QuickBooks.

Set Transaction Syncing Options for Bills in the Accounts Payable Section

When Finale syncs purchasing information to QuickBooks it can be configured to sync the data as Bills only, Purchase orders and Bills, or as Journal entries or a combination.

Finale can also import Bill payments from QuickBooks and Bills created in QuickBooks against purchase orders Finale Inventory sync to QuickBooks.

Make sure that the client does not create, add, or post any payments in Finale Inventory against their Bills or Invoices. IF they do they should void them.

Configure the following options:

Import Suppliers

When connecting your Finale Inventory account to your QuickBooks Online account you will have two options for handling Supplier/Vendor information syncing.

There are two options here:

Update Existing Finale Suppliers Only - Default Setting

This is the default setting. This means that Finale Inventory will only link and sync existing Finale Inventory supplier names with your QuickBooks Online account. Finale will not import any vendors from your QuickBooks. When using this setting, Finale Inventory will use the supplier name in Finale to find a matching vendor in your QuickBooks. Finale searches for matches in the Display as name of your vendor in QuickBooks. It is case, punctuation, and space sensitive. If the supplier's name in Finale does not match exactly to any Display as name in your QuickBooks, Finale will create a new Vendor in your QuickBooks to match the exact spelling of the Supplier name in Finale.

When Finale finds a perfect match, we will link to that vendor in your QuickBooks.

Recommendation

If you are just starting out with a new Finale Inventory account, you can export your Vendors data from QuickBooks to an Excel file using a custom report. You can then import that data into Finale Inventory and create your Supplier names in Finale to match your entire QuickBooks Vendor list. This will make the supplier syncing process very easy and avoid duplicates. You can also elect to turn on the Import all suppliers into Finale feature below if your Supplier list in Finale is currently empty.

Import All Suppliers Into Finale

This setting option for importing suppliers will allow Finale Inventory to read your entire vendor list in your QuickBooks and it will compare it to the existing Supplier names list in Finale Inventory. It uses the “Display as name” of your vendors in QuickBooks, and it will try to match it to the Supplier name field on suppliers in Finale. If it does not find an exact match, it will import that Vendor into Finale and create a new Supplier name for you in Finale. It will update the basic address/contact information as well.

When using this setting going forward, Finale will only import data from your QuickBooks vendors when you create a new vendor in your QuickBooks. It will not continue to sync changes to existing vendors in your QuickBooks to the suppliers in Finale. If you do change information about a supplier in Finale, we will push or sync it to your QuickBooks, regardless of which of the two settings above you are using.

How are duplicates handled, and can I merge Suppliers in Finale Inventory?

Finale Inventory will allow you to have more than one supplier with the exact same name. This is not allowed in QuickBooks. Finale Inventory does not have a merge feature. If you find yourself in a situation where you have transactions like purchase orders or bills using two different suppliers but are really the same supplier, you will need to edit the transactions with the wrong one and switch them to the correct one. It might be possible to do this in bulk by creating an export of data to Excel and using a bulk import to update the many transactions that need corrections.

What happens when there are duplicates that get created in your QuickBooks?

When you get vendors created in your Quickbooks from Finale Inventory that is really a duplicate because the Supplier name in Finale did not match exactly to the “display as name” of the vendor in your QuickBooks, you will need to merge them in your QuickBooks.

There is a correct way and a wrong way to merge or rename vendors in your QuickBooks. The correct way is to MERGE into the vendor that Finale Inventory is linked/syncing with, and then rename it if desired.

Follow this scenario:

Finale Inventory	QuickBooks Online
Supplier name	Vendors display as name
ABC, Inc. ABC Inc. (comma)	ABC Inc. - these do not match! QuickBooks Online version missing , (comma)

With the above scenario, Finale will Create a new Vendor ABC, Inc. in QuickBooks Online.

Finale Inventory	QuickBooks Online
Supplier name	Vendors display as name
ABC, Inc. ABC Inc. (comma)	ABC, Inc. - this is the one Finale created and is linked to! ABC Inc. - these do not match! QuickBooks Online version missing , (comma)

How to cure the above situation:

1. Merge your QuickBooks Online original Vendor “ABC Inc.” into the new “ABC, Inc.”

2. Rename the Vendor in QuickBooks Online or Finale if desired.

If you edit the Vendor name in QuickBooks Online, nothing happens to the supplier name in Finale, they will still be linked. If you change the name of the Supplier in Finale, the QuickBooks Online Vendor “display as name” will be updated to match the Finale supplier name.

We do push address changes to Suppliers in Finale to your QuickBooks Online vendor.

Import Bill Payments

Finale Inventory may be configured to import bill payments you make in your QuickBooks online against the bills Finale Inventory synced into your QuickBooks. This will mark the Bill in Finale Inventory as "paid".

You do not make payments in Finale Inventory. Only make payments in your QuickBooks Online account. This feature is not intended to push payments from Finale Inventory to your QuickBooks Online account.

There are two options here:

Don’t Import Bill Payments - Default Setting

Select this if you do not want Finale to be configured to import bill payments you make in your QuickBooks Online into Finale Inventory. This means that the Bill in Finale Inventory will always be shown as Unpaid in Finale Inventory, even though you have paid the bill in your QuickBooks Online.

Import All Bill Payments into Finale

Select this option to allow Finale Inventory to import any bill payments you make in your QuickBooks Online account into Finale Inventory and mark the Bill in Finale Inventory as Paid. This is the recommended setting.

We support the syncing or importing of bill payments made to Bills in QuickBooks Online back into Finale Inventory on a Bill by Bill basis, meaning a payment made in QuickBooks Online against one single bill can be synced back to Finale from QuickBooks Online and mark the Finale Inventory Bill as paid.

If the payment made in QuickBooks Online is for multiple bills it will not sync back. Also, payments created in QuickBooks Online will only sync back into Finale if they were attached to a Bill that is associated with a Bill OR a PO created in Finale Inventory. Meaning if you create a PO/Bill in your QuickBooks Online and you record a payment against it in QuickBooks Online, we will not import it into Finale Inventory. We can only sync payments against Bills that are linked to Purchase orders or Bills created in Finale Inventory first, that got synced into your QuickBooks.

Export Purchase Orders

Finale Inventory has the ability to sync Purchase orders created in Finale Inventory into your QuickBooks online account. This is optional and not required in order to get your accounts payable information into your QuickBooks.

There are two options here:

• Don’t export purchase orders - Default setting
  Select this option if you do not wish to sync Purchase orders in Finale Inventory into your QuickBooks online account. Finale Inventory will still sync Bills and payment information to your QuickBooks without creating any purchase orders.

• Export purchase orders - Select this option if you wish to sync Finale Inventory purchase orders into your QuickBooks Online account. When choosing this option Finale will automatically create purchase orders in your QuickBooks from the purchase orders you create in Finale Inventory.

If you enable this option, you will also be able to enable the Import Bills feature. Importing Bills from your QuickBooks allows you to create a Bill in your QuickBooks that is attached to a Purchase order you created in your Finale Inventory first, and synced into your Quickbooks.

Import Bills

Finale Inventory has the ability to support an alternate workflow for Bills being created for Purchase orders. The normal process is to create the purchase order in Finale Inventory, receive shipments in Finale Inventory, and then add the bill in Finale Inventory, after which we sync the Bill to your QuickBooks Online account, where you pay the bill there, and we sync the payment back into Finale Inventory, marking our Bill as paid. This Import bills feature supports you creating a Bill in your QuickBooks Online account and having it imported into Finale Inventory and associated with a Purchase order in Finale. In order for this feature to be used you must enable the Export purchase orders feature. You can only import bills from your QuickBooks that are attached to a purchase order Finale Inventory pushed into your Quickbooks.

The Order of Events to use this Feature is as Follows:

1. Create Purchase order in Finale Inventory

2. Finale automatically syncs the purchase order to your QuickBooks with the Export purchase order feature.

3. You create/add a bill in your QuickBooks to the purchase order Finale pushed into your QuickBooks

4. Finale imports the bill you created in your QuickBooks and associates it to the Finale Inventory purchase order

5. Bill payment is made in your QuickBooks and is imported into Finale Inventory, marking it Paid in Finale(if you enabled this feature).

Use of Wildcards

Similar to the wildcard SKU feature Finale Inventory has for its sales order integrations with outside sources, Finale Inventory as a Wildcard SKU feature that helps map unknown line items and adjustments on bills that you may have or use in your QuickBooks to product or adjustments in Finale Inventory

Bills pulled with unique SKUs can be mapped to a single product or adjustment preset. This feature is useful when you have existing unique SKUs for items that you would like to be treated as a single item, discount, or fee. For example, you may have numerous coupon codes and you could create a wildcard lookup to map all of those coupons to a specific item, discount, or fee, or you could set it to not import matching items.

This feature is a more advanced auto-mapping feature that allows Finale to understand items on your bills that may not exist in Finale Inventory and have a plan for dealing with them.

Default Adjustments

For expenses on QuickBooks Online bills, if the name of the expense matches the name of a purchasing adjustment configured in Finale's application settings, then the adjustment item in Finale uses that preset. To match, the preset must be active. If there is no match, then the following selection controls how the bill expenses are imported into Finale.

Choices for this setting will depend on the purchase order adjustments you have created on your Application settings, purchasing tab, Adjustments section.

If you have any adjustments active, you will be allowed to choose one of them to be a default adjustment for unmatched adjustments imported from the bills you created in your QuickBooks.

Recommendation

Always associate all adjustments with a named preset. If you do not have any, create them.

Import with Finale Discount & Fee Preset Unspecified - Default setting

Use this setting if you do not want adjustments associated with a named preset adjustment in Finale. This is not recommended.

Some people may not wish to see any Bill or Invoice transactions in their QuickBooks but they may still want their data to show in the general ledger. If this is the case, you can change the transaction type setting to Journal entry.

Set Transaction Syncing Options for Invoices in the Income and Accounts Receivable Section

To sync income and create accounts receivables in QuickBooks Online, they must be associated with a customer name. By default, Finale customers will be updated to match QuickBooks Online customers based on their customer display name. If a customer does not exist in QuickBooks, Finale will create one.

Configure the following options:

Default customer - If an invoice gets created without a customer in Finale, a default customer can be assigned here with this setting. This is useful for high-volume sales where detailed customer information is not required. This setting will also work where consolidations may be created for invoices that have no customer. This setting will prevent invoices without customers that were consolidated from getting an error and causing the posted consolidation to not sync to QuickBooks.

No default customer - default setting

This is the default setting. When you sync transactions for invoices that have no customer, they will receive a warning/error message on the QuickBooks sync status view page and On the Sync status field on the Invoice View. If you do not see the sync status field on the Invoice view, use the customize this screen feature in the action menu, and add the Sync status and Sync status details columns to your view.

Import customers - When connecting your Finale Inventory account to your QuickBooks Online account you will have two options for handling Customer information syncing.

There are two options here:

• Update existing Finale customers only - default setting
  This is the default setting. This means that Finale Inventory will only link and sync existing Finale Inventory customer names with your QuickBooks Online account. Finale will not import any customers from your QuickBooks. When using this setting, Finale Inventory will use the customer name in Finale to find a matching customer in your QuickBooks. Finale searches for matches in the “Display as name” of your customer in QuickBooks. It is case, punctuation, and space sensitive. If the customer's name in Finale does not match exactly to any “Display as name” in your QuickBooks, Finale will create a new Customer in your QuickBooks to match the exact spelling of the Customer name in Finale.
  NOTE: We do not sync or use the Contact name field in Finale Inventory’s customer record to match any customers in your QuickBooks.
  When Finale finds a perfect match we will link to that customer in your QuickBooks.
  Recommendation - If you are just starting out with a new Finale Inventory account you can export your customer data from QuickBooks to an Excel file using a custom report. You can then import that data into Finale Inventory and create your customer names in Finale to match your entire QuickBooks Customer list. This will make the customer syncing process very easy and avoid duplicates. You can also elect to turn on the Import all customers into Finale feature below if your Customer list in Finale is currently empty.

• Import all customers into Finale - This setting option for importing customers will allow Finale Inventory to read your entire customer list in your QuickBooks and it will compare it to the existing Customer names list in Finale Inventory. It uses the “Display as name” of your customer in QuickBooks, and it will try to match it to the Customer name field on customers in Finale. If it does not find an exact match, it will import that Customer into Finale and create a new Customer name for you in Finale. It will update the basic address/contact information as well.

When using this setting going forward, Finale will only import data from your QuickBooks customers when you create a new customer in your QuickBooks. It will not continue to sync changes to existing customers in your QuickBooks to the customers in Finale. If you do change information about a customer in Finale, we will push or sync it to your QuickBooks, regardless of which of the two settings above you are using.

How are duplicates handled and can I merge Customers in Finale Inventory?

Finale Inventory will allow you to have more than one customer with the exact same name. This is not allowed in QuickBooks. Finale Inventory does not have a merge feature. If you find yourself in a situation where you have transactions like sales orders or invoices using two different customers but are really the same customer, you will need to edit the transactions with the wrong one and switch them to the correct one. It might be possible to do this in bulk by creating an export of data to Excel and using a bulk import to update the many transactions that need corrections.

What happens when there are duplicate customers that get created in your QuickBooks?

When you get customers created in your Quickbooks from Finale Inventory that is really a duplicate because the Customer name in Finale did not match exactly to the “display as name” of the customer in your QuickBooks, you will need to merge them in your QuickBooks.

There is a correct way and a wrong way to merge or rename customers in your QuickBooks. The correct way is to MERGE into the customer that Finale Inventory is linked/syncing with, and then rename it if desired.

Follow this scenario:

Finale Inventory	QuickBooks Online
Customer name	Customer display as name
ABC, Inc. (comma)	ABC Inc. - these do not match! QuickBooks Online version missing ,(comma)

With the above scenario, Finale will Create a new customer ABC, Inc. in QuickBooks Online

Finale Inventory	QuickBooks Online
Customer name	Customer display as name
ABC, Inc.	ABC, Inc. - this is the one Finale created and is linked to! ABC Inc. - this is the original customer

How to fix the above situation:

3. Merge your QuickBooks Online original Customer ABC Inc. into the new ABC, Inc.

4. Rename the Customer in QuickBooks Online or Finale if desired.

If you edit the Customer name in QuickBooks Online, nothing happens to the customer's name in Finale, they will still be linked. If you change the name of the Customer in Finale, the QuickBooks Online Customer “display as name” will be updated to match the Finale customer name.

We do push address changes to Customers in Finale to your QuickBooks Online Customers.

Sales Source Filter

If a client needs to push sales revenue to their QuickBooks for one or more than one sales source but not all sales sources, you should use the Sales source filter to control which invoices get pushed to QuickBooks. To use a mix of the methods presented here, the sales source filter can be used to push a subset of income from Finale. The sales source filter below is a multi-select filter that allows for multiple sales sources to be pushed.

The sales source filter may have a value of a sales source or sources to only push revenue(invoices) for those sources into their QuickBooks.

Leaving the Sales source filter blank and having the sales revenue accounts mapped will push ALL sales revenue data/invoices in Finale Inventory to their QuickBooks.

Recommendation

Use this source filter for most accounts that will be doing manual sales for B2B, wholesale, or distributor-type orders in Finale. Make sure these orders use a sales source and have it in the Sales source filter list. This way when they create Invoices for these manual sales they will be pushed to QuickBooks and none of the eCommerce sales order data will be pushed.

If the Sales source filter has any source set, sales income and accounts receivable will not be pushed for the following transaction unless the source of their sales is included in the filter. This filter does not affect the COGS generated by the sale.

• Sales shipment (income)

• Invoice

• Invoice payment

New sales sources can be explicitly added from the Selling tab in application settings.

Edit the source of sale option list and add sales sources for the sales you wish to push to QuickBooks Online.

Sync Transaction Memo

Invoices created in QuickBooks Online contain a note linking to the Finale invoice that created it. This record will appear on the statement if one is created in QuickBooks Online.

Choose from two options:

• Exclude notes for invoices - default setting. Use this setting to make sure Finale Inventory does not sync a value for the originating transaction in Finale to the message on statement field of the Invoice in your QuickBooks.
  

• Include notes for all transactions - Use this setting to make Finale Inventory sync a text value for the originating transaction in Finale to the message on statement field of the Invoice in your QuickBooks
  

If you highlight and copy the html link in the Message on statement field and paste it into a web browser it will take you to the transaction in Finale Inventory that created this invoice.

Recommendation

We recommend the default setting of excluding the notes.

Sync Additional Fields to QuickBooks Online Invoice Custom Fields

Invoices created in QuickBooks Online contain a note linking to the Finale invoice that created it. This record will appear on the statement if one is created in QuickBooks Online.

If you use custom fields on your QuickBooks Online Invoices you may use the section below to choose what information in Finale Inventory syncs to the custom fields on your QuickBooks Online Invoice:

You may choose to not update any fields, or choose from any Finale invoice and sales order custom fields, or any of the following Finale Invoice/Order fields:

• Sales source

• Origin

• Order date

• Fulfillment

• Requested shipping

• Customer PO

Recommendation

We recommend you sync the Finale Inventory Customer PO field to a custom field on your QuickBooks Online Invoice. Make sure you have enabled the custom fields option in your QuickBooks Online and added the field you wish to sync into. See this help video for QuickBooks Online custom fields.

Review the QuickBooks Online GO-Live Checklist

Make a Backup of your QuickBooks Online account

Activate the integration by putting it into Automatic mode.

Once the QuickBooks integration is activated it will take some time to push the information from Finale into QuickBooks. Many customers will be confused when they do not see all the products id in Finale Inventory show up in their QuickBooks. This is because they will not be synced into their QuickBooks until they appear on a Bill and that Bill is POSTED in Finale Inventory.

CPA/Bookkeeper Q/As

Accounts Payable

Accounts payable, in this context, is the ability to manage bills corresponding to purchase orders in Finale. If configured, bills created in Finale push to QuickBooks, where the user can pay them.

Configuring Accounts Payable

At a minimum, the following accounts must be mapped.

These are the default GL accounts for new accounts.

When inventory/COGS is enabled, the purchase clearing account will be cleared by receiving purchase shipments corresponding to bills debiting the AP account. When both inventory and AP are enabled, the purchase clearing account holds the liability corresponding to goods received but not invoiced.COGS

Configuring COGS/Inventory

At a minimum, the following accounts must be mapped.

These are the default GL accounts for new accounts.

The expense accounts track how goods leave inventory and will affect the profit & loss statement in QuickBooks.

The liability accounts track how goods enter inventory and are usually cleared through an accounts payable process.

We also need accurate costing information in Finale. Otherwise, the provided inventory valuation will be inaccurate.

The user can use the master product list to ensure the products’ average cost information is accurate. Specifically, look out for cases where the average cost is negative or missing.

Finale will be in charge of supplying the inventory and COGS to QuickBooks for all marketplaces. COGS will be pushed into QuickBooks Online even if there are no invoices created and even if the customer has elected not to send any revenue information into QuickBooks Online from Finale. Each sales shipment shipped will create a journal entry that has the following effect.

For the COGS/Inventory to be accurate, the average cost for the products in Finale must be accurate.

If the client has multiple sales/income accounts or COGS accounts they may ask you which one to use. The answer to this question is hard for you to answer and you must push this back onto the client to understand where they are reporting their income or COGS or asset accounts. If they are unsure, tell them to ask their bookkeeper or accountant

Income

Finale pushes sales as invoices

To push income, the sale should have a corresponding invoice. Otherwise, there will be an uncleared amount in the sales clearing account. After invoicing, the QuickBooks Online customer associated with the invoice will have an outstanding AR balance.

An uncleared balance in the sales clearing account must be manually accounted for all historical sales without invoices.

Recommendations

• Integrations must be configured to create invoices.

  • Otherwise, use a sales source filter, so income for this channel is not pushed.

• Integrations should be configured to assign generic Customers based on sales source.

  • This will allow for each marketplace to be managed individually in QuickBooks Online.

  • Invoices without a customer will not push to QuickBooks Online.

• Sales adjustments must be properly set up to track tax liabilities and discounts.

• The record date filter should be set to a date after these sales integrations were configured.

  • Otherwise, the sales clearing account must be manually cleared if no invoices exist.

Tradeoffs

• Simple to implement.

  • No need for multiple connections to QuickBooks Online.

• Income pulled directly from the marketplace or manually entered.

• Tax liability pulled directly from the marketplace or manually entered.

• Invoices will have to be marked paid in QuickBooks Online manually.

  • This can be done in a batch for each ‘Customer.’

• Finale does not pull external marketplace and payment processing fees.

  • To reconcile the payments with the bank deposits in QuickBooks Online, the user must manually enter the fees or expenses which are withheld from the marketplace and payment provider. Fees can often be found directly from the marketplace. For example, see the Shopify payout report.

• Returns must be manually entered into Finale as a sales return to ensure inventory and income are correct.

  • Returns must also be entered into QuickBooks as a credit memo to negate the AR generated by the invoice.

• Sales are not consolidated. This level of granularity can be too much.

  • No one else has it besides A2X
    
    

Intuit Connectors Record Consolidated Sales

Intuit offers free integrations for some of the more popular marketplaces. These can be used to pull consolidated income into QuickBooks Online. This is only available for marketplaces with payout reports.

When using these Intuit connectors, many have the option of creating individual invoices and sales receipts with line item-level detail. Make sure you do not configure them to create new products in your QuickBooks Online.

Below is an example of an Intuit connector configuration.

Recommendations

• The Intuit connector Integration with your QuickBooks Online must not be configured to create products.

Tradeoffs

• Payouts and fees directly imported into QuickBooks.

• Consolidated reporting makes provides a reasonable level of granularity.

• Free

• Income can only be differentiated by payment method.

• OneSaas connectors do not track tax liabilities or adjustment-based accounting.

  • To reconcile the income breakdown, the user must first report the tax liability or adjustment income generated in the period. This can be generated from the marketplace finance report or a Finale sales order summary report. The user must then manually enter a journal entry into QuickBooks Online that debits the income account and credits the tax liability and adjustment account.

• There is limited marketplace support.

  • Shopify - payouts sync workflow

  • eBay - payouts creation workflow

  • Amazon Marketplace - financial event workflow

  • Square - Sales summary

• Returns must be manually entered into Finale as a sales return to ensure inventory is correct. The income is already corrected in QuickBooks as it is included in payout reports.

A2X Records Consolidated Sales

A2X offers a paid solution for e-commerce accounting. This tends to be the highest-recommended product on the market.

https://www.a2xaccounting.com/blog/how-to-integrate-shopify-with-quickbooks/

Recommendations

• The A2X Integration to your QuickBooks Online must not be configured to create COGS entries.

Tradeoffs

• Accurately records income, fees, and tax liabilities.

• Extensive account and tax mapping management.

• Consolidated reporting makes provides a reasonable level of granularity.

• Has a cost that scales by the number of orders/month and sales channels.

  • 10k orders/month costs $199/month

• There is limited marketplace support.

  • Shopify

  • Amazon

  • Walmart

  • eBay

  • Etsy

• Returns must be manually entered into Finale as a sales return to ensure inventory is correct. The income is already corrected in QuickBooks.
  
  

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