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  4. QuickBooks and Primaseller – Integration Capabilities
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  3. QuickBooks and Primaseller – Integration Capabilities

QuickBooks and Primaseller – Integration Capabilities

Primaseller provides a very comprehensive integration with QuickBooks that covers Invoices and Payments from all integrated online, POS and B2B channels, Purchase Orders and Receipts (Bills).

PS: To configure your QuickBooks account, click here.

QuickBooks Online vs Desktop

Primaseller supports QuickBooks Online only and does not integrate with the desktop version of QuickBooks.

Countries Supported

Primaseller supports QuickBooks in USA, Canada, UK, India, Australia as well as rest of the world. There is an exception though – in France the integration may not work due to some unsupported functions.

Currency Handling

Your QuickBooks Home Currency must be the same as your Primaseller currency for the Sync to be enabled. Otherwise Primaseller will not allow you to Sync with QuickBooks.

Primaseller will convert all other currencies into your home currency before syncing the transactions into QuickBooks – this is an option that can be configured while setting up your account.

Objects Created from Primaseller into QuickBooks

  • SKUs from Primaseller are created as Products of type Inventory in QuickBooks.

    Please note that Primaseller will auto-create an SKU in QuickBooks Online if the SKU (by referring to the SKU field on the Product)  does not already exist in QBO’s product list. We do this by formatting the Product Name in QBO as “SKUCODE-SKUName”. We do this because QBO enforces uniqueness on Product Name while Primaseller and most online channels enforce uniqueness on SKU Code.

    Please do not change the SKU Code/name in QuickBooks Online once primaseller auto-creates it.

  • Combo Products/Bundles (Composite Products) from Primaseller are not synced to QBO. Instead, when you have a transaction, we sync the child SKUs as invoice items into QuickBooks online since you technically purchase and sell the child SKUs and the composite SKU is only a temporary entity
  • Customers from Invoices are created on the fly in QuickBooks. Repeat Invoices are identified and mapped to the same customer
  • Suppliers are created on the fly in QuickBooks
  • Channels are Created as Classes in QuickBooks
  • Facilities are created as Departments in QuickBooks

Objects that need to be Pre-Created in QuickBooks before Integrating Primaseller

  • Tax Codes
  • Accounts (You can use these or create their equivalents)
    • Inventory Asset
    • Cost of Goods Sold or equivalent
    • Sale of Product Income or equivalent
    • Account Payables
    • Account Receivables
    • Inventory Shrinkage (for inventory adjustments)
    • Undeposited Funds (Cash Transactions)
    • Accounts for other Payment Methods

How Transactions Sync from Primaseller to QuickBooks

Invoices and Returns

For every Invoice that is closed in Primaseller, we will create an Invoice in QuickBooks which automatically creates the following Transaction Journals:

  • Debit Account Receivables
  • Credit Sale of Product Income
  • Debit Cost of Sales
  • Credit Inventory Asset
Invoices and not Orders get synced with QBO

In case of online or B2B orders, you don’t just need to create an order – you also need to create a shipment +invoice and ship it out for the Invoice to move to “Closed” status and that’s when the invoice syncs. Learn how to process orders from this link.

On Return, a Credit Note is created with the following Transaction Journal entries:

  • Credit Account Receivables
  • Debit Sale of Product Income
  • Credit Cost of Sales
  • Debit Inventory Asset

Payments and Refunds

For every Payment in Primaseller, if the payment is marked as ‘Paid’, we create a Payment in QuickBooks associated with the corresponding invoice which creates the following Transaction Journal entries:

  • Debit <Account Mapped to Payment Method in QuickBooks Configurations>
  • Credit Account Receivables

For every Refund in Primaseller, we create the following direct Transaction Journals in QuickBooks Online:

  • Credit <Account Mapped to Payment Method in QuickBooks Configurations>
  • Debit Account Receivables

Purchase Orders and Receipts

For every Purchase Order Created in Primaseller, we create a Purchase Order in QuickBooks. However, Purchase Orders in QuickBooks are non-posting entities and no Transaction Journals are created.

For every Receipt in Primaseller, we create a Bill in QuickBooks with the following Journal entries:

  • Credit Accounts Payable
  • Debit Inventory Asset

Inventory Adjustments

Important: Inventory Adjustment Limitations

Since QuickBooks does not provide Inventory Adjustment Integration through APIs – we do not sync modifications to Inventory that are caused by manual modification (edit/increment) – these transcations need to be Duplicated by you directly in QuickBooks.

However, all inventory changes due to Sale Invoices and Purchase Receipts synced from Primaseller to QuickBooks online will automatically be detected by QuickBooks online.

Please note that Primaseller should ideally be used for Inventory and QuickBooks for Accounting. If you follow this principle, then you can start ignore the quantity on hand on QuickBooks as it doesn’t affect financial transactions as such.

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