V8 - Transaction data exchange
In general, all data relevant to inventory are synchronized from QuickBooks Online to SOS as a one-to-one match with the appropriate transaction. However, since QuickBooks Online does not support some transactions that SOS supports, SOS cannot always send a one-to-one match.
The key to understanding the sync is to understand which transactions trigger data to be sent from SOS to QuickBooks Online. The following two tables show the core data that are exchanged.
QuickBooks Online to SOS
The following QuickBooks Online data are sent to SOS when added or edited in QuickBooks Online. They can then be accessed fully and added, edited, and deleted in SOS.
| QuickBooks Online data | Sent to SOS as |
|---|---|
| Purchase order | Purchase order |
| Vendor | Vendor |
| Payment method | Payment method |
| Terms | Terms |
| Product/service | Item |
| Customer | Customer |
| Estimate | Estimate |
| Invoice | Invoice |
| Sales receipt | Sales receipt |
SOS to QuickBooks Online
| SOS data | Sent to QuickBooks as | Notes |
|---|---|---|
| Purchase order | Purchase order and journal entry (drop ship) | Drop ship POs generate a credit to Accounts Payable and a debit to Cost of Goods Sold. You can turn this setting off. |
| Vendor | Vendor | |
| Payment method | Payment method | |
| Terms | Terms | |
| Item | Product/Service | Inventory quantities do not update from SOS to QuickBooks Online. |
| Customer | Customer | |
| Estimate | Estimate | |
| Invoice | Invoice | |
| Sales receipt | Sales receipt | |
| Item receipt | Bill or Check or Credit card charge or Cash purchase or None | User has the option on the item receipt page to specify how the transaction will show in QuickBooks Online. |
| Return to vendor | Journal entry or vendor credit | Either a journal entry is created that credits the asset account of the returned item and debits the selected account—or a vendor credit is created in QuickBooks Online. |
| Shipping methods | n/a | QuickBooks Online does not support shipping methods. |
| Builds | Journal entry | The journal entry credits the asset account of the component items and debits the asset account of the finished goods. |
| Process transactions | Journal entry | The journal entry credits the asset account of the inputs and debits the asset account of the outputs. |
| Work orders | n/a | QuickBooks Online does not support work orders. Work orders are non-posting transactions, so they do not affect financials. |
| Adjustments | Journal entry | The journal entry credits the asset account of the adjusted items and debits the selected adjustment account. |
| Transfers | n/a | |
| Sales orders | n/a | QuickBooks Online does not support sales orders. Sales orders are non-posting transactions, so they do not affect financials. |
| Pick tickets | n/a | |
| Shipments | Journal entry | The journal entry credits the asset account of the items and debits the cost-of-goods-sold account of the items. |
| RMAs | n/a | |
| Returns | Journal entry and optional credit memo | The journal entry debits the asset account of the items and credits the cost-of-goods-sold account of the items. A credit memo is posted to the customer's account if the user selects that option when entering the return. |
|
Price groups (Price tiers) |
n/a | QuickBooks Online does not support price groups. |
| Sales reps | n/a | QuickBooks Online does not support sales reps. |
| Users | n/a | The SOS user list and QuickBooks Online user list are independent. |
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