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 can only sync to QuickBooks as journal entries.
The key to understanding the sync is to understand which transactions trigger data to be sent from SOS to QuickBooks Online. The summary below and the two tables that follow show the core data that are exchanged.
The following records and transactions can be created, edited, or deleted in either QuickBooks Online or SOS Inventory:
All other transaction types are created in SOS Inventory and sent to QuickBooks Online as journal entries. Because journal entries sync one way only (from SOS Inventory to QuickBooks Online), any edits or deletions for these transactions must be made in SOS Inventory and then synced to update QuickBooks Online. Changes made in QuickBooks Online do not sync to SOS Inventory because QuickBooks does not pass that data to third-party applications.
Refer to the charts in the subsections below for additional data that syncs between SOS Inventory and QuickBooks. Also see Add/edit/delete data in SOS vs QuickBooks Online for relevant information on modifying data.
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 |
| Payment | Payment |
| SOS data | Sent to QuickBooks as | Notes |
|---|---|---|
| Purchase order | Purchase order (and journal entry if drop-shipped) | 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 | |
| Payment | Payment | |
| Item receipt | One of these: Bill, Check, Credit card, Cash, or None | User has the option on the item receipt page to specify how the transaction will show in QuickBooks Online. Check, Credit card, and Cash are entered as purchase expenses (journal entries). |
| Return to vendor | Journal entry or vendor credit memo | Either a journal entry is created that credits the asset account of the returned item and debits the selected account—or a vendor credit memo affecting Accounts Payable (AP) 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 input items or the expense account of service items. It also debits the asset account of the finished goods. |
| Process transactions | Journal entry | The journal entry credits the asset account of the component input items or the expense account of service items. It also 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 | If the item quantity increases, SOS Inventory will post a debit to the inventory asset account of each item and a credit to the adjustment account. If the item quantity decreases, SOS posts a credit to the inventory asset account of each item and a debit to the adjustment account. |
| Transfers | n/a | |
| Sales orders | n/a | QuickBooks Online does have sales orders. However, they are different from sales orders in SOS Inventory and cannot be connected. 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 tiers (Price groups) |
n/a | Although QuickBooks Online supports price tiers (called Price rules in QuickBooks), they do not connect to SOS Inventory's price tiers. |
| Sales reps | n/a | QuickBooks Online does not support sales reps. |
| Users | n/a | The SOS Users list and QuickBooks Online Users are independent. |