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QuickBooks Desktop integration processing details

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NOTE: This article pertains to ShippingEasy’s QuickBooks integration software and is useful if you installed ShippingEasy's QuickBooks software before July 26, 2017.

Starting July 26, 2017, new QuickBooks integrations with ShippingEasy will be provided by our partner Webgility via their Unify software. To integrate QuickBooks with your ShippingEasy account, please provide your information to Webgility here and they’ll call you directly.
IMPORTANT: There are several different options for mapping data from ShippingEasy to QuickBooks.  Before using the ShippingEasy integration with QuickBooks, back up your QuickBooks company file.

This article provides more detailed information about the processing described in Syncing Data from ShippingEasy to QuickBooks.

Customer Searching and Creation

The integration relies on using a customer email address and/or first and last name to find customers in QuickBooks. Upon receiving orders from ShippingEasy, the first email address used is the billing email address. If this is blank, the email address from the recipient will be used. First, the QuickBooks NAME field is searched using the order data, arranged into the selected pattern:

  • Email
  • FirstName LastName
  • LastName, FirstName
  • LastName, FirstName, Email
  • FirstName LastName, Email

If the customer is found, then the reference to that QuickBooks customer entity is used by the integration for any QuickBooks transactions. If the customer is not found by email, and the integration is configured to automatically create customers, the customer will be created.

If the customer cannot be found or created, the order will be skipped.

Customer Creation and Taxes

When the integration creates customers automatically, it will attempt to setup the QuickBooks tax code and tax item, if you have configured the integration to have QuickBooks handle taxes and an appropriate tax mapping can be found. Additional details are available in How To: Setup Sales Taxes with QuickBooks Desktop.

The integration uses the ShippingEasy shipping address for the tax mapping. In the event that a blank shipping address is found, the integration will use the billing address.

If a mapping is found for the state, then the corresponding QuickBooks Tax Item or Tax Group will be linked to the customer account during creation using the taxable code that was configured. If no mapping is found for the state, then the customer is created using whatever nontaxable code was configured.

If the integration is not configured to handle taxes, then no tax information will be sent to QuickBooks during customer creation, and the customer will be created using whatever defaults you have configured in QuickBooks.

Item Searching and Creation

The integration uses the product SKU from the order in ShippingEasy to uniquely identify Items in QuickBooks. When processing ShippingEasy orders, if any of the line items do not contain SKUs, the order will be skipped. If all line items contain SKUs, then the integration searches QuickBooks for each item. The search is done of both top level items and subitems in QuickBooks.

Note: if there are duplicate items within QuickBooks, the integration will use the first item returned by the search of QuickBooks. If an item is not found and the integration is configured to create items, then an item will be created using the income, cost-of-goods, and asset accounts specified.

Once created or found, the integration uses the QuickBooks list id for that entity for subsequent transactions it creates. If the QuickBooks item cannot be created or found, the order is skipped.

Transaction Creation and Taxes

The customer and item entities mentioned above are prerequisites for the integration’s real work – creating transactions in QuickBooks for ShippingEasy orders. When the customer is created, it is also assigned a tax code and a tax item as outlined above. When the integration inserts transactions into QuickBooks, the taxability of the transaction is determined based on the customer.

In other words – a sales receipt linked to a customer assigned a taxable tax code will be treated by QuickBooks as taxable, and the line items contained on the receipt will be taxed using the rate defined by the tax item for the customer. If the customer was assigned a nontaxable code, then the receipt/order/invoice would be non-taxable as well.

Cost and Charge Taxes

The integration can be configured to move the shipping, wrapping, and handling cost from ShippingEasy into QuickBooks. Each of these charges is entered using the QuickBooks item that was configured for that field. To determine whether or not the line item is marked as taxable/non-taxable, the following formula is used:

Check the cost "tax field" from ShippingEasy (for each of: shipping, wrapping, handling).

If the value of the "tax field" is greater than zero, the item will be entered into QuickBooks as a taxable item using the value from the corresponding ShippingEasy field that does not include tax. This is because QuickBooks requires values to be entered without tax included.

If the value in "tax field" is zero, then the item will be entered into QuickBooks as a non-taxable item, using the value from the corresponding ShippingEasy base cost field.


Related articles:

How to use QuickBooks Desktop with ShippingEasy
How to: Map data from ShippingEasy to QuickBooks desktop
How to: Sync data from ShippingEasy to QuickBooks Desktop

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