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How does the Heartland Retail to Quickbooks Online (QBO) Integration Work?

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How does the Heartland Retail to Quickbooks Online (QBO) Integration Work?

This article provides an overview of how the Heartland Ret. to QBO integration works. We suggest reviewing this article with an Accountant.

Certain transaction types completed in Heartland Retail are called financial events because they have financial impact. If you are using the Heartland Retail to QBO integration, these financial events create real time journal entries that will show up in (or sync to) your QBO account via the integration. 

Financial Events that Create Journal Entries

Here is the list of Heartland Retail transaction types that create financial events in Heartland Retail. These financial events create journal entries in your QBO account:

  1. Sales Transactions 
  2. Customer Deposits 
  3. Purchasing Receipts 
  4. Purchasing Returns 
  5. Between Location Transfers
  6. Inventory Adjustments 
  7. Giftcard Adjustments 
  8. Cash Paid In/Out 

Here is a more detailed article about these Journal Entries Created in Quickbooks Online (QBO) via Heartland Retail Financial Events. That article includes the actual resulting debits and credits you will see in QBO from the integration.

Steps Involved to Use the Heartland Retail to QBO Integration

At the highest level, the steps to set up and use the Heartland Retail to QBO integration, are below. Included below are links to more detailed articles for each step. 

  1. Setting up a Quickbooks Online (QBO) Account for an Integration with Heartland Retail. If you don't already have one, you will need to purchase and prepare a QuickBooks Online account. 
  2. Connecting your Heartland Retail Account to your Quickbooks Online (QBO) (Settings > Integrations > QBO). Connect Heartland Retail to your QBO Account and then Import the QBO Chart of Accounts into Springboard Retail. 
  3. Configuring (or Mapping) Heartland Retail Financial Events to Your QBO Chart of Accounts (Settings > Financial). In Heartland Retail, you will need to configure the financial events to map to the appropriate accounts in your QBO Chart of Accounts. This configuration tells Springboard Retail which QBO General Ledger accounts hat you want to Debit or Credit, based on the type of financial event.
  4.  Syncing Events from Heartland Retail To QuickBooks Online (QBO). Once the configuration (or mapping) of financial events is complete (#3 above), you will need to push (or sync) the financial events from Heartland Retail into QBO. This will result in journal entries in QBO for each financial event. 
  5. Your integration is now complete and you can begin using the integration! 

After reading these articles, should you have any questions about our integration and/or be interested in training related to the Heartland Retail to QBO Integration, please just let us know at HRetailsupport@heartland.us. We would be happy to help!