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QuickBooks Online Guide

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QuickBooks Online Guide

Overview

This document describes how to get started with the QuickBooks Online (QBO) integration in Heartland Retail.

To ensure availability of the features described in this document, please verify that the following requirements are met:

  • You must be running Heartland Retail 7.50 or later.
  • You must have both the QuickBooks Online and QuickBooks Online Enhancements feature flags enabled for your account in Landlord.
  • You must be connected to your QBO account.

If you have questions regarding information in this document, please contact the Heartland Retail support team by phone at 833-844-4767 (select option 1, then option 2), or by email at hretailsupport@heartland.us.

Setting Up QuickBooks Online Account

Follow the instructions on the QuickBooksHelp page to set up your QuickBooks Online account If you already have a Quickbooks Online account, gather your QBO credentials and proceed to the next section.

Please note:

  • Most users choose the Essentials or Plus version of QBO to allow them to pay bills in their QBO account.
  • Merchants using QBO for payroll must add Payroll to their subscription. 
  • Plus will be required if you want to do location reporting in QBO and if you will have more than 3 users (3 employees plus an accountant).

Linking Retail to Your QBO Account

  • Log into your Retail account.
  • Go to Settings and select Integrations.
  • Choose QuickBooks Online.
  • Click the Connect to QuickBooks button.
  • In the pop-up window, log into QBO using your QBO credentials.

Configuring QBO in Retail

Helpful Resources for QBO Integration Configuration

If necessary, follow instructions in these support articles to clear any errors:

  • Configuring (or Mapping) Heartland Retail Financial Events to Your QBO Chart of Accounts (Settings > Financial)
  • Journal Entries Created in QBO via Heartland Retail Financial Events
  • Adding Additional General Ledger Accounts to Heartland Retail
  • Suggested Accounts for the Heartland Retail to Quickbooks Online integration   
  • Syncing Events from Heartland Retail To QuickBooks Online (QBO)

Enhanced QBO Setup Guidance in Heartland Retail

For a friendlier user experience, Heartland Retail provides helpful prompts to ensure simple and correct configuration of QBO in the Settings | Integrations.

If you attempt to sync to QBO before doing the necessary configuration in the Financial Module page, Heartland Retail will inform you of this and will give you the option to select Start to go directly to the page.


As you work through the settings on this page, Heartland Retail will display green checks next to items that are complete, and a grey X next to items that still require attention.

Summary View for Multiple Errors on Financial Events

In cases where an entry on the Financial Events tab contains more than one error, Heartland Retail now indicates multiple errors in a summary (‘Multiple errors detected’) under the Error column.

You can tap the down-pointing arrow button to the right of the message to expand the list and view all errors.

If you are unable to resolve errors, please refer to the linked documents in the Helpful Resources section above for further guidance.

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 automatically generate corresponding journal entries in your QBO account:

  • Sales Transactions 
  • Customer Deposits 
  • Purchasing Receipts 
  • Purchasing Returns 
  • Location Transfers
  • Inventory Adjustments 
  • Giftcard Adjustments 
  • 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.

  • Log into QBO at http://qbo.intuit.com.
  • Select Bookkeeping from navigation menu on left.
  • Scroll down and under Reports, you can search for Journal and save to your favorites.Journal Entries are viewable in other reports as well. To learn more about this, refer to QBO Support Articles.
  • When the Journal report is selected, all synced entries will display.

Location-Based Journal Entries

All financial events conducted at a defined location can generate a journal entry that includes location and can automatically push that information QBO. You can then view this information in the QBO Journal report.

This feature uses values from the Locations tab found on the Financial page of Heartland Retail. From this page, you can easily map your locations. If you do not see this tab, go to Integrations and verify that you are connected to your QBO account, then try again.

To map locations, do the following:

  • From the Financial page, go to the Locations tab and select Import Locations.
  • The modal will display a list of your Heartland locations on the left and dropdown menus on the right of available QBO locations.
  • Select a corresponding QBO location for each of your Heartland locations and select Save to commit your changes.
  • A green success message should display in the upper right corner of the modal.
  • When viewing the QBO Journal report, in order to include location information, you must configure this in settings. To do this, tap the settings icon and then, under the Change Columns section, check the Location box.

Here is an example of the resulting report:

Please note: If you receive an error when selecting Import (‘No locations found in synced QBO account’), follow these steps to add locations in QBO and then try again to import.

  • Click the settings icon and go to Lists | All Lists.
  • From there, click Locations and select New. Enter a name for your location and save.
  • Repeat as necessary.

Include Custom Field Data in Purchase Order & Receipt Data Sent to QBO

Heartland Retail includes custom field data such as vendor invoice number and credit memo or RTV numbers. This simplifies the process for merchants when matching invoices to goods received and/or returned, and when applying credits to amounts owed in QBO. As well, it facilitates reconciliation of Accrued Receipts Payable and Accrued Returns Payable accounts in QBO.

Heartland Retail will automatically push all custom field data to QBO to be displayed in the Memo section of the QBO Journal report.

 

Sync Processing Indicator              

Heartland Retail displays a clear status indicator when retrying syncs for on the Financial Events page so users can easily see the status of pending items without having to refresh and/or navigate unnecessarily.

In such cases, when you click Retry for an ‘Action Required’ item, a ‘Retry scheduled’ banner will briefly appear in the upper right corner, and the item’s Status will automatically change to ‘Processing’ as pictured here:

Upon successful sync, the status will update to ‘Synced’.

For reference, here are screenshots and explanations of each of the statuses:

Action Required: Additional setup is required before sync is possible.

Never Synced: This transaction has never been sent to QBO. Click Retry or Retry All buttons to sync transaction.

Synced: This transaction is synced and is available as a Journal Entry in QBO.