QuickBooks Online

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QuickBooks.png Fishbowl can export accounting information to QuickBooks, QuickBooks Online, or Xero. The information listed below is specific to QuickBooks Online. General accounting information is available in the Icon.Accounting Integration.png Accounting Integration module.

FAQs

  • Which versions of QuickBooks Online are supported by Fishbowl?
Fishbowl integrates with QuickBooks Online Plus or Advanced. Only these versions of QuickBooks Online have the necessary features (purchase orders, inventory journal entries, etc.). Fishbowl also supports international versions of QuickBooks Online.
  • Does QuickBooks Online work on a Mac and on Linux?
Yes. QuickBooks Online runs in the cloud, independent of the operating system, and the Fishbowl server exports data to QuickBooks Online. The Fishbowl server and client can run on Windows, Linux, Mac, or any combination of those operating systems.
  • How does Fishbowl functionality change when integrated with QuickBooks Online
Fishbowl functionality remains the same, regardless of the accounting software that is being used.
  • When integrated with QuickBooks Online, is my inventory tracked in Fishbowl or QuickBooks Online?
Regardless of the accounting system, Fishbowl keeps track of inventory. Orders exported to the accounting system will show item numbers and amounts and the required journal entries will be created.

Integration

Follow the steps below to integrate Fishbowl with QuickBooks Online Plus or Advanced.

NOTE: For security purposes, QuickBooks Online may require these integration steps to be repeated every 90 days.

  1. Open the Icon.Accounting Integration.png Accounting Integration module, click the Configure tab, and then click the QB Online Connection button.
    Accounting Buttons.png
  2. Click the Connect button in the wizard which will open a browser window.
    QBO link.png
  3. Log into QuickBooks Online and then click Connect.
    QBO authorize.png
  4. Select the QuickBooks Online accounts that Fishbowl should use or click the Create button to create the default accounts.
    QBO accounts.png
  5. Click the Finish button to complete the integration.

When parts are exported from Fishbowl, they are automatically created in QuickBooks Online as Service type items. If Inventory or Non-inventory items already exist in QuickBooks Online prior to the Fishbowl integration, those items should be manually changed to Service type items in QuickBooks Online.

Default accounts

Listed below are the default accounts that Fishbowl can create during the integration.

Fishbowl Account Name QBO Account Type Description
Accounts Receivable Accounts receivable (A/R) The account to record the money owed to the business. For outstanding invoices the company has issued out to the client but has not yet received in cash at balance date.
Accounts Payable Accounts payable (A/P) The account Fishbowl will use to record outstanding bills of the business. For outstanding invoices the company has received from suppliers but has not yet paid at balance date.
Holding Other Current Liabilities The account Fishbowl will use to handle all receipts that have not been fulfilled. This will only be used when parts are received but the bill is not yet reconciled in Fishbowl.
Undeposited Funds Other Current Assets The account Fishbowl will use to handle all undeposited funds.
Capital Equipment Fixed Assets All transactions associated with Capital Equipment part types will be tracked in this account.
Internal Use Other Expense All transactions associated with Internal-Use part types will be tracked in this account.
Non-Inventory Expenses All transactions associated with Non-Inventory part types will be tracked in this account.
Service Expenses All transactions associated with Service part types will be tracked in this account.
Labor Expenses All transactions associated with Labor part types will be tracked in this account.
Overhead Other Expense All transactions associated with Overhead part types will be tracked in this account.
Sales Retail Income Tracks the income from the sale of items.
Sales Tax Other Current Liabilities Tracks the income from the sale tax line items.
Discount Income * Income Tracks the amounts associated with discounts charged to customers (for returns, restocking fees, etc.).
Discount Expense * Other Expense Tracks the amounts associated with discounts given to customers on a sale.
Miscellaneous Expense Other Expense Tracks the expense from the sale of miscellaneous items.
Shipping Income Income Keeps track of customer charges for shipping.
Shipping Expense Expenses Keeps track of vendor charges for shipping to your company.
Shipping Accrual Other Current Liabilities Determines the account that shipping cost expense posts against.
Inventory Asset Other Current Assets Tracks the current value of your inventory.
Cost of Goods Sold Cost of Goods Sold The cost of goods and materials held in inventory and then sold. On a profit and loss report, QuickBooks subtracts the total cost of goods sold from your total income to provide a gross profit before expenses.
Scrapped Inventory Cost of Goods Sold This account is used when inventory is scrapped (adjustments go down due to damage, theft, spoilage, etc.).
Inventory Adjustment Cost of Goods Sold This account is used to track cycle-count adjustments to inventory.
Cost Variance Other Current Assets This account will only be used if the costing method specified is "Standard Costing". It will give you the difference of what your actual cost was compared to the current standard cost. Even if you are not using standard costing, an account still needs to be selected.

* Due to a limitation in QuickBooks Online, the ability to modify the accounts for individual discounts is currently disabled in Fishbowl. All discounts will use the default accounts specified during the integration wizard.

QBO Discount Account.png

Import

To import data from QuickBooks Online to Fishbowl, select the type of information that should be imported, and then click the Import Button.png Import button located on the General tab of the Icon.Accounting Integration.png Accounting Integration module.

QBO tabs.png

In Fishbowl, initial inventory may be added in a few different ways:

  • Import Inventory via CSV file - Import Inventory via a CSV (comma separated values) file and Fishbowl's Import Wizard.
  • Add inventory in the Icon.Inventory.png Inventory module - Use the Add inventory or the Cycle count options to add initial inventory, adjust inventory quantities, or scrap inventory. The component toolbar also has buttons that can be used to adjust inventory.

Export

To export data from Fishbowl to QuickBooks online, click the Export Button.png Export button located on the General tab of the Icon.Accounting Integration.png Accounting Integration module.

QBO tabs.png

Mapping

The following tables show some of the data fields that transfer between Fishbowl and QuickBooks Online.

Customer

  • Fishbowl customers can be exported to QuickBooks Online. QuickBooks Online customers can also be imported into Fishbowl.
  • A new customer that is created in Fishbowl will be exported to QuickBooks Online when the first order for that customer is exported.
  • If a Bill To address doesn't exist in Fishbowl, the Main Office address data will be exported instead.
Fishbowl
QuickBooks
Name
Company & Display name as
Bill To - Main
Phone
Bill To - Mobile
Mobile
Bill To - Fax
Fax
Bill To - Other
Other
Bill To - Web
Website
Bill To - Email
Email

Address

  • If the Ship To or Bill To address types haven't been created in Fishbowl yet, the Main Office address data will be exported as the billing and shipping address.
Fishbowl
QuickBooks
Bill To
Billing Address
Ship To
Shipping Address
Name
Line 1
Street
Line 2 & beyond
City
City
State
State
Zip
Zip
Country
Country

Journal entries

Below are some examples of average cost journal entries that are created when exporting to the default accounts in QuickBooks Online. For more examples, see Accounting Journal Entries.

Unpaid sales order with inventory item

Fishbowl Transaction QuickBooks Online Journal Entries

Credit return sales order with inventory item

Fishbowl Transaction QuickBooks Online Journal Entries

Unpaid sales order with non-inventory item

Fishbowl Transaction QuickBooks Online Journal Entries

Fishbowl Transaction QuickBooks Online Journal Entries
* Sales receipts can also be split into invoices and payments.

Fishbowl Transaction QuickBooks Online Journal Entries

Add inventory

Fishbowl Transaction QuickBooks Online Journal Entries

Received purchase order with inventory item

Fishbowl Transaction QuickBooks Online Journal Entries

Fulfilled purchase order with inventory item

Fishbowl Transaction QuickBooks Online Journal Entries

MODULE OPTIONS

Some aspects of the Icon.Accounting Integration.png Accounting Integration module can be customized by opening the module, clicking the Tools menu, and then selecting Module Options.

General tab
Accounting module options general subtab.png
  • Attach order item notes to Accounting Export
If this option is checked, any notes on Fishbowl order items will be exported to the accounting system.
  • Export part tracking to Accounting
With this option checked, Fishbowl part tracking information, such as serial numbers, will be exported to the accounting system.
  • Create a bill in Accounting after reconciling a receipt
With this option checked, a bill will be sent to the accounting system after an order is reconciled, even if the order has not yet been received.
  • Add the drop ship items to the oldest open invoice
With this option checked, drop ship items will be added to the oldest open invoice, instead of a creating a new invoice each time.
  • Send payment when order is fulfilled
With this option selected, payments will only be exported after the sales order is fulfilled. Warning: This will prohibit the export of any payments taken on sales orders until they are completely fulfilled and may result in a discrepancy between your financial institution records and your accounting system until orders are properly fulfilled. Please verify this option with your accountant and contact the Fishbowl Support team for additional information if needed.
  • Append unique ID to Sales Order on export
This only applies to fulfilled Sales Orders with no associated shipments (i.e. all dropship, service, shipping, and miscellaneous type items).
  • Prefix with the product number
With this option checked, the Fishbowl product number is added to the beginning of the invoice item description in the accounting system.
  • Append product UOM when different from the default
With this option checked, the UOM will be displayed in the item description of the accounting system if the UOM on the sales order is different than the product's default UOM.

QuickBooks Online tab
QuickBooks Online module options.png

After integrating with QuickBooks Online, the integration can be further customized by opening the Accounting Integration module options. With the Accounting Integration module open, click the Tools menu, and then select Module Options.

  • Invoice Custom Fields
Fishbowl can export data to the custom fields of the QuickBooks Online invoice. For each custom field, select from Carrier, Customer PO, Sales Rep, and Vendor PO.
  • Use Fishbowl invoice number
With this option checked, the invoice number in QuickBooks Online will use the Fishbowl sales order number. With this option unchecked, the invoice number will be set by QuickBooks Online. In both cases, the Fishbowl order number will appear in the memo of the QuickBooks Online invoice.
  • Include Fishbowl Number
This option sends the Fishbowl sales order number as a message on the invoice, a message on the statement, or neither.
  • Separate sales receipts into payments and invoices
With this option checked, sales receipts will not be created. A completed sales order will always be exported as an invoice and a payment.
  • "To be emailed" to link to "Send Later" on the invoice.
With this option checked, the To be emailed field in Fishbowl will be exported to the Send Later field in QuickBooks Online.

Costing tab
Accounting module options costing subtab.png

The Costing tab displays the costing method being used in the current database. Although the costing method may be viewed, it may not be changed. The costing method is set when a new database is created. It may be possible to change the costing method of an existing database by contacting Fishbowl Support. Individual part costs can be viewed on the Costing tab of the Icon.Inventory.png Inventory module. Below is an explanation of the costing methods available in Fishbowl.

Costing method Definition
Standard cost Costs are pre-determined for estimating the cost of an order or product. The difference between standard costs and actual costs are recorded as variances and will be reflected in a Cost Variance account. The specified Standard Cost of a part will be used to debit the Cost of Goods Sold account.
LIFO cost Last In, First Out. This method assumes the last inventory purchased will be the first sold. When these goods are sold, the value of the newest inventory will be used to debit the Cost of Goods sold account.
FIFO cost First In, First Out. This method assumes the first inventory purchased will be the first sold. When these goods are sold, the value of the oldest inventory will be used to debit the Cost of Goods sold account.
Average cost The average cost is a simple calculation of total cost divided by inventory quantity. See the table below for an example.

When inventory is purchased, the actual cost of the inventory is added to the total cost, which can result in the average cost changing. When inventory is sold, the current average cost is used, so the total quantity will change, but the average cost will not change as a result of selling an item. LIFO and FIFO use costing layers to store the cost history, so the cost can change each time an item is sold. With average cost, the item's original cost is included in the average and then when the inventory is sold, only the average cost is used and recorded in the cost of goods sold account. If the inventory quantity ever reaches zero, Fishbowl will temporarily store the last average cost, but when new inventory comes in, the calculation starts over using only the cost and quantity of the new inventory. The average cost can also be manually changed.

Below is an example of average costing.

Quantity Unit cost Total cost Total quantity Average cost
+10 initial inventory $10 $10 x 10=$100 10 $100 ÷ 10=$10
+1 on a purchase order $21 $100 + $21=$121 10 + 1=11 $121 ÷ 11=$11
-1 on a sales order $11 (average cost) $121 - $11=$110 11 - 1=10 $110 ÷ 10=$11
-10 on a sales order $11 (average cost) $121 - $121=$0 11 - 11=0 Average will reset
+1 on a purchase order $18 $18 0 + 1=1 $18 ÷ 1=$18