Module Options:Accounting Integration

From Fishbowl
Jump to navigation Jump to search

MODULE OPTIONS

Some aspects of the Small.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 tab
Accounting module options options subtab.png

After integrating with QuickBooks, 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.

  • Export the Checkout and sales order detail notes to the QuickBooks memo field
If this option is checked, any notes on Details tab of the order will be exported to the QuickBooks memo field.
  • Associate multiple Fishbowl customers to one QuickBooks customer
With this option checked, only one customer will be created in QuickBooks called FB_Customer. All of the information exported to QuickBooks will use this customer.
  • Add customer references to inventory journal entries
With this option checked, the customer associated with an inventory function, such as scraping or cycle counting, will be exported to QuickBooks.
  • Check the "To be Printed" option on the QuickBooks Invoice
With this option checked, invoices will be marked "To be Printed" in QuickBooks. Sales receipts and credit memos are not affected by this option.
  • Check the "To be Emailed" option on the QuickBooks Invoice
With this option checked, invoices will be marked "To be Emailed" in QuickBooks. This option requires a default email address saved to the default main office address on the Address tab of the Small.Customer.png Customer module. Sales receipts and credit memos are not affected by this option.

  • Batch Checkout sales receipts by customer when exporting to QuickBooks
With this option checked, all Checkout orders with the same customer and tax rate at the time of export will be grouped together and exported as one sales receipt to QuickBooks.
  • 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.
  • Include Fishbowl invoice numbers on memo
With this option checked, the Fishbowl invoice number will be exported to the memo in QuickBooks.
  • Set the invoice number field to be:
This option allows the QuickBooks invoice number to be set to the QuickBooks Number, the Fishbowl SO Invoice Number, or the Fishbowl Shipment Number.
  • Set the invoice item's custom fields to be:
Each line item on the QuickBooks invoice has two custom Other fields. These fields can display the Fishbowl product's Number, Description, UOM Full Name, or UOM Abbreviation. Click here to see an example of how to export the product number, description, and UOM to QuickBooks.

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.

Xero tab
Xero module options.png

After integrating with Xero, 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.

Fishbowl can export transactions to Xero with an Approved status or with a Draft status.

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 Small.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