QuickBooks Online

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

FAQs

  • Which versions of QuickBooks Online are supported by Fishbowl?
Fishbowl integrates with QuickBooks Online Plus. Only the Plus version of QuickBooks Online has 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.

  1. Open the Small.Accounting.png Accounting 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.

To disconnect from QuickBooks Online, click the Delete Button.png Disconnect button on the module toolbar.

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.

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 Small.Accounting.png Accounting 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.

CSV files are the most common import and export format for spreadsheets and databases. CSV files allow information to be imported from spreadsheets. Barcode readers can also be programmed to export this type of file.

Add inventory in the Small.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 Small.Accounting.png Accounting module.

QBO tabs.png

Journal entries

QuickBooks Online journal entries are similar to QuickBooks journal entries. Below are a few additional examples of average cost journal entries that are created when exporting to the default accounts in QuickBooks Online.

Unpaid sales order with inventory item

FBQBOJE Unpaid sales order with inventory item.png QBOJE Unpaid sales order with inventory item.png

FBQBOJE Paid sales order with inventory item.png QBOJE Paid sales order with inventory item.png * Sales receipts can also be split into invoices and payments.

FBQBOJE Paid sales order with service item.png QBOJE Paid sales order with service item.png

Received purchase order with inventory item

FBQBOJE Received purchase order with inventory item.png QBOJE Received purchase order with inventory item.png

Fulfilled purchase order with inventory item

FBQBOJE Fulfilled purchase order with inventory item.png QBOJE Fulfilled purchase order with inventory item.png

MODULE OPTIONS

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

General tab

See the General tab of the Small.Accounting.png Accounting module options.

QuickBooks Online tab
QuickBooks Online module options.png

After integrating with QuickBooks Online, the integration can be further customized by opening the Accounting module options. With the Accounting 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.
  • 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.
Costing tab

See the Costing tab of the Small.Accounting.png Accounting module options.