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QuickBooks Online Integration

QuickBooks Online Integration

Integrating your Cin7 Core and QuickBooks Online accounts allow Cin7 Core to become the central point of all inventory management within your business. This means that all inventory-related purchases, sales, and manufacturing activities are performed in Cin7 Core and then synchronised over to QuickBooks.

We recommend reading the Getting Started Guide in conjunction with this setup article. On the QuickBooks side, inventory-related resources can be found here.

Note: If necessary, you can easily switch between accounting apps, such as changing from Xero to QuickBooks Online, switching from one QuickBooks organisation to another, or disconnecting Xero/QuickBooks to use Cin7 Core as a standalone accounting system. For more information, refer to Switching Accounting Integrations.

Cin7 Core supports integrating with:

  • QuickBooks Online Plus or Advanced

 

Cin7 Core DOES NOT support integrating with:

  • QuickBooks Desktop

  • QuickBooks Simple Start

 

Cin7 Core DOES NOT recommend integrating with:

  • QuickBooks Essentials - Cin7 Corecan connect to QuickBooks Essentials however some features may not work correctly

 

IMPORTANT! If you encounter errors after following this guide and completing Cin7 Core-QuickBooks integration, you may check out this article on common QuickBooks Online errors and how to troubleshoot them.

Prerequisites

  • Open a QuickBooks Online Plus or Essential account (trial account is sufficient)

  • Users will need the Integration: Accounting - QuickBookspermission in order to use this feature.

Setting up Accounts in QuickBooks Online

The chart of accounts is the list of all accounts your organisation has available to record your transactions and is important for classifying your transactions correctly and keeping your accounts accurate.

Note: You will need a QuickBooks Online PLUS or ESSENTIALS account to correctly integrate with Cin7 Core.

Before starting your integration, there are some accounts that must be created in QuickBooks Online first. In the table below we have provided the recommend account type settings to use. You can add more accounts or make changes to suit your business requirements – if you are unsure, consult with your accountant or bookkeeper before adding or editing any accounts.

Note: If you are using QuickBooks Online, you must create/manage your accounts from QuickBooks. They will then be imported into Cin7 Core when you next synchronise your accounts. You can view your Chart of Accounts in Cin7 Core by going to Settings → Reference Books → Financial → Chart of Accounts, but it will be read-only.

The accounts needed for Cin7 Core to function correctly are listed below with their required settings.

Already created by QuickBooks:

  • Sales Tax (GST, VAT)

  • Sales/Revenue

  • Inventory/Inventory Control.

  • Accounts Receivable (A/R)

  • Accounts Payable (A/P

 

Required accounts

You may not be asked to map all of these accounts when connecting to QuickBooks for the first time. However, since they allow you to fully use Cin7 Core features, you should create these accounts in QuickBooks now. The names of these categories and types may vary slightly depending on your version of QuickBooks Online and UI settings - you may need to alter these slightly so that the settings match the accounts in Cin7 Core for account mapping.

Account

Category

Detail Type

Inventory Discrepancy

Expense

Supplies and materials

Cost of Goods Sold

Cost of Goods Sold

-

Work in Progress

Other accounts - Short-term asset / Current assets

Inventory Asset / Other current assets

In-transit

Other accounts - Short-term asset

Inventory Asset

Supplier Deposits

Other accounts - Short-term asset

Prepaid expenses/Uncategorised Assets

Customer Credits

Liabilities - Short-term Liabilities

Customer Prepayments

 

Optional Accounts

Inventory Accrual/Stock in Transit (requires Inventory Accrual to be enabled)

Account

Category

Detail Type

Inventory Accrual (Goods Received, Not Invoiced)

Other accounts - Short-term assets

Inventory Asset

Stock in Transit (Goods Invoiced, Not Received)

Other accounts - Short-term assets

Inventory Asset

 

Gift Card Liability (requires Gift Cards to be enabled)

Account

Category

Detail Type

Gift Card Liability

Credit Card

Credit Card

Creating accounts in QuickBooks Online:

  1. In QuickBooks, navigate to Settings → Your Company → Chart of Accounts. The Chart of Accounts will be loaded based on the industry that you specified when initially setting up QuickBooks Online and you may find that some of the accounts may already be present. Make sure there is an account for each of the ones listed above and that they have the correct settings. You may also create any other accounts required for your business needs.

  2. Select New. Enter the account details according to the required settings above, then click Save and Close to finish (or Save and New if you want to add another account straight away).

  3. Once you have added all the relevant accounts, you're ready to begin the integration with Cin7 Core.

Revenue account mapping

All products and services in QuickBooks must have an account to which they are mapped. This mapping will always override the revenue account mapping in Cin7 Core. Unfortunately there is no way to override this from Cin7 Core. Please note:

  • Customer-level revenue account mapping in Cin7 Core will be overridden by the product-level mapping in QuickBooks

  • Product level revenue account mapping in Cin7 Core will be overridden by the QuickBooks account mapping.

  • Revenue account mapping for eCommerce integrations in Cin7 Core will also be overridden by the QuickBooks account mapping.

Important - Undoing orders in Cin7 Core and overpayments

Undoing orders in Cin7 Core can cause errors in payments applied from QuickBooks.

When a user presses Undo for a sale in Cin7 Core, the corresponding invoice in QuickBooks is voided. After the invoice is reauthorized in Cin7 Core, it is exported again to QuickBooks. When this happens, QuickBooks auto-applies payments that were pending from this customer to the invoice, these are imported back to Cin7 Core and create an overpayment as the previous correct payment in Cin7 Core is also there.

To prevent this, you will need to disable the auto-apply payment feature in QuickBooks BEFORE undoing sales in Cin7 Core and syncing with QuickBooks again. You can then choose to re-enable the auto-apply payment feature if you wish.

There is unfortunately no backend fix for overpayments created in this way, the additional payments must be manually deleted.

Connecting Cin7 Core and QuickBooks Online

Once you have added all the relevant accounts in QuickBooks Online, you can either connect to QuickBooks (if you already have an account) or complete the Cin7 Core signup process (if you don't). Consult the Getting Started Guide for help setting up your Cin7 Core account.

Connecting QuickBooks Online when you create a Cin7 Core account

If you don't have a Cin7 Coreaccount yet, you can start the integration process from QuickBooks Online or from Cin7 Core.

Note: You will need a QuickBooks Online PLUS or ADVANCED account to correctly integrate with Cin7 Core.

Connecting from QuickBooks Online:

  1. On your QuickBooks Online Dashboard, click Apps, then on the Find Apps page, search for Cin7 Core.

  2. On the Cin7 Core page, you can review the features of Cin7 Core. Once you're ready to integrate the two apps, click Get app now.

  3. On the window that appears, click Connect. This will grant Cin7 Core access to your QuickBooks account and start the integration process between the two applications.

  4. You will then be taken to the Cin7 Core Trial Account setup page. Enter your information on the page, check the box signifying your agreement to the Cin7 Core Terms of Service and Privacy Policy, then click Sign Up.

 

Connecting from Cin7 Core:

  1. On the Cin7 Core website, register for a new account.

  2. On the sign-up screen, you will be asked to enter some information about your business. When asked to connect your accounting system, select QuickBooks Online.

  3. You will receive an activation email from Cin7 Core, click the link in the email. You will be redirected back to Cin7 Core and asked to choose a password.

  4. You will then be taken to the QuickBooks Connect Wizard. See QuickBooks Connect Wizard for detailed instructions.

 

Navigate to Reference Books → Account Mapping to finish mapping your accounts correctly. See More Account Mapping below for further information.

  • Cin7 Core can only map accounts between systems if they have the same settings. If you are missing an account, you can go back to QuickBooks and create them (check the required account settings above), sync, then reload the Account Mapping page.

Connecting with the QuickBooks Connect Wizard

The QuickBooks Connect Wizard provides easy-to-follow steps for connecting QuickBooks with Cin7 Core.

On the Cin7 Core menu, click Integration → QuickBooks.

On the QuickBooks Online Integration page, the details of the integration status and the flow of data between Cin7 Core and QuickBooks Online are displayed. Click Connect or Reconnect to enable QuickBooks integration.

While the mapping is ongoing, your Cin7 Core account will be locked and all users, including you, as the master user, will not be able to access Cin7 Core. After the migration is done, Cin7 Core will send you an email that will contain a link to the page in Cin7 Core where you can export historical data to QuickBooks Online. If any error happens during the migration, the email will contain information about the error, and you will be asked to contact Cin7 Core Customer Support.

Select integration mode

There are two integration modes available. With From QuickBooks only, you can try out using Cin7 Core systems with your QuickBooks data, without changing any of your data in QuickBooks Online. Selecting Both ways enables synchronisation in both directions, which will cause some irreversible changes in your QuickBooks data after all of the steps of the connect wizard are completed.

Note: If you wish to select Both ways integration mode please ensure that all QuickBooks data (Customers, Suppliers, Products, Accounts, etc) is ready to synchronise with no duplicate entries.

Cin7 Core does not support quantity or inventory tracking in QuickBooks Online. If quantity tracing or inventory tracking is turned on in QuickBooks, Cin7 Core will not sync data to QuickBooks. You can turn off inventory tracking here to continue.

Note: It is possible to complete the integration wizard without turning off inventory tracking, however, you will be unable to sync data and will see an error message asking you to turn off tracking in QuickBooks Online.

  

Keep or delete test data

On the Welcome page of the QuickBooks Connect Wizard, Cin7 Core is set to keep your pre-integration by default. You may select No and choose which data to keep or discard.

  • Transactional data includes sales, purchases, transfers, production orders, etc. Reference books data will not be deleted.

  • All data includes all transactional data, but also products, customers, suppliers, and opening balances - these can be selectively deleted when you select to delete transactional data. Reference books data will be deleted.

  

Click Continue. If you are not already logged into QuickBooks, you will be redirected to log in. You will then be redirected back to Cin7 Core. Click Allow Access to let Cin7 Core access your QuickBooks data.

Map accounts

Back in the QuickBooks Connect Wizard, on the Mapping page, the mapping of your QuickBooks Online accounts with Cin7 Core accounts is displayed.

The Connect Wizard will only map accounts between systems if they have the same settings (i.e. accept/not accept payments, whether account is asset, liability, or bank account etc.)

If you are missing an account in QuickBooks Online (you may have additional accounts created in your Cin7 Core Chart of Accounts), you can go back to QuickBooks Online and create them, then click Reload accounts from QuickBooks to continue mapping.

The system will try to match accounts wherever possible. Select QuickBooks Online accounts from the dropdown menus in order to match them manually. You must fully map the accounts in order to continue.
     

Map tax rules

Next, you will be taken to the Tax Rules Mapping screen where Cin7 Core will attempt to map your tax rules from QuickBooks Online automatically.

Some versions of QuickBooks Online (e.g. QuickBooks Online Australia) no longer support custom tax rates. In order for the tax mappings section of the integration to go smoothly, tax rules in Cin7 Core must match the QuickBooks-created default tax rules. Check your Cin7 Core tax rules and delete/edit any that do not exactly match the QuickBooks-provided tax rules if your version of QuickBooks does not allow custom tax rates.

The Connect Wizard only allows tax rule mapping between QuickBooks and Cin7 Core if the tax rates and Sale/Purchase properties are equal. If Cin7 Core has tax rules that do not have an equivalent in QuickBooks Online, you will have to create these tax rules in QuickBooks Online first or make sure that your tax rules in Cin7 Core match those in your QuickBooks account. Then, click Reload tax rules from QuickBooks to continue mapping. All tax rules need to be mapped before you can continue.

Map payment terms

Next, you will be asked to map the Payment Terms. If Cin7 Core has payment terms that do not have an equivalent in QuickBooks Online, you will have to create these payment terms in QuickBooks Online first (Settings → Account and Settings → Sales → Sales form content → Invoice terms → Add New). Then, click Reload payment terms from QuickBooks to continue mapping. All payment terms need to be mapped before you can continue.

Import opening balances

Cin7 Core will next import and calculate opening balances for Accounts Receivable and Accounts Payable by importing all unpaid and partially paid purchase invoices and sales invoices. Partially paid and unpaid invoices will be imported even if the net Supplier/Customer balance is 0. Fully paid invoices will not be imported. Effective date for imported invoices will be the date of integration between Cin7 Core and QuickBooks.

It is possible to complete the connect wizard without importing opening balances, however you will need to manually enter them before using Cin7 Core. Please see Opening Balances for detailed instructions. Press continue to move to the next stage.

Import stock on hand

Cin7 Core will import all active products from QuickBooks Online, this will create products in Cin7 Core with the correct stock on hand. Only products with an SKU will be imported. After the import, QuickBooks Online products will be deactivated and recreated as services.

If inventory tracking has been turned off in QuickBooks Online before integration, there will be no products with stock on hand in QuickBooks to import. Products from QuickBooks will be exported to Cin7 Core as services. If you did not turn off inventory tracking while using the QuickBooks Connect Wizard, you will need to turn it off in QuickBooks after completing the connect wizard steps or data will not sync between Cin7 Core and QuickBooks.

Note: QuickBooks does not support batch numbers or serial numbers for products. If you are using this information for your products, we recommend not importing stock on hand from QuickBooks as you will will not be able to add this information later. Instead, you will need to manually configure stock on hand from Cin7 Core after you have completed integration with QuickBooks. See Getting Started Guide - Loading Products for detailed instructions.

Stock on hand can only be imported to one location, which you can select here. If you need to place stock on hand in different Cin7 Core locations, you will need to do this manually using stock transfers after integration has been completed.

Confirm integration

You will then be asked to confirm that you want the two apps to be integrated. Note that the data migration process is irreversible and that all Cin7 Core transactions will be updated with new accounts from QuickBooks. To go ahead with the operation, enter I would like to update all transactions in the box, then click Confirm to start synchronising data between Cin7 Core and QuickBooks.

Turn off inventory tracking

Users connecting to QuickBooks Online can turn inventory tracking off when stock on hand is imported. If you did not turn off inventory tracking while using the Connect Wizard, you will need to manually turn it off from your QuickBooks account with the following actions.

  1. Navigate to Settings → Your Company → Accounts and Settings, then click the Sales tab.

  2. In Products and Services, ensure Track inventory quantity on handis turned Off.We also recommend turning off Track quantity and price/rate as this can impact sync, however, it can be turned on if strictly necessary.

  3. Save your changes to finish.  

 

Note: The inventory type products previously tracked in QuickBooks remain tracked even after tracking is turned off. To resolve the issue, delete the old products and create new products. See Replacing Products in QuickBooks Online below for more details.

More Account Mapping

To fully enable all of the Cin7 Core functionality, you can finish mapping the required and optional accounts. Create any missing accounts in QuickBooks Online if you haven't already, synchronise your data and navigate to Settings → Reference Books → Financials → Account Mapping. Select the equivalent accounts from the list and Save your changes.

Cin7 Core can only map accounts between systems if they have the same settings. If you are missing an account, you can go back to QuickBooks and create them (check the required account settings above), sync, then reload the Account Mapping page.

Note: You can use Cin7 Core without completing this account mapping. If you attempt to use functions that are linked to an unmapped account, Cin7 Core will report an error and may be unable to complete the operation.

  

Integration settings

Once your Cin7 Core account is set up, you'll be able to locate the QuickBooks Online Integration page by selecting Integration from the right-hand menu, then QuickBooks Online.

The QuickBooks Online Integration page will contain the details of the integration (on the left-hand side of the page), which explain the flow of data between Cin7 Core and QuickBooks.

Created in QuickBooks, sent to Cin7 Core

  • Chart of Accounts: Any changes in the Chart of Accounts in QuickBooks will be synced to Cin7 Core. The Chart of Accounts is read-only in Cin7 Core.

  • Tax Rules: Any changes in Tax Rules in QuickBooks will be synced to Cin7 Core. Tax Rules can be edited in Cin7 Core, but can only be created in QuickBooks. See Tax Rules for more information.

  • Payment Terms: Any changes in Payment Terms in QuickBooks will be synced to Cin7 Core. Payment Terms are read-only in Cin7 Core.

  • Company Addresses

 

Created in Cin7 Core, sent to QuickBooks

  • Purchase Orders: (Optional) All Purchase Orders authorized in Cin7 Core will be exported to QuickBooks if the Blind Receipt box is not checked.

  • Purchase Credit Notes: Purchase Credit Notes authorized in Cin7 Core will be exported to QuickBooks as Vendor Credits.

  • Sales Quotes/Estimates: (Optional) If the Skip Quote option is not checked, all Sales Quotes authorized in Cin7 Core will be exported to QuickBooks as Estimates.

  • Sales Credit Notes and Credit Memos: Sales Credit Notes authorized in Cin7 Core will be exported to QuickBooks as Credit Memos.

  • Customer Credits.

  • Supplier Deposits.

  • Journals.

  • Transfers.

 

Can be created in both, synchronised both ways

  • Vendors/Suppliers.

  • Customers.

    • Updated customers in Cin7 Core will overwrite QuickBooks data and vice versa

    • Deprecated customers in Cin7 Core will not be re-imported from QuickBooks

  • Any Bill/Sale/Purchase Payments or Refunds.

  • Products/Items: Creating inventory in both QuickBooks Online and Cin7 Core can cause inventory tracking issues. For more information, see QuickBooks Online Troubleshooting Common Errors - Duplicates.

  • Bills or Purchase Invoices: Purchase Invoices authorized in Cin7 Core will be exported to QuickBooks as Bills. Purchase Invoices can be optionally imported from QuickBooks Online.

  • Sales Invoices: Sales Invoices created in Cin7 Core are automatically exported to QuickBooks. Sales Invoices can be optionally imported from QuickBooks Online.

General settings

Within the QuickBooks Online integration page, you can control whether your integration is enabled or disabled and modify any other integration settings. We recommend taking a look at your settings before putting through new transactions.

From the General settings screen, set the following options:

  • Export purchase orders to QuickBooks: Turn exporting of purchase orders to QuickBooks off and on.

  • Export sales quotes to QuickBooks: Turn exporting of sales quotes (as sales estimates) to QuickBooks off and on.

  • Class: See Class and location tracking below.

  • Location: See Class and location tracking below.

  • Import purchase invoices: Optionally import purchase invoices (bills) from QuickBooks (purchase invoices created in Cin7 Core are automatically exported to QuickBooks).

  • Auto-receive stock when loading purchase invoices from QuickBooks: This option is only visible if Import purchase invoices is enabled. If enabled, stock will be received into your inventory automatically, once a purchase invoice is loaded from QuickBooks. If disabled, stock receiving must be carried out manually.

  • Allow online payment, Allow online credit card payment, Allow online ACH payment: These settings control the payment options available in QuickBooks Online for invoices exported from Cin7 Core.

  • Import sales invoices: Optionally import sales invoices from QuickBooks (purchase invoices created in Cin7 Core are automatically exported to QuickBooks).

  • QuickBooks fulfillment mode when loading sales invoices from QuickBooks: This option is only visible if Import sales invoices is enabled. Select whether picking, packing and shipping are set to auto on sales invoices imported from QuickBooks.

  • QuickBooks location to be used for purchases and sales loaded from QuickBooks: This option is only visible if Import purchase invoices or Import sales invoices is enabled.

  • Export reference to invoice statement: When enabled, sale reference will be exported to both Message on statement and Message on invoice in QuickBooks Online. When disabled, sale reference will be exported to Message on invoice only. Message on invoice is visible to customers but cannot be searched in QuickBooks, while message on statement is not visible to customers but can be searched.

  • Use actual shipment date when available for invoice sync to QuickBooks: If a shipment date is listed on the ship tab when the invoice is synced to QuickBooks, it will be imported to the QuickBooks Online Shipping date tab. If there is no shipment date available or this setting is turned off, the 'required by' date will be used instead.

 

Sync options


Autosync settings

You can choose to sync Cin7 Core systems with QuickBooks manually or automatically. Toggle auto-synchronisation to Yes to display additional auto-sync options. You can set the start date, start time, sync frequency, and the alert type for any errors raised during the synchronisation process.

Note: If you have enabled auto-synchronisation, you can still perform manual synchronisation at any time, as long as an auto-synchronisation process is not running. If the auto-synchronisation process is running, Cin7 Core will not allow manual synchronisation.

  

There are two ways the user can be notified of errors:

  • Internal: These error notifications will be available within the Notifications tab in Cin7 Core. For more information, see Notifications.

  • Email: Users in the specified mailing list will receive an email notification about failed auto-sync errors. For information on creating a mailing list, see Notifications - Mailing Lists.

 

Note: The status of each auto-sync is detailed by filtering for Integrations in the Audit Report, which is found under the Reports module.

Sale channel sync options

The table on this page displays a list of sales channels integrated Cin7 Core for that organization with at least one order placed. By default, Cin7 Core and Cin7 Core API are shown.

The other table columns are Invoice sync type and COGS sync type. These can be set to Individual, or No sync for each sales channel and each sync type, to give granular control to our users over what syncs to QuickBooks. By default, Individual is selected whenever a new sales channel is added.

If No sync is selected, transactions will not sync to QuickBooks at all. These entries will be marked as Skipped in Cin7 Core and display an error message.

Note: All settings on this page are applicable to sales invoices, sale payments, credit notes, credit note refunds, COGS. Purchase invoices will sync to QuickBooks as per existing functionality.

Export of these transactions can be manually voided/recalled export of these transactions from QuickBooks with the COGS maintenance tool (see below).

Class and location tracking

Classes and Locations are optional fields used to give extra information on QuickBooks invoices. Location is applied to the entire document, while Class is applied either to line items or to the entire document.

Class and Location mapping allows you to select fields from the Cin7 Core sales/purchase document header to export to QuickBooks and be displayed in these fields.

  

You will need to enable tracking of classes and locations in QuickBooks to use this feature. If class/location tracking is not enabled, these fields will be left blank on the QuickBooks invoice.

The following fields can be mapped:

  • Class: Sales Rep, Location, Job, Category, Brand, Family, Customer Attribute (1-10), Product Attributes (1-10), Supplier Attributes (1-10)

  • Location: Sales Rep, Location, Job, Customer Attributes (1-10), Supplier Attributes (1-10)

 

Enable class and location tracking in QuickBooks Online:

  1. Navigate to Settings → Your Company → Accounts and Settings, then click the Advanced tab.

  2. In Categories, turn Track classes and/or Track locations On.

  3. Save your changes to finish.

 

  

For more information, see Using Classes and Locations in QuickBooks Online.

Advanced settings

On this screen you can find further settings to customise your QuickBooks Online experience.

Maintaining Cost of Goods Sold

IMPORTANT! These features are for maintenance purposes only. Exporting COGS transactions is automatically performed daily.

You can manually export COGS transactions, or void (recall) previous exports, for a specific date range using the Cost of Goods Sold Maintenance section. Specify the period you want to adjust (the selected dates are included in the period), then click either the Export COGS to QuickBooks or Void COGS in QuickBooks button, depending on the action you're taking.

  

Import stock on hand to QuickBooks Online

If stock on hand was not imported during initial set up, you can do so here. Cin7 Core will import all active products from QuickBooks Online, this will create products in Cin7 Core with the correct stock on hand. Only products with an SKU will be imported. After the import, QuickBooks Online products will be deactivated and recreated as services.

If inventory tracking has been turned off in QuickBooks before taking this step, there will be no products with stock on hand in QuickBooks to import. Products from QuickBooks Online will be exported to Cin7 Core as services. If you did not turn off inventory tracking you will need to turn it off in QuickBooks Online after completing this step or data will not sync between the two platforms.

Note: QuickBooks does not support batch numbers or serial numbers for products. If you are using this information for your products, we recommend not importing stock on hand from QuickBooks as you will will not be able to add this information later. Instead, you will need to manually configure stock on hand from Cin7 Core.

Stock on hand can only be imported to one location, which you can select here. If you need to place stock on hand in different locations, you will need to do this manually using stock transfers after integration has been completed.

Import opening balances to QuickBooks Online

If importing balances was skipped during QuickBooks Online set up, you can take this action here. Opening balances for accounts receivable and accounts payable are calculated by importing all unpaid and partially paid purchase invoices and sales invoices. Partially paid and unpaid invoices will be imported even if the net Supplier/Customer balance is 0. Fully paid invoices will not be imported. Effective date for imported invoices will be the date of integration between Cin7 Core and QuickBooks Online.

It is not possible to import opening balances again after doing so the first time, and attempting to do so will produce an error.

Replacing Products in QuickBooks Online from Cin7 Core

You may find that you are still experiencing duplicate COGS in transactions even if inventory tracking has been disabled (described above). This is possible if inventory tracking for a product has been enabled in QuickBooks Online at any point.

In this case, you can replace all products at once to fix the issue. All existing items in QuickBooks will be rewritten with products from Cin7 Core.

Note: Product Names must be unique in Cin7 Core to be successfully exported to QuickBooks Online.

Duplicate Entries

The process will start by checking for uniqueness of each product name in Cin7 Core using the first 100 symbols of a name.

  1. If there are no duplicates, the replacing product process will begin.

  2. If a single duplicate product name is found, an error message will pop up. If this happens, you shouldn't start replacing products in QuickBooks until you are sure all product names are unique.

 

Progress Status

During the replacement process, the progress status will be displayed on the screen.

  1. Removing all data from QuickBooks.

  2. Exporting products from Cin7 Core.

  3. Operation status –

    • Products in QuickBooks Online were replaced successfully.

    • Products in QuickBooks Online were not replaced, due to the following error: <Error message>.

 

  

Connecting to Another QuickBooks Organisation

If you decide to connect Cin7 Core to a different QuickBooks Online organisation, click the Change Organisation button. You will be walked through the QuickBooks Connect Wizard to finish account and tax mapping. This is essentially the same process as connecting to QuickBooks for the first time.

See Switching Accounting Integrations and QuickBooks Connect Wizard for more information.


Disabling your QuickBooks Online Integration

If you decide that you want to remove the integration between Cin7 Core and QuickBooks Online permanently, click the Disable Integration button. You can continue to use Cin7 Core as a standalone accounting system.

  

Exporting Historical Transactions

You can export historical data from Cin7 Core to QuickBooks Online, which registers all documents and related items (products, vendors, customers, etc.). Use this feature to export all data to QuickBooks Online for a particular date range. To start the export process, select a start date and then click the Export Historical Data button.

  

Find incorrect duplicate manual journals

This tool should only be used in the case of finding discrepancies between Cin7 Core and QuickBooks Online trial balance. Enter a To Date and From Date and click Search to find all manual journals in QuickBooks for the period.  Compare journal entries that were created or not created from Cin7 Core to try to find journals that were created by Cin7 Core as duplicates.

Once an incorrect duplicate manual journal has been found, click Delete for the incorrect journal line to void the journal in QuickBooks.

  

Refunds and credit notes sync to QuickBooks Online

A credit note in Cin7 Core is synced as a Credit Memo document to QuickBooks. Only the part of the credit note that has not yet been refunded is synced to QuickBooks Online as a Credit Memo (line totals reduced by refund amount).

  • Example: If a credit note has one line with a total of 500, and it has 1 refund with a total of 100, a Credit Memo in QuickBooks will have one line total of 400 (500-100). Each line will be proportionally reduced to reflect only the remaining not yet refunded total of the credit note.

 

When a refund is added, a different document (Refund Receipt) is synced to QuickBooks Online. It also has lines, Cin7 Core takes them from the credit note, then reduces them proportionally to math the refund amount.

  • In our example, two documents will be generated in QuickBooks Online for a credit note of 500 with a refund of 100:

    • 1 Credit Memo (total of 400) (500-100)

    • 1 refund receipt (total of 100)

  • Both documents will have lines in QuickBooks, matching by content with lines in Cin7 Core credit notes, but with proportionally adjusted amounts and taxes.

 

If the refund amount exceeds the credit note amount, the refund/credit note will not sync to QuickBooks Online - QuickBooks Online does not allow a negative credit note - and you will receive an error. If you are receiving an error when syncing credit notes or refunds, please check the sale and refund totals and adjust if necessary.

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