About

Intuit's accounting solution QuickBooks Online (QBO) is an account solution that is aimed at small to medium sized merchants looking for a cloud based alternative to the desktop versions of the industry leading accounting software.

UltraCart offers an integration that will import the accounting data from UltraCart into your QuickBooks Online account.

Important Notes

Taxes

QuickBooks Online automatically calculates sales tax for the nexus that you configure in QBO. Unlike QuickBooks desktop where UltraBooks can manage all the tax related items, the integration with QBO relies completely on their tax tables to recalculate sales tax. We recommend that you match your QBO sales tax configuration nexus up with the UltraCart sales tax configuration and leverage UltraCart Managed Rates or the integration with Avalara or TaxJar.

Import Life-cycle

The import process into your QuickBooks Online takes place after an order has been completed (shipped) within UltraCart.

Main Menu → Configuration → (middle menu) Back Office → QuickBooks Online (BETA)

Connecting UltraCart to QuickBooks Online

Step 1

The first step is to connect to your QuickBooks Online account:

Click the "Connect Quickbooks Online Account" button then log into our QuickBooks Online account to complete the connection:

After completing your login, authorize the application as shown below.

Configuring QuickBooks Online Integration

After successfully connecting to your QBO account, you'll be presented with the full configuration for the integration. In the top section you can disconnect the integration or pause it as shown below.

You'll be presented with additional configuration sections:

Customers
Order Settings
Error Queue

Customers

In this section, you'll configure how customers are created and matched during the order import:

Field	Description
Mark customers as non-taxable if no tax was charged	Marks customers as non-taxable if no tax was charged on the order.
Uppercase all name information	Imports the customer name details in uppercase.
Match orders to customers based on name and email address if possible	Match orders to customers based on name and email address if possible
Match orders to customers based on name and city if possible	Match orders to customers based on name and city if possible.
Automatically update customers with the latest information from order	Automatically updates customers with the latest information from order
Import by company name instead of last name, first name when possible	Import by company name instead of last name, first name when possible
Default Terms	Set's the default terms that apply to purchase orders
Default Type	Set's the default purchase type.
Import as Customer	Select this only if you wish to have all the orders imported from UltraCart assigned to a single customer record. This is typically used to assigned the imported customers as "UltraCart Customers" or "Web Orders", or something similar. PLEASE NOTE: Configuring the 'Import as Customer' will override the other "matching" settings. If you wish to have the customers imported to their own customer record, please leave this drop-down menu unconfigured (the blank option in the drop-down list is selected.

Orders

This section controls how Invoices and Sales Receipts are created in your QBO account. There is a setting for each type of account document and then a shared section that applies to both document types. By default orders that use the purchase order payment method will import as invoices and all other orders will import as sales receipts.

In the final section of the page, orders queued for import as shown. If there are errors they will display on this page. Orders that have orders automatically retry every 24 hours, but you are allowed to trigger an immediate retry by clicking a button on this list.

Configuring Payment Methods

If you print QuickBooks deposit slips for recording bank deposits, correctly identifying the payment method is imperative.

To add payment methods to your Quickbooks Online configuration, log into your Quickbooks Online account, then:

Click the Gear Icon
Click All Lists
Select Payment Methods
Add, Edit or Delete by clicking the payment method name
Make sure to check mark the credit card box if you are adding a credit card (this is how you will add customer’s credit card details)
*You may want to add each separate credit card type (Visa, MasterCard, Discover, American Express, JCB, Diners Club), otherwise create a 'catch all' payment type for "Credit Card"

Next, log into UltraCart and navigate to the Credit And Debit Card settings:

Main Menu > Configuration > (middle menu) Checkout > Payments > ("Credit and Debit Cards" section) Settings

Enter the payment methods as they appear in QuickBooks Online, into the "Payment method Quickbooks code" field:
Click the 'x' button to exit out of the pop up window.
Click the save button on the payments configuration field.

Item Configuration

When configuring items within QBO, make sure that the UltraCart ItemID is the same as either the QuickBooks Item Name or Item SKU, otherwise the item will not be recognized and the import will fail.

Quickbooks Codes do not apply to QBO integration

If you are migrating to QBO from the QB desktop and have previously been using UltraBooks with QB desktop application, please note that the "QuickBooks Codes" you previously configured are not valid with the QBO integration. If you were using the QuickBooks codes for item mapping, you'll need to configure the Ultracart ItemID in either the QBO Item Name or QBO Item SKU. (NOT the UltraCart SKU field, but the QuickBooks Online SKU field.)

Error Queue

The last section is the Error Queue.

Example Errors

Error Code: 6000

Failed to re-process order. Add Failed Error: Failed to Add Customer [Accounts Payable]. Error: ERROR CODE:6000, ERROR MESSAGE:A business validation error has occurred while processing your request, ERROR DETAIL:Business Validation Error: Tax Exemption Reason should be specified incase customer is marked as not taxable, MORE ERROR DETAIL:BusinessValidationError

Solution:
To resolve this issue, the Tax exempt customer needs to have tax exempt reason configured in the tax tab of the customer profile editor:

Main Menu > Operations Customer Profiles > Add/Edit profile > Taxes

Requeue Orders for Import into Quickbooks Online

If you have orders that need to be manually queue for import, navigate to the 'Batch Order Operations' :

Main Menu > Operations > Order Management > ('Tools' section) Batch Order Operations

Enter the OrderID's into the top section, then click the button titled 'Queue' orders for QuickBooks Online

UltraCart Documentation

QuickBooks Online