QBO Settings Overview

Customer Settings

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Zoey to QuickBooks Customer Export

Export Zoey Customers to QuickBooks

When set to Yes, new Accounts entered in Zoey will sync to create new Customers in QuickBooks.

QuickBooks Customer source for Zoey Accounts

Account as Customer: A QuickBooks Customer for the Zoey Account will be used. Note that this may not include information about the Zoey Customer who placed the Order.

Account as Customer, Account Location as Sub-Customer: A QuickBooks Customer for the Zoey Account will be used. A QuickBooks Sub-Customer will be used for the Zoey Account Location. Note that this may not include information about the Zoey Customer who placed the Order.

Account as Sub-Customer: A QuickBooks Sub-Customer will be used for the Zoey Account. The parent QuickBooks customer must be manually selected for the Zoey Account. Note that this may not include information about the Zoey Customer who placed the Order.

Customer as Sub-Customer: A QuickBooks Sub-Customer will be used for the Zoey Customer which belongs to a Parent Customer for the Zoey Account.

Customer as Customer: A QuickBooks Customer for the Zoey Customer. Note that this may not include information about the Zoey Account used to place the Order. Any existing QuickBooks sub-customers that match the Customer Lookup Field of a Zoey Customer will need to be manually unset as a sub-customer in QuickBooks.

QuickBooks Customer information will be updated when a Zoey Customer places an order that syncs into QuickBooks. The following fields are automatically synced to QuickBooks: Display Name, First Name, Last Name, Email Address:

You may also choose to sync Phone Number, Net Terms, Billing Address and Shipping Address.


Product Settings

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Update Zoey Product Inventory and/or Pricing from QuickBooks

Product Lookup Fields

The Zoey Product and QuickBooks Item fields used to link the records together. For example, if SKU is selected for both records then the Zoey Product and QuickBooks Item with matching SKUs will be linked.

Export Settings

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Send Product updates to Quickbooks from Zoey

Send Product Updates to QuickBooks
When set to Yes, when manually syncing Zoey Products to QuickBooks from the Products Grid, product updates will be sent to QuickBooks.

When set to No, the Product Data is only sent to QuickBooks if the Product does not already exist in QuickBooks.

Product Description Source
This Zoey field will be used for setting the QuickBooks Item Description and Purchase Description.

Enable Product Attribute / QB Class Mapping

When set to yes allows the mapping of Zoey Product Attributes to QuickBooks classes.


Order Settings

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Zoey Invoices can create QuickBooks Invoices

Create QuickBooks Invoices

When set to Yes, Zoey Invoices will create a QuickBooks Invoice.

Use Zoey IDs for the Quickbooks Invoice ID

When set to Yes, the Quickbooks Invoice ID will use the Zoey Invoice ID.

Void QuickBooks Invoices when Order is Cancelled

When set to Yes, Quickbooks Invoices will be voided when Zoey Orders are canceled.

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This is a one-way sync. An invoice voided in Quickbooks will not cancel the Order or Void the Invoice in Zoey.

Link Invoice on Duplicate Document Number Error
When set to Yes, a Invoice that cannot create a QuickBooks Invoice because the Invoice Number already exists on a QuickBooks Invoice will be linked to the Invoice with that Invoice Number. When set to No, the invoice will not be synced if there is a duplicate document number error.

NOTE: Payments will only be applied when a Invoice is linked to an existing QuickBooks Invoice if no previous payments have been applied to the QuickBooks Invoice.

Payment Settings: 2-Way Sync of Payments

Zoey will update QuickBooks Invoices as PAID if you are allowing your customers to Pay their open invoices through Zoey using a Credit Card.

Mark Invoices Paid when QuickBooks Invoices are Paid

Only Invoices sent to QuickBooks can be Marked Paid. When a payment is received in QuickBooks, it will create the payment in Zoey. Zoey will check QuickBooks every 15 minutes for Paid Invoices.

Receive Payment for QuickBooks Invoice when Invoice is Paid

When a payment is made towards an Invoice in Zoey, it will also create the payment in QuickBooks.

Receive Payment only for specific Zoey Payment Methods

When set to Yes, select which payment methods will sync payments to QuickBooks.

Shipment Settings

Set Shipping Information on QuickBooks Invoices

When set to Yes, only the first shipment created will be set on the QuickBooks Invoice.

Item Settings

Create Bundle Sub-Items in QuickBooks

When set to Yes, Bundle items in Zoey will create sub-items for a Bundle item in Quickbooks.

Add Line Item Descriptions

When set to Yes, line item descriptions will sync to the Quickbooks invoice.

Use Variation Descriptions

When set to Yes, the descriptions of variation items will be used instead of the Configurable SKU's description.

Line Item Descriptions Field

Select which data to use as the Line Item Description in Quickbooks including custom attributes.

Add Customizations to Line Item Descriptions

When set to Yes, if using customizations, they will be added to the Line Item Descriptions in Quickbooks.

Additional Invoice Settings

Use Order Billing Address for Invoice

When set to Yes, the Bill-to on the Zoey Order will be used as the Billing Address on the QuickBooks Invoice.

Assign Class to Invoice

Classes, like store departments or product lines, can be assigned to transactions. When set up as an product attribute in Zoey, they can sync to a Class in Quickbooks. You may assign all Zoey Invoices to a specific Class in QuickBooks, or you may assign them based on the Sales Rep to map to different Classes in Quickbooks. "Track Classes" must be enabled and supported by your QuickBooks environment.

Assign Location to Invoice.

Location tracking is used to categorize data from different locations, offices, regions, outlets, or departments of the same company. This feature lets you see all the payments for one location and deposit them as a group. "Location Tracking" must be enabled and supported by your QuickBooks environment.

Custom Fields

Map Custom Fields

When enabled, select the Custom Fields to Map to the QuickBooks Invoice.

Customer Settings

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These settings allow you to funnel Zoey Orders and Invoices into one or more specified QuickBooks Customers

Use Preset Customer

The set to Yes, the specified QuickBooks Customer will be used for all QuickBooks Invoices and Payments.

Map Order Customer Group to QuickBooks Customer

When set to Yes, Zoey Orders created by one of the following customer groups, will be assigned to a specific QuickBooks Customer.

This feature is used primarily when selling direct to consumer. It allows Not Logged In (Guest) customers as well as D2C customers to all roll-up into one QuickBooks customer for accounting purposes.

Map the Zoey Customer Group to the QuickBooks Customer ID.

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The QuickBooks Customer ID may be found at the end of the QuickBooks Customer URL

Non-Product Line Items

QuickBooks Line Item Amounts

You can map Discounts, Gift Card Discounts, Store Credit, Shipping and Additional/Surcharges to Line Items (QuickBooks Products). Discounts and Shipping, when set to No will map to the Totals fields on the Invoice.

Additional Charges, Net Term Discounts and Late Fees should be a Service Item in QuickBooks, when set to Yes.

Customer Lookup Fields

By default, Zoey will map Accounts and Customers using the QuickBooks Display As name to match the Zoey Account Name, or you may select which fields to map.

Default Accounts

Zoey needs to know default accounts for creating Products and Invoices. You can configure the default Income Account, COGS Account, and Discount Account.

There is only one default account for syncing new products from Zoey to Quickbooks. Invoices will sync to the accounts assigned to existing products in Quickbooks

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Accounts must be configured correctly

Accounts must be configured to the correct Income, COGS or Discount Account or it may cause an error when you try to sync your Invoices.

Track Product Inventory will only be enabled if you have Inventory tracking available in your QuickBooks Account. This will NOT sync inventory to your products, instead it will reduce inventory in QuickBooks when an invoice is created.

Payment Method Mapping

Zoey Orders are created with different payment method options (i.e. Net Terms, Credit Card, Wire Transfer). In this section you can map those payment methods to QuickBooks Methods and Bank Accounts the funds will be deposited into. Be sure you select a Payment Method AND Account from the list for each payment method. Not Assigned payment methods may cause errors when importing.

Net Terms

Zoey has pre-defined Net Terms that you can assign to each Account (Net 30, 60, 90 etc...). This section allows you to map the Zoey Net Term to the QuickBooks Net Term for the Invoice. If you do not have a QuickBooks Term to match a Zoey Term, you can select Due On Receipt.

Tax Rates

By Default, Zoey will send over the Tax dollar amount for the Order/Invoice. If you have QuickBooks "AST" enabled, this may overwrite the tax amount. You can also map Tax Rates in Zoey to Tax Rates in QuickBooks. If you are NOT collecting Tax, you can leave all the below settings to No.

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Only New Invoices Will Sync

Zoey will only sync New Invoicess starting from the moment you click Save after enabling the connection. We will not automatically Sync your Invoice history or any Invoices created while the connection is disabled. You can manually sync Paid Invoices in the Zoey Quickbooks Integration Payment Settings. You may also enable Invoice Sync using Orders > Bulk Actions.