How to configure QuickBooks Connector for Linnworks

Configuration and setting up the SyncTools account – #

Steps: Configure linnworks to QuickBooks integration #

• Select the plan as per order volume
• Set up the profile so that SyncTools team can reach to you faster
• Click on Settings > Connections
• Click on the Linnworks icon and connect your Linnworks account. (if not connected.)
• Click on the QuickBooks icon and connect your QuickBooks account.
• Make sure the button on the rightest side is at OFF. (It is for automatic sync)
• First, You should test a few orders manually so that we can prevent back and forth.
• Click on the Configuration button

Module 1 – Account configuration #

Module 2 – Sales configuration #

• Linnworks configuration for sales orders
  (Showing the Linnworks configuration for sales order.)

• Enable sync of QuickBooks Invoice as sales order in linnworks: This configuration is used to download QuickBooks invoice in SyncTools.
  • Here you can download both type of invoices: paid & unpaid.

• Which type of linnworks sales order status do you want to sync?: This configuration is used to upload QuickBooks Invoice in linnworks as open or processed sales order.
  • You can choose the status of how you want to sync QuickBooks Invoice when it’s uploaded as a Linnworks sales order.

• Update unpaid linnworks order’s status to paid when matching payment of QuickBooks invoice is recorded in QuickBooks: This configuration is used to update
  the status of the linnworks unpaid sales order (which is synced previously by the SyncTools as unpaid) to paid when matching payment is recorded in QuickBooks.

• Linnworks Payment method mapping: This configuration is used to map the QuickBooks payment method to linnwork payment method.
  • Here you can map the payment method in linnworks by selecting the payment method from the dropdown.
    
    (Showing the Linnworks payment method mapping.)

Module 3 – Purchase configuration #

(Showing the purchase configuration screen with it’s few settings.)

• Sync Purchase Orders:
  • This configuration is used to download completely Delivered purchase order from linnworks and sync in QuickBooks as purchase order.
  • In QuickBooks, Bill is created after the purchase order is created. So, if you want to make your purchase order to bill then Use below configuration.
    • Create Bill:
    • This configuration is used to create Bill for the Linnworks purchase order.
    • This configuration is dependent on the “Sync Purchase Orders” configuration. If you want to create a bill in QuickBooks online then you need to enable the “Sync Purchase orders” configuration.

Note: The above two functionality is worked for delivered purchase order of linnworks

• Enable purchase order filter by locations: This configuration is used for filtering the purchase order by the linnwork stock location.
  • Here you need to map the linnworks location to the QuickBooks Department. By this mapping our system will add the configured QuickBooks department to each purchase order this will help you to filter(organize) your QuickBooks purchase order by location of linnworks.
  • If the user have any custom requirement for their business then you can contact our Sales team and will always be happy to customize your needs.
    
    (Showing configuration of purchase order filter by QuickBooks Location.)
    
    (Showing configuration of linnworks configuration for purchase order.)

• Enable sync of the QuickBooks Purchase Order as Purchase Order in Linnworks:This configuration is used to create purchase order in linnworks from the QuickBooks.
  • This feature is useful to those customer who want to map their purchase order of QuickBooks to Linnworks.

• Which type of purchase order status, Do you want to sync?
  • Here you can configure in which status you want your purchase order to be created in linnworks. You can choose open or delivered.
  • If you are choosing the delivered status then that purchase order once synced from our system can not be updated by linnworks.

Module 4 – Tax configuration #

(Showing the tax configuration screen with it’s all settings.)

• Taxable Tax.
  • Here you need to select default taxable tax for invoice or bill / purchase order.

• Non-taxable Tax
  • Here you need to configure default non taxable tax for invoice or bill/purchase order.

• Postage cost with Tax
  • If you enable this setting, then you will be able to see the postage tax dropdown where you can select the tax that is charged with the shipping line item in invoice or bill / purchase order.
  • In the Postage tax dropdown you can select tax from the QuickBooks Taxes.

Module 5 – Payment Configuration #

(Showing the payment configuration screen with it’s all settings.)

• Create payment for invoice
  • Turn it OFF, if you do not want to sync payments of Linnworks orders, All the invoices will be created UNPAID without any payment.
  • Turn it ON, if you want to sync payments of Linnworks orders, All the paid orders will be created as PAID invoices with payment amount, date and reference number.

• Enable Linnwork order number as QuickBooks payment number?
  • Turn it ON, if you want to sync payments of Linnworks orders, All the paid orders will be created as PAID invoices with payment amount, date and reference number

• Payment method configuration for QuickBooks
  • Select the chart of accounts in front of Linnworks payment methods.
  • Every payment method from Linnworks will be mapped in the QuickBooks chart of the account.
  • Please contact the support team if there is any confusion, so that we can prevent the back and forth.

Module 6 – Refund configuration #

(Showing the Refund configuration screen.)

• Would you like to sync refund from Linnworks?
  • This configuration is used to download refunds from linnworks and you can sync this linnworks refund to QuickBooks as Refund receipt or Credit memo.
  • By enabling this feature, the system will sync the refund of the linnwork to QuickBooks. You can configure the refund sync start date, also you can add the bank account from
    where the account should be deducted.
  • You can set up either credit memo or refund receipt in QuickBooks according to your choice.
    
    (Showing the Refund configuration screen with it’s all settings.)

• Pick a date from which you would like to sync a refund from Linnworks?
  • Here you need to set up the sync start date of refund from which date you like us to sync the refund. This configuration needs to be configured once after the downloading of the refund get started as it won’t update the sync start date.

• Refund Receipt:
  • If you select this configuration, then the system will sync the Linnworks refunds as QuickBooks Refund receipt. Here you get the additional setting to configure the
    payment method that you want to be shown in QuickBooks while syncing.

• Credit Memo:
  • If you select this configuration, then the system will sync the Linnworks refunds as QuickBooks Credit memo.

Module 7 Sync Synchronization #

(Showing the Sync configuration screen with all settings.)

• Pick a date from which you would like to start sync
  • SyncTools will download all the orders from the selected date in Linnworks.
  • Save

Note : * Configuration settings will be saved only if the Save button of Module 7 is clicked before closing the pop up.

• Testing of few orders
  • Make sure the button on the rightest side is at OFF. (It is for automatic sync)
  • First You should test a few orders manually so that we can prevent back and forth.
  • Go to Sync Log
  • Click on the Download button
  • Select Sales so that sales order can be downloaded
  • Once orders are downloaded, click on the Show button under the Sync History column.
  • Click on Retry Upload.
  • Review the Invoice and compare with Linnworks order.
  • If everything looks fine, Please go to settings > Connections and click ON the automatic sync button.
  • Automatic sync will start in a few minutes.
  • If any problem or doubt occurs, please contact the SyncTools support team.

• Sync Report Email
  • Everyday you will receive a sync report email which will include
    • Total orders downloaded
    • Total orders uploaded
    • Total orders not uploaded (If any) – with error description
  • If you want to receive such email on any other email address than the registered email address – Please go to settings > Email notification and add the email address.

Data flow diagram #

Leave a review #

Once you have used the system for a month or two, please leave a review for us in Linnworks & QuickBooks App Store

• Linnworks > Apps > Application store > Search QuickBooks Connector > Click on the manage button of our QuickBooks connector > Scroll down and you’ll see the review section

FAQs #

• Do you sync inventory?
  • SyncTools helps with Sales orders and Purchase orders. We do not specifically sync inventory as and when it changes.

• How do you manage Resends/ Refund?
  • Yes, SyncTools handles refunds from Linnworks, automatically synchronize them and creates a Credit Memo or Refund Receipt according to configuration in SyncTools and synced in QuickBooks.

• How Long Does It Take To Get Setup & To Start Syncing?
  • The Full Process Normally Takes 15-30 Minutes In Order To Get Your Account Syncing.

• Do You charge for onboarding?
  • On-boarding is totally free for SyncTools.io

• Do You Store My Credit Card Information?
  • Absolutely Not! Your credit card information is stored on our service providers (Stripe/  Zoho Billing) server which is tested hourly for possible breaches. Also your information is ALWAYS in compliance with PCI.

• Is There A Contract With SyncTools?
  • No. You can cancel and restart your plan as many times as you wish by simply logging into your system portal and canceling or subscribing to a plan.

• Once My Account Is Setup; How Long Does It Take For My Data To Transfer? (i.e.
  Sales Orders, Purchase Orders)
  • We normally suggest giving the system 1 hour to sync 10,000 items. However in most cases it will be completed within 15 minutes. This time may also be affected during our peak times on the server.