Configure Quickbridge

Be sure to check out our latest Quickbridge Enhancements!

Overview

To configure how Sellercloud data transfers into Quickbooks, open Quickbridge > Click File > Options to open a new window with seven tabs:

  • Main
  • Shipped Orders Grid Columns
  • Sales Orders
  • Inventory
  • POs & VIs
  • Channel Invoice
  • Quickbooks Features

Prerequisites:

  • To see Quickbooks’ settings, enable Sellercloud’s Client Settings Enable Quickbooks WorkFlow.
  • To post from Quickbridge to Quickbooks, obtain the needed permissions.

Main Tab

Only the channels that you have enabled will appear in the Channel column.

Setting DESCRIPTION
Use Generic Customer Name  Creates one generic customer for each channel’s orders.

Example: Sellercloud _Wholesale_Customer

If disabled, the Sellercloud Customer ID is used as the Customer Name in Quickbridge.

Use the Sellercloud Company / Channel Name as the Customer Name When selected with Use Generic Customer Name, creates a customer name based on the company name and the channel name.

Example: Thirsty Tea_Wholesale_Customer
This unique naming convention is used instead of a generic customer name for the channel across all companies, as shown in the above example (Sellercloud _Wholesale_Customer).

You can define a customer name in Sellercloud instead of the above format by enabling both settings and entering a QB Customer Name (show me where). The value in this field should not exceed 41 characters.
Mark Orders Paid Mark Orders in Quickbridge as:

  • Always Paid (default selection)
  • Always Not Paid
  • Use Sellercloud Paid Status
Mark Sales Orders as UnPaid for all Channels Overrides the payment status selection in the Mark Orders in Quickbridge as setting.
Add BillTo Address on Invoices V1.0.6.0 introduced this new feature when using Post Detailed Shipped Orders to QuickBooks to bring in the order’s Sold To information and show it in the Quickbooks’ invoice’s Bill To section. You can choose which channels will import the Bill To information.

By default, only the Ship To section will populate; the Bill To section will not populate and will not override the Bill To information stored in Quickbooks for that customer.

Example: If you want to export Overstock orders, but you want to bill Overstock and do not want to bring in the Sold To information on the order, disable Add BillTo Address on Invoices.

You can use this setting with other ones, such as Use Generic Customer Name and Use the Sellercloud Company / Channel Name as the Customer Name.

Here’s an example of when Add BillTo Address on Invoices is enabled:

The image shows the BillToShipTo tab.


Shipped Orders Grid Columns Tab

You can choose what data is displayed in the Shipped Orders Grid by selecting specific columns to appear. This does not affect what data gets posted.The image shows the Shipped Orders Grid Columns tab


Sales Orders TabThe images shows the Sales Orders tab.

 

Setting section DESCRIPTION
Post Fees to Quickbooks Mark Posting Fees as Paid – Any of the posting, Paypal, or commission fees will post as a bill to the vendor along with a payment from an interim account.

By default, all fees will post to Quickbooks, but you can prevent certain fees from posting:

  • Do not Post Posting Fees
  • Do not Post PayPal Fees
  • Do not Post Final ValueTotal Fees (Channel Commission Fees)
  • Do not Post Final Shipping Fees (Shipping Cost)
  • Do not Post Final Shipping Fee (Shipping Cost) for Overstock
  • Do not Post Final Shipping Fee (Shipping Cost) for Wayfair 
Quickbooks Invoice # Options By default, the invoice number in Quickbooks is posted based on the Sellercloud Order ID. These settings allow you to choose between the following options for the invoice number as displayed in Quickbooks:

  • Use the Sellercloud Order #
  • Use Quickbooks Automatic Invoice Numbering
  • Use the Sellercloud Order Custom Column – to use this option, contact support and request the custom order column QUICKBOOKS_INVOICE_NUMBER be added to your account.
Post Detailed Shipped Orders Post to A/R Account – Allows you to define the accounts receivables that the orders will be posted to instead of the generic “Accounts Receivables.”

Post All Payments to Undeposited Funds Account – By default, payments are exported to a special Sellercloud bank account for each channel. This setting posts the payments to an Undeposited Funds account instead, which can be a different account type.

Prefix Order Reference Number with ‘SC’ – Add a prefix for Sellercloud.

Use Channel Order # for Ebay Orders – / Use Channel Order # for Home Depot Orders/  Use Channel Order # for Overstock Orders – Posts the channel order number instead of the channel order number 2.

Do not Include Customer Paid Shipping costs for Overstock /SmartBargains Orders – Customer pays shipping directly to Overstock /SmartBargains, so you do not get that money. If you are not posting the Shipping fee, it is advised to not post the paid shipping costs.

Do not post wholesale orders that are not fully paid

Mark Invoice to Print Later – Auto-flag all invoices that you post as Print Later, so you can easily print all of them in bulk.

Use Custom Bank Account Mappings to apply Invoice payments – This setting is based on the Mark Order Paid setting in the Main tab (see above.) When enabled, this setting allows for a customized mapping of the payment applied to the invoice instead of using the default bank account created by Sellercloud for that channel. This will display the Check Payment Account button on the Post Detailed Shipped Orders page, which provides a pop-up window with the bank account mapping. Show me where.

Do not post Discount on Split Orders – When enabled, does not post the split order discount on a child order.

Marketplace Facilitator Tax
When enabled, this post taxes paid by the channel as an “Other Charge” item that is mapped to your payment account, in place of the default “Sales Tax” item. This option requires that both “Post All Payments to Undeposited Funds Account” and “Mark Sales Orders as UnPaid for all Channels” are unchecked. Also, “Mark Orders Paid” cannot be set to “Always Not Paid” for the specific channel.
Post General Journal Entries Show sales breakdown in summary transactions. This will impact the Sales journal entry type.

  • If unchecked (default) – Sales will be the Grand Total of the order.
  • If checked – Sales will be separated into the following journal entry types:
    • SubTotal
    • Discount
    • ShippingDiscount
    • SalesTax
    • ShippingTotal
    • Handling
    • Insurance
    • GiftWrapCharge

Do not post wholesale orders that are not fully paid

Summarize Transaction Data by Day – Each date with transactions will have its own journal entry (instead of one journal entry) for all dates with transactions in your chosen date range. Use this setting to see your sales activity in Quickbooks by its actual transaction date, not by your posting date.

Accounting basis – You can choose between Cash and Accrual.

Process Settled Orders Selecting settings removes concerns about posting orders without settlement data for the selected channel.

Inventory Tab

The image shows the Inventory tab.

Setting Section SETTING AND DESCRIPTION
Kit Options
Treat kits as group product type – Have a kit imported into a Group Product Type in Items and Services. Group Product Type and Components must already be in Quickbooks.

Do not post subtotal for group – Price must be defined on the items in Quickbooks and may not match the order price.

Enable Kit Components with Sales Qty – Sends the kit components to Quickbooks and ignores the kit parent.

Enable Kit Components with Sales Qty and Price – Posts the sales of kit items by their components and distributes the kits’ sales amounts using the cost ratio calculation.

None

Product Class Posting Options Use the QuickbooksClass field defined on the product in Sellercloud If enabled, it will create a class for each product that is exported with the product name. You can assign this custom class per product in Sellercloud. This can be set in two ways:

  • Individually – Each product can have an assigned custom class from the product’s Toolbox > Quickbooks.
  • In Bulk Using the Bulk Update Products feature and selecting the QuickooksClass field to add to the template:
Use “Sellercloud” as product class If enabled, create a class named Sellercloud for each item exported. When enabled, there is an option Custom Class Name to choose your own class name.
Use warehouse name as product class
None

POs & VIs Tab

The following preferences are available when posting purchase orders and vendor invoices to QuickBooks:

The image shows the POs and VIs tab.
Settings section SETTING AND DESCRIPTION
Post Purchase Orders
Two Posting Options are available for purchase orders or vendor invoices:

  • Post item details on the Items tab – Shows each line item. Here’s how a PO posted to QuickBooks appears:
  • Post item sum totals on the Expenses tab – Shows the item totals only. Here’s how a PO posted to QuickBooks appears:

QuickBooks Bill Ref No. Options:

  • Use the Sellercloud PO # – Use the number from the purchase order. The Memo field on the bill in QuickBooks will populate with the vendor invoice #, if it exists. Here’s how this looks in QuickBooks:

  • Use the Vendor Invoice # referenced on the PO (this option will not let you import a PO into QuickBooks without a VI number.) – Use the VI number entered on the PO as the Bill Reference Number. The PO# will populate in the Memo field. Here’s how this looks in QuickBooks:

    Note: The Vendor Invoice # referenced here is the “Vendor Invoice Number” field displayed on the PO only when the client setting “Enable vendor invoices workflow” is disabled. This should not be confused with the Vendor Invoice # for Sellercloud Vendor Invoices which can be created based on specific receiving sessions.
Post Vendor Invoices
  • Post item details on the Items tab – See definitions above for same option used for PO’s.
  • Post item sum totals on the Expenses tab – See definitions above for same option used for PO’s.
  • Post Due Date with Invoice – When enabled, the due date entered on the Vendor Invoice is posted and overrides Vendor level Credit Terms.

Channel Invoice Tab

The following preferences are available when posting channel invoices to Quickbooks:

Settings SETTING AND DESCRIPTION
Quickbooks Invoice # Options
  • Use Sellercloud Invoice ID – Post channel invoices with the ID from the SellerCloud invoice number. If choosing this, you can:
    • Prefix Invoice # with – Enter up to 4 characters; e.g., “SCCI” (default is CI for channel invoice)
  • Enable Auto Generate Invoice Numbers – Post channel invoices with auto-generated numbers instead of the Sellercloud invoice number. If choosing this, you can:
    • Update Reference # with QuickBooks Invoice # – A channel invoice’s Reference # is an optional number, entered when creating the channel invoice, that enables you to cross-reference that channel invoice with your own internal invoicing system.
      • If Reference # exists – Choosing this option will not override that field
      • If Reference# is blank – Choosing this option will populate that reference number, in channel invoices posted to QuickBooks, with the auto-generated QuickBooks invoice number.

Quickbooks Features

Two Quickbooks feature settings (one for Enterprise version only) are available.

CALLOUT NUMBER SETTING AND DESCRIPTION
Use Advanced Inventory Feature in QuickBooks Enterprise
 When selected:

  • Default Inventory Site (not relevant for most users) – When using multi-warehouse/sites in QuickBooks (Enterprise 2012+) for inventory management, enter the Inventory Site name to deduct and add inventory from that site.
Use Multi-Currency Feature in QuickBooks
By default, orders in foreign currency will post to QuickBooks in USD using the conversion rate saved on the order, but you can use this setting to retain the foreign currency of orders when posting to QuickBooks. See the key points of using this setting.

This setting requires a Quickbooks version with an enabled multi-currency feature.


Product and SKU Options

Sellercloud offers the following additional product and SKU options:

  • If there is SKU mismatch between Sellercloud and Quickbooks – You can enter the Quickbooks SKU in the Master SKU field on the product’s home page. This field is used when posting transactions to Quickbooks. If the field is blank, the regular product ID is used.
  • If you are a seller who uses the sub-item functionality in Quickbooks and needs to send the product with a parent item – Enable the Use the Master SKU as the Parent SKU for QuickBooks in Sellercloud’s Client Settings. Quickbridge will format the SKU as “Master SKU, colon, and product id (ABC:123).
    For multiple levels of the sub-items, use the above format in the Master SKU field to reflect the multiple levels (e.g., Grandparent:ABC)
Updating the Product Master SKU in Bulk – When using the Bulk Update Tool, select ProductMasterSKU to update this field for multiple products, as shown below:


Client and Vendor Settings

Sellercloud offers the following additional client and vendor settings:

  • In Sellercloud, if you click Customers and open one, you can see the Business Name field. This can be mapped to a QuickBridge Customer. By default, this is mapped for Wholesale, Local Store, Magento, and Groupon Channels.
  • Vendors can also be mapped to QuickBridge using the field QB Vendor Name. In Sellercloud, go to your company > Toolbox > Vendors and select a vendor to locate this field.

 

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