The purpose of this document is to outline the integration between QuickBooks Online and topShelf. The standard integration is sold as is, and any customization is subject to additional development and support costs.

The Quickbooks Online integration can be configured to sync only the objects you want, such as only sync PO's from QBO to topShelf. These options can be configured @ integrations.scoutsft.com

Integration Cycle

The Quickbooks Online to TopShelf integration is automated, and runs on a 10 minute cycle. The integration can be manually run by navigating to integrations.scoutsft.com and clicking the 'Process Integration' button.

Items / Products

Item records in QuickBooks Online marked with an item type of ‘Inventory’ will automatically sync over to topShelf as part records.
Product Field Mappings:

Quickbooks Online topShelf
Item Name Part Name
Item Description Part Description
Purchase CostCost
Unit Price Rate

Vendors

Vendor records in QuickBooks Online will automatically sync over to topShelf

Vendor Field Mappings:

Quickbooks Online topShelf
Vendor Name Vendor Name
Vendor Address Vendor Address
Contact (Email, Phone #) Client Email / Phone #

Purchase Orders

Purchase orders in QuickBooks Online will sync to topShelf. A custom field named “Warehouse Name,” if present, will be used for the Ship To location in topShelf. If not present, the Default Warehouse set in the Integration Manager will be used

PO Field Mappings:

Quickbooks Online topShelf
PO Number Order # / Doc Number
To Location Name (Default)
Vendor Name From Vendor
Memo Notes

Sales Orders - topShelf to Quickbooks

  • Sales orders can flow two ways: from QuickBooks Online to topShelf, and from topShelf to QuickBooks Online. Both may be enabled simultaneously, however for proper flow this will require Custom Field 3 enabled as “Source” in QuickBooks Online.
  • When a sales order is picked in topShelf, it will create an invoice in QuickBooks Online for the picked lines. This invoice will update as more lines are picked. Note that a sales order that was created from an invoice in QuickBooks Online will not flow back in this way.

Sales Order Field Mappings:

Quickbooks Online topShelf
Order Number Order Number (Doc Number)
Customer Information Client and Location Information
Line ItemsDocument Detail Line Items
QTY QTY
Rate Line Item Unit Price
Shipping Shipping Paid

*Invoices can be created as paid or unpaid depending on the setting enabled in integrations.scoutsft.com

Invoices / Estimates to topShelf

Sales Orders can flow from QuickBooks Online based on either invoices or estimates. This is determined by a setting in integrations.scoutsft.com.

A custom field named “Warehouse Name,” if present, will be used for the Ship From location in topShelf. If not present, the Default Warehouse set in the Integration Manager will be used.

Invoice / Estimate Field Mappings:

Quickbooks Online topShelf
Invoice / Estimate Number Order Number
Customer Information Client and Location Information
“Warehouse Name” Custom Field if set, otherwise default location in integration settings From Location Name
Line Items Line Items
QTY QTY

Customers

Customer records in QuickBooks Online will sync to topShelf as Client and Location records

Customer Field Mappings:

Quickbooks Online topShelf
Account Number, Company Name, or Display Name (first with a value) Client Account Number
Display Name Client and Location Name
Primary Email Client Email
First + Last Name Location Contact Name
Primary Phone Number Location Contact Phone
Address Location Address

Inventory Levels

topShelf will update a QuickBooks Online product’s inventory as the sum of all inventory, minus the quantity in any open orders. “Track Quantity on Hand” must be enabled in QuickBooks Online for an item for it to be updated.

To ensure accurate QTY levels in QuickBooks Online, make sure all orders are picked, shipped, or canceled. Orders that are left in an open, in progress or incomplete status may impact available QTY levels in QuickBooks Online..