Product & Retail Product Setup For Quickbooks (Online) Integration
To access the QUICKBOOKS INTEGRATION settings: Go to the ADMIN menu → COMPANY SETTINGS screen → QUICKBOOKS INTEGRATION tab
Fetching QuickBooks Products
In order to link existing Seedtrakr and existing QuickBooks products together, you must first fetch your product list from QuickBooks.
NOTE: This does not create the QuickBooks products in Seedtrakr, it populates a list of QuickBooks products under the QuickBooks integration tab in the company settings. These are then used to choose from when choosing which QuickBooks product to link a Seedtrakr product to.
On the Quickbooks Integration tab in the company settings, click the QuickBooks Products tab.
Click the Fetch QuickBooks Products button.
A dialog will appear, showing all products found in QuickBooks that were not already in the list in Seedtrakr as well as any products that have been updated in QuickBooks since the last time they were fetched from QuickBooks.
Your QuickBooks products will now appear in a list under the Products tab. Here you can see the following information about them:
QuickBooks ID: This is the ID of the product in QuickBooks
Name: The product's name as configured in QuickBooks.
Product/Retail Product Name: The name of the product in Seedtrakr that the QuickBooks product it is linked to.
Type: The product's type as configured in QuickBooks.
Description: The product's description.
Active: This checkbox will show if the product is active or not in QuickBooks.
NOTE: By default inactive products will not appear in this list, To find them, click the Filter button and then uncheck the Is Active checkbox that appears. Then it will display all your inactive products in Quickbooks.
Actions: Clicking the button under the actions column will open the change log for that product. Here you can see all changes made to that product.
Adding QuickBooks Product Chart of Accounts
PRE-REQUISITE: Before you can edit the Quickbooks Product Chart of Accounts, you must have fetched your QuickBooks Products into Seedtrakr already. Also, you must have fetched the QuickBooks Chart of Accounts.
In the QuickBooks Products tab, click on edit in the top right corner.
The Quickbooks Product Chart of Accounts screen will appear where you can select your Inventory Expense Account, Inventory Asset Account, Inventory Income Account, and NonInventory Income Account
To select each type of account, click on the dropdown box and choose from the accounts created in QuickBooks.
Click Save to save the product chart of accounts.
The chosen accounts will then be displayed at the top of the QuickBooks Products section.
Linking Seedtrakr Products to QuickBooks Products
(If you already have a product set up in both Seedtrakr and QuickBooks)
PRE-REQUISITE: Before you can link Seedtrakr Prodcuts to QuickBooks Products, you must have fetched your QuickBooks Products into Seedtrakr already. Also, you must have filled out the QuickBooks Product Chart of Accounts.
NOTE: The screenshots below are for Products in Seedtrakr, the same process applies for Retail Products in Seedtrakr
Go to the PRODUCTS page.
Select the product you would like to link. In the actions column select QuickBook Actions
Click on the Link to Existing option.
A dialog will appear where you can choose the QuickBooks product to link the Seedtrakr product to.
Once you've chosen the product, click Save.
After saving, you will receive a message in the bottom right corner of the screen if the product was successfully linked.
Return to the QuickBooks Products tab (under the QuickBooks Integration) tab in the company settings.
Here you will now see that the Seedtrakr product you linked now shows under the Product/Retail Product name column on the QuickBooks product that you linked it to.
Syncing New Products to QuickBooks
(If you already have a product set up in Seedtrakr but NOT in QuickBooks. This creates the product in QuickBooks and links it to the product in Seedtrakr)
PRE-REQUISITE: Before you can sync new products to QuickBooks, your Seedtrakr account must already be linked to QuickBooks.
NOTE: The screenshots below are for Products in Seedtrakr, the same process applies for Retail Products in Seedtrakr
Go to the PRODUCTS page.
Find the product you would like to link. In the actions column beside it, select QuickBooks Actions.
A dropdown will appear, click on the Sync to QuickBooks option.
A dialog will open where you can select the product type that this product should be created as in QuickBooks.
Select Inventory or NonInventory and then click Save.
Once the product has successfully synced, you will receive a message in the bottom right corner to indicate this.
Return to the QuickBooks Product tab (under the QuickBooks Integration) tab in the company settings.
Here you will now see that the new product has been created in QuickBooks and linked to the product you created it from in Seedtrakr.
In QuickBooks, you will be able to see that the product has been created.
Updating Products In QuickBooks From Seedtrakr
(If you make a change to a product/retail product in Seedtrakr and want to copy the changes over to the linked product QuickBooks)
PRE-REQUISITE: Before you can update products in QuickBooks from in Seedtrakr, you must already have them linked.
NOTE: The screenshots below are for Products in Seedtrakr, the same process applies for Retail Products in Seedtrakr
If you make a change to a product or retail product in Seedtrakr (like the price, name, etc..) and want to sync the changes over to QuickBooks, locate the product in Seedtrakr, and click on the QuickBooks Actions button beside it.
Click on the Update in QuickBooks option.
Once it's completed, you will see a message indicating that the product was updated successfully in QuickBooks.
In this example the price on the product was updated in Seedtrakr, after clicking Update in QuickBooks you can see that the product in QuickBooks now matches Seedtrakr.
Unlinking Seedtrakr and QuickBooks Products/Retail Products
If you want to unlink a Seedtrakr product/retail product from QuickBooks, click the Quickbooks action button, then click unlink.
Once completed, a message will appear in the bottom right corner of the page to say that the product was unlinked.
