QuickBooks Inventory Management Software | Acctivate

QuickBooks Inventory Management Software

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Synchronizing with QuickBooks

The synchronization process between Acctivate and QuickBooks is manually initiated from within Acctivate. In the model and live Acctivate company files, users with QuickBooks installed on their desktop will be able to run the synchronization process.
IN THIS ARTICLE
 •  Sync with QuickBooks
 •  List Elements Synced
 •  Inventory Synced
 •  Sales Synced
 •  Purchasing Synced

This can be setup to run in the background (not opening QuickBooks for the user to view), only while logged into the file, or to prompt the QuickBooks user each time. Typically, a model company is setup to sync in the background to make the process easier for customers.

If you only have access to the Acctivate Demo company, refer to the page on how to setup the sync with the demo data. Synchronization is not available with our hosted evaluation.

Synchronize with QuickBooks

  1. From the QuickBooks menu on the title bar, choose Synchronize with QuickBooks.
  2. Click Start Sync to begin the sync process.
  3. The next window will show which part of the sync Acctivate is working through beginning with connecting to the QuickBooks file. If the file isn’t open on your desktop, this step may take a few seconds to complete.

    • You should see all rows marked with a green check. A red X indicates an error, a yellow triangle stands for warning, and a red circle with a line through it means the current QuickBooks user doesn’t have permission to sync the specific table. Make sure to resolve errors to ensure future synchronizations complete successfully.
  4. Once the sync completes, you can choose to View Log or Close.

List Elements Synchronized between QuickBooks and Acctivate

Acctivate synchronizes with QuickBooks to give you a complete business management solution on an on-going basis. Some are fully maintained in QuickBooks while others can be modified in either program. Below you will find a summary of the interface between QuickBooks and Acctivate and the transactions that will be handled by each program.

Lists

  • Customers can be added or updated in either program. Due to required and optional fields in Acctivate, it is suggested that new Customers be added in Acctivate.
  • Vendors are added and updated in QuickBooks. Vendor pricing, Vendor Product IDs, and Lead Times are handled on the Product screen in Acctivate.
  • Salespeople must be setup in QuickBooks, however you may mark them as active/inactive in Acctivate.
  • Terms codes, Chart of Accounts, and Payment Types must be setup and maintained in QuickBooks. Acctivate will see any changes after a synchronization.
  • Sales Tax Codes and Groups must be setup and maintained in QuickBooks.

Inventory

Once integrated with QuickBooks, Acctivate takes complete responsibility for all inventory management. This equates to any transaction affecting inventory, including transactions to the inventory asset account, must be handled in Acctivate to ensure the two systems are kept in balance.

When Acctivate is first connected to QuickBooks, all of the active items are copied to Acctivate, including the quantity on hand and value. This process marks all items as inactive and adjusts the quantities to zero in QuickBooks. The product list and initial balances are created in Acctivate which offsets the adjustment in QuickBooks. After that, inventory products and quantities are not synced from QuickBooks. Instead, you’ll see summary journal entries utilizing the Warehouse GL accounts for posted transactions based on transaction type and date.

Sales Orders, Invoices, and Payments

Due to the items no longer being utilized in QuickBooks, you’ll notice some differences in the Sales Orders and Invoices. Sales Orders are not synchronized to QuickBooks. Therefore, orders will need to be referenced within Acctivate. However, Sales Invoices created in Acctivate and synchronized to QuickBooks will reference the Product Class assigned to the products in your inventory. Therefore, you will see the Product Class list in your Item List in QuickBooks as non-inventoried items.

When going Live with Acctivate, open Sales Orders in QuickBooks can be copied into Acctivate, per your preference. Once the migration completes, those orders are released for invoicing in Acctivate when ready to ship. This action will remove the stock from Inventory and bill the Customer. At the time of your next synchronization the newly created Invoice will be sent to QuickBooks Accounts Receivable.

Payments entered in Acctivate will be sent to the QuickBooks Undeposited Funds account during the synchronization process. The same sync process brings payments into the customer record in Acctivate when entered directly in QuickBooks.

Purchase Orders and Vendor Bills

Another change you’ll notice is on the purchasing side of Acctivate. Open Purchase Orders waiting to be received need to be entered into any new Acctivate company file. As you utilize Acctivate, purchase orders are created to procure items to sell to your customers. Shipments received into your warehouse are received against the related purchase order.

When the Vendor Bill is received, enter the details in Acctivate against the related purchase order using the Purchase Invoice window. This function is key to any price difference reconciliation between receipt cost and invoice price. At the time of your next synchronization, the Invoice will be sent to QuickBooks and placed in the Bills to Pay section. Vendor Bills created via the synchronization process will show details on the Expenses rather than the Items tab in QuickBooks. You’ll see the GL Account and the Acctivate Product Description listed per line. Vendor Bills that are not related to Purchase Orders are entered directly into QuickBooks (i.e., utility bills).


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Create/Modify List Filters 

Inventory Transactions Training

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Inventory Transactions 

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Activities List 

 •  Overview

General

 •  Getting Started

 •  Windows & Features

 •  Create & Modify Filters on Lists

 •  Synchronize with QuickBooks

Business Activities

 •  Activities List

 •  Relate Activities to Documents & Transactions

 •  Business Activity Review

 •  Overview

Product Basics

 •  Product List

 •  Create a New Product

 •  Product Prices

Product Management

 •  Import Products

 •  Manage Product Components

 •  Manage Alternate Units of Measure on Products

 •  Setup Catch Weight/Variable Pricing

 •  Overview

Create a Purchase Order

 •  Create a PO Manually

 •  Reorder Inventory Based on Demand

 •  Purchase Order Statuses

Receive & Invoice a Purchase Order

 •  Purchase Order Receipt

 •  Purchase Invoice

 •  Allocate Other Amounts on Vendor Bill via Landed Cost

Additional Processes

 •  Vendor Returns

 •  Purchase with Catch Weights

 •  Overview

Sales Basics

 •  Sales List

 •  Customer Price Check Utility

Quotes

 •  Create a Sales Quote

 •  Print & Email a Quote

 •  Manage Quotes

 •  Convert Quote to Order

Order Entry

 •  Create a Sales Order

 •  Import Online Orders via Webstore Sync

 •  Import Sales Quotes & Orders

 •  Mobile Order Entry

Order Processing Basics

 •  Approve Credit Holds

 •  Send Order Acknowledgment

 •  Rescheduling Sales Orders

 •  Kitting on Sales Orders

Service Orders

 •  Add Time & Materials to Business Activities

 •  Create Service Orders

 •  Service Scheduling

 •  Service Billing

Advanced Order Processing

 •  Drop Shipments

 •  Special Orders

 •  Process EDI Transactions

 •  Catch Weight Pricing on Sales Quotes & Orders

 •  Create/Edit Existing Sales Order Import Template

Order Picking

 •  Pick Ticket

 •  Create a Pick List

 •  Select Bin Locations on Orders

 •  Select Lot or Serial Numbers on Orders

 •  Mobile Order Picking

 •  Mobile Pick Lists

Order Packaging

 •  Packing Slips

 •  Packaging Management

 •  Create a Shipment in Packaging Manager

 •  Packaging Shipment in Packaging Manager

Order Shipping

 •  Process Shipments via Shipping Workstation Integration

 •  Shipping with Packaging Manager

Payment Entry

 •  Enter Customer Payments

Order Invoicing

 •  Create Invoices from a Sales Order

 •  Batch Invoices

Credit Memos

 •  Create a Credit Memo

 •  Invoice a Credit Memo

 •  Overview

Edit Customer Window Overview

 •  Update Basic Customer Information

 •  Manage Customer Ship To Locations

 •  Customer Contact Management

 •  Customer Credit Specifications

 •  Product Invoice History for Customer

 •  Customer Orders

 •  Customer Specific Product IDs

 •  Invoice & Payment History for Customer

 •  Sales History, Marketing Information & Webstore Customer ID

 •  Emails Sent from Customer Window

 •  Customer Pricing Rules

 •  Business Activities Related to Customer

Customer List & Credit Management

 •  Customer List

 •  Credit & Collection Features

Create Customers

 •  Create New Customer Manually

 •  Import Customers

 •  Create Customer Jobs

 •  Overview

Receipts

 •  Purchase Order Receipt

 •  Mobile Receiving

 •  Inventory Receipt for Lot Number Split/Product Breakdown

Adjustments

 •  Inventory Adjustment

 •  Inventory Balance Adjustment

 •  Inventory Issue

 •  Inventory Count

 •  Mobile Inventory Counts

Transfers

 •  Inventory Transfer

 •  Mobile Inventory Transfers

Assemblies

 •  Inventory Assembly

 •  Mobile Inventory Assemblies

 •  Assembly Workflow Status Configuration

Landed Cost

 •  Vendor Bill Allocation to Inventory Cost

Track & Trace

 •  Track & Trace Inventory Movement for Lot/Serial Items

Void Transactions

 •  Void Inventory Sessions

 

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