Data Push to QBO

This article is part of the Quickbooks Online (QBO) integration and covers the way data is pushed to QuickBooks online from R365.

The QuickBooks Online (QBO) integration streamlines the transfer of essential financial data from R365 to QBO. Using the complete button within the R365 Ops application, users can seamlessly push data to QBO across various forms, ensuring accurate and timely updates to financial records. This functionality applies to invoices, daily sales summaries (DSS), inventory counts, waste logs, and item transfers. When marked as complete, invoices generate corresponding Bills in QBO, while all other forms send journal entries, maintaining alignment between operational data and financial reporting.

Data Push

Creating QuickBooks Transactions  

When a record is marked as complete in R365, the system will create corresponding transactions in QuickBooks Online (QBO). The following record types trigger the creation of transactions in QBO:

• Daily Sales Summary (DSS)

• Invoice

• Credit Memo

• Waste Log

• Item Transfer

• Inventory Counts

Removing QuickBooks Transactions

When a record is moved out of a completed status in R365, the system removes the corresponding transactions from QuickBooks Online (QBO). The following record types trigger the removal of transactions in QBO:

• Daily Sales Summary (DSS)

• Invoice

• Credit Memo

• Waste Log

• Item Transfer

• Inventory Counts

Data Push Frequency

This integration does not send data to QBO on a schedule; it sends it over immediately as Users maintain daily, weekly, and monthly tasks in R365. The integration sends data from R365 to QBO through the natural flow of Users reviewing and completing the forms/work that they are responsible for, then triggering the integration by clicking the 'complete' button.

Data Push Dependencies

In order for this integration to work, mappings must be completed on the integration setup page. The GL Account and Item tabs of the integration page pertain to all of the journal entries that will be sent to QBO. The Vendor tab is required to be mapped for invoices to be able to create bills in QBO. Learn more about managing QuickBooks mapping:

• Manage QuickBooks GL account mapping

• Manage QuickBooks vendor mapping

• Manage QuickBooks item mapping

• Manage QuickBooks location mapping

• Manage QuickBooks POS mapping
  

R365 mapping must be complete for data to be directly transferred to QuickBooks accurately.

Missing Mappings

If any mappings are missed and a User completes a form that needs one of those uncompleted mappings to be mapped, the system will not 'fail' or display an 'error' to the User. The system will send an email to the Connection Administrator informing them that a mapping was missing. Once the mapping is fixed, the integration can be retriggered for the specific record.

The Connection Administrator is the User entered as the 'Connection Admin' during initial setup. Learn more about managing the QuickBooks Online integration.

R365 Best Practice
It is recommended to spend the time to get the mappings completed up front; this will save a lot of time in the future and allow this integration to work smoothly.

QBO Error Emails

When an unmapped element is identified in R365, the system will generate an email notification specifying the account or element that requires mapping. The email will direct the recipient to the appropriate tab on the Mapping Screen and provide clear instructions on what needs to be mapped.These notifications ensure users are informed about specific unmapped elements and can address them promptly, maintaining accurate and complete data alignment.