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QuickBooks Online Integration Overview (ELITE ONLY)
| ℹ️ This feature is only available for Elite! |
This document covers integration modes used with QBO, explains the data transferred to QBO, and provides the details of the integration setup.
Topics included in this article
Choosing an Integration Mode
Before using QuickBooks Online, you'll first need to determine the mode of integration, which includes three options.
See below:
| Mode Type | Data Moved to QBO | Trigger |
|
Batch |
Summary GL's:
| Stores Closed & End of Day process has been completed |
| Real-Time* |
Summary GLs associated with the invoice examples:
| Invoice Generation |
| Transaction** NOT Recommended except in rare enterprise corporation instances, as major POR functions are disabled in this mode. |
Invoices will be created in QBO, replicating the POR invoice details, including:
In this mode, all Accounts Receivable (AR) are managed within QuickBooks Online (QBO), and payments are not processed in POR for invoices, requiring the use of a Closed Accrual accounting method. | Invoice Generation |
*In Real Time, the EOD Credit Card deposits will be entered as real-time entries. Only inventory value, transfers, cogs, depreciation, etc., will be entered as a batch. The EOD Batch will process in every mode.
**In transaction mode, invoices cannot be sent via Mass Fax/Email during the End of Day (EOD) process. All payments for invoices must be made directly in QuickBooks Online (QBO). as credit card (CC) payments cannot be applied to invoices within the Point of Rental (POR) system, rendering CC integrations non-functional for invoice payments. Additionally, customers cannot make direct payments to invoices via the consumer portal; any payments made through the portal or CC integrations (on invoices) will generate a credit memo in POR, which will sync to QBO and must be manually applied to the corresponding invoice to mark it as paid.
QBO/POR Integration Setup
To set up the QBO/POR Integration, schedule a one-hour meeting with the POR Team. It is advisable to create a QuickBooks Online (QBO) sandbox for the sole purpose of testing your integration with the POR99 sandbox. Be aware that your POR99 sandbox will be deactivated upon going live. Therefore, it is crucial to finalize all tests within the sandbox environments prior to moving to the live environment in POR. This meeting requires someone with admin rights to QBO & POR Configuration access.
Preparing for Setup
Please be prepared for the following steps:
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We'll guide you through creating an app that connects POR to your QBO account.
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The Technical Account Manager will provide inputs for setup & guide on configuring.
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Following the completion of inputs, it will retrieve:
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Client ID
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Client Secret
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Realm ID
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Refresh Token
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POR accounting configuration
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Select API-QBO as the export format.
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Enter the 4 values above into the settings.
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Select the Export Mode in settings.
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Turn on Accounting Sync Services – requires POR IT Specialist & potentially customer IT.
Going Live
When you go live in POR, you can take the following steps to ensure that you do not lose any data before the production environment is configured with QBO.
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Select API – QuickBooks Online as the Export Format in Account Numbers.
To get there, follow the path: Gear icon > App Configurations (under Core Options)> Accounting Configuration > Account Numbers Store 1 - Set the QB class if desired. A single subclass can be set up per store and should be formatted Store 1:Burbank (for example).
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Select the Export Mode in the drop-down that you will be using in Account Numbers Settings. Please note this step may require a temporary PORADMIN password to be entered by POR if other credentials are not entered.