Quickbooks Online + Canix Integration Guide

Table of Contents

• Introduction
• Syncing Info
  • What Syncs Between Quickbooks and Canix?
  • What Syncs Automatically vs. Manually
• How to Set Up the Integration
  • Connect QBO to Canix
  • Connect Additional QuickBooks Online Company to Canix
  • Disconnect QuickBooks Online Company from Canix
  • Configuring Classes
• How to Sync Sales Orders
  • Create Sales Invoices in Quickbooks 
  • Update QBO Invoices
  • Bulk Create Invoices from Canix to Quickbooks
• How to Sync Purchase Orders
• Limitations of Canix QBO Integration

 

Introduction

The QBO integration in Canix is intended to reduce manual data entry between Canix and Quickbooks. When used correctly, our integration will

• Send Sales Orders from Canix to Quickbooks
• Send Purchase Orders from Canix to Quickbooks
• Keep inventory levels in sync between Canix and Quickbooks

Our integration has successfully reduced the time that it takes to maintain the two systems by 6x across accounting teams.

If you have any further questions, reach out to help@canix.com

Syncing Info

What Syncs Between Quickbooks and Canix?

• Canix can create and update Invoices in Quickbooks
• Canix can send Invoice Payments to Quickbooks
• Canix can create Purchase Orders in Quickbooks
• Canix imports Classes, Items, Customers, and Vendors from Quickbooks, and maps them to the following:
  • Quickbooks Classes → Canix Items
  • Quickbooks Items → Canix Items
  • Quickbooks Customers → Canix Customers
  • Quickbooks Vendors → Canix Vendors

What Syncs Automatically vs. Manually

• Upon Connecting your Quickbooks account to Canix, Canix will import your Quickbooks Items, Quickbooks Customers, Quickbooks Vendors
• Canix will refresh your data every 10 minutes from Quickbooks

How to Set Up the Integration

Connect QBO to Canix

• Navigate to Admin > Integrations > QuickBooks Online

• Select Connect to QuickBooks button on the right to sign in to your account

  

• You will be prompted to log in to your QBO account & select the company you'd like to connect

Only 1 user can connect a QBO company to Canix, and that user is required by QB to be an Admin (doesn't have to be company admin, just not a standard user).
Other users may use the integration as well, they will just be prompted to re-sign into QB each time.

 

Connect Additional QuickBooks Online Company to Canix

• Simply select Add Company at the top of the QuickBooks Online Integrations tab to connect an additional company.

Disconnect QuickBooks Online Company from Canix

• Simply select Disconnect next to the Company Name that needs to be disconnected.

 

Configuring Classes

QuickBooks classes can be used to categorize individual items on Sales Orders. For example categorizing order items by brand or by item type (concentrate, flower, edible, etc.).

Follow these steps to map QuickBooks classes to Canix Order Items:

1. In QuickBooks, select the settings icon in the top right corner
2. Select “Account and Settings” from the menu
3. Navigate to the “Advanced” section of settings
4. Within the “Categories” section, turn “Track Classes” on, and specify assign classes “One to each row in transaction”

Once those settings are configured you’ll see the option to map Canix Order Items to specific classes:

 

How to Sync Sales Orders

Create Sales Invoices in Quickbooks

 

Before creating QuickBooks Invoices, you'll first need to Create an Invoice from a Sales Order.

1. After creating a Sales Order, navigate to the Invoice section of the Sales Order or the Sales Order side panel.

2. Select Configure New Invoice

   1. Note: If an Invoice has already been created for the Sales Order, continue to the next step

3. Once the Invoice has been created, select Invoice Actions > Create QB Online Invoice

4. If you’re connected to more than one QuickBooks account, you will then be prompted to select the QuickBooks Company you would like to connect and create the Invoice in. Select the QuickBooks Company from the drop down menu, select Continue

5. Selecting a company is required in order to populate the QBO customers and line items to choose from. If you skipped selecting a company, retry creating a QBO invoice to select a company before moving on.Note: After an initial Invoice has been created for this particular customer, the QuickBooks Company will pre-fill with the company chosen for the last QBO invoice used for this customer.

 

 

1. Navigate to the QuickBooks Customer box in the top left to search and select an existing QuickBooks Customer or create a new QuickBooks customer.

2. Note: If creating a new QuickBooks Customer, Canix will save the association of the Company and Facility to this Customer to be used the next time you send an invoice to that customer.

3. Assign QuickBooks Items to each Item on your Sales Order using the Select QBO Item link seen below the Canix item. Search and select existing QBO Items or create a new OBO Item. Once an Item is associated, select Submit. Complete this process for all Items on the Invoice.

   • "Associate with this Canix Item for future Invoices" Next time this Item is listed on an Invoice for this particular QBO company it will associate with this Canix Item.

4. All Sales Order data will pre-fill for the Invoice. Note below some additional options:

   • "Show Package Details" Selecting this box will include the Package Tag(s) in the Description field of the line item on the invoice in QBO.

5. Optionally users can enter an Invoice Date

6. Once all fields have been completed, select Send to create the invoice in QuickBooks.

7. After the Invoice has been created, you can now navigate to Invoice Actions > View "QBO Company Name" Invoice to view the Invoice.

Update QBO Invoices

Once a QuickBooks Online Invoice has been created from a Canix Invoice, it can be updated from Canix. This is useful when something like the price or quantity changes after the invoice has been created and posted to QBO.

To update a QBO Invoice from Canix:

1. Navigate to the Sales Order that is attached to the QBO Invoice
2. Update the Sales Order with the necessary updates
3. Scroll to Invoice Actions
4. Select Update QBO Invoice
5. Send to QBO

 

Once the Sales Order has been updated with the data you need, Canix will prefill the updates in the Update QBO Invoice page. Once sent to QBO, the Invoice on the QBO side will be updated with the changes made in Canix!

Bulk Create Invoices from Canix to Quickbooks

Often times users may need to create more multiple QBO Invoices in one step. This can easily be done from the Sales Order Table.

<aside> 💡

Be sure a Canix Invoice has already been created for each Sales Order selected.

</aside>

From the Web Application:

1. Navigate to Sales > Sales Orders > View: Active

2. Select one or more Sales Orders to create a QBO Invoice for

3. Navigate to Actions > Create QB Invoice

   

4. If you have more than one QB Company Integrated with Canix, you will be prompted to select the QuickBooks Company you would like to connect and create the invoice in. Select the QuickBooks Company from the drop down menu, select Continue

5. Selecting a company is required in order to populate the QBO customers and line items to choose from. If you skipped selecting a company, retry creating a QBO invoice to select a company before moving on.Note: After an initial Invoice has been created for this particular customer, the QuickBooks Company will pre-fill with the company chosen for the last QBO invoice used for this customer.

   

6. The left panel will outline all of the Sales Orders that you selected on the previous screen, that allow users to click through each Sales Order and add additional details.

7. Navigate to the QuickBooks Customer box to the right of each Customer Name under Invoice Details. Select an existing QuickBooks Customer or create a new QuickBooks customer. Note: If creating a new QuickBooks Customer, Canix will save the association of the Company and Facility to this Customer to be used the next time you send an invoice to that customer.

   

8. Assign QuickBooks Items to each Item on your Sales Order using the Select QBO Item link seen below the Canix item. Search and select existing QBO Items or create a new OBO Item. Once an Item is associated, select Submit. Complete this process for all Items on the Invoice.

   • "Associate with this Canix Item for future Invoices" Next time this Item is listed on an Invoice for this particular QBO company it will associate with this Canix Item.

9. All Sales Order data will prefill for the Invoice. Note below some additional options:

   • "Show Package Details" Selecting this box will include the Package Tag(s) in the Description field of the line item on the invoice in QBO.

10. Optionally users can enter an Invoice Date

11. Once all fields have been completed, and reviewed for accuracy for all Sales Orders. Select Send All to create the invoices in QuickBooks.The following fields will be created on the invoice and can be edited in QuickBooks: Invoice Date, Due Date, Shipping Date, QuickBooks and Canix Item, Item Quantity, Unit Price, Item Total, Discounts, Shipping and Subtotals.

How to Sync Purchase Orders

Sending your Purchase Orders (POs) to QuickBooks Online (QBO) makes it easy to keep your accounting records up to date.

1. Navigate to Sales > Purchase Orders

2. Create a new Purchase Order or select an existing one

3. Navigate to the bottom of the Purchase Order and select Purchase Order Actions and then from the drop down menu select Send to Quickbooks Online

   

4. If you are connected to more than one QuickBooks account, you will be prompted to choose the QBO Company you would like to connect and create the invoice in. Select the appropriate QBO Company from the drop down menu and then select Continue

Selecting a company is required in order to populate the QBO Vendors and line items to choose from. If you skipped selecting a company, retry creating a QBO invoice to select a company before moving on.

 

1. Navigate to the Quickbooks Vendor box in the top left to search and select an existing QuickBooks Vendor.

2. Note: Vendors from your Quickbooks Online account will populate in a drop down menu for you to select one. Not seeing a Vendor? Navigate to QuickBooks Online to create a new Vendor.

    

   

3. Assign QuickBooks Items to each Item on your Purchase Order using the Select QBO Item* link seen below the Canix item. Search and select existing QBO Items or create a new OBO Item.

   

    

4. Ensure that all fields on the order have been filled out correctly and then select 'Send to Quickbooks Online'. Note*:** If you need to update your Purchase Order simply navigate back to the Purchase Order and make the necessary updates. When you're ready to submit the updates to QuickBooks Online navigate to Actions at the bottom of the Purchase Order and select 'Update QuickBooks Order'. You'll have access to update the QBO Items as well as any taxes, discounts or delivery fees.*

To view Purchase Orders that have been submitted from Canix to QBO in QuickBooks Online from the left navigation bar select Expenses and it will bring you to a table with all of the Expense Transactions for your company.

 

 

Create A New QBO Vendor

Canix currently does not have the ability to create a new vendor in QuickBooks Online. You will need to navigate to the Quickbooks application, and sync the vendors for this.

1. From the left navigation bar in Quickbooks Online, navigate to Expenses > Vendors.

2. Select New Vendor in the top right side of your screen.

   

3. Fill out the form with the information for your new vendor.

4. Select Save.

You will now be able to select this new Vendor when Creating QuickBooks Purchase Orders in Canix.

Limitations of Canix QBO Integration

Canix’s integration with QuickBooks is designed to avoid double data entry for Sales Orders and Purchase Orders. While the integration helps save many hours of double data entry, there are certain limitations to be aware of.

• After an invoice is sent from Canix to a QuickBooks company, it is not possible to update the invoice to a different QuickBooks company. If you need to associate the invoice to a different company you’ll need to rebuild the Sales Order in Canix and send the invoice again.

💡 Rebuilding the Sales Order can be expedited by using the “Duplicate Sales Order” action:

 

• Payments can be sent to QuickBooks Online for Sales Orders, but not for Purchase Orders.
• Costs of the associated inventory are not sent to QuickBooks Online for either Sales Orders or Purchase Orders.
• Payment information, and updated information is not pulled into Canix from QuickBooks Online. The integration only sends information to QuickBooks Online.
  • The payment information provided in Canix only represents payments that have been recorded directly in Canix.
• Credits on Canix Sales Orders do not copy over to QB Invoices. QuickBooks credits are applied as payments to an order and must first exist on the customer record.
• Discounts are added as a line item on a QuickBooks invoice, not as a line in the subtotal section. QuickBooks does not have a Discount item in their subtotal.
• Only one person can have their facility connected to QuickBooks Online at a given time. If multiple users are connecting Canix to QuickBooks Online, all but one user will be disconnected. It takes just a minute to reconnect QuickBooks Online, but you may find it’s most efficient to have one team member sending Orders from Canix to QuickBooks Online.
  • If your company wants multiple users to push Canix invoices to QBO, you should consider creating a “Canix” QBO user and sharing that login with the users who need to connect to Canix. They can connect the same QBO user in Canix across multiple Canix users, but it has to be the same QBO user.
  • When using a QBO login for multiple users in Canix, you will be prompted to reconnect QBO and disconnect the other user logged into QBO (you will just sign into QBO each time you are signed out by going to Admin > Integrations > QBO in Canix).