Invoices are generated from Sales Orders in Canix to then be viewed and printed from your QuickBooks Online account. The following steps outline the two different ways to create a QuickBooks Invoice through Canix; either directly from the Sales Order or Sales Order side panel, or by creating QuickBook Online Invoices in bulk from the Active Sales Order Table.

🚨 Before continuing, ensure you've completed the steps in Connect QuickBooks Online with Canix.

In this article we'll cover:

1. Create QuickBooks Invoices from Sales Orders
2. Bulk Create QuickBooks Online Invoices 
3. Create new QBO Items to associate to Canix Items
4. Update QBO Invoices

🚨 Note: QuickBooks Online will only give the Admin who configured the integration the ability to submit QuickBooks invoices from Canix. Review the following to allow multiple Canix users to submit to QBO.

• 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).
• 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).

Create QuickBooks Invoices from Sales Orders

💡 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
   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
   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. 
   
    
5. Navigate to the QuickBooks Customer box in the top left to search and 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.
    
6. 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.
7. 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.
     
8. Optionally users can enter an Invoice Date
9. Once all fields have been completed, select Send to create the invoice in QuickBooks.
10. After the Invoice has been created, you can now navigate to Invoice Actions > View "QBO Company Name" Invoice to view the Invoice. 

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.

💡 For any issues creating QBO Invoices, see Common Error Messages from QuickBooks.

Bulk Create QuickBooks Online Invoices

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

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

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
   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. 
   
    
5. 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. 
6. 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.
   
   
    
7. 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.
8. 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.
     
9. Optionally users can enter an Invoice Date
10. 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.
     

💡 For any issues creating QBO Invoices, see Common Error Messages from QuickBooks.

Create new QBO Items to associate to Canix Items

 While creating a QuickBooks Online invoice in Canix, you will need to associate your Canix items to the appropriate item from your QBO account. You can associate the items on your invoice to existing items from your QBO account and if the item has not yet been created in QBO, you have the option to create new items on the spot in Canix. 

To do this from your created invoice:

1. Select 'Select QBO Item*' under the item on the invoice that still requires an associated item. 

2. Select 'Create QuickBooks Item' From the QuickBooks Item drop down menu.

3. Input the following required details for your new QuickBooks Item: Name, Type, Initial Quantity on Hand, As of Date, Asset Account, Income Account, Expense Account & select 'Create'.

4. Check ‘Associate with this Canix Item for future Invoices’ if you would like to continue to associate the newly created QuickBooks item with the Item listed on the Invoice in Canix. You can uncheck the box if you’d only like the selected item to be associated for one instance.

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!