QuickBooks Online bi-directional inventory sync

QuickBooks Online bi-directional inventory sync

Overview

QuickBooks Bi-Directional Inventory Sync lets you keep all your inventory items and their quantities in sync between QuickBooks Online and Zuper.   
 
This allows you to use one system as the system of origin for products while consuming them in transactions on both systems. The quantities will be kept in sync on both systems.

Pre-Requisites

  1. You need to install the QuickBooks integration.
  2. Set the 'Sync Product Masters' configuration to 'Yes'.
  3. Enable categories on QuickBooks Online for the bidirectional sync to function correctly.
  4. Since QuickBooks Online allows negative quantities when consumption exceeds the available stock, turn on the 'Allow Negative Stock Balance' setting in Zuper (Organization Settings -> Parts and Service Settings).
  5. Set the 'Choose Module to Track Consumption' setting in Zuper (Organization Settings -> Parts and Service Settings) to Invoice. 
  6. The sync will not function properly if this setting is set to 'Job', 'Quotation' or 'None'.

How to use

Set up QuickBooks Online integration with Zuper

Integrating Zuper with QuickBooks is a simple and straightforward process.
  1. Log in to your Zuper account.
  2. Navigate to the App Store on the sidebar.
  3. Choose Accounting & Payments from the side menu.
  4. Select QuickBooks  & Click the Install QuickBooks button.
  5. You will be redirected to the QuickBooks sign-in page. Enter your credentials to proceed with the integration.
  6. Once you sign in to QuickBooks, if you have multiple organizations, you need to select the organization you want to connect with Inventory.
  7. After selecting an organization, click Connect to complete the integration.
You must set the following configurations for the bidirectional sync to function correctly:
  1. Choose Product Master – Select the system where you will create new products, specifying whether products will be added initially in Zuper or QuickBooks Online. This setting determines how the sync operates, so ensure you create parts only in the selected system.
  2. Default Product Location – Enter the default location for products created when synced from QuickBooks Online. This is necessary because QuickBooks Online does not support locations for inventory and non-inventory items.
  3. Product Minimum Quantity – Set the minimum quantity for the product at the default location.
  4. Non-Inventory Product Quantity – Set the default quantity for non-inventory items from QuickBooks Online to be created in Zuper. This is required since QuickBooks does not support quantities for non-inventory items. 
Once you configure these settings, the bidirectional sync between QuickBooks Online and Zuper will be established.


Creating a part, product, or service on Zuper syncs with QuickBooks online if 'Zuper' is selected as the product master. Similarly, if 'QuickBooks Online' is chosen as the product master, the sync happens in the reverse direction.

When a part or product is consumed in Zuper, its quantity updates in QuickBooks Online, and vice versa. This happens regardless of which system is set as the product master, ensuring that item quantities stay in sync between both systems.

Limitations

  1. When an inventory item syncs from QuickBooks Online, it is always synced as a product, and its location is set to a default location, which can be modified as needed.
  2. When a non-inventory item syncs from QuickBooks Online, it is always synced as a part, with a default quantity assigned to the configured location, which can be adjusted as needed.
  3. Quantity changes are always synced to the default configured location.
  4. If Zuper is selected as the 'Product Master,' the quantity sync for invoices created in QuickBooks Online will not work as expected.