Guide - USA quickbooks Setup

Please note you will need the Quickbooks Essentials package or above for it to integrate with Cybake.

1. Chart of Accounts
2. Customer Tax Rates
3. Customer and Product Mapping Setting
4. Transfer Cybake Purchase Order Numbers Setup
3. How do I transfer Order Numbers/PO's to quickbooks?
4. Attach Multiple Email Recipients for a quickbooks invoice
5. Purchasing Setup
6. Exporting to quickbooks

Chart of Accounts

For Cybake to transfer invoices and credits to quickbooks through the API you will need to do the following in Quickbooks:

 

Select Transactions and Chart of accounts then click

 

 

 

Create an 'Account' with following details:

 

 

Customer Tax Rates

To set-up customer tax rates for your State select Taxes, Sales tax then Sales Tax Settings:

You will then see your Custom Rates in quickbooks:

Customer & Product Mapping Setting

Cybake maps invoices and credits to quickbooks using the following fields:

Cybake Field Name	quickbooks Field Name	Character Limit
Product Code	Name	100
Product Name	Description	100
Customer Name	Customer Display Name	100
Customer Code	Company Name	100

Customers

If you first transfer an invoice from Cybake to Quickbooks where the customer doesn’t already exist in Quickbooks,  the customer will be created in Quickbooks with the following fields only:

The Cybake ‘Customer Name’ is unique and is what will then be used to map all future customer invoices to the customer in quickbooks by matching to the ‘Customer Display Name’ field in quickbooks. This means that once a customer has been created in quickbooks via an invoice import from Cybake that you can change what appears in the quickbooks ‘Company Name' field if required, as well as the
‘Name to print on checks’ field. You can also add any additional details to the customer in quickbooks.

Products

When you first transfer an invoice from Cybake to quickbooks with a product on it that doesn’t already exist in quickbooks, it will create the product with the following fields only in quickbooks:

The Cybake Product Code is unique and is used to map to existing products in the ‘Name’ field in quickbooks. (Please note - if you change the Product Name of something in Cybake, then the next time you transfer it across to quickbooks it will show the new name on the invoices, but won’t change the name of the item under products menu in quickbooks).

Transfer Cybake Purchase Order Numbers Setup

To map the Cybake Order Number to quickbooks you can setup and additional field under settings and ‘All Lists’

Select Custom Fields:

Select 'Add Field':

Create a Custom Field called ‘PO Number’ like this and hit Save

You will then see your Purchase Order Number setup:

How do I transfer Order Numbers/PO's to quickbooks?

To receive PO numbers in to quickbooks, please see our

FAQ - How do I transfer Order Numbers/PO's to quickbooks?

 

Attach Multiple Email Recipients for a quickbooks invoice

You can add multiple email addresses to an invoice in quickbooks, provided that the Contact Method through Addresses in Cybake is setup.

To do so, just insert a semicolon ; between emails int the Contact Method:

Purchasing setup

To setup Purchasing with quickbooks, please see the following:

Guide - quickbooks Purchasing Setup

Exporting to quickbooks

Once you are happy with your quickbooks setup, you are ready to start exporting

Guide - Exporting Invoices, Credits and Purchases to quickbooks Online (API)