How to configure the Quartzy-QuickBooks Online Integration

Quartzy's integration with QuickBooks Online helps Lab Managers and Accountants save time by eliminating tedious, manual data entry. Now, data flows automatically into your QuickBooks Online account, and you can review everything in one place. 

Below, you'll find a how-to video guide, as well as written instructions, that detail how to integrate your QuickBooks and Quartzy accounts. 

 

Requirements

• Quartzy
  • User setting up the integration must be an Org Admin
• QuickBooks Online
  • Must have either the QuickBooks Online Plus or QuickBooks Online Advanced plan 
  • Users syncing POs from Quartzy to QBO must have access to the Create permissions in the Expenses section of their QBO account 

Check out the list below to see the data that is synced between Quartzy and QuickBooks Online

• PO-level:
  • Vendor: User selects the appropriate value from dropdown menu  
  • Memo: Optional; user-populated text field 
  • Tax: Optional; user-populated text field 
  • Shipping: Optional; user-populated text field 
  • PO Number: Either generated automatically or entered by user on PO page 
• Line-item-level:
  • Pulled from the Quartzy request(s):
    • Item name/description
    • Manufacturer
    • Catalog#
    • Quantity
      
  • QBO fields (user selects the appropriate value from dropdown menu):
    • Class  
    • Expenses  
    • Customer/Project  

 

Here's how to connect your existing QBO account with Quartzy:

1. On the top left side of the toolbar, open the lab selection menu, and then click the gear icon next to the Org Name to open the Manage Organization section. 

2. Select the Integrations tab and click the Connect button.

3. Select your Company, and if prompted, select the Firm. Firm is generally relevant for companies with 3rd party accountants. 

4. Click Connect.

5. Your account has been linked! Click Back to App to return to Quartzy.

6. Login to QuickBooks Online, and navigate to Accounts and Settings > Expenses > Purchase orders. Select ON for the Use purchase orders setting. 

If you would like for Quartzy to auto-generate PO numbers, you will also need to turn Custom transaction numbers OFF.

Click Save.

Integration Settings: 

• “How should new items be handled?” setting
  • Note: the Item Name (description) for each line item is still included on the PO that's synced to QBO, no matter what option is selected here
  • Use catalog # only: Quartzy will create a new QuickBooks product using only the catalog number. Generally this is what customers expect to see, but it’s possible to have overlapping catalog numbers. For example, if you sync a PO for Tocris catalog# 4488 (a chemical), it will create item 4488 in QuickBooks. If you then make a PO for Corning catalog# 4488 (pipet tips), QBO won’t be able to differentiate between them. This is a rare occurrence but it’s possible.
  • Use Quartzy’s template: Quartzy will append a unique ID to the catalog number based on the vendor before sending to QBO. This ensures there’s no accidental overlap across vendors.
  • Use a custom default: Every line item will be labeled with the default value (“Lab Supplies,” for example).
• Default expenses account: If you leave the Expenses field blank it will use the selected default value.
• Default AP account: The AP account required on each PO. This is usually set once and doesn’t need to be changed, unless you change your AP accounts in QuickBooks Online.

That's it! You can now begin to create Purchase Orders in Quartzy and sync them to QuickBooks Online :) 

Next Up: Learn how to sync a PO to QuickBooks Online

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