Set up QuickBooks Items

Main Menu > Setup Data > Fiscal tab

Use these steps to setup your QuickBooks integration with FrameReady.

  • The Items records are used to link FrameReady Invoice line items with your Quickbooks Items (Products and Services) and the Quickbooks Chart of Accounts.

  • Items or products not preset: they should first be entered into QuickBooks, then imported into FrameReady using the interface provided. Once imported, they are available to match to products. Please note that only items/products, and not categories of items, should be matched to products. Matching can be done either in the FrameReady product interface or on the invoice, itself, after products are chosen (green square). 

  • This set up procedure first imports your QuickBooks Items and creates a database record for each one.

  • Your task is to link each of these QuickBooks Item records with the correct FrameReady category.

  • You are responsible for reviewing the imported QuickBooks Online data and linking it to your FrameReady data.

Built-in Invoice Categories for Line Items

Tip: Depending on where the line item is stored in the FrameReady database, FrameReady auto-fills the Invoice Category field when the item is posted to an Invoice. These are the built-in Invoice Categories to use in your QuickBooks.

When posting a Work Order to an Invoice:

  • Work Order, WO Labor, WO Special

When posting a Gift Certificate to an Invoice:

  • Gift Card, Gift Cert, Reward Points

When posting a Price Code item to an Invoice:

  • Wood, Metal, Plastic, Line, Fillet, Extender

  • Matboard

  • Fabric, MatDesign, Mounting, Hardware, Glass, Extra, Fitting, Multi-angle, Supplies

When posting a Product to an Invoice:

  • ReadyMade

Before You Begin...

How to open the QuickBooks Items Set up Screen

  1. Log in as level4 and Open the QuickBooks Settings.

  2. When the QuickBooks Integration window appears, click the Gear icon (top right).

  3. If not already highlighted, then click the Items button in the left sidebar.

  4. The Items portion of the integration appears.

Important: Items are used to associate FrameReady line items with Quickbooks Items (Products and Services) and the Quickbooks Chart of Accounts.

1) Import your QuickBooks Items

  1. During initial set up, there are no QuickBooks items listed. Click the Import All Items From QuickBooks button.

  2. The integration connects to your QuickBooks account and the import process begins.

2) Review the imported Items

  1. The information you see was imported from QuickBooks.

  2. Use the top navigation controls to move through the records, or click the List View button to select a specific item.

  3. For each QuickBooks Item record, decide if it needs to used in FrameReady.

    If yes, then set the Show In Lists field to Yes. The Item then appears in FrameReady (as an option when linking a FrameReady line item with a Quickbooks product and service). Otherwise, select No.

    Items that are actually categories in QuickBooks cannot be used; you can use an item within a category but not the category itself.

    For more information on how this setting is used, see: Push Invoice to QuickBooks.

  4. The FrameReady QuickBooks Online Integration allows for itemized discounts on an invoice (individual line per discount) or one total discount amount at the invoice level. In order to utilize the itemized option for Quickbooks Online, additional set up will be required. See: Set up QuickBooks Discounts

  5. Continue until all item records have been set to Yes or No.

Important Notes

  • Items that are actually categories in QuickBooks cannot be used in transactions. You can use an item within a category but not the category, itself.

  • If you delete items in QuickBooks, then those items will not be deleted automatically in FrameReady. 

  • When creating items in QuickBooks, do not add them as a sub-product/service. Also, the Sales Tax Category must match.

Next Steps

Import Your Items

 

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