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QuickBooks Online


Introduction

Bluepark's Enterprise Park ecommerce software package is fully compatible with QuickBooks Online (UK) accounting software.

The transfer of order data from Bluepark to QuickBooks, including both the customer details and the products ordered, is facilitated via our comprehensive integration with no additional software installation required.

Please note that an SSL certificate is required by QuickBooks to securely connect with your site.


Configuration Fields

In order to integrate your Bluepark site with QuickBooks Online, begin by accessing the Admin Console. Navigate to Site -> Configuration, click on the Payment tab, followed by the QuickBooks tab underneath.

The first stage is authenticate your Bluepark site with QuickBooks Online, click on the green Connect to QuickBooks button to link the two together in a few easy steps. Once this has been done, you can begin the setup process.

All of the fields marked with an asterisk (*) are mandatory and must be completed for the integration to function correctly. It is crucial to ensure that any data in the fields to be exported from Bluepark matches the data in the corresponding fields within the QuickBooks application, such as the Shipping Item Name.


Export Orders As:

This is a mandatory field. You can export Bluepark orders in a number of different ways:

  • Sales Receipts Only - a QuickBooks Sales Receipt corresponds to a Bluepark order which is marked as Paid
  • Invoices and Payments Only - a QuickBooks Invoice corresponds to a Bluepark order which is not marked as Paid, followed by a QuickBooks Payment when the order is Paid
  • Invoices Only - a QuickBooks Invoice corresponds to a Bluepark order which is not marked as Paid, payments must be entered into QuickBooks manually
  • Sales Receipts, Invoices and Payments - this setting combines the three methods detailed above

You may optionally delay the exporting of orders until they have been marked as Completed.


Reference Number:

You are able to determine whether the Reference Number exported with Sales Receipts, Invoices and Payments should be the Bluepark order number, or left blank to use QuickBooks's own internal numbering sequence.


Customer Name:

This is a mandatory field, and the unique identifier in QuickBooks for the Customer (called the Display Name, found in Invoicing: Customers). The unique identifier can be inputted within Bluepark as either a dynamic value, using variables such as %firstname, %lastname and %email, or a static value such as "Online Sales".

If a Customer being exported from your Bluepark site already exists within QuickBooks, you may indicate whether the Customer record should be updated or not.


Item Name:

This is a mandatory field, and the unique identifier in QuickBooks for the Item (the product or service). The unique identifier can be inputted within Bluepark as either a dynamic value, using variables such as , %barcode and %partnumber, or a static value such as "Product". The variable is recommended.

If an Item being exported from your Bluepark site already exists within QuickBooks, you may indicate whether the Item record should be updated or not.


Additional Information - QuickBooks Item List:

The Item List in QuickBooks contains the Items you set up for the products and services you buy and sell, along with certain special Items that perform calculations (such as VAT and shipping). These appear as line Items on Sales Receipts and Invoices.

From within QuickBooks, go to Gear Icon -> All Lists to view any Items not accessible via the left-hand menu and tabs.


Shipping Item Name:

This is a mandatory field, regardless of whether your site handles shipping. It must be created in QuickBooks, via the Item List, and must be replicated exactly in Bluepark for the integration to work.


Default and Credit Term Names:

You can specify particular payment terms on your sales forms. From within QuickBooks, go to Gear Icon -> All Lists -> Terms to create new payment terms, edit or delete them. Replicate the titles exactly in the Bluepark fields. You can leave the Bluepark fields blank in order to use the defaults.


Export Payment and Shipping Methods:

You may indicate whether you wish to export payment methods and shipping methods when exporting orders.


Default Deposit Account Name:

Depending on the methods you use to collect payments, you may wish to specify particular Accounts to record your payments, such as PayPal, Cheque or Bank Transfer. Replicate the titles of your Accounts, as they appear in your QuickBooks Chart of Accounts, exactly in the Bluepark fields. You can leave the Bluepark fields blank in order to record payments as Undeposited Funds. QuickBooks uses the Undeposited Funds account to hold payments collected until you deposit them into your Account register manually.


Income Account Name:

This is a mandatory field. An income Account tracks the source of your income. From within QuickBooks, go to Gear Icon -> All Lists -> Chart of Accounts to create new Accounts, edit or delete them.


Expense Account Name:

This refers to an Account that is used to track the amount paid for goods and services sold. Replicate the title of your Account, as it appears in your QuickBooks Chart of Accounts, exactly in the Bluepark field.


Asset Account Name:

This refers to an Account that is used to track the value of your stock. If required, replicate the title of your Account, as it appears in your QuickBooks Chart of Accounts, exactly in the Bluepark field.


Exclude All Orders Up To:

If you intend to export all of your orders to QuickBooks from the first transfer of data, leave this field blank. Generally, you can continue to leave this field blank, unless you wish to export (or re-export) selected orders to QuickBooks. If you do need to export orders again, you must specify the most recent order number to be excluded, otherwise all orders will be exported automatically.

You may indicate whether you wish to reset the exported status of orders not excluded, enabling them to be exported to QuickBooks again. It is also possible to mark a single order as being exportable by clearing the existing Sales Receipt or Invoice reference. The option to do this can be found via Order Manager -> Order Processor.


Important:

Remember to Save your changes.


Final Steps

To begin exporting orders from Bluepark to QuickBooks Online, go to the Bluepark Order Manager and click on the green Export to QuickBooks button. The export process will then begin, processing each order in turn. The process will stop if any errors are reported from QuickBooks, enabling you to make corrections before resuming.


EU VAT MOSS Digital Services

As of 1 January 2015, the place of taxation for digital services sold within the EU is determined by the location of the consumer. Sales are taxed at the VAT rate applicable in the consumer's EU member state. UK suppliers may use the HMRC VAT MOSS system for reporting and payment purposes, rather than having to register in each EU member state they supply to. Any supplies to VAT registered businesses (B2B) are not affected by the new rules.

The QuickBooks Online integration can be utilised for EU B2C supplies of digital services with some adjustments. Bluepark will look for specific Tax Codes within QuickBooks which do not exist by default. The Tax Code for each EU member state should be the two letter ISO country code, such as FR for France.

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