Utilize our out of the box integration to map Customers and Products, send Transactions, and Push Journal entries from Ordway into your QuickBooks Online General Ledger.

The data and information sent from Ordway to QBO varies based on the configuration and setup for the integration. Therefore, you can pick and choose how the data is passed to QBO.

Table of Contents:

• Common Preconditions & Considerations
• Ordway to QBO Integration Options
• Limitations
• Connect QBO Account to Ordway
• Setup / Settings 
  • Map Customers
  • Map Chart of Accounts
  • Map Products
  • Map Journal Entries
  • Map Invoices
  • Map Credits
  • Map Payments
  • Map Refunds
• QuickBooks Webhooks
• Integration Status
• Disconnect Quickbooks Integration

Common Preconditions & Considerations

Taxes

If using Ordway Tax Tables or Avalara AvaTax and taxes are already enabled in QBO, you must enable Prevent Tax Calculation in QuickBooks in the Default QuickBooks Settings to prevent duplicate tax calculations.

QBO sync fails in the following circumstances: 

• An Ordway Customer has more than 100 characters in the email field.
• An Ordway Customer record is missing an http:// or https:// prefix in their URL.

Read more about resolving these issues here.

Preconditions:

• User must have an active QBO account.

Considerations:

Be sure to review all default mappings in QBO when establishing your Ordway integration. 

Ordway to QBO Integration Options

1. Export/Import Summary JEs

No automated integration. At month close, export the summary JEs from Ordway and import them into QBO.

2. Sync all JEs

Syncing all Ordway journal entries to QBO, but no actual transactions. Example: An invoice created in Ordway wouldn't sync to QBO, but the JE that is created from it does sync. The same applies for Payments, etc.

3. Sync all Transactions Plus Revenue JEs

When an Invoice, Credit, or Payment is created in Ordway, the integration automatically creates the corresponding transaction in QBO. If using Ordway’s revenue recognition functionality, the integration will also push over Revenue Journal Entries.

Note: When an Ordway Invoice is created using a product setup with Deferred Revenue, the Ordway Invoice debits Accounts Receivable and Credit Deferred Revenue. The corresponding item in QBO must have the Deferred Revenue account defined as the Income account to ensure the invoice posts accurately in QBO. QBO then receives the Revenue Recognition journals from Ordway. See additional limitations below. 

Limitations

Because Ordway must abide by the functionality QuickBooks supports around Invoices, Payments, Credits, and Refunds, certain limitations exist when syncing these transactions with QuickBooks rather than syncing only the transaction’s Journal Entries. Please note that these limitations are specific to sending transactions to QBO and are largely avoidable if transaction Journal Entries are sent to QBO instead.  

Syncing Transactions with QBO vs. Syncing Journal Entries

1. QBO does not support the Accounts Receivable account being defined at the item level. Please understand that the A/R account defined as the default in QBO is what every invoice from Ordway will post to in QBO. It’s important to match that default A/R account in QBO to the A/R account on the product set up in Ordway to keep the General Ledger in QBO synchronized with Ordway.
2. QBO does not respect the credit side of the Invoice transaction if it does not match the item’s Income Account set up in QBO. Regardless of the Invoice’s GL accounts in Ordway, QBO will default the credit side of the Invoice to the item’s Income Account. It’s important to match the item’s Income Account in QBO with the credit side of the Invoice transaction on the product and subscription charge in Ordway to keep the general ledger in QBO synchronized with Ordway. 
3. QBO does not respect the debit side of the Credit transaction if it does not match the item’s Income Account set up in QBO. Regardless of the Credit’s GL accounts in Ordway, QBO will default the debit side of the Credit to the item’s Income Account. It’s important to match the item’s Income Account in QBO with the debit side of the Credit transaction on the product and credit line item in Ordway to keep the general ledger in QBO synchronized with Ordway.
4. QBO does not support receiving payment fees when the payment is sent to QBO. You must manually reconcile fees and create a manual Journal Entry in QBO to record the payment fees. Ordway recommends running a custom report of Payments in Ordway to use while reconciling fees and creating the manual JE to make adjustments. 
5. QBO does not support invoice or payment reversals if the invoice or payment is dated in a closed period. Ordway supports these reversals when the reversal date is in an open period.

Syncing Customers to QBO

Sync of Customers from Ordway and Business Network Connection setting in QBO are incompatible. Have only one of those options enabled. This is to allow managing Customers from a single source.

Connect QBO Account to Ordway

Note: You can view and adjust Quickbooks settings prior to establishing sync functionality. 

Steps:

1. Navigate to Menu > Setup > Integrations.
2. Click Connect shown on the right-hand side of the QuickBooks Online section of the Integrations page. 
   
3. The QBO login page displays.
   
4. Enter credentials.
5. Once logged in, QBO requires your permission to connect the two applications. Click Connect to navigate back to Ordway to view the Setup for the integration.
   

Once QuickBooks is connected to Ordway and authenticated, click Settings for the Quickbooks Online Integration. 

The QuickBooks integration page displays.

Setup / Settings 

Now that the two applications are connected, decide which data objects to enable. Once enabled data can be sent from Ordway to QBO. When an object is disabled, new or changed data will no longer sync.

Notes: Custom fields already in your QuickBooks account are displayed and available for mapping. 

Default QuickBooks Settings

Click Default Settings from the QuickBooks Integration Settings page to define the following tax settings: 

1. Prevent Tax Calculation in QuickBooks - If using Ordway Tax Tables or Avalara AvaTax and taxes are already enabled in QBO, you must enable Prevent Tax Calculation in QuickBooks to prevent duplicate tax calculations. Enabling this feature will send Ordway Customers to QuickBooks as tax-exempt and will prevent QuickBooks from calculating additional taxes on Ordway Invoices. 
2. Credit Tax Item - Select the Ordway Product to be used when consolidating and sending taxes for the Credit transaction. This Product should be mapped to a QuickBooks item with the appropriate tax liability account defined as the Income account.
3. Invoice Tax Item - Select the Ordway Product to be used when consolidating and sending taxes for the Invoice transaction. This Product should be mapped to a QuickBooks item with the appropriate tax liability account defined as the Income account.

Map Customers

Navigate to Menu > Setup > Integrations > QuickBooks Online > Settings.

Use the Map and Sync Customers page to sync existing Ordway Customers with QBO. Enable the Customer Data object to automatically sync new or updated Customers to QuickBooks moving forward.

Steps:

Click Map and Sync Customers.

Sync Customers using the Export/Import feature (More > Export Customer Mapping then More > Import Customer Mapping) or manually by selecting the QBO customer corresponding to the Ordway customer in the Customer Record Mapping tab.

Next, click the Customer Field Mapping tab and select the corresponding Ordway Customer Field Name for each Quickbooks Customer Field Name. 

Save when finished. 

Note: When creating new Customers in Ordway that need to be synced to QuickBooks, (Menu > Customer Accounts > Add), be sure to include the contact’s email address. This is a required field and you cannot proceed without it.

Map Chart of Accounts

Note: Be sure to map your Chart of Accounts properly before syncing Products in the next section.

Use the Map and Sync Chart of Accounts page to sync Ordway accounts with QuickBooks. Enable the Chart of Accounts data object to automatically sync new or updated Accounts to QuickBooks moving forward. 

Steps:

Click Map and Sync Chart of Accounts.

Sync Accounts using the Export/Import feature (More > Export Chart of Account Mapping then More > Import Chart of Account Mapping) or manually by selecting the QBO Account Name corresponding to the Ordway CoA Code/Name in the CoA Record Mapping tab.

Next, click the CoA Type Mapping tab and select the corresponding Quickbooks Classification for each Ordway Chart of Account Type. 

Next, click the CoA Sub-Type Mapping tab and select the corresponding Quickbooks Account Sub-Type for each Ordway Chart of Account Sub-Type. 

Note: When mapping the QuickBooks Sub-type to an Ordway Sub-type, ensure they belong to a matching QuickBooks Classification / Ordway Type. For example, if the Cash subtype belongs to the Asset Type in Ordway, then it must be mapped to a QuickBooks subtype that belongs to the Asset Classification in QuickBooks. 

Next, click the CoA Field Mapping tab and select the corresponding Quickbooks Account Field Name for each Ordway Chart of Account Field Name. 

Save when finished.

 

Map Products

Use the Map and Sync Products page to sync Ordway Products with QuickBooks. Enable the Products data object to automatically sync new or updated Products to QuickBooks moving forward. 

1. Click Map and Sync Products. 

Sync Accounts using the Export/Import feature (More > Export Product Mapping then More > Import Product Mapping) or manually by selecting the QBO Object Name corresponding to the Ordway Product in the Product Record Mapping tab. 

Next, click the Product Field Mapping tab and make any necessary adjustments.

Note: While the Ordway Product Invoice Posting - Credit account may not be an income account, it is important to leave this field mapped to the QuickBooks Income Account ID if syncing Invoice data from Ordway to QuickBooks. The Quickbooks Income Account ID drives the Credit side of the Invoice posting and will overwrite the Credit side of the Invoice as set by Ordway if these fields are not mapped to each other.

Save when finished. 

Map Journal Entries

Enable the Journal Entries data object to send any type of Journal Entry to QuickBooks. Use the Map and Sync Journal Entries page to define the types of Ordway Journal Entries to send to QuickBooks and map Journal Entry fields. 

Review the Transaction Types tab and select the types of Journal Entries to send to QuickBooks. To avoid duplicating the financial impact of a given transaction, it’s important to ensure either the transaction journal from this list OR the transaction data object is enabled. For example, Invoices should not be enabled from the Journal Entry Data object if the Invoice Data object is enabled in your QuickBooks integration. 

Next, click the Journal Entry Field Mapping tab and make any necessary adjustments.

Next, click the Journal Entry Line Field Mapping tab and make any necessary adjustments.

Save when finished. 

Map Invoices

Enable the Invoices data object to send new or changed Invoices to QuickBooks. Use the Map and Sync Invoices page to map Invoice fields from Ordway to QuickBooks.

Note: A maximum of three QBO Custom Fields can be mapped for Invoices. If there are more than 3 custom fields on the Ordway invoice, only the top three are available for mapping to QuickBooks. This is a QuickBooks limitation Ordway must comply with. 

Steps:

Click Map and Sync Invoices.

Review the field mappings on the Invoice Field Mapping tab and make any necessary adjustments. 

Enable Sync Draft Invoices? to send Ordway Invoices to QuickBooks while in a draft status. 

Next, click the Invoice Line Field Mapping tab and map the Ordway Invoice Line Field Name to the appropriate Quickbooks Invoice Line Item Field Name. 

Next, click the Negative Invoice Mapping tab and map the Ordway Negative Invoice Field Name to the appropriate Quickbooks Credit Field Name. 

Next, click the Negative Invoice Line Mapping tab and map the Ordway Negative Invoice Line Field Name to the appropriate Quickbooks Credit Line Field Name. 

Save when finished. 

Credits

Enable the Credits data object to send new or changed Credits to QuickBooks. Use the Map and Sync Credits page to map Credit fields from Ordway to QuickBooks. Read more about integrating Credits with QBO.

Review the field mappings on the Credit Field Mapping tab and make any necessary adjustments. 

Next, click the Credit Line Field Mapping tab and make any necessary adjustments. 

Save when finished. 

Map Payments

Enable the Payments data object to send new or changed Payments to QuickBooks. Use the Map and Sync Payments page to map Payment fields from Ordway to QuickBooks.

Review the field mappings on the Payment Field Mapping tab and make any necessary adjustments. 

Save when finished.

Map Refunds

Enable the Refunds data object to send =Refunds to QuickBooks. Use the Map and Sync Refunds page to map Refund fields from Ordway to QuickBooks.

Note: Ordway Refunds will create Journal Entries in QuickBooks to accurately account for the refund and write-off process in Ordway. Read more. 

Review the field mappings on the Refund Field Mapping tab and make any necessary adjustments.

Save when finished.

QuickBooks Webhooks

Webhooks can be used to enter a journal entry into Quickbooks or your financial system as soon as it is created. Learn more about Webhooks. 

Integration Status

QuickBooks Integration Status is identified by a icon in both records and lists. Read more about Integration Status. 

Disconnect Quickbooks Integration

The QBO integration can be disabled at any time by using the Disconnect option from the main QuickBooks integration page in Ordway. 

Warning: Disabling the integration will stop the data sync between the data types that have been configured. All configurations are retained should you need to reconnect at any time. 

Disconnect the integration at the bottom of the main QuickBooks integration page.