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 Failures, Preconditions, & Considerations
• Ordway to QBO Integration Options
• Limitations
• Connect QBO Account to Ordway
• Setup / Settings 
  • Map Customers to QuickBooks
  • Map Chart of Accounts 
  • Map Invoices to QuickBooks
• Quickbooks Webhooks
• Integration Status
• Disconnect Quickbooks Integration

Common failures, Preconditions, & Considerations

Taxes

When using Ordway Tax Tables or Avalara AvaTax, make sure to turn taxes OFF in QBO. Otherwise, this results in double the tax amount on invoices.

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

2. Sync all JEs

3. Sync all transactions Plus Revenue JEs

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 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 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 in Ordway to keep the general ledger in QBO synchronized with Ordway.
3. 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. 
4. 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.

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.

Setup / Settings 

Now that the two applications are connected, decide which Data Types to enable. Once enabled data can be sent from Ordway to QBO and vice versa. When an object is disabled, data is no longer in sync.

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

Map Customers to QuickBooks

1. Map all Customers to QuickBooks via the Customers gear icon.

Note: Customer level fields cannot be mapped similar to Invoice fields due to QuickBooks limited API exposure. 

2. Enable Customers via Import feature or add Individually. When enabled, they are automatically created in QuickBooks.

Map Chart of Accounts 

Connect your chart of accounts to ensure that both applications stay in sync when changes are made.

Once Quickbooks is connected to Ordway, you can manage GL accounts for payments. 

Steps:

1. Navigate to Menu > Setup > Integrations.
2. Click Settings next to the QuickBooks Online icon. 

3. Click the gear for Chart of Accounts and select Map Chart Of Accounts.

4. Map the Ordway accounts including electronic payments to QuickBooks. 

Note: Revisit this step anytime a new account is added that needs to be mapped to QBO. 

5. Click Save. 

Map Invoices to QuickBooks

Note: A maximum of three QBO Custom Fields can be mapped for Invoices. When Customer has more than 3 Custom Invoice Fields, only the top three display as mapping options. This is due to QBO's limited API exposure.

 1. Map all Invoices to QuickBooks via the Invoices gear icon.

Set Default Tax Item

1. Map default tax items to QuickBooks via the Invoices gear icon.

Note: In order to map a default tax item in Ordway, a product/service must first exist in QuickBooks. Create a product/service called Sales Tax and map that to our Sales Tax Payable Account. 

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.