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[ Only the bookkeepers or accountants who work with QuickBooks Online need to read this section. ]
The QBO Connector requires a license of QBO
It is important to understand that the QBO Connector is effectively entering data into QBO just as a staff person would, so it will use one of your QBO licenses. What is very powerful about this is that all users of DesignSmart can send transactions into QBO, so a firm might have 10 licenses of DesignSmart and all 10 users can send purchase orders and invoices into QBO via the one license used by the QBO Connector.
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Note! There is a configuration setting that can be set that will only allow Admins to send in purchase orders and invoices. Speak with your Smart Designer Project Manager for more information.
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Transactions Overview
In this section we will cover in broad terms how the QBO Connector works with QBO.
Transactions Performed in DesignSmart and Pushed to QBooks
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Clients and Projects
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We recommend that new clients and projects be added to added to QBO first, then linked to the same project in DesignSmart. See Working with Projects.
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Vendors
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We recommend that new vendors be added to DesignSmart first. Then the first time a purchase order is created for this vendor for the first time, the vendor will automatically be added to QBooks.
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Client Deposits
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Client deposits should be entered into DesignSmart and DesignSmart will push it to QuickBooks.
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Purchase Orders
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Purchase orders are created DesignSmart then pushed to QBooks. When purchase orders need to be edited they should be edited in DesignSmart then DesignSmart will automatically update QBooks with the edits.
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Invoices
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Invoices are created DesignSmart then pushed to QBooks. DesignSmart will apply the appropriate client deposit to the invoice when appropriate. When invoices need to be edited they should be edited in DesignSmart then DesignSmart will automatically update QBooks with the edits.
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Vendor Deposits
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When purchases orders are created, or after they are created, you can enter the required vendor deposit. The user will enter the amount of the deposit and the account that will be used to make payment: 1) a checking account; or 2) a credit card account. DesignSmart will automatically write a resister entry for the selected account.
If the vendor deposit is equal the amount of the PO, then DesignSmart will create a bill for the full amount and apply the vendor deposit payment to the bill.
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Transactions Performed in QBooks and Pushed to DesignSmart
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Client Invoice Payments
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Payments by clients against invoices will be entered directly into QBooks. The invoices payments can be pulled to DesignSmart.
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Vendor Bills
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Vendor bills will be entered directly into QBooks.
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Vendor Bill Payments
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Payments to vendors will be made directly in QBooks. If a payment is for a vendor bill that is linked to an purchase order in DesignSmart, that payment can be pulled to DesignSmart.
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Note! As of March 2020, QBO does not allow DesignSmart to add projects to QBO. For this reason, for the time being you will need to add clients and projects to QBO, then link the project in QBO to the equivalent project in DesignSmart (see Working with Projects) . As soon as QBO allows DesignSmart to add projects, this process will change.
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