Configuring Quickbooks Online to Import the Sales Receipt Report

Overview: What are we talking about?

This article will describe how to configure Quickbooks Online (QBO) to import the Sales Receipt report from Gingr through SaasAnt. 

The Sales Receipt report itself was built hand-in-hand with an industry accounting professional to ensure that the data is delivered in a concise, easy-to-reconcile way, as well as to deliver an accountant-friendly report to help record sales and payment data in your accounting system. This is a great report to provide to your accountant or to reference when entering daily, weekly, or monthly sales data into your accounting platform. The report export is formatted to be imported into QBO as a Sales Receipt, which will then provide activity directly from Gingr for use in generating GAAP reporting in QBO.

The following article details the initial setup process to sign up for Quickbooks Online, import a Chart of Accounts, import Products and Services, add a Daily Sales Customer, integrate SassAnt, and, finally, import your first Gingr Sales Receipt. 

This article includes:

• How to: Sign Up for Quickbooks Online
• How to: Integrate SaasAnt with Quickbooks Online
• How to: Import your Chart of Accounts
• How to: Import your Products and Services
  • Import Templates
• How to: Perform your first Sales Receipt Export

Helpful Hints: Before you begin

• If your business is starting fresh on Quickbooks Online, you will need to use the two attached import templates to create the appropriate Accounts and Products & Services in QBO. If your business already has infrastructure built out in QBO, you will need to review the import and ensure that you either create the accounts or adjust the current infrastructure so that it matches what is shown in the import. The accounts and products & services must match exactly what is shown on the import, otherwise, you will receive errors when trying to import the daily sales receipts into QBO.
• Sales receipts will need to be exported out of Gingr and imported to QuickBooks using a third-party service called SaasAnt. SaasAnt will link to your QBO account, so the only action will be to upload your Gingr Daily Sales Receipts to SaasAnt in order to get them into QBO.
• Revenue Account Codes and Refunds by Account Code in Gingr do not export to the Sales Receipt report to be uploaded into Quickbooks Online. 

Video: A helpful tour.

How to: Sign Up for Quickbooks Online

1. Navigate to the Quickbooks Official Website: https://quickbooks.intuit.com/
   
   
2. Sign up for an Intuit account:  
   
   
   • Enter your email address, phone number, and password.
   • Navigate through the "Get Started" fields: enter your business name, industry, business type, business revenue stream, your business role, business team members, and business apps to integrate.
   • Optionally, set up invoicing, receipt/bill tracking, employee payroll, time tracking, inventory, sales, tax, and more.

How to:  Integrate SaasAnt with Quickbooks Online

In order to use the sales receipt integration, users will need to add the SaasAnt app to Quickbooks.

1. Sign up for a SaasAnt account subscription. The 'Launch' plan is $100 annually and is all most businesses using Gingr will need! 
2. Give the application permission to connect with Quickbooks.
3. The app will automatically be added to your QBO account under Apps >> My Apps. From here you can launch SaasAnt.

How to: Import your Chart of Accounts

In order to use the sales receipt integration, users will need to ensure that the following Chart of Accounts is configured in their Quickbooks Online account:

1. Download the Chart of Accounts Import Template at the bottom of this article and open the file in Excel.
   
   
2. Review the fields for accuracy. If your business has any additional payment methods not included on the template (Credit Card, Cash, Check, Admin Credit Comped), create a line for every additional payment method that you use in Gingr, then save the file. 
3. View all payment methods in your app by navigating to Left-hand Navigation: Admin » Payment Methods.
   
   Example of a CSV template customized with unique business payment methods below:
   
   
   

4. In QBO, import the Chart of Accounts file under Accounting >> Chart of Accounts.

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5. In the top right corner, click the drop-down arrow next to "New" to view the "Import" option. 

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     • Upload your Chart of Accounts File: 

     
     
     

   • Map your fields to match QBO. Note: Account Number will not have a matching field.
     
     
     

   • Review your import names, types, and detail types, then finish importing. Note: this information should be automatically filled for you.
     

How to: Import your Products and Services

In order to use the sales receipt integration, users will need to ensure that the following Products and Services are configured in their Quickbooks Online account:

1. Download the Products and Services Import Template at the bottom of this article and open it in Excel.
   
   
2. Review the fields for accuracy. If your business has any additional payment methods not included on the template, create a line for every additional payment method that you use in Gingr, then save the file. Make sure the names for all payment methods match exactly to the payment method names in Gingr. 
   
   
   Example of a CSV template customized with unique products and services below:
   
   
   
3. In QBO, import the Products and Services Import Template to Sales >> Products and Services.
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4. Locate the 'New' button at the top right corner of the page. Open dropdown arrow. Click 'Import'
   
   
   

   • Upload your Products and Services File:

     
     
     

   • Map your fields to match QBO. Note: some entries will not have a matching field - this is okay. 
     
     
     

   • Review your import details including Name, Type, Sales Description, and Income Account. The other fields may be left alone (i.e. SKU, Quantity, etc.). Once finalized click Import.
     

How to:  Add a New Customer "Daily Sales"

In order to use the sales receipt integration, users will need to create a new QBO Customer.

1. In Quickbooks, navigate to Customers & leads >> Customers.
   
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2. Click "New Customer" 
   
   
   
3. In the slide-out panel menu, enter "Daily Sales" under "Customer display name", then save.
   

How to:  Perform your first Sales Receipt Export

Now that your Quickbooks Online and SaasAnt accounts are configured, we can begin to export Sales Receipts from Gingr and import to QBO!

1. Navigate to Left-hand Navigation: Reports & More » Reports » Sales Receipt.
   
   
2. Select a location and a Date or Date Range. Then click "Export (#) for Quickbooks Online"
   
   
   
3. Navigate to SaasAnt and click New Import in the left hand navigation. On the Import Files instructions page click the blue "Let's Import" button.
   
   
   
4. In the Import Files page, select "Transaction".
   
   
   
5. In the next Import Files page, select "Sales Receipts"
6. Upload your Sales Receipt file that you exported out of Gingr.
    
7. Map the Fields: Click "Start Creating Mapping". Note: Once you map out the fields the first time, SaasAnt will save this for you so you won't need to do this process again.
   
   
8. Navigate through the SaasAnt interface to review the field mapping as it is listed below. These fields will autofill, but the following should be checked for accuracy: 
   
   • Section 1: Customer, Payments, & Reference Number
     • Sales Receipt No = SalesReceiptNo
     • Customer = Customer
     • Sales Receipt Date = SalesReceiptDate
     • Payment Method = Payment Method
     • Location = Location
       
       
       
   • Section 2: Item Details. These fields will not auto-fill and need to be selected manually using the dropdown menu in the 'Uploaded Fields' column.
     • Product/Service = Item
     • Product/Service Description = Item Description
     • Product/Service Quantity = Item Quantity
     • Product/Service Rate = Item Rate
       
       
       
   • Sections 3, 4, and 5 do not need any settings changed.
     
     
     
   • Section 6: Other Fields. Double check and ensure that "Deposit To" is set to "Gingr A/R". If not, use the gear icon to update this field.
     
   • Scroll to the bottom of the page, click "Preview Mapping". It should look like the following:  
     
     Left side close-up:
     
     
     Right side close-up:
     
   • Once you've confirmed the mapping is correct, exit out of the mapping screen and click "Review".
     
     
9. On the Settings Screen, turn off the toggle for "Do you want to create Customers, Vendors, Locations, Classes, and Accounts automatically?". Set the date format to your preferred date/time format. Optionally turn off the "Do you want to use the Transaction Reference Numbers from the uploaded file?" setting. Click Save and Continue.
   
10. On the Review Screen, check for any errors, then click Upload in the bottom right corner.

Once you click upload, you may get an "Incorrect Date Format" alert - click "Upload Anyway." 

10. Wait for a success message indicating your file has been uploaded. Note: SaasAnt transactions may take a few minutes to upload, this is normal. 

Note: If you receive an Error message after uploading, please submit a ticket to the Gingr Support team to review the Sales Receipt data for the date(s) you are uploading. A screenshot of the error received and the date of the report are needed to troubleshoot. 

11. Once complete, navigate back to Quickbooks Online and you'll see the Sales Receipts for each day under the Daily Sales Customer. The sales receipts brought over from Gingr will also automatically feed into your Balance Sheet and P&L reports in QBO, allowing you to easily migrate this information from Gingr to Quickbooks Online.

Import Templates

Download the Chart of Accounts and Products and Services CSV files below.

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• Gingr Sales Receipt _ Quickbooks Online Chart of Accounts Import Template (24).csv973 Bytes
• Gingr Sales Receipt _ Quickbooks Products & Services Import Template (25).csv2 KB