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. 

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. 

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 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.

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: 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 (see bottom of this article) and open the file in Excel.
   
   
2. Review the fields for accuracy. View all payment methods in your app by navigating to Left-hand Navigation: Admin » Payment Methods.
   
   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. 
   
   Example of a CSV template customized with unique business payment methods below:
   
   
   

3. In QBO, import the Chart of Accounts file under Bookkeeping >> Chart of Accounts.

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

   
   
   
   

   • 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 (see 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. 
   
   Example of a CSV template customized with unique products and services below:
   
   
   
3. In QBO, import the Products and Services Import Template to Get Paid & Pay >> Products and Services. 
   
   • Click the Import a File button at the bottom of the page
     
     
     

   • 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 Get Paid & Pay >> Customers.
   
2. Click "Add Customer Manually." 
   
   
   
3. In the popup, enter "Daily Sales" under "Display name as", then save.
   

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. Give the application permission to connect with Quickbooks.
2. The app will automatically be added to your QBO account under Apps >> My Apps. From here you can launch Saasant.

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 Upload Files, then upload your Sales Receipt Export.
   
   
   
4. In the Sheet & Entity section, select Quickbooks Entity "Sales Receipts."
   
   
   
5.  Map the Fields: view the orange button on the middle of the screen. This should say "Switch to Classic." If it instead says "Switch to Neo Mapping," then click that button and remain in Neo Mapping mode.
   
6. Navigate through the Saasant interface to review the field mapping so that fields on the .csv map to the appropriate sales receipt field in QBO. Many of these fields will autofill, but the following should be checked for accuracy: 
   
   • Section 1: Sales Receipt No = SalesReceiptNo; Customer = Customer; Sales Receipt Date = SalesReceiptDate; Payment Method = Payment Method; Location = Location
     
     
     
   • Section 2: Product/Service = Item; Product/Service Description = Item Description; Product/Service Quantity = Item Quantity; Product/Service Rate = Item Rate
     
     
     
   • On the bottom status bar, click "Preview Mapping". It should look like the following: 
     
     Left side close-up:
     
     
     Right side close-up:
     
   • Note: Once you map out the fields the first time, Saasant should save this for you so you won't need to do this process again.
     
     
7. On the Review & Upload Screen, check for any errors, then click Upload in the bottom right corner.
   
   
   Once you click upload, you may get this "Incorrect Date Format" alert - click "Upload Anyway." 
   
   
   
8. Wait for a success message indicating your file has been uploaded: 
   
   
   
9. 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.
   
   
   

• Gingr Sales Receipt _ Quickbooks Online Chart of Accounts Import Template.csv868 Bytes
• Gingr Sales Receipt _ Quickbooks Products & Services Import Template.csv1 KB