How To: Configure Options when using Quickbooks
Table Of Contents
Introduction
When setting up the QuickBooks integration, there are several configuration options that can be tailored to suit your business processes.
This article explains each option, when to use it, and how to configure additional features such as Rollup Transactions, MultiCurrency support, and stock item mappings.
Only Export Stock on Invoices
QuickBooks has limits on the number of stock items it can manage. This option allows Khaos Control to export only stock items that appear on sales or purchase invoices.
When this option is enabled:
- Only stock items used on invoices are exported to QuickBooks.
- Unused stock items are not exported.
When this option is disabled:
- All new or re-saved stock items are exported to QuickBooks.
Note: This option can be used on its own or alongside Use Rollup Transactions.
Enable Only Export Stock on Invoices
- Open the QuickBooks Integration configuration screen.
- Press Alt + E or click Edit to enter edit mode.
- Tick Only Export Stock on Invoices.
- Press Ctrl + S or click Save.
MultiCurrency
The MultiCurrency option enables currency information to be exported with transactions.
Important: Currencies cannot be synchronised automatically between Khaos Control and QuickBooks.
Before enabling this feature:
- The required currencies must already exist in QuickBooks.
- Currency codes and settings must match those configured in System Data | International | Currencies.
Enable MultiCurrency
- Open the QuickBooks Integration configuration screen.
- Press Alt + E or click Edit to enter edit mode.
- Tick MultiCurrency.
- Press Ctrl + S or click Save.
Use Rollup Transactions
Rollup Transactions simplify invoice exports by grouping invoice values by VAT rate rather than exporting individual stock lines.
When enabled:
- Sales and purchase invoices are exported using rollup stock items.
- Invoice lines are grouped by VAT rate.
- Individual stock items do not appear on exported invoice lines.
Important: Enabling Use Rollup Transactions does not automatically stop stock items being exported to QuickBooks.
If Only Export Stock on Invoices remains disabled:
- Stock items will still be exported to QuickBooks.
- Invoice lines will use rollup stock items rather than individual stock lines.
To prevent stock items from being exported (except for rollup items), enable both:
- Use Rollup Transactions
- Only Export Stock on Invoices
Creating Rollup Transaction Stock Items
Before enabling Rollup Transactions, create a non-stock-controlled item for each VAT rate you intend to use.
Create a Rollup Stock Item
- Open a Stock screen (show me how).
- Press Ctrl + N or click New.
- Enter a stock code.Example:
QUICKBOOKS_STD_20 - Enter a description.Example:
QuickBooks Standard 20% VAT - Select a Level 2 Stock Type.You may wish to create a dedicated stock type for QuickBooks rollup items.
- Open the Options tab.
- Untick Controlled.
- Confirm the warning message to make the item non-stock controlled.
- Press Ctrl + S or click Save.
Create Additional VAT Rate Items
Once the first item has been created:
- Open the rollup stock item.
- Press F9 or select the drop-down arrow beside Other Actions.
- Select Copy Stock Item.
- Update the stock code and description as required.
- Save the copied item.
- Repeat for each VAT rate you need to export.
Setting Up Rollup Transactions
Once the rollup stock items have been created, you can assign them to VAT rates within the QuickBooks integration.
Configure Rollup Transactions
- Open the Accounts screen (show me how).
- Press F9 or select the drop-down arrow beside Other Actions.
- Select QuickBooks Integration from the Other Actions menu.
- Press Alt + E or click Edit.
- Tick Use Rollup Transactions.
- Review the Tax Codes grid.Each VAT rate appears twice:
- Sales Invoice entry (ticked)
- Purchase Invoice entry (unticked)
- In the Roll Up Stock Item field, press F8 and select the appropriate rollup stock item.
- Assign a rollup stock item to every tax code row.
- Press Ctrl + S or click Save.
Assigning SP Ledger Stock Items to Tax Codes
If SP Ledger transactions entered in Khaos Control need to be synchronised with QuickBooks, a stock item must be assigned to each VAT rate.
The same non-stock-controlled items used for Rollup Transactions can also be used for SP Ledger postings.
Assign SP Ledger Stock Items
- Open the Accounts screen (show me how).
- Press F9 or select the drop-down arrow beside Other Actions.
- Select QuickBooks Integration from the Other Actions menu.
- Press Alt + E or click Edit.
- Review the Tax Codes grid.Each VAT rate appears twice:
- Sales Invoice entry (ticked)
- Purchase Invoice entry (unticked)
- In the SP Ledger Stock Item field, press F8 and select the required stock item.
- Assign an SP Ledger stock item to every tax code row.
- Press Ctrl + S or click Save.
Tip: You can use the same stock item for Sales Invoices, Purchase Invoices, Rollup Transactions and SP Ledger entries if appropriate.
Create Authorised Invoices
When enabled, invoices exported from Khaos Control are automatically created in QuickBooks as approved.
This removes the need to manually approve invoices before payment allocations can be synchronised.
Benefits
With this option enabled:
- Invoices are created as approved.
- Payment allocations can be exported immediately.
- Manual approval in QuickBooks is not required.
With this option disabled:
- Exported invoices remain unapproved.
- Invoices must be approved manually within QuickBooks.
- Payment allocations cannot be synchronised until approval has taken place.
Enable Create Authorised Invoices
- Open the QuickBooks Integration configuration screen.
- Press Alt + E or click Edit.
- Tick Create Authorised Invoices.
- Press Ctrl + S or click Save.
Don't Export Payments
When enabled, Khaos Control will not export:
- Payments
- Payment allocations for pre-paid orders
This option is useful if payment processing is managed separately within QuickBooks and you do not want payment information synchronised from Khaos Control.