Accounting: Sync and Export Settings and Preferences

In this article, we go over the settings and preferences for exporting data to your accounting platform. Each user's settings in their accounting platform are different. It's important to test exporting invoices after selecting the preferences to ensure you've made the right selections.  

Listen Only

RoasterTools can only receive updates from your Accounting platform. It cannot create customers, invoices, or make any changes. This setting is not typically used for normal operations.

Invoice Number

The "Invoice Number" setting in RoasterTools is a critical configuration that manages how invoice numbers are handled when syncing data between RoasterTools and your accounting Platform.

You have two options:

1. Use RoasterTools order number, or 

2. Use the Platform’s order number when an invoice is synced. 

🌟 Using RoasterTools order number is our default setting and is recommended. 

Most customers prefer using RoasterTools order numbers as their invoice numbers in the accounting platform because:

• The same reference number is in both systems
• Easier to track orders
• Simplified customer communication
• More efficient reconciliation

To keep this as the setup, you don’t need to make any changes.  

If you do choose to use the platform’s number the RoasterTools order number will only show up in the memo field.  

Transaction Date

You can customize what date will be used when the invoice on the invoice when it is created in Quickbooks Online. If you export before your preferred transaction date, the invoice will use the date the order was created.

Submitted Date: Date the order was created/submitted (noted on the order as Order Date)

Production Date: Date the order started production (noted on the order as production date)

Fulfilled Date: The date that the order is marked as fulfilled in Operations.  Fulfilled happens before shipment, so this date reflects when all of the items are marked as fulfilled. (not noted on the order) 

Shipped Date: The actual date that it was marked as shipped, not the planned one. (noted on the order as Ship Date) 

Default Include Payment

When enabled, this setting allows for the automatic recording and transfer of payment details, ensuring that financial transactions are accurately reflected in both systems. This feature helps streamline accounting processes by reducing manual data entry and maintaining consistent financial records across platforms. 

🌟 We recommend that you have this preference turned ON. 

Default items (Required to sync invoices) 

Default Discount Item:

• Used for handling discounts applied in RoasterTools orders.
• Link the discounts on the RoasterTools invoice to a discount item in your accounting platform.
• Selecting an item is required in order to sync an invoice

Default Shipping Item:

• Used for tracking shipping costs in Accounting
• Choose a shipping item on your accounting platform to record your shipping costs from the RoasterTools invoice for proper categorization. 
• Selecting an item is required in order to sync an invoice

Default Tax Item:

• Represents tax line on your RoasterTools orders.

• Maps this to the appropriate tax account or item in QuickBooks Desktop.

Default Rounding Adjustment Item

Select a default rounding adjustment item to handle small differences caused by unit price rounding. When invoice line item totals don't perfectly match the order total due to division, a rounding adjustment line item is added to reconcile the difference.

Default Payment Bank Account

Select a payment bank account to be used when exporting wholesale payments from RoasterTools to your Accounting platform. We recommend using a clearing account that acts as a holding place for payments between when they're collected and when the payout arrives in your bank.

• For QBD and QBO: Often this is “undeposited funds”
•  For Xero:  you typically need to set up a clearing account.  See this help doc for more information.

Default Class

Note: This setting is optional

Select a default class in order to record class when creating an invoice.  

A default class is a pre-set category that automatically gets assigned to transactions for tracking purposes—like by location, department, or product line. It helps organize your books without manually tagging each transaction.

Global Setting: You set a global class default for all invoices in the preferences page.  

Customer Level Setting:You can also assign a default Class at the customer level.  This will take priority over the Global Default 

Go to Sales > Customers > Edit > Accounting 

Sync Purchase Order

This setting automatically synchronizes purchase order information between RoasterTools and QuickBooks Desktop. This feature allows users to seamlessly transfer purchase order details, ensuring that inventory, vendor transactions, and financial records remain consistent across both platforms.

🌟 We recommend you toggle this ON

Discount

You have a choice as to how your discounts appear when you sync an invoice to your accounting platform.  

• You can choose to add a discount as a new line item on the invoice. (each discount would show under the discounted item).    
• Or the system will total the discounts as one line item for the entire invoice. (this is what happens if you don’t toggle on this setting)

New Item Account Preferences

The below preferences are all regarding how your accounting platform will assign accounts if you create new variants in RoasterTools and choose to then “Create an item in Accounting” from RoasterTools

Asset Account - Tracks the value of your inventory items on your balance sheet.

Expense Account Tracks costs associated with acquiring or producing inventory, typically mapped to Cost of Goods Sold (COGS).

Income Account - records revenue generated from selling products or services.

FAQs

Q: How would we handle multiple discount items in QuickBooks from the "Default discount item" setting?

A: Multiple discounts are not supported.