Article Contents
Introduction
If you use QuickBooks Online as your accounting software, you can push your distributor invoices in WISK to your QuickBooks Online account.
Pushed invoices appear as Bills under your Expenses and you can make payments / mark them as paid.
Note: For QuickBooks Desktop, you can export invoices from WISK in a format that can be uploaded to your account. For more information, see:
Connecting WISK with Your QuickBooks Online Account
Before you can push invoices, you must first connect WISK with your QuickBooks Online account.
To connect WISK with your QuickBooks Account:
Place your cursor over your username on the bottom left corner and click “Venue Settings”’
On the Venue Settings window, make sure the Accounting Integration dropdown has "QuickBooks Online" selected and click "Setup accounting integration"
A new window opens to the QuickBooks Online website. Enter your QuickBooks Online username and password and click “Sign In”
Note: If the QuickBooks website doesn’t appear, please temporarily disable your browser's pop-up blocker and try again.
A message displays that the integration is in progress.
When the integration is complete, it displays as “Completed, active” on the Venue Settings
Note: If your QuickBooks Online account uses Classes, you'll see a drop-down menu where you can select the default Class that gets assigned to invoice items.
After the integration is complete, it can take a few minutes to sync the data from QuickBooks to your WISK account (GL accounts, distributors, taxes, etc)
Connecting Multiple WISK Accounts
If your venue has Food and Beverage accounts in WISK, and you use the same QuickBooks Online account for both (instead of having separate accounts), only one WISK account can be connected at a time.
We recommend picking one of the WISK accounts and going through the setup steps below. When finished, you can then switch to the other account and complete the setup for that one.
At that point, each account has all the required GL accounts and taxes to export invoices.
Whenever you want to export invoices to your QuickBooks Online account from either account, you'll just need to follow the steps in "Connecting WISK with Your QuickBooks Account" above to make it one with the active connection.
Linking GL Accounts, Taxes & Distributors/Suppliers
With your WISK and QuickBooks Online accounts integrated, the next step is to link your GL Accounts, Taxes, and Suppliers between the two platforms.
This ensures when you send your invoices from WISK to QuickBooks Online that they're filed under the correct accounts and payees/suppliers.
Note: After integrating your QuickBooks Online account, WISK refreshes/syncs your data once daily. If you add any GL accounts, taxes, or suppliers, they'll appear in WISK the next day, so plan accordingly.
GL Accounts
Before you can push invoices from WISK to your QuickBooks accounts, take a moment to set up your GL accounts if you haven’t already.
You won’t be able to send an invoice until GL accounts have been assigned to each line item.
Setting up your GL accounts requires the account name and number. To learn more, please see:
Note: You'll need account numbers enabled in QuickBooks Online to export invoices.
After adding your GL accounts to WISK, you can link them to the matching accounts in QuickBooks. Otherwise, when you push an invoice, it'll create new accounts if they don't find an exact match.
To link your GL accounts:
Hover your cursor over your username on the bottom left and click “Venue Settings”
Click the "GL Accounts" tab
Click the "Details" button beside a GL account
Click the + button beside "Accounting accounts"
Click into the "Accounting accounts" drop-down menu. You'll see all of the accounts from your QuickBooks Online account. Select the one that the matches, put a percentage of 100%, and click the checkmark
Note: If you need to link more than one GL account, see "Split GL Accounts" below
The GL accounts are now linked. When you export items to that GL account(s) they will appear in the right place in QuickBooks.
Split GL Accounts
If you have items that need to be linked to multiple GL accounts, for example, citrus fruits that could be used in both food and alcoholic drinks, you can click the "+" button to add another.
Note: If adding another, make sure that the "Percentage" field for the other account is set to under 100%.
Select an accounting account and then adjust the percentages. The percentage designates how much of the value goes towards each account.
When exported to QuickBooks Online, any line items using the Split GL appear as a separate item for each account, with the percentage amount designated to each. In the example below, an invoice with $100 of lemons goes towards both food and liquor expenses:
Taxes
When your QuickBooks Online account is integrated with WISK, it imports your taxes / tax rates. Similar to GL accounts, you'll must create each tax in your WISK account and link it to the corresponding tax imported from QuickBooks.
Note: If you don't link the taxes, you won't be able to export invoices to QuickBooks.
To learn more about taxes, please see:
To link taxes between WISK and QuickBooks:
Hover your cursor over your username on the bottom left and click “Venue Settings”
Click “Taxes”
Note: If you can’t see this tab, please contact WISK Support and they will enable it in your account
Click “New Tax”
Before entering a Tax name, click into the "Tax name in accounting" field. You should see all of your taxes from QuickBooks. Click one of the taxes from the drop-down
The "Tax name" field populates with what you selected from the drop-down. Click Save.
On the next screen, enter the tax rate for this tax. This must be the same rate in your QuickBooks account.
Note: For more information about setting up tax rates, please see:
Your taxes are now linked. When you export invoices, they'll appear under the correct tax in QuickBooks.
Distributors / Suppliers
In this step, you'll link your distributors in WISK to your suppliers / payees in your QuickBooks account. This ensures that the invoice is filed under the correct supplier/payee.
Otherwise, when you push an invoice, it will create a new supplier in QuickBooks if it doesn't find an exact match.
Click on "Distributors" on the left-hand menu bar
Click the "Details" button beside a distributor
Click the "Accounting distributor" drop-down menu. You'll see all of the suppliers from your QuickBooks Online account. Select the one that the matches.
The distributors are now linked. Any invoices sent from WISK from that distributor will appear under what you selected under "Accounting distributor".
Classes
If your QuickBooks Online account has access to class tracking, your classes are imported into your WISK account and can be assigned to invoice items. To learn more about class tracking, see:
Selecting a Default Class for Invoices
To select the default class to be used on invoices:
Place your cursor over your username on the bottom left corner and click “Venue Settings”’
Scroll down to the "Account Integration" section and click the "Default QuickBooks class' drop-down menu. Select the class you want to use as the default
The selected class will be applied to each line item on an invoice by default, but can be changed manually if needed
Classes on Invoices
If using classes, you'll see a "QuickBooks Class" field/column appear when viewing invoices. If you selected a default class, it's assigned to each invoice item automatically.
To change the class, click into the field and select a new class from the drop-down menu.
You can also select the class when adding items to the invoice.
Pushing Invoices to QuickBooks Online
To push an invoice to QuickBooks Online:
Click Orders > Invoices / Returns
Click the details button beside the invoice you want to push
Before sending, make sure the "Invoice Total on Paper" field matches the "Total" field, that GL accounts have been assigned to all items, that you've selected the correct tax format (inclusive, exclusive, no tax). Otherwise, you'll receive an error message when sending. When ready, click “Actions” > “Send to accounting”
Note: If you've attached an image to the invoice, it will also get imported into your QuickBooks account. You can only send a specific invoice to QuickBooks Online once.
A window appears where you must confirm the invoice details are correct. Once the invoice has been sent to accounting, it can't be edited. If all details are correct, click "OK"
The invoice is sent and can no longer be edited. All fields are greyed out, and a message displays in the invoice saying it's been sent to accounting
Sign in to your QuickBooks account and you’ll see the invoice appear as a bill on the Expenses page.
The “Payee” field populates with the distributor name, and the “Category” depends on the GL accounts that were marked on the invoice.
If more than one GL account was used, it displays as "Split", and you can click the bill to see a breakdown by line item.
Note: If any line item used a Split GL, the value of that line item is split into separate entries based on the percentages that were set.
If using classes, the assigned classes appear in the "Class" field.If any images were attached to the invoice, they will appear in QuickBooks.
If taxes were included in the exported invoice, you can view it inclusive or exclusive of tax.
Note: If the Payee/Supplier and Category didn’t already exist in your QuickBooks account, they’ll be created.
