Getting Started with QBO in Bottleneck
This article provides a step-by-step guide on how to connect to QuickBooks Online (QBO) in Bottleneck. It also explains the different data syncing mechanisms and the process of configuring the QBO integration, specifically focusing on account mapping. Additionally, it covers the transfer of customer, vendor, and inventory data between Bottleneck and QuickBooks Online.
Step-by-Step Guide to Connect to QBO:
Access Settings: Begin by logging into your Bottleneck account. Once you're inside the platform, navigate to the
Settingsoption in the side menu.Navigate to Integrations: Within the Settings menu, you'll find a variety of options to customize your Bottleneck experience. Look for the
Integrationsoption and select it.Select QuickBooks Online (QBO): You will see an option for "QuickBooks Online". This is the integration you'll want to set up. By clicking on it, you'll be directed to a new page where you can initiate the connection between Bottleneck and QBO.
Connection tab: Click Connect Green button and follow the prompts to allow Bottleneck access to your QuickBooks Online data. This requires you to sign into your QBO account, after which you will be asked to give permissions for Bottleneck to access your financial information.
Data Syncing Mechanisms in Bottleneck-QBO Integration
Understanding the various data syncing modes is essential to harnessing the full potential of the Bottleneck and QuickBooks Online (QBO) integration:
Manual Sync: This mode gives users more control over their data synchronization. To push an entity from Bottleneck to QBO, users simply click on “Publish to Quickbooks” for each specific entity they wish to sync.
Live Sync: Designed for real-time updates, the Live Sync mode automates the process. As soon as any entity undergoes an update in Bottleneck, it is instantly exported to QuickBooks Online without any manual intervention.
Configuring your QBO Integration: Account Mapping
What is Account Mapping?
Account mapping is the process of designating specific pathways for your information to transfer between Quickbooks Online(QBO) & Bottleneck. Account mapping ensures that when data (like sales, purchases, or inventory transactions) is transferred from Bottleneck to QBO, it gets recorded in the right accounts. This ensures financial accuracy and avoids confusion when reviewing financial statements.
Account Mapping in Bottleneck
Key Accounts Mapping:
Accounts Payable (AP): Where you record amounts you owe to suppliers or vendors. This account would capture transactions like bills received but not yet paid.
Accounts Receivable (AR): Where you record amounts owed to you by customers. This would include sales on credit, for example.
Cost of Goods Sold (COGS): An expense account that represents the direct costs of producing the goods sold by a company. It would capture the direct costs like raw materials, direct labor, and manufacturing supplies.
Asset Accounts: These are specific to the inventory process and can be broken down into:
Raw Material: Materials used to produce a final product but not yet processed.
Work in Progress (WIP): Goods that are in the process of being manufactured but are not yet complete.
Finished Goods: Completed goods that are ready for sale.
Things to Remember: Formerly Nuance
Import/Export from QBO (Optional)
During Export (Customer, Vendors and Inventory Item) will not sync QBO requires name to be unique
Transferring Customer & Vendor Data
Customers
Option 1: Export Customers from Bottleneck to QuickBooks:
Export all customers from Bottleneck to QuickBooks using the export feature. This will transfer customer records from Bottleneck to QuickBooks, enabling synchronization between the two platforms.
Option 2: Export Customers from QuickBooks to Bottleneck:
Export all customers from QuickBooks to Bottleneck using the export feature. This ensures that customer records from QuickBooks are transferred to Bottleneck, allowing for comprehensive customer management within the manufacturing app.
Important Note: When importing or exporting customers, duplicate customer names can pose challenges. It is recommended to archive any duplicate customers in QuickBooks before performing the import/export process. If archiving is not feasible, manual merging of duplicate customers in QuickBooks may be necessary.
Vendors
Option 1: Export Vendors from Bottleneck to QuickBooks: Export all vendors from Bottleneck to QuickBooks using the export feature. This will transfer vendor records from Bottleneck to QuickBooks, ensuring synchronization and streamlined vendor management.
Option 2: Export Vendors from QuickBooks to Bottleneck: Export all vendors from QuickBooks to Bottleneck using the export feature. This facilitates the transfer of vendor records from QuickBooks to Bottleneck, allowing for efficient vendor management within the manufacturing app.
Important Note: Similar to customers, duplicate vendor names can pose challenges during import/export. It is advised to archive any duplicate vendors in QuickBooks before proceeding. Manual merging of duplicate vendors in QuickBooks may be required if archiving is not feasible.
Inventory
Export all inventory from Bottleneck to QuickBooks using the export feature. This will transfer inventory records from Bottleneck to QuickBooks, ensuring synchronization and streamlined vendor management.
For each Bottleneck inventory item, Item with quantity in stock = 0 and cost = 0 will be created in QBO
Each Bottleneck inventory lot will be created as child item in quickbooks with correct quantity in stock and cost
Inventory Start date needs to be selected, usually beginning of the year works. It can be updated later for each individual inventory item as well.
Bottleneck Non Inventory Items items will be created as non inventory items in QBO
Bottleneck Service Items exported as Service Item to QBO (currently, need to export each one individually from Service Item detail page)
Troubleshoot: Name Collision Error
Option 1:
Modify the name of the Customer, Vendor, or Inventory Item within QBO.
Execute the Export function.
Manually merge two customer records into a single record.
Option 2:
Either archive or delete the Customer, Vendor, or Inventory Item.
Option 3:
Use the "Link by Name" method, suitable for Vendors, Customers, or Inventory Items. If the names match, they will be linked. In this scenario, Bottleneck retains primacy, meaning any data discrepancies will default to Bottleneck's records (overwriting the QBO data).
Recap
This article provides a step-by-step guide on connecting to QuickBooks Online (QBO) in Bottleneck, covering data syncing mechanisms, configuring the QBO integration, and transferring customer, vendor, and inventory data. It explains how to access settings, navigate to integrations, select QBO, and establish the connection. It also discusses manual and live sync modes, account mapping for financial accuracy, and the process of transferring customer, vendor, and inventory data between Bottleneck and QBO. Troubleshooting tips for name collision errors are also provided.