Control 'Item Code' source data on an invoice QBO
The QBO integration sees the GL account passed at the invoice header level and not the line item.
The direction we received from QBO was to use their Item Code to define the product/service.
The item code is pre-defined in QBO and you set a GL code against the item. The end result is that the general ledger reflects the sale account based on the item.
The first step is to define the product/services in QBO.
There are 3 methods of setting the Item Code on an invoice in IQ for Quick Books Online Integration
Product Category (Single or Multi-Line invoices)
General Ledger Account (Single or Multi-Line invoices)
Reporting Code (requires multi-line invoices)
This is a system setting. It will be set to whichever option you want by your printIQ Support Representative when QBO is being configured for your site.
For multi-line invoices using either GL Accounts or Reporting Codes, the entries for these are located together on the different entries in printIQ.
For Operations, the GL Accounts and the Reporting Codes are entered through the Reporting and Accounts tab on the operation definition.
For presses, the GL Accounts and Reporting Codes are configured at the bottom of the Press Definition Details screen.
For Guillotines you need to click the icon to the right of the Guillotine definition…
to open the Extra References modal. Set the GL Accounts and Reporting Codes in here…
Product Category
The Product Category definitions (Admin > Factory Capabilities > Product Categories) have a field in the Product and Filters area called Invoice Code…
When a job, for a product from this Product Category (letterheads in this example) is invoiced, the item code field on the invoice details is populated with this value…
General Ledger Account
If printIQ is configured for single line invoicing, the GL Code is taken from the Default General Ledger Account on the Product Category…
And on the invoice, it will appear like…
If printIQ is set to create multi-line invoices the Item Code will be populated by the value of the GL Code set on each of the operations, presses, stocks etc.
GL Account Definition
Corresponding Item Codes on Invoice…
Reporting Code
If Reporting Codes are to be used to populate the Item Code field on the invoice details, multi-line invoices must be enabled.
On the Press Definition the Reporting Code for Press References was set to ‘Printing’…
While the Stock / Substrate Reference Reporting Code was set to ‘Digital’
On the invoice, the Item Code is populated with the relevant Reporting Code…
When exported to CSV, you can see the Item Code column has the above values…
Related Articles
Accounts - Customer based GL code Overrides
Introduction When your chart of accounts demands a unique Revenue GL account for each customer, the GL accounts can be defined to be restricted to a specific customer or group of customers. All revenue for sales invoices for that customer will be ...Supplier Invoice
Supplier Invoice Your Purchase Invoices can be found under the menu item Accounts > Manage Invoices. All suppliers should be loaded under the FACTORY site. Customers should be loaded under the relevant Business Sites, if there is more than one. In a ...General Ledger Accounts
Managing General Ledger (GL) Account Codes General Ledger Account codes are created and managed in Accounts > Invoice Admin > Account Codes. Filters for GL Account Codes By selecting "Show Filters," you can view GL account codes based on specific ...INVOICING - Void an Invoice & Invoice Lock Down
VOID AN INVOICE You can only void an invoice that is in Draft. If the invoice is approved or sent then you would need to create a credit note against it and re-create a new invoice. If the invoice has not been sent to your customer, after you create ...Outsource Purchase Order GL Accounts
At times, when creating an outsource purchase order, the user raising the order may have a better idea of which General Ledger Account to specify than the accounts user who enters the supplier invoice after the outsourced job is completed. The user ...