Syncing Katana Sales Orders to QuickBooks as invoices
Katana x QuickBooks integration allows creating invoices in QuickBooks based on Katana Sales Orders with a single click of a button.
When you have connected your QuickBooks account to Katana, you can see a new "Invoice" column in the "Sell" screen in Katana.
Selecting "Create invoice" for a Sales Order will create a matching invoice in QuickBooks. The "Invoice" status will change to "Invoice created QuickBooks".
The value of the transaction will be recorded on the QuickBooks account you selected during the initial connection of QuickBooks to Katana.
Note: Invoicing status cannot be reverted back to "Not invoiced" in Katana. You need to delete the invoice in QuickBooks, which will also revert the status in Katana. Reflecting the status back to Katana might take a few minutes.
Clicking on the status will direct you to the relevant invoice in QuickBooks.
Data between QuickBooks and Katana is matched as follows:
|Sales order #||-||Will not be synced to QuickBooks.|
|-||Invoice number||Invoice number is assigned automatically in QuickBooks based on your QuickBooks settings.|
|Customer||Customer||Customers are matched based on email.|
If matching e-mail does not exist, then Katana will check whether the customer has been matched before and tries to match the customer based on a matching ID (hidden from the user).
If ID match does not exist, then Katana tries to match the customer name to the customer display name in QuickBooks.
Customers that do not have a match in QuickBooks are created automatically.
|-||Invoice date||The date of creating the invoice in QuickBooks.|
|-||Payment term||Payment term data does not exist in Katana. Customer's payment terms are added to the invoice in QuickBooks automatically. If a new customer is created in QuickBooks, then your default QuickBooks payment terms are applied.|
|Line item||Line item||Sales Order line items in Katana will be added as invoice line items in QuickBooks. Products are matched based on SKU. Products that do not exist in QuickBooks are created automatically. Any values of existing products are not overwritten in QuickBooks when products are matched.|
|Price per unit||Rate||-|
|Tax %||Tax rate||Assigned to the line item in QuickBooks based on the tax rate mapping defined during the initial connection of QuickBooks to Katana.|
|-||Payment status||Payment status does not exist in Katana, this is not synced.|
All invoices in QuickBooks are created as "Tax exclusive".
You can only delete invoices in QuickBooks.
Either navigate to the "Sales" section in QuickBooks and find the relevant invoice on the list or click on the "Invoice created QuickBooks" status for a specific Sales Order in Katana to open the respective invoice in QuickBooks.
When you delete an invoice in QuickBooks that is created via Katana integration, the "Invoice" status for the related Sales Order is reverted back to "Not invoiced".
Note: It might take up to 15 minutes for the "Invoice" status to update in Katana after deleting the invoice in QuickBooks.