Setting up the QuickBooks Online integration with Katana lets you smoothly synchronize sales, purchases, and inventory data between the two platforms. The process involves linking your QuickBooks account, mapping accounts for sales, purchases, and inventory adjustments, and configuring settings to ensure accurate data flow.
Configuration is an important and necessary step to activate the integration. The configuration area allows you to choose exactly how data will be handled between Katana and QuickBooks, letting you choose what and how information Is sent between the two applications.
Note: We strongly recommend consulting with your accounting department when configuring the integration to ensure that everything is set up correctly.
Once you've connected Katana to QuickBooks Online, you'll need to configure the integration before it can become active.
There are 4 main areas in the configuration setup:
Accounts mapping
Revenue categories
Tax mapping
Data transfer
Accounts mapping
The Accounts mapping tab is used to map your QuickBooks Online accounts to different Katana orders. From this area, you'll choose how purchase orders (POs) and sales orders (SOs) are handled and the Cost of goods sold (COGS).
Purchasing and inventory
If you want to send purchase orders to QuickBooks, you'll need to turn this toggle option on and choose your configuration.
Note: To complete the configuration, you'll need to either send purchase orders or SOs to QuickBooks (or both).
Turn the toggle on for Send Katana purchase orders as bills to QuickBooks.
You'll then need to choose whether you want bills to arrive in QuickBooks as an inventory asset (recommended) or as an expense.
If you choose Bills as an inventory asset (recommended), you'll need to choose what QuickBooks asset account you want purchase orders sent to.
Checkmark the option Include purchase order Additional costs in the QuickBooks bill and choose a QuickBooks expense account to send them to, if you want additional costs sent to a QuickBooks expense account.
Checkmark Send Stock adjustment value to QuickBooks and choose a QuickBooks expense account to send it to, if you want to send stock adjustment value to QuickBooks.
Checkmark Send Manufacturing operations cost to Quickbooks and choose a QuickBooks liability account to send it to, if you want to send manufacturing operations cost to QuickBooks.
If you choose to send Bills as an expense, choose which QuickBooks expense account you want purchase orders sent to.
You can also include additional costs on purchase orders by checkmarking the option.
Cost of goods sold (COGS)
You can send COGS to a specific QuickBooks expense account by turning the toggle option on and selecting which expense account you want the information sent to.
Sales revenue
The final section of the Accounts mapping section allows you to send SOs to QuickBooks as invoices. Remember, you'll have to either send POs or SOs to QuickBooks (or both) in order to activate the integration.
Turn the toggle on for Send Katana sales orders as invoices to QuickBooks and choose a QuickBooks income account to send SOs to. Then, you can select additional income accounts from the Revenue categories tab.
If you want to include the SO shipping fees in the QuickBooks invoice or sync the QuickBooks invoice payment status back to Katana, checkmark the options here.
NOTE: A toggle switch in QuickBooks will need to be enabled. Check your QuickBooks account, Settings > Sales tab to verify that Shipping is enabled.
Revenue categories
If you're sending SOs from Katana to QuickBooks, you can choose to have specific Katana item categories mapped to specific QuickBooks income accounts.
Note: Any categories not mapped here will default to the income account you choose in the Accounts mapping tab.
Tax mapping (for non-US QuickBooks accounts)
For non-US QuickBooks users, you'll need to map all of your Katana tax rates/names to certain tax types within QuickBooks.
You'll need to map all available Katana tax types before you're able to activate the integration.
Data transfer
The last tab, Data transfer, allows you to import all of your suppliers and customers from QuickBooks to Katana. This includes full customer and supplier contact and address information.
You can import customers and suppliers as many times as you need from QuickBooks and you'll see a timestamp showing the last time you've performed an import.
Activate the integration
Once you've completed all of the configuration settings, press Activate to turn the integration on.
Activation may take a few seconds, but if it's successful, you'll see Integration active.
Now, whenever you create an SO or PO in Katana and push it to QuickBooks as an invoice or bill, a new customer or a supplier will be created in QuickBooks if there's no matching profile.
Some changes you'll now see in Katana
A new column Invoice is added to the Sell screen. Selecting Create invoice for a SO in Katana will create a matching invoice in QuickBooks.
A new column Bill is added to your Buy screen. Selecting Create bill for a purchase order in Katana will create a matching bill in QuickBooks.
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