Integrating QuickBooks Online with Katana enables seamless synchronization of sales, purchases, and inventory data between the two platforms. Proper configuration ensures accurate financial tracking and efficient operations.
Configuration overview
After connecting your QuickBooks account to Katana, you'll need to configure the integration before activation. The configuration consists of four main sections:
Workflows
Accounts by Category
Tax Mapping
Data Transfer
Note: Consult with your accounting department during configuration to ensure correct setup.
1. Workflows
The Workflows tab allows you to define how Katana transactions are recorded in QuickBooks.
Purchasing and inventory
Enable purchase order sync:
Toggle on Send Katana purchase orders as bills to QuickBooks.
Choose how bills are recorded in QuickBooks:
Inventory Asset (Recommended):
Select the QuickBooks asset account for recording inventory.
Optionally, check:
Include purchase order Additional costs in the QuickBooks bill: Select the corresponding expense account.
Send Stock adjustment value to QuickBooks: Choose the expense account for stock adjustments.
Send Manufacturing operations cost to QuickBooks: Select the liability account for manufacturing costs.
Expense:
Select the QuickBooks expense account for recording purchases.
Optionally, include additional costs as above.
Cost of Goods Sold (COGS)
Enable COGS Sync:
Toggle on Send Cost of goods sold to QuickBooks.
Select the QuickBooks expense account for COGS.
Further mapping can be done in the Accounts by Category tab.
Sales revenue
Enable sales order sync:
Toggle on Send Katana sales orders as invoices to QuickBooks.
Select the QuickBooks income account for sales revenue.
Optionally:
Include SO shipping fees in the QuickBooks invoice.
Sync the QuickBooks invoice payment status back to Katana.
Ensure the Shipping option is enabled in QuickBooks under Settings > Sales.
2. Accounts by Category
This section allows for detailed mapping of Katana item categories to specific QuickBooks accounts:
Sales revenue:
Assign different item categories to specific QuickBooks income accounts.
COGS:
Assign different item categories to specific QuickBooks expense accounts.
Note: Unmapped categories will default to the accounts selected in the Workflows tab.
3. Tax mapping (Non-U.S. QuickBooks accounts)
For non-U.S. QuickBooks accounts, tax rates in Katana must be mapped to corresponding QuickBooks tax rates:
Navigate to the Tax Mapping tab.
Map each Katana tax rate to a QuickBooks tax rate.
All tax rates must be mapped before activation.
To manage Katana tax rates, click Manage Katana tax rates.
Note: Katana does not differentiate between sales and purchase taxes. To apply different rates, create separate tax rates in Katana and map them accordingly in QuickBooks.
4. Data transfer
Import existing customers and suppliers from QuickBooks into Katana:
Navigate to the Data transfer tab.
Click Import customers and/or Import suppliers.
Imports can be performed multiple times as needed.
A timestamp indicates the last import time.
Activating the integration
After completing all configuration steps:
Click Activate to enable the integration.
Upon activation:
A new Invoice column appears in the Sell screen.
A new Bill column appears in the Buy screen.
Creating an invoice or bill in Katana will generate a corresponding document in QuickBooks.
Note: If a customer or supplier does not exist in QuickBooks, Katana will automatically create a new profile upon syncing.
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