Before you begin:

Make sure:
  • you have subscribed to the Quickbooks Online Plus package
  • the default currency in both the Megaventory and Quickbooks accounts you want to connect is the same. 
  • you are Tracking locations in Quickbooks. To check or activate this

    1. Click at the Gear Icon
    2. Click at Advanced
    3. Scroll down to Categories and click Edit
    4. Check the box next to Track locations and choose Department as the Location Label.
    5. Click Save.

 


1) Create Megaventory API key

This action can be done by Admin users only:

  1. Go to Profile Icon > Company and Billing (Admin) > Users
  2. Click on a user that has full read/write permissions (for example the admin)
  3. Click on the key icon to generate an API key and then click Save/Update.





2)  Enable the Quickbooks Integration

  1. Go to Profile Icon > Company and Billing (Admin) > Account Integrations
  2. Click the checkbox to enable the Integration.
  3. Click Save







3) Edit the QuickBooks account names



You can edit the Account names that Megaventory uses in QuickBooks. Please note: 
  • If at the beginning of setting up your Quickbooks account you did not select any of the presets, then it is likely that these accounts will not exist in Quickbooks. In this case you will have to create them manually. To do this you need to 
    • Go to you Quickbooks account
    • Click on the gear icon and then at Chart of Accounts
    • Click at New and add the following Accounts


      1. Category Type: "Other Current Assets" - Detail Type: "Inventory" - Name: "Inventory Asset"
      2. Category Type: "Income" - Detail Type: "Sales of Product Income" - Name: "Sales of Product Income"
      3. Category Type: "Cost Of Goods Sold" - Detail Type: "Suppliers & Materials - COGS" - Name: "Cost Of Goods Sold"
  • If you edit the account names after you perform the Initial Sync, the changes will be applied only to products you add to Megaventory after the edit. You may amend this by editing the product in QuickBooks or by making a change in one of the fields of all the products in Megaventory to force them to update.



4)  Connect Megaventory with Quickbooks


Note: In this documentation the behavior of the QuickBooks integration assumes that the user has a QuickBooks Plus subscription. The integration experience may differ depending on you’re the pricing plan you have chosen in QuickBooks. You can see a summary of which features are available per Quickbooks plan here. Also, at the end of each Knowledge Base article in the Quickbooks section you can find any limitations that you may encounter if you have another QuickBooks payment plan. If there are no such limitations, the main section applies to all versions.


  1. Click the QuickBooks Icon on the bottom of your Megaventory screen and choose "Connect to Quickbooks"



  2. In the pop up window sign in to QuickBooks and Authorize Megaventory to connect to QuickBooks.



5) Perform the Initial Sync between Megaventory and QuickBooks

Before you begin:
  • Make sure the default currency in both the Megaventory and Quickbooks accounts you want to connect is the same. 
  • Make sure you are Tracking locations in Quickbooks. To check or activate this

    1. Click at the Gear Icon
    2. Click at Advanced
    3. Scroll down to Categories and click Edit
    4. Check the box next to Track locations and choose Department as the Location Label.
    5. Click Save.

Click the QuickBooks logo on your Megaventory account and select Initial Sync




This may take a few minutes based on the number of entities (for example items/products) in your Quickbooks Online or Megaventory Accounts.


Once this is completed, you will be ready to start using Megaventory with Quickbooks.


6) Things to note and known issues



  • You should not change data in QuickBooks (ie perform any data entry, create a transaction, etc) during the initial sync process between Megaventory and Quickbooks.
  • Megaventory may use accounts (in the chart of accounts) that have not been set up on your QuickBooks, you will be prompted that these accounts do not exist and add them through your QuickBooks backend (Your Company > Chart of Accounts > New).
  • You may receive error messages in Megaventory during the Initial Sync, correct them in Quickbooks and see the same error in Megaventory again. This is due to a known Quickbooks issue and may be addressed by saving the associated data again through the Quickbooks site and trying doing the Initial Sync again.