How do I map corresponding data?

There is data in Manage that will have corresponding data in QuickBooks Online. For example, when you create an invoice in Manage for the Company “Acme Inc.”, Mobius Connect will need to create an Invoice in QuickBooks Online for the Customer “Acme Inc.”. In order to know which QuickBooks Online Customer this invoice will be created for, Manage needs some way to associate the “Acme Inc.” in Manage with the “Acme Inc.” in QuickBooks Online. This process of associating data is known as mapping.

The following sections will describe what data needs to be mapped. When an improper mapping is found, Mobius Connect will fail before attempting to export any data, and display the information needed to fix the mapping. 


Customers

Companies in Manage are mapped to Customers in QuickBooks Online. The “Account” and “Company” fields on the Manage Finance > Company Finance screen needs to match the “Company” and “Display name as” fields on the Customers > Customers > Customer Information screen in QuickBooks Online. If a Customer in Manage has an invoice to be imported into QuickBooks Online and the customer does not exist in QuickBooks Online, a new Customer will be created in QuickBooks Online automatically. It is recommended to use the “Append account name” option in the Mobius Connect QuickBooks Online Configuration Contacts setup.


With Append Account Enabled

This option is recommended as it will help prevent naming conflicts. 

With Append Account Disabled


Sub-customers/Jobs

Parent and Child customers/jobs MUST be delimited with a colon (:). The integration will NOT create parent companies if they do not already exist in QuickBooks Online. The integration will create the sub-customer/job and will set the existing parent company under the “Is sub-customer” checkbox.

With Append Account Enabled

This option is recommended as it will help prevent naming conflicts.


With Append Account Disabled

Vendors

Companies flagged as Vendors in Manage are mapped to Vendors in QuickBooks Online.  The “Vendor XRef” and “Company” fields on the Manage Finance > Company Finance screen needs to match the “Company” and “Display name as” fields on the Vendors > Vendors > Vendor Information screen in QuickBooks Online. If a Vendor in Manage has an Item Receipt to be imported into QuickBooks Online and the Vendor does not exist in QuickBooks Online, a new Vendor will be created in QuickBooks Online automatically. It is recommended to use the “Append account name” option in the Mobius Connect QuickBooks Online Configuration Contacts setup.

With Append Account Enabled

This option is recommended as it will help prevent naming conflicts.

With Append Account Disabled



Members

Reimbursable expenses in Manage are created as Bills in QuickBooks Online. Therefore, for each member with an expense, a Vendor will need to be set up in QuickBooks Online that corresponds to the Member. The “Vendor Nbr” field on the Manage System > Members screen needs to match the “Company” field on the Vendors > Vendors > Vendor Information screen in QuickBooks Online. It is recommended to use the “Append account name” option in the Mobius Connect QuickBooks Online Configuration Contacts setup.


With Append Account Enabled

This option is recommended as it will help prevent naming conflicts.



With Append Account Disabled


Currencies

If you are not using multicurrency in QuickBooks Online, then you can skip this section as it is not required.

The “Currency ID” field on the System > Setup Tables > Currency table in Manage must be consistent with the “Currency ISO” field on the List > All Lists > Currencies screen in QuickBooks Online. ISO codes are established automatically in QuickBooks Online when a currency is added.



GL Accounts

The “Account” field on the System > Setup Tables > GL Accounts table in Manage must be consistent with the “Name” field on the Company > Chart of Accounts > Account screen in QuickBooks Online.

Note: Accounts will not be automatically created in QuickBooks Online if they are not found. An error message will be raised when attempting to push transactions.



Product Costing GL Accounts

In order for products to be automatically created in QuickBooks Online when batching Item Receipts or Invoices that have products, you will need to also fill in the “Inventory” and/or “COGS (Cost of Goods Sold)” accounts, depending on the product “Type Xref” (see Product Item Type). For example, a product with the “Type Xref” of “Inventory” will require both the Inventory and COGS accounts to be populated in the GL Account Setup, as shown below. However, a product with the “Type Xref” of “Service” will only require the COGS account to be populated in the GL Account Setup. This is filled out on the “Revenue-Product” or “Revenue-Agreement-Product” account types.


PLEASE NOTE: QuickBooks Online only allows for ONE expense account.  You will encounter errors if you try to map to two different expense accounts. 


GL Sub-accounts

Accounts in Manage can be mapped to Sub-accounts in QuickBooks Online simply by delimiting the account in Manage with a colon “:”. QuickBooks Online supports sub-accounts up to 5 levels deep. An account 5 levels deep in Manage would then be in the format “level1:level2:level3:level4:level5”. Do not include the Account Number.


Since the Account Number field is optional, QuickBooks Online uses the Account Name as the primary key. As a result, the Account Number should never be included in any mappings within Manage.


Classes

If you are not using Classes in QuickBooks Online, then you can skip this section as it is not required.

The “Class” segment on the System > Setup Tables > GL Accounts table in Manage must be consistent with the “Name” field on the Company > Lists > All List > Classes screen in QuickBooks Online. This is applicable per each transaction line of each invoice.


Sub-classes

You can map to sub-classes in QuickBooks Online simply by delimiting the Class in Manage with a colon “:”. QuickBooks Online supports sub-classes up to 5 levels deep. An account 5 levels deep in Manage would then be in the format “level1:level2:level3:level4:level5”.

Locations

If you are not using locations in QuickBooks Online, then you can skip this section as it is not required.

The “Class” segment on the System > Setup Tables > GL Accounts table in Manage must be consistent with the “Name” field on the Company > Lists > All List > Locations screen in QuickBooks Online. This is applicable per the transaction header (Accounts Payable / Accounts Receivable) of each invoice.

Sub-locations

You can map to sub-locations in QuickBooks Online simply by delimiting the Class in Manage with a colon “:”. QuickBooks Online supports sub-classes up to 5 levels deep. An account 5 levels deep in Manage would then be in the format “level1:level2:level3:level4:level5”. 

Sales Terms

The “Terms Xref” field on the System > Setup Tables > Bill Term List > Bill Term table in Manage will map to the “Name” field on the Company > Lists > All List > Terms screen in QuickBooks Online. Billing Terms in Manage require a Due Days integer value to successfully create a Billing Term in QuickBooks Online. If a Billing Term in Manage does not exist in QuickBooks Online, it will be created automatically by Mobius Connect.


 

Products

The “Product ID” field on the Procurement > Product Catalog list in Manage will map to the “Name” field on the Company > Lists > All List > Products and Services screen in QuickBooks Online. If a Product in Manage does not exist in QuickBooks Online, it will be created automatically by Mobius Connect. Please note that QuickBooks Online does not support serialization of products; so, any serialized products in Manage will be created in QuickBooks Online as non-serialized.

Product Categories

The “Product ID” field on the Procurement > Products list in Manage will map to the “Category” and “Name” fields (separated with a colon “:”) on the Company > Lists > All List > Products and Services screen in QuickBooks Online. If a Product in Manage does not exist in QuickBooks Online, it will be created automatically by Mobius Connect. Please note, however, that the Product Category will not be created and must already exist in QuickBooks Online.

Please note: If Categories are enabled in QuickBooks Online, then all parents of a multi-level product mapping MUST be a product Category and the lowest level MUST be a Product.  We support sub-categories as long as the final level maps to a product and all other levels are a category.


Product Item Types

It is important to note that there are 4 different Item Types in Manage with configurable “Type Xref” values when defining a Product Type: Inventory Part, Non-Inventory Part, Other Charge, and Service. These XRef values dictate which item type will be created in QuickBooks Online. The “Type Xref” can be set in Manage System > Setup Tables > Product Type. These four different types map up in QBO to Stock, Non-stock, and Service.  Both Other Charge and Service in Manage match to Service in QBO. 


ManageQBO
Inventory PartStock
Non-Inventory PartNon-Stock
Other ChargeService
ServiceService


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