Frequently Asked Questions about Finale Inventory's new QuickBooks Online Integration

The FAQ is organized into the following sections:

• Integration and Configuration Questions

• Sales/Invoices/Income Questions

• Purchase Order/Bills/Acquisition Questions

• Inventory Cost/Valuation/COGS Questions

Integration and Configuration Questions

1. Which QuickBooks Online Country versions do you support
   • Currently, we only support the USA version of QuickBooks Online. We hope to support QuickBooks Online Canada in the future.
2. Which QuickBooks Online subscription is required?
   • As of August 2023, QuickBooks Online has four different versions: Starter, Essentials, Plus, and Advanced. You must be subscribed to the Essentials, Plus, or Advanced version of QuickBooks Online.
3. Does QuickBooks come with my Finale Inventory subscription?
   • No. You must have your subscription to QuickBooks Online or we offer a bundle subscription offer if you do not already have an existing QuickBooks Online subscription. See more details here: Finale Inventory is a QuickBooks Solution provider
4. Do I need the Inventory features of QuickBooks Online?
   • No. You do not need these features in your QuickBooks Online. You must turn them off and not use them in order to use the new Finale Inventory QuickBooks Online integration.
5. Do you have plans to support the Desktop or Enterprise versions of QuickBooks?
   • Not at this time. This new QuickBooks Online Integration works with the Online version only.
6. Do you have a best practice and setup guide for adding and using the new QuickBooks Online integration?
   • Yes. Please see this helpful article here. How to configure the QuickBooks Online integration
7. Is Finale Inventory's new QuickBooks Online integration bi-directional?
   • The new QuickBooks Online integration is mostly one-directional with the exception of Customers and Vendors that can be configured to import from your QuickBooks Online, one time only, for ease of data migration from QuickBooks Online to Finale Inventory.
   • We also currently have support for syncing Bill Payments made in your QuickBooks Online back into Finale Inventory and will mark the corresponding Bill in Finale as Paid.
   • We also support a workflow that allows you to push a Finale Inventory Purchase order to your QuickBooks Online and then allow you to create/add a bill to that PO in your QuickBooks Online, and then Finale will import back into Finale Inventory and add them to a Purchase order in Finale Inventory.
   • We currently support Supplier Credit memos being created in Finale Inventory or in QuickBooks Online. You must apply the credit memo in your QuickBooks Online only. It will be synced back to the appropriate Bill/Payment that you apply it to in your QuickBooks Online.
   • We do plan on adding more bi-direction support in the near future for Invoice Payments made in your QuickBooks Online.  We have no ETA on this feature yet.
8. If I create a new product in my QuickBooks Online will Finale import and create it in Finale Inventory?
   • No. Currently, you must create all inventory items in Finale Inventory. You may export all of your items from your QuickBooks Online to Excel and use the NAME field value to import them into Finale Inventory as the Product ID value.  All items in your QuickBooks Online must be created as Non-Inventory items.
9. What information does Finale sync to QuickBooks Online?
   • The new integration may be configured to sync Products, Suppliers, Customers, Bills, Supplier Credit Memos, Invoices, On-hand inventory asset valuation, Inventory variance expense, Costs of Goods Sold, and Revenue.
   • We do not sync stock levels(quantity on hand) for your products into QuickBooks Online. We sync the value to the appropriate GL accounts!
10. When connecting to my QuickBooks Online, what Product field does Finale sync with, Name, or SKU?
    • Finale Inventory syncs with the NAME field of the Non-Inventory item.  The SKU field in QuickBooks Online is not the KEY field in QuickBooks.  We must sync to the Name field.
    • The Product ID value in Finae Inventory will sync to the Name field of the Non-Inventory item in QuickBooks Online.
11. Can I have the same value in the Name field and the SKU field on my QuickBooks Non-Inventory item?
    • Yes.
12. When connecting to QuickBooks Online, does Finale create new products or use my existing ones? 
    
    • Finale Inventory will use the values of your Product Ids in Finale to sync with your QuickBooks Online products. Finale Inventory uses QuickBooks Online Non-Inventory items to sync with. Finale will look for the value of your Finale product id and if it already exists as the NAME field value of a Non-Inventory Item in your QuickBooks Online it will link to it. If it does not find a match in your QuickBooks Online it will create a new Non-Inventory item for it. If the value already exists as a Service or Inventory item it will not be allowed to sync or link to it. You will need to convert the existing Service or Inventory item to a Non-Inventory item or make it INACTIVE in your QuickBooks Online, and then Finale will create a new Non-Inventory version.
13. What does Finale pull or import from QuickBooks Online?
    • Currently, you may configure the new QuickBooks Online integration to import any new Suppliers or Customers you create in your QuickBooks Online into Finale inventory. It will only import them once, and not continually update them from your QuickBooks Online.
14. How often does Finale sync information to QuickBooks Online?
    • The new QuickBooks Online integration syncs with your QuickBooks Online company every five minutes.
15. Is the QuickBooks Online Integration automated or automatic?
    • Yes. It is automatic and does not require you to do anything manually. 
16. Does Finale Inventory sync or support QuickBooks Online Classes?
    • Yes. We do support Classing transactions into your QuickBooks Online. 
17. Can I connect my Finale Inventory account to more than one QuickBooks Online company?
    • No.

Sales/Invoices/Income Questions

1. Can Finale Inventory sync to QuickBooks Online Sales Receipts?
   • Not currently. We do support syncing e-commerce or B2C revenue into your QuickBooks Online using a payment clearing account. This is the same result as a Sales receipt and thus eliminates the need for a Sales receipt to be created. We can also sync e-commerce sales in a summarized form called Consolidations, by Day, by Week, or by Month, per sales source(selling channel).
2. Since Finale Inventory syncs Invoices and not Sales Receipts are those invoices marked as Paid?
   • No. If you sync Invoices into your QuickBooks Online from Finale Inventory they will be open, unpaid invoices. You will need to select them all and mark them as Paid in your QuickBooks Online. The monies will/should go to undeposited funds.  For high-volume e-commerce sales, the best practice is to not use invoices but to use summarized payment clearing JEs, or use A2X.
3. Can I configure Finale Inventory to sync sales income not using Invoices?
   • Yes. You can configure Finale to create ledger entries for sales income based on the shipped sales shipments or if you have configured Finale to create Invoice records in your Finale, it will push them over as journal entries instead of Invoice documents to your QuickBooks Online, if you configure Finale to not push Invoices to your QuickBooks Online.
4. Will Finale's new QuickBooks Online integration push an entry for each and every sales order into my QuickBooks Online?
   • Yes, if configured to sync Invoices for the sales source of the sales order.  Note, that adding an invoice to a sales order is not required and is not normally automated.
5. Does Finale support consolidated or summarized transactions?
   • Yes.  We currently support the ability to configure Finale to sync a summarized COGS and  Income transaction by sales source. This can be configured to summarize by Day, Week, or Month.
6. If I already have Sales integrated into my QuickBooks Online via another third-party app or directly from my marketplace, can I configure the Finale Inventory QuickBooks Online integration to not push the sales-related data to prevent duplication and doubling my income?
   • Yes. There is a way to configure Finale's QuickBooks Online integration to not push sales income into your QuickBooks Online balance sheet.
7. Does Finale push shipping costs and marketplace fees to QuickBooks Online?
   • Since Finale Inventory does not currently have access to or store the fees from your shipping costs or marketplace fees we do not push this information into your QuickBooks Online.
8. Does Finale import invoices or sales from QuickBooks Online so that the inventory stock level will be relieved in Finale Inventory?
   • No, not it this time.

Purchase Order/Bills/Acquisition Questions

1. Will Finale sync my Finale Inventory Purchase Orders into my QuickBooks Online?
   • Yes, There is an option to have Finale push Purchase orders into your QuickBooks Online.
2. Do I pay my bills in FInale or in QuickBooks Online?
   • Currently, you should pay your bills in your QuickBooks Online and not in Finale Inventory.  While Finale Inventory does have a payment feature, if you are using the new QuickBooks Online integration, you do not want to use it.  We will improve this in the near future.
3. Will Finale import purchase orders I create in my QuickBooks Online?
   • No.  You need to create all Purchase Orders in your Finale Inventory account first.
4.  Will Finale import Bills I create in my QuickBooks Online?
   • Yes, if you use the workflow that Pushes Finale PO to your QuickBooks Online and you add the Bill to it in your QuickBooks, and you enable the feature to import Bills in Finale Inventory.
5. Does Finale have Credit memo support?
   • Yes. You can create a Supplier Credit memo in Finale and it will sync to your QuickBooks Online. You may also create a Supplier (Vendor) credit memo in your QuickBooks online and it will sync back to Finale Inventory. You must apply the credit memo to a supplier/Vendor from within your QuickBooks Online when you pay your bills there. This application of credit will be synced back on the payment information to the Bill in Finale.

Inventory Cost/Valuation/COGS Questions

1. Does Finale sync stock levels to QuickBooks Online?
   • No.  Finale inventory is the master of all of your inventory stock levels, cost, and valuation.  Finale syncs the stock value and cost of goods sold dollar amounts to your QuickBooks Online balance sheet ledger accounts. There is no need for stock levels in your QuickBooks Online since it is not the master of your inventory and the Inventory features of your QuickBooks Online account must be turned off and not used.
2. Does Finale Inventory sync the ledger account balances to my QuickBooks Online?
   • No, not exactly.  When you configure the new Finale Inventory QuickBooks Online integration you choose a start date for the integration to push data to your QuickBooks Online. Finale will push all corresponding financial transactions from that date forward.  If you want to send all data in Finale Inventory from the first day you started using it, you can leave the value empty or blank and Finale will push all data to your QuickBooks Online.
3. Will Finale Inventory create account balancing transactions in my QuickBooks Online accounts to make Finale and QuickBooks equal to each other?
   • No.
4. Is there a way to undo or remove any transactions or items that Finale Inventory syncs to my QuickBooks Online?
   • No. You can cancel the transaction in your QuickBooks Online, which will effectively nullify that transaction, however, you would also need to cancel it in FInale Inventory or we will get an error in the future when we attempt to sync.  It is better to cancel the transaction in Finale Inventory and we will cancel the transaction in your QuickBooks Online for you.