Configuring the QuickBooks Online connector

Once you have signed up for the connector your Brightpearl consultant will provide login credentials to the Brightpearl/QBO web application. From within this web app, you can specify the accounts to connect to, configure field mapping between the systems and view synced data/integration logs. Your Brightpearl consultant will work with you to configure these settings. It is highly recommended to involve your accountant and/or QBO consultant as well.

Once logged in to the web app, all settings can be accessed via the left-hand menu.

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Brightpearl settings

Accounts

At Account settings > Brightpearl settings > Accounts you can view and edit the Brightpearl account to which the connector is connected. Existing connections can be configured by clicking the Edit button under the Actions header, and new accounts can be added by clicking the Add new account button.

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When adding or editing Brightpearl account settings you will see a modal with the following options:

Field Description
Account name The account ID you use to log in to Brightpearl
Date center code

When logged into your Brightpearl account, if the URL begins euw1, please use 'eu1'

If it begins use1, please use 'use'

Email The email address you use to log in to Brightpearl
Password The password you use to log in to Brightpearl

Default configuration

The Brightpearl default configuration settings can be accessed in the web app by navigating to Account settings > Brightpearl settings > Default configuration

These settings will be configured by your Brightpearl consultant, but to help them achieve this you will be sent a configuration questionnaire and they will arrange a meeting to discuss your accounting requirements. It is strongly advised that your accountant and/or QuickBooks consultant joins this meeting too.

New configurations can be added by clicking the Add new configuration button. Existing configurations can be updated by clicking the Edit button. When adding or editing Brightpearl default configuration, you will see a modal with the following options: 

Field Description
Brightpearl ID The account ID you use to log in to Brightpearl
Default warehouse The default warehouse in Brightpearl (used for stock adjustments)
Fetch purchase credit status The status which triggers purchase credits to be pushed to QBO
Fetch sales credit status The status which triggers sales credits to be pushed to QBO
Purchase cost for product Default cost price list in Brightpearl
Sales price for products Default sales price list in Brightpearl
Default payment method The default payment method in Brightpearl
Gift card payment method Gift card payment method in Brightpearl
Default currency The base currency in Brightpearl (3 character ISO code, e.g. USD)
Amazon fee journal type Used to identify Amazon fee journals in Brightpearl
Amazon fee journal account Bank account for Amazon payments
Amazon fee journal reference Used to identify Amazon fee journals in Brightpearl
Product category custom field This field is used when nominal mapping is required per product category
Customer Type custom field This field is used when nominal mapping her customer type is required
Accounting Account(s) This field is used to identify to which QBO account to send the product
Default BP timezone Brightpearl account time zone (required for server synchronization). Find this in Brightpearl at Settings > Company > Other options
Fetch sales order status The status(es) which trigger(s) sales invoices to be pushed to QBO
Fetch purchase order status The status which triggers purchase invoices to be pushed to QBO

These settings may be changed at any time and are updated immediately for the connected Brightpearl account.

QuickBooks Online settings

This section is used to define the default configuration settings on the QBO side.  In the case of a multi-company integration, the settings are defined for each QBO company.

Accounts

At Account Settings > QBO settings > Accounts you can view and edit the QBO account(s) to which the connector is connected. Existing connections can be configured by clicking the Edit button under the Actions header, and new accounts can be added to the connector by clicking the Add new account button.

Field Description
Brightpearl save ID Choose the Brightpearl account ID from the dropdown
QBO company name The company name for this QBO account
QBO company ID The company ID for this QBO account
QBO mode Select production or sandbox
Client ID This token will be generated by our developers when setting up the connection
Client secret As above
Redirect URL As above

Default configuration

Default configuration for the QBO account can be accessed by navigating to Account settings > QBO Settings > Default Configuration. Clicking the Edit button opens up a window to enter or update the settings.

Field Description
QBO ID QBO ID as provided by QBO
QBO deposit to account ref Used as default bank account
QBO income account ref Default sales revenue account in QBO
QBO asset account ref Default inventory account in QBO
QBO expense account ref Default cost of sales account in QBO
QBO pay type Default payment method in QBO
QBO discount account ref Default sales discount account in QBO
Purchase cost for products Default cost price list in Brightpearl
Sales price for products Default selling price list in Brightpearl
QBO default sales order tax code Used by default if no sales tax mapping
QBO default sales order no tax code Used by default if no sales tax mapping
QBO default sales line item tax code Used by default if no sales tax mapping
QBO stock adjustment account ref Default stock adjustment account in QBO
Is QBO Essential Flag to indicate whether the QBO version is ‘Essential’ and not ‘Plus’.  If so, products are created as non-inventory items
Supplier ID for stock adjustment QBO ID of the supplier used for the stock adjustment bills and credit notes
Generic item ID QBO item ID used for Brightpearl generic items (different from shipping and discount items)
Shipping item ID QBO shipping item ID (corresponding to Brightpearl generic shipping item)
Discount item ID QBO discount item ID (corresponding to Brightpearl generic discount item)
Gift card item ID QBO item ID used for gift card redemption
Coupon item ID QBO item ID used for coupon application
Shipping product identify nominal code Nominal code to identify shipping item in Brightpearl
Coupon product identify nominal code Nominal code to identify coupon item in Brightpearl
Account type QBO version either UK (non-US) or US
Amazon fee payment method reference QBO payment method used for Amazon payment deposit
Amazon fee deposit to account reference QBO bank account used for Amazon payment deposit
Amazon fee account ref QBO account for Amazon fee charge
Brightpearl supplier prepayment account ref Brightpearl payment method used for supplier deposits/ prepayments
Brightpearl customer deposit Brightpearl payment method used for customer deposits/ prepayments
Default channels Brightpearl channels linked to this QBO account (multi-select). Used for multi-company integration
Default warehouses Brightpearl warehouses linked to this QBO account (multi-select). Used for multi-company integration
Shopify channel Brightpearl Shopify Channel name
DDP charges account ref Default account for posting of DDP charges
US country code Used to identify international sales orders for DDP charge calculations
DDP charge item ID QBO item ID used for DDP charge
Customer deposit item ID QBO item ID used for Customer deposit

Mapping

Mapping allows you to specify how data from one information system maps to data from another. It is required to transfer data between two systems that do not share a common data model, in this instance between Brightpearl and QBO.

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The following mapping options are available in the connector:

Mapping Type Description
Channel mapping Channel mapping allows you to map Brightpearl sales channels to QBO classes
Sales payment mapping Sales payment mapping allows you to map Brightpearl SO payment methods with those in QBO, as well as the QBO bank account
Purchase payment mapping Payment mapping allows you to map Brightpearl PO payment methods to their corresponding QBO bank account(s)
Tax mapping Tax name mapping allows the user to map the Brightpearl tax classes to the to the QBO tax components
Terms mapping Terms mapping allows you to map payment terms between Brightpearl and QBO
Customer type mapping Customer type mapping allows you to map Customer types between Brightpearl and QBO

mceclip5.pngNew mappings can be added by navigating to Mapping in the left-hand menu, choosing the mapping type and selecting the Add New Mapping button found at the top right of each mapping screen. 

Once the account setup, default configuration and mappings have been configured you are ready to use the connector!

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