Once you have signed up for the connector your Brightpearl consultant will provide login credentials to the Brightpearl/QBO web application.
From within the web app, you can specify the accounts to connect to, configure field mapping between the systems and view synced data and integration logs. Your Brightpearl consultant will work with you to configure these settings.
It is highly recommended to involve your accountant and/or QuickBooks Online consultant as well.
Once logged in to the web app, all settings can be accessed via the left-hand menu.
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.
When adding or editing your 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 |
| Data center code |
When logged into your Brightpearl account, if the URL begins with:
|
| 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 the 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 QuickBooks Online |
| Fetch sales credit status | The status which triggers sales credits to be pushed to QuickBooks Online |
| Purchase cost for product | The default cost price list in Brightpearl |
| Sales price for products | The default sales price list in Brightpearl |
| Default payment method | The default payment method in Brightpearl |
| Gift card payment method | The gift card payment method in Brightpearl |
| Default currency | The base currency in Brightpearl (as a 3 character ISO code, e.g. "USD") |
| Amazon fee journal type | Used to identify Amazon fee journals in Brightpearl |
| Amazon fee journal account | The 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 QuickBooks Online account to send the product |
| Default BP timezone |
The time zone of your Brightpearl account (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 QuickBooks Online |
| Fetch purchase order status | The status which triggers purchase invoices to be pushed to QuickBooks Online |
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 QuickBooks Online 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 QuickBooks Online 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 QuickBooks Online account |
| QBO company ID | The company ID for this QuickBooks Online 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 QuickBooks Online 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 | QuickBooks Online ID as provided by QBO |
| QBO deposit to account ref | Used as default bank account |
| QBO income account ref | Default sales revenue account in QuickBooks Online |
| QBO asset account ref | Default inventory account in QuickBooks Online |
| QBO expense account ref | Default cost of sales account in QuickBooks Online |
| QBO pay type | Default payment method in QuickBooks Online |
| QBO discount account ref | Default sales discount account in QuickBooks Online |
| 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 QuickBooks Online |
| Is QBO Essential |
Flag to indicate whether the QuickBooks Online version is "Essential" and not "Plus". If so, products are created as non-inventory items |
| Supplier ID for stock adjustment | QuickBooks Online ID of the supplier used for the stock adjustment bills and credit notes |
| Generic item ID | QuickBooks Online item ID used for Brightpearl generic items (different from shipping and discount items) |
| Shipping item ID | QuickBooks Online shipping item ID (corresponding to Brightpearl generic shipping item) |
| Discount item ID | QuickBooks Online discount item ID (corresponding to Brightpearl generic discount item) |
| Gift card item ID | QuickBooks Online item ID used for gift card redemption |
| Coupon item ID | QuickBooks Online 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 | QuickBooks Online version either UK (non-US) or US |
| Amazon fee payment method reference | QuickBooks Online payment method used for Amazon payment deposit |
| Amazon fee deposit to account reference | QuickBooks Online bank account used for Amazon payment deposit |
| Amazon fee account ref | QuickBooks Online account for Amazon fee charge |
| Brightpearl supplier prepayment account ref | Brightpearl payment method used for supplier deposits or prepayments |
| Brightpearl customer deposit | Brightpearl payment method used for customer deposits or prepayments |
| Default channels | Brightpearl channels linked to this QuickBooks Online account (multi-select). Used for multi-company integration |
| Default warehouses | Brightpearl warehouses linked to this QuickBooks Online 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 | QuickBooks Online item ID used for DDP charge |
| Customer deposit item ID | QuickBooks Online 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 QuickBooks Online.
The following mapping options are available in the connector:
| Mapping Type | Description |
| Channel mapping | Channel mapping allows you to map Brightpearl sales channels to QuickBooks Onlineclasses |
| Sales payment mapping | Sales payment mapping allows you to map Brightpearl customer payment methods with those in QuickBooks Online, as well as the QBO bank account |
| Purchase payment mapping | Payment mapping allows you to map Brightpearl vendor payment methods to their corresponding QuickBooks Onlinebank account(s) |
| Tax mapping | Tax name mapping allows the user to map the Brightpearl tax classes to the to the QuickBooks Online tax components |
| Terms mapping | Terms mapping allows you to map payment terms between Brightpearl and QuickBooks Online |
| Customer type mapping | Customer type mapping allows you to map Customer types between Brightpearl and QuickBooks Online |
New 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.