Rules to sync the Customer over the QuickBooks:
1. For customers, the currency will be saved according to the currency the user has set as the default or base currency in the QuickBooks settings.
2. When the user wants to sync the shipping and billing addresses with the customer details, the user may be required to enter all the customer details on the customer details page.
3. When syncing the customer, the shipping and billing addresses will be the same, but for invoices, the user can choose to relate the shipping and billing addresses according to their preference.
Rules to sync the invoice over the QuickBooks:1. To connect to QuickBooks from GemCloud, users need a QuickBooks account and must provide their client ID, client secret, QuickBooks username, and password. These details are then added to the GemCloud side in QuickBooks configuration settings.
2. To sync invoices, users need to specify the income, expense, and asset account types in the GemCloud QuickBooks configuration settings.
3. If the user intends to make the invoice payable, they should select the deposit-to account from the GemCloud ERP QuickBooks settings.
4. Users who plan to apply a discount to the invoice should select the discount account from the GemCloud ERP QuickBooks settings.
5. Syncing the invoice requires the user to select a customer; otherwise, the user cannot sync the invoice.
6. If the user has an asset account in USD, then the invoice currency should be in USD (Invoice currency depends upon the asset account currency).
7. The total price of the invoice should be greater than the discount given on the invoice; otherwise, the invoice will not be synced.
8. The invoice creation date must be later than the items' creation date in inventory; according to QuickBooks protocols, the user must have the items in inventory before creating the invoice.
9. You must choose the selling unit for the invoice items, which can be "piece" or "weight."
10. Without choosing a customer, the user cannot sync the invoice to QuickBooks.
11. In QuickBooks, the product/services field is populated with data from GemCloud ERP, including category, variety, and SKU for stones.
12. Shipping charges are not automatically included in the invoice when syncing. If users want to include shipping charges, they must manually add them to the invoice in QuickBooks Online.
13. Tax is not automatically applied to the invoice during syncing. On the QuickBooks side, we can choose whether to calculate tax or not based on the countries we set in the settings on the QuickBooks dashboard.
14. Users can choose either product summary, product title, or product description, and that will sync to QuickBooks at the item level as a description. Users can configure these options in the GemCloud ERP QuickBooks configuration settings.
15. If changes are made to a QuickBooks invoice directly in QuickBooks, updating the invoice from GemCloud ERP to QuickBooks will overwrite the QuickBooks invoice with the ERP invoice, discarding any changes made in QuickBooks before.
16. To display the customer's billing and shipping details in QuickBooks, the user must select the shipping and billing options on the invoice.
17. QuickBooks has a separate field for terms, so whatever due date we select in GemCloud ERP, the due date term will populate as the term in QuickBooks.
18. The note to the customer will be reflected as a message on the invoice and statement in QuickBooks along with the invoice.
19. When the user syncs the invoice, the currency for the customer and invoice will be saved in QuickBooks as the same.
20. When the customer is synced to QuickBooks, the customer will be saved according to the base currency set by the user in QuickBooks, which is set as the base currency in the settings.
21. If the customer is saved in, for example, USD, then the invoice for this customer should only be syncable in USD.
22. Payments can be recorded against the invoice in the QuickBooks sales section as paid or partially paid, but it will show as a deposit on the invoices.
Rules to sync the suppliers over the QuickBooks:-
1. For suppliers, the currency will be saved according to the currency the user has set as the default or base currency in the QuickBooks settings.2. When the user wants to sync the mailing address with the supplier details, they may need to enter all the details of the supplier on the supplier detail page from GemCloud ERP.
1. To connect to QuickBooks from GemCloud, users need a QuickBooks account and must provide their client ID, client secret, QuickBooks username, and password. These details are then added to the GemCloud side in QuickBooks configuration settings.2. To sync a purchase order, users need to specify the income account type, expense account type, and asset account type in the GemCloud QuickBooks configuration settings, as these accounts are mandatory when syncing items against the purchase order.3. For syncing purchase orders, selecting the Accounts Payable account is mandatory, and the user must choose this account from the GemCloud ERP QuickBooks configuration settings.4. Syncing the purchase order requires the user to select a supplier; otherwise, the user cannot sync the purchase order.5. If the user has an Accounts Payable account in USD, then the purchase order currency should also be in USD, as the purchase order currency depends on the currency of the Account payable.6. The purchase order creation date should be greater than the items created in inventory (according to the QuickBooks protocols, the user must have the stones in inventory before making the purchase order).7. You must choose the selling unit for the purchase order items, which can be "piece" or "weight." The total price of the line item will be calculated as the quantity multiplied by the unit price.8. The user cannot sync the purchase order to QuickBooks without choosing a supplier.9. In QuickBooks, the product/services field is populated with data from GemCloud ERP, including category, variety, and SKU for stones.10. Tax is not applicable over the purchase order while syncing the purchase order.11. Users can choose either product summary, product title, or product description, and that will sync to QuickBooks at the item level as a description. These options can be set in the GemCloud ERP QuickBooks configuration settings.12. If the user changes a purchase order directly in QuickBooks and then updates the purchase order from GemCloud ERP to QuickBooks, the ERP purchase order will overwrite the QuickBooks purchase order, discarding any changes made in QuickBooks before.13. To display the shipping details and mailing address in QuickBooks, the user must select the shipping address from the supplier in the purchase order from GemCloud ERP for QuickBooks.14. The note to the supplier will be reflected as a memo on the purchase order and statement in QuickBooks, along with the purchase order.15. When the user syncs the purchase order, the currency for the supplier and purchase order will be saved in QuickBooks as the same.16. When the supplier is synced to QuickBooks, the supplier will be saved according to the base currency set by the user in QuickBooks, which is set as the base currency in the settings.17. If the supplier is saved in, for example, USD, then the purchase order for this supplier should only be syncable in USD.18. If the purchase order is awaiting payment, it will be synced as open; however, if it is paid, it will be closed.