If your organization is in the services or construction vertical and you use Items such as Products/Services in QuickBooks Desktop to track business costs and create Job costing reports and if you are exporting Credit Card Expenses as Credit Card Purchases in QuickBooks Desktop. In that case, you can easily configure items on Fyle to categorize expenses and export expenses to the item detail in QuickBooks Desktop.
Configuring QuickBooks Desktop Items in Fyle
Let's learn how to set up the QuickBooks Desktop Items in Fyle,
Obtain the list of Items from your QuickBooks Desktop account
Configure them in Fyle as Projects, Cost Centers, or a Select-Type Custom Field.
Once the items are successfully set up, open the QuickBooks Desktop Integration
Navigate to the Configuration tab > Field Mapping tab
Here, for the field mapping option How to map ITEMS in QuickBooks Desktop to Fyle, choose the expense field that is used to configure items
The configured Items will now appear as a dropdown field in the expense form, allowing users to select an item when creating expenses if they want to post the expense to the Items module in QuickBooks Desktop.
Note: Always ensure that the names of the items exactly match with those in QuickBooks Desktop.
Exporting Expenses from Fyle to Item details in QuickBooks Online
In the IIF file generated by Fyle, there is a column called INVITEM where the item values selected in the expenses are recorded. When you import the IIF file into QuickBooks Desktop, if a transaction has an item value in the INVITEM column, that transaction will be posted to the corresponding Item in QuickBooks Desktop.
Items are tied to the Chart of Accounts in QuickBooks Desktop. When importing an IIF file into QuickBooks Desktop, in order for a successful import of a transaction to an item, it is important to ensure that for an item value is present in the INVITEM column, the Account that the item is tied with in QuickBooks Desktop is present in the ACCNT column. If an incorrect Account (one not linked to the item) is present in the ACCNT column, the import of the IIF file will fail and the transactions present in the IIF file will also fail to be imported.
Here's a list of Items and their associated Accounts
Here's a sample IIF file with the ACCNT and INVITEM columns
To ensure the IIF imports do not frequently fail due to mismatches between item and account values in the IIF file, we have introduced an Item-to-Account mapping feature in our integration settings. This will ensure that for an item value present in the INVITEM column, its corresponding linked account value is always present in the ACCNT column
Let's now learn how to map the items that are set up on Fyle with accounts (as they are linked on QuickBooks Desktop)
Login to your Fyle account as an Admin
Go to Settings > Integrations > Native Apps > QuickBooks Desktop
Navigate to the Mapping tab and then on to the Item tab
Here, on the left-hand side, you will find all the items that have been configured on Fyle under the column called Items in Fyle
For each item present, you may fill in the Account in QuickBooks Desktop column with the name of the account as linked in QuickBooks Desktop
Ensure that the Status column indicates Mapped for all the items
Note: Always ensure that the names of the accounts exactly match with those in QuickBooks Desktop.
Upon successfully importing an IIF file, here’s what a transaction will look like when it’s posted to an item.
Happy Exporting!
Do reach out to us at [email protected] if you need any assistance setting this up.