Quickbooks Online Integration

Introduction

The QuickBooks integration, allows you to post day-wise journal entries to QuickBooks. Once you review the generated Journal entry for a selected date in innRoad, a click of a button sends the information to QuickBooks.

1. This entry is the Net value of the day’s recorded transactions for each innRoad ledger account.

   So if you have 3 reservations with “room charge” of $100 each then 1 entry is amde in QuickBooks for $300.

2. For this to happen, we will connect the innRoad property to the QuickBooks account.
3. Once the 2 are connected, we need to map the innRoad Ledger accounts, to the respective QuickBooks Chart Of Accounts. For example: Ledger account “Soda” and “Water” on innRoad side can be mapped to “Beverages” in QuickBooks.

Here is a demo video : https://vimeo.com/617377536/828b7fde76

Pre-requisites for the connection

• innRoad User login for administrator role
• QuickBooks login user id and password for administrator on QuickBooks.
• The list of ledger accounts in innCenter and the corresponding chart of accounts on QuickBooks.

Note: The list of ledger accounts in innCenter are visible in Setup>Ledger accounts>Property tab.

Connecting to QuickBooks Online

Step 1: Connect a QuickBooks Company to the property in innRoad.

• Connect to QuickBooks from the Reports menu option and select QuickBooks Online.

Only users that have any one of the below entitlements can see this tab.

• Clicking on “Connect to QuickBooks” redirects you to the QuickBooks login page.

• The innRoad integration with QuickBooks is called “innRoad Sync for QuickBooks” and requires the QuickBooks user’s permission to allow exchange of information with an innRoad.

Step 1: Login to your intuit Account.     

Step 2: Select the QuickBooks Company that needs to be connected and click on “Next”.

Step 3: Click “Connect” to complete the connection to innRoad.

Step 4: Click “Save Mapping” to map the innRoad Property to the QuickBooks Company.

Step 2: Mapping of ledger Accounts

Map innCenter Ledger Accounts to QuickBooks Accounts

The Ledger Accounts in innCenter need to be mapped to the respective account in QuickBooks so that the entry for that account gets posted to the corresponding Account in QuickBooks.

The Mapping tab, displays all the active Ledger Accounts for the property that need to be mapped to the QuickBooks Accounts.

Mapping of QuickBooks Classes is optional and needs to be done only if the property uses classes in QuickBooks. 

Mentioned below are tips on how these accounts are generally mapped by most of our properties:

• Guest Advance Deposits - Needs to be mapped to an "Other/Current Liabilities" account in QuickBooks. This account tracks the money collected by your property, for future guest stays/reservations. This account is a liability, for which you owe services for the money collected. 
• Account Advance Deposits - Needs to be mapped to a "Other/Current Liabilities" account.  This account is for money collected from various types of accounts (corporate accounts, group accounts) for future services.  For example a wedding group may pay money up front for their future event. This account is also a liability for which you owe services for the money collected.
• Guest ledger -  Map this to an account of type current asset.  This account is essentially the accounts receivable for guest reservations.  It represents the services that have been provided to your guests that have not yet been paid for. 
• City Ledger - Same as above but for Accounts(Corporate accounts and groups).
• Room Charge- These are revenue ledger accounts and generally get mapped to revenue/income accounts on QuickBooks.
• Incidentals/Fee- These are revenue ledger accounts and are generally mapped to revenue/income accounts on QuickBooks. 
• Tax - These are the taxes that are collected from the guests that are later on remitted to the government. The general practice for properties is to create a corresponding tax account on QuickBooks for each tax type.
• Payment method - Most properties map the payments from MC, Amex, Visa and other card payments to "Undeposited Funds" on QuickBooks. These are card payments made by the guest that are recorded in the innRoad system.
  • Cash - Most commonly properties map this innRoad account to the QuickBooks "cash drawer/Petty cash" account

To map the Ledger Accounts follow the below steps:

Step 1: Start typing the QuickBooks Account name/number and select it from a list of suggestions.

Tip for Quicker mapping: Filter by each ledger type and go through the mapping quicker. It has been seen that in most cases all that ledger accounts of 1 type are mapped to 1 account on QuickBooks. For example, ledger account type "Room charge" could have Room charge, cancellation fee, Room discount and in most cases these are mapped to an account named" Room revenue" in QuickBooks.

Step 2: Click “Save Changes” to save the mapping.

If any Ledger accounts that have transactions at the property are in use and not mapped, then the below warning is displayed.

• Click on “Proceed”, to save the mapping without mapping those Accounts.
• Click on “Cancel”, to map the accounts that have recent activity and need to be mapped.

Journal Entries

A Journal Entry can be posted directly to QuickBooks from innCenter for a desired date.

The Journal Entry created, is the net value for the mapped accounts in innCenter for that date and this information is not going to reflect the break up for each reservation individually in Quickbooks. For example if the Date selected is 10th Jan 2023 and 10th Jan has 3 reservations with $100 each for room charge then a consolidated entry for $300 will be seen in QuickBooks.

New Journal Entry

Below are the steps to create a new Journal Entry:

Step 1: Navigate to the Journal Entry Tab and click on the “New Journal Entry” button.

Step 2: Select the date the Journal Entry needs to be created for and click on “Preview Journal Entry”.

The preview displays the below information for the selected date:

• The Journal Entry #: The Journal Entry# gets generated as “IR” + “the selected date”. For example, the Journal Entry # for June 17, 2021, shows as “IR061721”.
• Amount: The amount in the header displays only if the Debit and Credit columns have the same total.
• QuickBooks Account Name: These are the corresponding QuickBooks accounts that are mapped to the ledger account with a non-zero balance.
• Memo: The name of the Ledger Account of the property.
• Class: Displays the QuickBooks class (if set) that is mapped to that ledger account.
• Debit/Credit: The Debit or Credit value for the respective ledger account.

Posting a Journal Entry to QuickBooks.

The button “Post to QuickBooks” is enabled only if the Debit and Credit totals are the same.

Clicking on this button creates the Journal Entry in QuickBooks via the integration.

Within a few seconds the journal entry reflects in QuickBooks.

Once a Journal Entry is successfully posted, the status of the Journal Entry displays as “Success” in innCenter.

The Journal Entry display in QuickBooks.

View Previously posted Journal Entries.

The Journal Entry tab displays the previously posted Journal Entries with the below information.

• Journal Entry #: The Journal Entry # generated by innCenter.
• Journal Date: The date effective of the Journal Entry
• Posted Date: The date and time that the Journal Entry was posted.
• User: The first and last name of the user that posted the Journal Entry.
• Amount: The amount of the Debit/Credit column.
• Status: In progress/ Success/Failed

To open a Journal Entry and view more information, click on the Journal Entry # that is hyperlinked.

FAQs

Will the journal entry post automatically to QuickBooks?

Answer: No, we will never push the journal entry automatically to QuickBooks and you will still be in conntrol of what is posted to QuickBooks.

The journal entry is prepared in innRoad once you selects the journal date. Once the journal entry is reviewed by you, a click of a button pushes the journal entry to quickBooks. This is done to ensure that you can correct any of the transactions for the day in innRoad and then post it to QuickBooks.

How can I map my innRoad property to a different QuickBooks Company?

Answer: If the property is mapped to an incorrect QuickBooks Company, then you need to connect the right company to innRoad and then click on the pencil icon to change the mapping.

Can I use QuickBooks Desktop on 1 property and QuickBooks Online for another?

Answer: Yes, this is possible. Please ensure you select the type of QuickBooks for the selected property in innCenter and the connection wizard will guide you through the steps.

What would the value of the credit card journal entries look like?

Answer: The Journal Entry posted for credit cards to QuickBooks would be inclusive of the processing fee for the desired date. This means that the amount that is posted is what is collected from the guest and not what is credited to your bank account.

Can I post entries to Account Receivable/Payable QuickBooks Accounts?

Answer: QuickBooks expects the customer details for all Account Receivable and payable accounts. You can map A/R and A/P in inncenter but QuickBooks would not accept the journal entry. The Journal Entry will fail for this case, and you would see the reason for failure as "A/R detail line must have customer" . In this case speak to your accountant and find out if you could instead use any other type of account in QuickBooks for this corresponding entry.

In the past some properties have used the account type Other asset/liabilities for setting up these accounts in QuickBooks.

The Journal Entry I posted is still in “In progress” status. What should I do?

Answer: When a Journal Entry is in “In progress” for more than a few seconds then try refreshing the page that displays the previously posted Journal Entries.

The Journal Entry I posted shows as “Failed”. What should I do?

Answer: The Journal Entry that “Failed” can be posted again to QuickBooks. Open the Journal Entry and click on “Post Again to QuickBooks”

Before you post the journal entry again, please hover on the error displayed and address it before posting.

Note that the Journal Entry # gets appended with a version for every subsequent Journal Entry for the same date and property combination. For example if the prevous entry  for 17^th June 21 was IR061721 then the next Journal Entry would be IR061721-1.

How can I override a Journal Entry in QuickBooks with latest values?

Answer: There could be instances where a Journal Entry was posted and then data was updated in the folios. Creating a new Journal Entry for the same date, overrides the previously posted Journal Entry with the latest information.

In this case follow the below steps:

Step 1: Go to the Journal Entry tab and Click on the “New Journal Entry” button.

Step 2: Select the date and click on “Preview Journal Entry”.

Step 3: Click on “Post To QuickBooks”

The Journal Entry # gets created with a version to indicate that it was overridden. For example, a Journal Entry was already posted for June 17, 2021 with Journal Entry # as IR061721 then the second Journal Entry # would be IR061721-1.

The Debit and Credit column values do not match. How can I correct it?

Answer: The most common reason for the values not matching is because the account mapping is incorrect. In this case innRoad prompts you the problematic accounts.

Update the mapping for the indicated accounts and try posting the Journal Entry again.

Which accounting method does the integration support?

innRoad currently supports the Accrual method of accounting. Accrual accounting is an accounting method where revenue or expenses are recorded when a transaction occurs versus when payment is received or made. The method follows the matching principle, which says that revenues and expenses should be recognized in the same period. Cash accounting is the other accounting method, which recognizes transactions only when payment is exchanged.