Ability Financial Exchange for QuickBooks Online: Resources and What You Need to Know
Find answers, how to’s, videos, best practices to questions and workflows along with resources for Ability Financial Exchange, a sync tool and connector that allows for QuickBooks Point of Sale Desktop and QuickBooks Online integrations.
What you need to know about Ability Financial Exchange (AFE) for QuickBooks Online
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Ability Financial Exchange technically does work with QuickBooks Point of Sale Basic but certain sync features will not and there may be limitations in the following areas:
- Advanced inventory tracking and management like vendor attaching
- QuickBooks Work Order and Sales Order tracking + Layaways, Deposits
- Pre-set inventory levels/re-order points
- Purchase Orders
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At this time, Ability Financial Exchange for QuickBooks Online does not support multiple store locations. Due to QuickBooks Online inventory limitations, there is no way to control inventory for each site/location.
- You can connect multiple locations to your QuickBooks Online file and we can set a “location” so you can run reports in QuickBooks Online but inventory will be in one big bucket for all locations.
- This means that the QTY in QuickBooks Online will feed to each location that you have tied with AFE.
In some cases this may be OK. Be sure to discuss with our consulting team.
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Since QuickBooks Online and QuickBooks Point of Sale do not share the same feature sets or back-end platform architecture, at this time we are unable to map QuickBooks Online Price Rules with QuickBooks Point of Sale Price Levels. Our dev team has developed four global options to help meet the needs of pricing for your QuickBooks storefront. You can select only one option.
- Sync QuickBooks Online Price to QuickBooks Point of Sale Regular Price Only
- Sync QuickBooks Online Price to ALL QuickBooks Point of Sale Price Levels
- DO NOT Sync QuickBooks Online Price to QuickBooks Point of Sale
- Sync QuickBooks Online Price to ALL QuickBooks Point of Sale Price Levels with Fixed Markdowns
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QuickBooks Point of Sale Desktop Style Matrix feature aka styles are not supported.
Since each item name is in QuickBooks Point of Sale Desktop and QuickBooks Online, we suggest combining the name with the size and color. Additionally, when onboarding and you have data, our team will combine item cells on a spreadsheet to create a unique name.
We always suggest that you take time to review the data, and when implementing AFE and QuickBooks Online integrations, this is a great time to clean up your item lists and purge outdated items.
For example:
- Ruffled Blouse Black Small
- Ruffled Blouse Black Medium
- Ruffled Blouse Black Large
- Ruffled Blouse Black X-Large
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Since QuickBooks Online is your “inventory control” software and source of truth, best practice is to utilize the QuickBooks Online App for sales at pop-ups, trade shows, etc.
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Currently due to API limitations and the automatic sales tax feature for QuickBooks Online, AFE only supports one (1) tax location. The sales tax is selected in the AFE settings and pulled from QuickBooks Online.
AFE supports the the following tax codes in QuickBooks Point of Sale:
- tax
- non
- exempt
Certain businesses that have layered or special taxes or are located in CA, IL, LA, WA are encouraged to discuss your sales tax needs prior to purchasing the solution and starting your AFE and QuickBooks Online integrations.
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Accounting Integration Checklist
- QuickBooks Online Plus or QuickBooks Online Advanced, U.S. Versions
- QuickBooks Online Simple Start or Essentials and International versions are not supported
- AFE does not support multiple retail locations
- New Company File created in QuickBooks Point of Sale Desktop
- Note: when creating a new QuickBooks Point of Sale Desktop company file, the existing company’s file of historic transactional data is not included and cannot be migrated—this historic data includes permissions and settings, sales history, open purchase orders and history, receiving history, open sales orders, work orders, lay-a-ways, deposits and history, current reward status and history, current employee list, status and history.
Limitations and/or exclusions:
– Only 1 tax code syncs
– QuickBooks Point of Sale Desktop Styles does not sync
– QuickBooks Online Price Rules do not sync to QuickBooks Point of Sale Desktop Price Levels
– It is not recommended to use the QuickBooks Point of Sale Desktop Mobile Sync with GoPayments with AFE
Ability Financial Exchange for QuickBooks Online
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Ability Financial Exchange is a real-time sync tool application that connects QuickBooks Online and QuickBooks Point of Sale Desktop. AFE (Ability Financial Exchange) gives you the flexibility to access business financials anywhere with QuickBooks Online and run your day to day operations at the QuickBooks storefront with QuickBooks POS.
- Sync sales receipts and invoices (on account) from QuickBooks POS to QuickBooks Online.
- Sync QuickBooks POS sales orders, work orders and layaways. Note these are Estimates in QuickBooks Online.
- Stay up to date on inventory—know what products are in stock, what needs to be reordered, and what is selling.
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I just ordered Ability Financial Exchange, what’s next? No worries, our team is here to assist during your launch of your AFE and QuickBooks Online integration. Be sure to check your inbox for the welcome letter that explains the next steps.
- Invite us as an Accountant User in QuickBooks Online.
- Schedule your first onboarding call.
- During this call, you can expect our team to ask you questions about your business, discuss inventory, determine your timeline, and chat about the next steps.
- Depending on your needs and how complex your setup is, onboarding can take 2 days to 4 weeks.
- Start thinking about your inventory—products and services. This is a great time to review inventory lists and do some cleanup. Remember, good data in means good reporting!
- Our team will review your lists and help guide you with best practices. We will discuss how QuickBooks Online item fields map to QuickBooks Point of Sale Desktop.
- Once inventory is ready, we will import the product info into QuickBooks Online.
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Our onboarding team will walk you through the Ability Financial Exchange settings.
Ability Financial Exchange (AFE) Settings
AFE Settings
What & WhereNotesSales Tax & Add a tax location
Select from the dropdown list.
The Sales Tax list is from QuickBooks Online. In the AFE settings, we can update the shipping address for QuickBooks Point of Sale Desktop receipts.
Location
Select the Location from the dropdown list.
Create Locations in QuickBooks Online.
Sync Customer Types
Use customer types to categorize your customers that are meaningful to your business.
Create and assign customer types in QuickBooks Online.
Send discounted items with net value
Enabled: Receipt-level discounts and redeemed customer rewards will be subtracted from the price of items.
Disabled: Receipt-level discounts and redeemed customer rewards will come over as separate line item on the receipt or invoice.Sync item reorder points
Enable or disable to sync inventory reorder points.
Only sync associated customer types
Sync a particular set of customers to QuickBooks Point of Sale Desktop by assigning a specific customer type.
Two-way customer sync
Add customers or update info in QuickBooks Point of Sale Desktop or QuickBooks Online.
Two-way vendor sync
Add vendors or update info in QuickBooks Point of Sale Desktop or QuickBooks Online.
Two-way item sync
Add inventory or update info in QuickBooks Point of Sale Desktop or QuickBooks Online.
Sync base UOMs
Store "Base UOM" labels in QuickBooks Online.
QuickBooks Online Purchase Description Example: BaseUOM = Can
Sync the customer's tax-exempt status.
Sync the QuickBooks Online Tax Info "checkbox" to QuickBooks Point of Sale Desktop.
Sync the customers fully qualified name to the QuickBooks Point of Sale Desktop Company customer field.
Used for Customer:Subcustomer relationships.
Names longer than 48 characters will be truncated.
Sync the QuickBooks Online customer Company field to the QuickBooks Point of Sale Desktop Last Name field.
Allows you to see the QuickBooks Online company field text even if you are using the QuickBooks Point of Sale Desktop company box to display the fully qualified QuickBooks Online name.
Price sync mode
There are 4 options. You can CHOOSE only 1 option. This is a Global Setting.
1. Sync QuickBooks Online Price to QuickBooks Point of Sale Desktop Regular Price Only
2. Sync QuickBooks Online Price to ALL QuickBooks Point of Sale Desktop Price Levels
3. DO NOT Sync QuickBooks Online Price to QuickBooks Point of Sale Desktop
4. Sync QuickBooks Online Price to ALL QuickBooks Point of Sale Desktop Price Levels with Fixed Markdowns
Enable IFE
Allows users to modify customer credit limits in QuickBooks Point of Sale Desktop while using AFE (Ability Financial Exchange).
Let POS modify item accounts
Let users modify QuickBooks Point of Sale Desktop inventory GL Accounts.
Sync Purchase Orders
Sync Purchase Orders between QuickBooks Online and QuickBooks Point of Sale Desktop.
Sync Sales Orders
QuickBooks Point of Sale Desktop Sales Orders, Work Orders, and Layaways sync to QuickBooks Online Estimates.
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Info coming soon!
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Info coming soon!
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Info coming soon!
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Info coming soon!
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Info coming soon!
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Info coming soon!