In this video, I demonstrated how the Digit and QuickBooks Online integration works after completing the initial setup and activating the sync. I walked through the sales order screen, highlighting how to create invoices for both fully and partially fulfilled orders, and explained the different invoice statuses you can see. I also covered how to manage billing for purchase orders in a similar manner. Please ensure that you familiarize yourself with these processes, as they will streamline our invoicing and billing tasks. Thank you for your attention, and have a great day!
Video Transcript
0:00
This is a quick demonstration of how the Digit and QuickBooks Online integration works once you've completed your initial setup here and your sync is on.
0:14
And we'll just review really quickly the settings here and we can see the QuickBooks accounts that we've associated with So now we can go out to our sales order screen So on our sales order page, we'll see that we now have an invoice column for for each sales order.
0:37
And you can see the statuses are not invoiced, invoiced, and partially invoiced. So let's take a look at the difference.
0:46
So here we'll be looking at two orders, 164 and 166. 164 has been fully fulfilled. So let's go ahead and invoice all items.
0:57
So we'll select the first option, and it'll ask you to confirm. And we know that. That we've shipped everything already.
1:03
So we say, yes, invoice all items. What that will do is down here, you can see it'll say invoice sent, and that gets sent over to a QuickBooks and you can see the invoice will be pending.
1:16
But if we refresh the page really quickly, that we should see now that we have, it'll say invoiced and we can click on it and now we can view in QuickBooks.
1:30
And if you're already signed into your QuickBooks account, it will bring you directly to that invoice. And we can see that all of the products that were on our sales order, as well as the quantities, the rates and the total amount have been ported over into QuickBooks.
1:45
This is created just for draft mode. So you can continue to make edits here before finalizing to save and send.
1:54
Let's go back over and see what it looks like to do a partial invoice. So sales order 166 is identical to 164, except that this one has been shipped out in several shipments.
2:08
As a result, we could still select invoice all items. Since that will only invoice the ones that have been shipped.
2:14
But if you want to check and see which ones are eligible, you can click the second option. Here we can see we've got two individual shipments.
2:21
One of which is for all of our smartphone case greens. And the other two are actually partial shipments of two of the remaining SKUs.
2:30
We know that shipment 129 has actually been shipped. Shipment 130 has just been packed, but it hasn't been shipped. So we're just going to partially invoice for this first one.
2:42
So we'll add that to an invoice and just like before it'll say sending invoice sent, and then shortly we'll be able to refresh the page and now our sales order should be in a partially invoiced status, partially invoiced and now we can view our QuickBooks invoice for just the one that we selected.
3:09
And here you can see it only brought over the one that was relevant. Just like before, this is in draft mode so you can make final edits before finalizing and sending.
3:19
Thank you. Have a great day. Switch back over into Digit. Let's imagine that that second shipment for Sales Order 166 has now been shipped and we just want to click, uh, Invoice Remaining Items.
3:34
So this will show us the ones that we have available and it'll pre-select them for us so we can add this to the invoice.
3:43
And again, just like before, it'll say there's an invoice pending, then we can refresh the page. And it's still going to be partially invoiced because we're only partially fulfilled so we know that there will be another invoice, but now we'll be able to view in QuickBooks, the most recent invoice.
4:03
here we can see that now we've got the line items for the two that we added. And this is on a new invoice.
4:11
When you do a partial invoice, it'll come over with the sales order number and a dash one or a dash two.
4:19
So here's the first one that we had as a dash one. And then the second one. One that we've generated as dash two, and it will go from there, depending on how many invoices you create for each sales order.
4:32
For bills in the purchase order side of things, it's almost the exact same So just like on the sales orders page, now we have another column.
4:42
With bill, and it also has a not billed, billed, and partially billed state. So it's similar to before where you'll be able to choose either all items or which items to bill based on their status of being received.
5:00
And just like before, once it has been billed, you'll have a link to view it in QuickBooks. So hopefully that helps you with the initial understanding of bills and invoices between Digit and QuickBooks.