Our Settings panel lets you control how your data is synced with QuickBooks Online. In this article, we'll review the different tabs in MyWorks Sync > Settings.
In order to complete the initial setup, only the dropdowns in the Default tab must be set - all other settings are optional.
This tab controls the basic core settings for your sync. Here's where you'll set default and fallback products & accounts to control the basic syncing of customers and products.
You can hover over the question marks to the right of the dropdowns to learn what each setting controls.
Firstly, here's an example of what this section looks like on a typical install.
Default for unmatched products
This will be a product in your QuickBooks that is automatically created by our sync during initial setup. It will only be used if we sync an order that contains a WooCommerce product not mapped to a QuickBooks product - it simply acts as a fallback for unmapped products.
Default QuickBooks Sales Account for New Products
This setting controls how we sync new products from WooCommerce to QuickBooks Online. This will normally be your Sales or Sales of Product Income account.
Default QuickBooks Inventory Asset Account for New Products
This setting controls how we sync new products from WooCommerce to QuickBooks Online.This will normally be your Inventory Asset account.
Default QuickBooks COGS Account for New Products
This setting controls how we sync new products from WooCommerce to QuickBooks Online. This will normally be your Cost of Goods Sold (COGS) account.
Default QBO Shipping Product
This option will only show if you do not have the Shipping subtotal field turned on in QuickBooks Online Settings - where a shipping subtotal field is present on your invoices/sales receipts. If this field doesn't show in your settings, no need to worry, shipping will be synced into the Shipping subtotal line in QuickBooks. Read more about shipping handling here.
Enable currencies for your WooCommerce store
This option will not show unless you have a supported multi-currency plugin installed. Although WooCommerce inherently does not support multiple currencies, our sync has support for multiple currencies if you're using a supported multicurrency plugin. We recommend the Woo MultiCurrency Plugin.
The rest of our settings in the tabs below are all optional and already set to a default state. You only need to modify them if you would like to change how our sync works.
This section contains settings relevant to syncing WooCommerce Orders. All of these settings are optional and can be left as is for normal syncing.
Sync WooCommerce Orders as
This option is where you choose whether you'd like your WooCommerce orders to be synced to QuickBooks Online as Sales Receipts/Invoices or as Estimates (not available to Launch Plan users). The default is Sales Receipts - or you can switch to sync orders as Invoices (and payments, if made in the WooCommerce order). If you are already using Estimates in QuickBooks Online, we would suggest you set this option to Estimates.
Do not sync Orders before ID
This option is a safety catch-all to stop our sync from syncing orders before a certain ID. Although our sync will only real-time sync orders, this blocks it from syncing orders before a certain ID if the order is accidentally edited or pushed in (Push > Orders in our sync) - for example - last years orders when you already closed the books.
Do not Sync $0 Invoices
This option will not sync WooCommerce orders over to QuickBooks Online if they have a $0 total
Mark Cancelled Orders in QBO
This option will mark invoices/sales receipts as voided in QuickBooks Online if the order is canceled in WooCommerce.
Sync Order Notes to Statement Memo
This option will sync your WooCommerce Order Notes to the Statement Memo field in QuickBooks Online if turned on.
Copy First Line Desc to Statement Memo
This option will copy the text of the first product in the order to the Statement Memo field in QuickBooks Online if turned on. This option and the above option cannot be turned on at the same time.
Sync WooCommerce Order Date to QBO Service Date
This option will sync your WooCommerce Order Date to the QuickBooks Online Service Date field in the invoice/sales receipt (if the Service Date setting is turned on in QuickBooks Online).
Only sync orders if they are a specific status
This option controls if you'd only like to sync WooCommerce orders to QuickBooks Online once they hit a certain status (like Completed). This is set by default to All Status.
This section contains settings relevant to tax settings for syncing WooCommerce Orders. All of these settings must be set for acceptable sync operation.
QuickBooks Tax 0% Rule
This option will only show if you do not have Automated Sales Tax in QuickBooks. It controls the 0% tax rule set in QuickBooks Online for when we sync over a WooCommerce Order with no tax. This can be set to ANY 0% tax rule in QuickBooks Online and is most normally set to Out of Scope or Exempt.
QuickBooks Tax/Price Format
By default, this option is set to Exclusive. Only change to Inclusive if your WooCommerce store is set to have products be inclusive of tax.
This section contains settings relevant to the mapping operations of our sync. All of these settings are optional and can be left as-is for acceptable sync operation.
Append Client ID If Duplicate Client
This option will append the client ID to the client Display Name in QuickBooks Online if an additional client is being synced to QuickBooks Online but already exists in QuickBooks Online and is mapped - so the sync doesn't error out.
Default QBO Display Name
This option controls the format of the Display Name set in QuickBooks Online when our sync syncs a customer over to QuickBooks Online.
Client Dropdown Sort Order
The default here is blank, but you can adjust the sort order of your clients in the dropdowns in Map > Clients with this setting.
Use Shipping Company For Mapping and Syncing Customer
This option will tell our sync to use the value in Shipping_Company to map to a QuickBooks Online client instead of the normal First/Last Name. Default: Off.
Check Mapped Customer Directly From QuickBooks Online
This option can be turned on if your clients already exist in QuickBooks Online but are not mapped in Map > Clients (usually because there's too many to map). With this option on, our sync will search for the client in QuickBooks Online, and if it exists, will sync the order under it. If it doesn't exist, it will be created. Turning this option on hides the Map > Clients tab, as it's not needed.
Enable Map and sync all orders to a specific QuickBooks Online customer?
This option should only be turned on if you wish ALL WooCommerce orders to be synced under ONE QuickBooks Online Customer - like Website Sales. You'll choose the customer in the following option.
Choose Sync All QuickBooks Customer
This option is where you choose the QuickBooks Online customer to sync all orders to if the above option is turned on.
This section contains settings relevant to the pull operations (pulling data from QuickBooks Online to WooCommerce) of our sync. All of these settings are optional and can be left as is for acceptable sync operation.
Show Pull Page Tab
This option is turned off by default as it's not common to pull data in from QuickBooks Online to WooCommerce. Turn this on to show the MyWorks Sync > Pull section.
Pulled WooCommerce Product Status
This option controls the status of products you pull from QuickBooks Online to WooCommerce in Pull > Products.
Pull Product Sales Description Into
This option controls which WooCommerce Product Description field the QuickBooks Online Product Description is pulled in to. Set this to None to not sync product descriptions either way.
Prevent Payment Pull For These Order Statuses
This option is only valid if the Payment switch is enabled in Settings > Automatic Sync > QuickBooks Online --> WooCommerce sync direction. This allows you to except certain order statuses from being changed when a payment is added to an invoice in QuickBooks.
Payment Pull Order Status
This option is only valid if the Payment switch is enabled in Settings > Automatic Sync > QuickBooks Online --> WooCommerce sync direction. This allows you to choose which status to mark an order as in WooCommerce when a payment is added to an invoice in QuickBooks.
This section contains settings relevant to the real-time sync operations of our sync. These settings are set to recommended defaults and can be left as is for normal sync operation. This tab is separated into two sections to control two way syncing.
Queue Sync Interval
This setting controls the interval of time in which sync activity that is accrued in the Sync Queue is automatically synced to QuickBooks Online. Note that this will either be enabled/disabled - based on the Queue Sync / Real Time sync status in MyWorks sync > Dashboard.
WooCommerce > QuickBooks Online
The options in this section are turned on by default to sync data from WooCommerce to QuickBooks Online in real time. You may turn any or all of these options off to limit or restrict the syncing of certain data types (customers, products, etc) from WooCommerce to QuickBooks Online.
QuickBooks Online > WooCommerce
The options in this section are turned OFF by default to control the real-time syncing of data from QuickBooks Online to WooCommerce. We don't recommend this be turned on in normal circumstances, as logical accounting flow recommends data flows from your store to your accounting system, not the other way around.
This section contains miscellaneous settings for our sync. All of these settings are optional and can be left as is for acceptable sync operation.
WooCommerce Admin User
This option chooses a WooCommerce admin user to email a daily sync log to if the below option is turned on.
Email Log Daily
This option if turned on will email a daily sync log to the user selected above.
Save Logs for Days
This option controls how many days of history are saved in MyWorks Sync > Log.
QuickBooks Error Add/Update Item Object, Request/Response Into Log File
Only turn this option on if instructed by our support team. Used for debugging.
QuickBooks Success Add/Update Item Object, Request/Response Into Log File
Only turn this option on if instructed by our support team. Used for debugging.
Accept Beta Update?
Only turn this option on if instructed by our support team. Used to deploy beta updates to your site instead of public releases.
Enable our Select2 searchable dropdown style for sync dropdowns
Enable AJAX search for Select2 Dropdown (customer and product)
This option is turned off by default but should be turned on if you have more than 1,000 clients, products or accounts in QuickBooks Online. This controls how this data is loaded into our sync dropdowns and will relieve page load/lag times in cases where there's too much data for a normal dropdown.