How to setup Quickbooks PC for Lettuce / simple online inventory and order management system for Quickbooks

Chris Bengston for Lettuce writes: In order to make your import from Quickbooks into Lettuce as easy as possible, we highly recommend going through these instructions beforehand.  It will verify that your items are formatted correctly, that your settings are compatible with Lettuce, and that you have all the necessary line items for Lettuce to create invoices correctly within your file.

Important: please verify that you are logged in as an Administrator and in single-user mode before continuing!

Note:  click images to enlarge

Optimize Quickbooks 2009-2012 for Lettuce

First, open QuickBooks and go to Edit > Preferences

Within preferences, select Items & Inventory from the left side and make sure that “Inventory and purchase orders are active” is checked on the company preferences tab.

Next, find Sales Tax on the left side of the preferences menu and make sure that you answered “yes” to“Do you charge sales tax?”

NOTE: If you’re a wholesaler only, you’ll still want to answer “yes” here.  After doing so, simply select the drop – down menu under Your most common sales tax item and add a new tax item called “Wholesale – no sales tax.”

Close out of the preferences menu and open Items & Services on the main screen.

Verify that your items have their information in the right fields

 Put the SKU number in the Item Name/Number field

 Put the name of your item in the Description on Sales Transactions field (Description field for Non-Inventory Parts)

 Input the cost to you of each item (Inventory Parts only)

 Input the Sales Price to your customers of each item

 Make sure that QuickBooks has selected Inventory Asset as the Asset Account (Inventory Parts only)

 Set the Reorder Point (Inventory Parts only)

 Input the inventory on hand (for Inventory Parts only)

Create necessary Line Items

There are three items that are necessary for Lettuce to be able to push Invoices correctly into Quickbooks:  a Shipping charge, a generic Discount, and a Shipping Discount.  Within your items list (Items and Services from the main screen, or "Lists"- Item List), either verify you have the following items or create them by clicking Item->New in the lower left hand corner of the item list window.

Discount (item type Discount), account set to your sales Income account.

Shipping and Handling (item type Other Charge), account set to your shipping and delivery income account.

Shipping Discount (item type Discount), account set to your shipping and delivery income account.

Please note that all of these are generic- you shouldn't set any specific dollar amount or percentage for any of these items.  If you have items for these fields already, please create new ones to match the items above, and change the name slightly.  For instance, if you have a Shipping item already, but it's a "service" instead of an "other charge," create a new one with a slightly different name that's an "other charge."  The specific names above don't have to be used, as long as the item type and accounts are set up correctly!

Set up the Intuit Sync manager (Required!)

Please refer to the Setup the Intuit Sync Manager tutorial in order to set up your intuit sync manager.  Once your file is uploaded to the Intuit cloud, you can integrate your Quickbooks file with Lettuce using the same login information that you use for the sync manager.