QuickBooks Enterprise "Classes" for Multiple Locations

Scenario: We set up CommerceSync today for one of our locations, and we use QuickBooks Enterprise. We have four locations, and I'm going to set up the other locations shortly.

Question: Is there any way to split out the different locations into different QuickBooks classes by default?

Answer: Yes, you can do this, but the work happens on QuickBooks side of things.


STEP ONE - Enable class tracking on Names in QuickBooks:

  1. Click on Edit (on the toolbar on top of QuickBooks, next to File)

  2. Then on Preferences

  3. Click on the Accounting tab on the left

  4. Make sure you are the Company Preferences tab up top

  5. Click the option to Assign Class to

  6. From the related drop-down, pick Names (for Customers)

  7. Click on OK

STEP TWO - Update and create the Customers needed in QuickBooks:

  1. Click on the Customer menu, then Customer Center

  2. If Commerce Sync pre-created a customer for you, update the customer with the name of that location. And then create new customer for your other locations. Examples are "Square Restaurant", "Square Events" or "Square Uptown".

  3. As you are editing and creating a customer, associate the Customer to the correct Class.
  4. Save your changes

STEP THREE - Map the Commerce Sync Settings to the Customers in Commerce Sync:

  1. Once you have Commerce Sync installed and connected, open the Commerce Sync Dashboard up for one location.
  2. Click View under Settings
  3. For the Customer option, select the customer name for the location you are editing.
  4. Click Save
  5. Repeat steps in this section for all locations

Once you have these steps completed, Commerce Sync will create the invoice, refunds and payment under the customer you have selected. QuickBooks will then automatically associate it with the class you have that customer associated to.

Note that you can associate the Items or Accounts that Commerce Sync is using on the transfers to associated a class to. You would select Items or Accounts in the "Assign to" option in STEP ONE - 6 instead. You would also need to create items or account for each location in QuickBooks and then select that in the Commerce Sync settings.

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