Step 1: Add the invoice
Go to the ConnectStock tab and click Sales. Click Add Invoice.
If Sales Orders are on, you first see a list of sales orders. Check the box next to a sales order and click Next, or click Continue Without Sales Order.
Step 2: Enter the invoice details
Pick a customer from the list, or create a new one.
Enter the Invoice Number and Date.
Add the items you're selling.
Fill in the Qty and Price, and pick the Warehouse the items should come out of.
Click Save to create the invoice.
Step 3: Export the invoice to QuickBooks
Before you export, set the default accounts on your file. If Inventory Asset or Cost of Goods Sold is missing (or Account Receivable on QuickBooks Desktop), the Invoice Export and COGS Export columns show Missing Account.
Go to Stores & Files, then Inventory Files, click the file, then click Accounting in the left panel.
Click Edit and pick these accounts:
Inventory Asset
Cost of Goods Sold
Account Receivable (only for QuickBooks Desktop)
Income Account, the account that records your sales
Click Save.
Go back to your invoices.
Click Export in the Invoice Export column.
The invoice shows up in QuickBooks with the same details you entered in ConnectBooks.
Step 4: Handle Cost of Goods Sold (COGS)
The cost of the items you sold goes in a separate export. Click Export in the COGS Export column. This:
Lowers Inventory Asset.
Raises Cost of Goods Sold.
If the Auto Sync Invoice COGS setting is on (in the same Accounting settings), the COGS is sent for you automatically.
To change an invoice or send it again, click the 3 dots in the More column.
To change a customer's details, go to ConnectStock, then Lists, then the Customers tab, and edit the customer.
For any other questions, please reach out to support. We're here to help!
Frequently asked questions
Why do the Invoice Export and COGS Export columns say Missing Account?
Inventory Asset or Cost of Goods Sold isn't set on your file (or Account Receivable on QuickBooks Desktop). Go to Stores & Files, then Inventory Files, click the file, then Accounting. Click Edit, pick the Inventory Asset and Cost of Goods Sold accounts (and Account Receivable for QuickBooks Desktop), then click Save.
Do I have to export COGS by hand?
Only if Auto Sync Invoice COGS is off. When it's on, the COGS is sent for you.
How do I create an invoice that isn't from a sales order?
After you click Add Invoice, click Continue Without Sales Order.