When you import transactions from QuickBooks Online, the QuickBooks Disbursements Integration converts them into the appropriate items in our system.
The tables below provide details on how the QuickBooks Disbursements Integration creates items in our system based on transaction data from QuickBooks Online and your account mapping inputs.
Expenses or Purchases
|
Field in QuickBooks Online |
Field in Integration Payment Account Mapping |
Field in New Disbursement |
|
Payee (this will get imported as a Contact) |
|
Recipient |
|
|
|
Disbursement ID Created automatically upon import |
|
|
Mapped designation selection for payment account |
Designation |
|
Payment date |
|
Date Issued |
|
Line Amount |
|
Amount |
|
|
Mapped bank account selection for payment account |
Bank Account |
|
Payment date |
|
Check Date |
|
Ref no. |
|
Check Number |
|
|
Mapped default period selection for payment account |
Period |
|
|
Mapped default cycle (year) selection for payment account |
Cycle |
|
Line Customer (if selected from Compliance customer) |
|
Disbursement Type If no Compliance customer selected, “Operating Expenditure”. |
|
|
Mapped purpose selection for payment account |
Purpose |
|
|
Mapped payment account type selection for payment account. For Credit Card: Credit Card/Payroll Expense and Credit Card/Paycheck Item For Reimbursement: Reimbursement Item All expenses made where the payee is an employee: Credit Card/Paycheck Item |
Expense Subtype |
|
See credit card payment linking logic, below |
|
Applied Credit Card/Payroll Payments |
|
|
|
Debt Repayment? No |
|
Memo |
|
Notes (non-disclosed Notes field) |
|
|
(Whoever launched the import) |
Created By |
|
|
(Date import was launched on) |
Date Created |
|
|
|
External ID Type “QuickBooks Online Expense” |
|
{Realm ID}_{QuickBooks Expense ID} |
|
External ID |
Credit Card Payments
|
Field in QuickBooks Online |
Field in Integration Account Mapping |
Field in New Disbursement |
|
Payee (this will get imported as a Contact) |
|
Recipient |
|
|
|
Disbursement ID Created automatically upon import |
|
|
Mapped designation selection for payment account |
Designation |
|
Date of payment |
|
Date Issued |
|
How much did you pay? |
|
Amount |
|
|
Mapped bank account selection for payment account |
Bank Account |
|
Date of payment |
|
Check Date |
|
Check no. |
|
Check Number |
|
|
Mapped default period selection for payment account |
Period |
|
|
Mapped default cycle (year) selection for payment account |
Cycle |
|
|
|
Disbursement Type “Operating Expenditure” |
|
|
Mapped purpose selection for payment account |
Purpose |
|
|
Credit Card/Payroll Expense and Total Credit Card/Payroll Payment |
Expense Subtype |
|
See credit card payment linking logic, below |
|
Applied Credit Card/Payroll Payments |
|
|
|
Debt Repayment? No |
|
Memo |
|
Notes (non-disclosed Notes field) |
|
|
(Whoever launched the import) |
Created By |
|
|
(Date import was launched on) |
Date Created |
|
|
|
External ID Type “QuickBooks Online Credit Card Payment” |
|
{Realm ID}_{Credit Card Payment ID} |
|
External ID |
Bills
A Bill and its Bill Payment are imported together as a Debt Adjustment. A Bill must be linked to a Bill Payment in QuickBooks Online in order to be imported.
|
Field in QuickBooks Online |
Field in Integration Account Mapping |
Field in New Debt |
|
Vendor (this will get imported as a Contact) |
|
(who it’s owed to - on title) |
|
|
|
Debt ID Created automatically upon import |
|
|
Mapped designation selection for payment account |
Designation |
|
|
|
Type “Owed by you” |
|
|
Mapped purpose selection from account for first matching bill |
Nature of Debt (Purpose) |
|
Date (from first matching bill) |
|
Date Incurred |
|
$0.00 |
|
Initial Amount |
|
|
Mapped default period selection for payment account |
Period |
|
|
Mapped default cycle (year) selection for payment account |
Cycle |
|
Memo (from first matching bill) |
|
Internal Note |
|
|
|
Adjustments 1 per matching bill with its fields as follows: |
|
Bill Date |
|
Adjustment - Date Adjusted |
|
Bill Amount |
|
Adjustment - Amount |
|
Bill Memo |
|
Adjustment - Reason for Adjustment |
|
|
(Whoever launched the import and the date it was launched on) |
Created By |
|
|
|
External ID Type* “QuickBooks Online Bill” |
|
{Realm ID}_{Bill ID} |
|
External ID* |
*There may multiple bills to the same debt as there will only be one debt per vendor-designation-period-cycle combination, and each bill will appear as a debt adjustment. Each matching bill will show up as one adjustment and have one external ID on the debt.
Bill Payments
|
Field in QuickBooks Online |
Field in Integration Account Mapping |
Field in New Disbursement |
|
Payee (this will get imported as a Contact) |
|
Recipient |
|
|
|
Disbursement ID Created automatically upon import |
|
|
Mapped designation selection for payment account |
Designation |
|
Date of payment |
|
Date Issued |
|
Line Amount |
|
Amount |
|
|
Mapped bank account selection for payment account |
Bank Account |
|
Payment date |
|
Check Date |
|
Starting check no. |
|
Check Number |
|
|
Mapped default period selection for payment account |
Period |
|
|
Mapped default cycle (year) selection for payment account |
Cycle |
|
|
|
Disbursement Type “Operating Expenditure” |
|
|
Mapped purpose selection for payment account of the linked bill |
Purpose |
|
|
Mapped payment account type selection for payment account. For Credit Card: Credit Card/Payroll Expense and Credit Card/Paycheck Item For Reimbursement: Reimbursement Item All expenses made where the payee is an employee: Credit Card/Paycheck Item |
Expense Subtype |
|
See credit card payment linking logic, below |
|
Applied Credit Card/Payroll Payments |
|
|
|
Debt Repayment? Yes |
|
|
|
Link to Debt The debt created for the linked bill from QuickBooks Online |
|
Private note (of linked bill) |
|
Notes (non-disclosed Notes field) |
|
|
(Whoever launched the import) |
Created By |
|
|
(Date import was launched on) |
Date Created |
|
|
|
External ID Type “QuickBooks Online Bill Payment” |
|
{Realm ID}_{QuickBooks Online Bill Payment ID} |
|
External ID |
Credit card expense logic
Credit card expenses are linked to the earliest credit card payment made on that credit card, falling 1-35 days after. If there are no credit card payments within the 35-day period, no credit card payment will be linked.
Credit card expenses are linked only if the payment account is mapped as a Credit Card.
What else do you need help with?
- Run reports for QuickBooks Disbursements Integration
- Manage accounts from the QuickBooks Disbursements Integration
- Read FAQs about the QuickBooks Disbursements Integration
Not quite what you were searching for?
Navigate back to the Feature Overview.