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Using Quickbooks

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AlayaCare Support Associate
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QuickBooks is now available on AlayaCare Connector, allowing users to monitor new events, or create, update, retrieve and delete invoices, bills, sales receipts, files, accounts, and a variety of other financial and management documents in your QuickBooks account. To create an account, visit their website.  do not have one, you can create a QuickBooks account at QuickBooks.

⚠️Please note that the module dialog fields displayed in bold (within the AlayaCare Connector scenario, not in this documentation article) are mandatory.

Follow the general instructions for "Connecting to services". After clicking on the "Continue" button, AlayaCare Connector will redirect you to the QuickBooks website, where you will be prompted to grant AlayaCare Connector access to your account. To confirm, click on the "Connect" button. 

Please note that fields in the QuickBook modules are country-specific. The descriptions of fields in this article correspond to a US account.

Invoice

Create an Invoice

This creates a new invoice for the customer.

Connection Establish a connection to your QuickBooks account.
Customer Select the customer you want to create an invoice for.
Lines

 Enter at least one line item.

Amount  Enter the amount of the line item. 
Description Enter the text description of the line item that appears in the printed record. Max 4000 characters.
Quantity Enter the number of line items.
Unit Price

Enter the unit price of the item. Can be used to specify discount or tax rate.

If used for a discount or tax rate, express the percentage as a fraction. For example, specify 0.4 for 40% tax.
Item Select the item or enter the item ID. 
Service Date Enter the data in the YYYY-MM-DD format (for the local timezone) when the service is performed. 
Tax Code Select the tax code for the item.
Class Select the reference to the class for the line item.
Tax code Select the reference to the transaction tax code.
Total tax Total tax calculated for the transaction, excluding any tax lines manually inserted into the transaction line list.
Department Specify the location of the transaction.
Class Select the class for the line item.
Sales term Select the sales term associated with the transaction.
Deposit to Account Select the account to which money is deposited.
Bill Email Enter the carbon copy e-mail address where the invoice is sent.
Shipping method Enter the shipping method associated with the transaction.
Doc number To auto generate new number please see the New invoice number part of this article.
Transaction source  
Private Note Enter the private note about the transaction. This note will not appear on the transaction records by default.
Customer memo Enter the message to the customer that appears in the invoice, and does appear in the printed invoice. The maximum length for the message is 1000 characters.
Due Date Enter the date when the invoice is to be paid, not including any early-payment discount incentives, or late payment penalties. If the date is not supplied, the date specified in the Sales term is used. Please use the following date and time formats: Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Transaction date Enter the date when this transaction occurred. Often, it is the date when the transaction is created in the system. For "posting" transactions, this is the posting date that affects the financial statements. If the date is not supplied, the current date on the server is used.
Ship date Enter the date for delivery of goods or services. Please use the following date and time formats: Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Tracking num Enter the shipping provider's tracking number for the delivery of the goods associated with the transaction.
Custom field Enter the value for the custom fields.
Shipping Address

Enter the shipping address details.

Identifies the address where the goods must be shipped. If Shipping Address is not specified, and a default ship-to address is specified in QuickBooks for this customer, the default ship-to address will be used by QuickBooks.
For international addresses - countries should be passed as 3 ISO alpha-3 characters or the full name of the country.
Billing Address Enter the physical (postal) address details where the invoice is sent.
Discount

Specify the discount for the entire transaction. This is in contrast to a discount applied to a specific line. Select the way for how to apply the discount:

Amount
Enter the total amount of the discount.

Percent
Enter the percentage discount. For example, enter 0.2 to apply 20% discount.

Allow online ACH payment

 Enable this option to allow ACH (Automated Clearing House) payment. If enabled the invoice can be paid with online bank transfers. If disabled, the online bank transfers are not allowed.
Allow online credit card payment

Enable this option to allow the customer to use eInvoicing(online payment -credit card) to pay the Invoice.
Currency

Define the currency in which all amounts on the associated transaction are expressed. This must be defined if multi-currency is enabled for the company. Use the three letter string representing the ISO 4217 code for the currency. For example, USD, AUD, EUR, and so on.
Exchange Rate

Enter the currency exchange rate. Valid only if the company file is set up to use Multi-Currency feature. Exchange rates are always recorded as the number of home currency units it takes to equal one foreign currency unit.
The foreign unit is always 1 and the amount of home units that equal that 1 foreign unit is what QuickBooks uses as the exchange rate.
Apply tax after discount

If the No or Not defined option is selected, the sales tax is calculated first, and then the discount is applied. If the Yes option is selected, subtract the discount first and then calculate the sales tax.

Update an Invoice

This updates an existing invoice.

Connection Establish a connection to your QuickBooks account.
Invoice ID Enter (map) the ID of the invoice you want to update.

Please find the descriptions of the fields in the Create an Invoice section above. Fields that are left empty will be omitted (not updated).

Delete an Invoice

This deletes an existing invoice. You must unlink any linked transactions associated with the invoice object before deleting it.

Connection Establish a connection to your QuickBooks account.
Invoice ID Enter (map) the ID of the invoice you want to delete.

Get an Invoice

This retrieves invoice details.

Connection Establish a connection to your QuickBooks account.
Invoice ID Enter (map) the ID of the invoice you want to retrieve details about.

Search for Invoices

This performs a search for invoice based on the filter settings or a specified search query. Please note that diacritics are not supported. To remove them, use the ascii() function.


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Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the invoice field, operator and desired value you want to search invoices by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM Customer WHERE Id = '123456'

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Download an Invoice

This downloads an invoice in the PDF file.

Connection Establish a connection to your QuickBooks account.
Invoice ID Enter (map) the ID of the invoice you want to download.

Send an Invoice

This sends an invoice to the specified email address.

Connection Establish a connection to your QuickBooks account.
Invoice ID Enter (map) the ID of the invoice you want to send.
Send to Enter the email you want send the invoice to.

Bill

Create a Bill

This creates a new bill.

Connection Establish a connection to your QuickBooks account.
Vendor Select the vendor for this transaction.
 Lines

Enter at least one line item.

Amount  Enter the amount of the line item. 
Description Enter the text description of the line item that appears in the printed record. Max 4000 characters.
Type

Select the type of the expense line:

  • Item based expense line
  • Account based expense line
Item/Account

Select the item or account you want to specify the line for.
Tax code

Select the tax code for the item/account.
Class

Select the class associated with the expense.
Customer

Select the customer associated with the expense.
Quantity Enter the number of items.
Unit Price

Enter the unit price of the item. Can be used to specify discount or tax rate.

If used for a discount or tax rate, express the percentage as a fraction. For example, specif 0.4 for 40% tax.
Item Select the item or enter the item ID. 
Service Date Enter the data in the YYYY-MM-DD format (for the local timezone) when the service is performed. 
Billable status Select the billable status of the expense.
AP Account ID Specify which AP account the bill will be credited to. Many/most small businesses have a single AP account, so the account is implied. When specified, the account must be a Liability account, and further, the sub-type must be of type "Payables".
Transaction Date The date entered by the user when this transaction occurred. Often, it is the date when the transaction is created in the system. For "posting" transactions, this is the posting date that affects the financial statements. If the date is not supplied, the current date on the server is used.
Due date The nominal date by which the bill must be paid, not including any early-payment discount incentives, or late payment penalties. Please use the following date and time formats: Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Doc number Enter number for the transaction (document number). If Doc Number is not provided, and the Custom Transaction Number is set to "Off", QuickBooks assigns a document number using the next-in-sequence algorithm for Sales transactions. Otherwise the value will remaining null.
To auto generate new number please see the New invoice number part of this article.
Currency

Define the currency in which all amounts on the associated transaction are expressed. This must be defined if multi-currency is enabled for the company. 

Use the three letter string representing the ISO 4217 code for the currency. For example, USD, AUD, EUR, and so on.
Exchange rate Enter the currency exchange rate. Valid only if the company file is set up to use Multi-Currency feature. Exchange rates are always recorded as the number of home currency units it takes to equal one foreign currency unit.
The foreign unit is always 1 and the amount of home units that equal that 1 foreign unit is what QuickBooks uses as the exchange rate.
Sales term Select the sales term associated with the transaction.
Department Select the location of the transaction, as defined using location tracking in QuickBooks.
Private Note Enter the private note about the transaction. This note will not appear on the transaction records by default.

Update a Bill

Updates an existing invoice.

Connection Establish a connection to your QuickBooks account.
Bill ID Enter (map) the ID of the bill you want to update.

Please find the descriptions of the fields in the Create a Bill section above. Please note that fields that are left empty will be omitted and not updated.

Delete a Bill

This deletes an existing bill. You must unlink any linked transactions associated with the bill object before deleting it.

Connection Establish a connection to your QuickBooks account.
Invoice ID Enter (map) the ID of the bill you want to delete.

Get a Bill

This retrieves bill details.

Connection Establish a connection to your QuickBooks account.
Invoice ID Enter (map) the ID of the bill you want to retrieve details about.

Search for Bills

This performs a search for a bill based on the filter settings or a specified search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the bill field, operator and desired value you want to search bills by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM Customer WHERE Id = '123456'

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Sales Receipt

Create a Sales Receipt

Connection Establish a connection to your QuickBooks account.
Customer Select the customer for this transaction.
 Lines

 Enter at least one line item.

 

Amount  Enter the amount of the line item. 
Quantity Enter the number of items for the line.
Unit Price

Enter the unit price of the item. Can be used to specify discount or tax rate.

If used for a discount or tax rate, express the percentage as a fraction. For example, specif 0.4 for 40% tax.
Item

Select the purchased line item. Required.
Description

Enter the text description of the line item that appears in the printed record. Max 4000 characters.
Tax code

Select the tax code for the item/account.
Payment method Select the type of payment.
Account Select the asset account where the payment money is deposited. If you do not specify this account, QuickBooks uses the Undeposited Funds account.
Doc Number Enter number for the transaction (document number). If Doc Number is not provided, and the Custom Transaction Number is set to "Off", QuickBooks assigns a document number using the next-in-sequence algorithm for Sales transactions. Otherwise the value will remaining null.
To auto generate new number please see the New invoice number part of this article.
Private Note

Enter the private note about the transaction. This note will not appear on the transaction records by default.
Ship method Enter the ship method associated with the transaction.
Customer memo User-entered message to the customer; this message is visible to end user on their transactions. Max 1000 characters.
Transaction date

The date entered by the user when this transaction occurred. Often, it is the date when the transaction is created in the system. For "posting" transactions, this is the posting date that affects the financial statements. If the date is not supplied, the current date on the server is used. Please use the following date and time formats: Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Payment reference num Enter the reference number for the payment received (I.e. Check # for a check, envelope # for a cash donation, CreditCardTransactionID for a credit card payment)
Currency

Define the currency in which all amounts on the associated transaction are expressed. This must be defined if multi-currency is enabled for the company. 

Use the three letter string representing the ISO 4217 code for the currency. For example, USD, AUD, EUR, and so on.
Exchange rate

Enter the currency exchange rate. Valid only if the company file is set up to use Multi-Currency feature. Exchange rates are always recorded as the number of home currency units it takes to equal one foreign currency unit.
The foreign unit is always 1 and the amount of home units that equal that 1 foreign unit is what QuickBooks uses as the exchange rate.
Custom fields

Enter the values for the custom fields.
Shipping date Enter the date for delivery of goods or services.
Shipping method  
Tracking number Enter the shipping provider's tracking number for the delivery of the goods associated with the transaction.
Apply Tax After Discount If the No or Not defined option is selected, the sales tax is calculated first, and then the discount is applied. If the Yes option is selected, subtract the discount first and then calculate the sales tax.

Update a Sales Receipt

This updates an existing sales receipt.

Connection Establish a connection to your QuickBooks account.
Sales Receipt ID Enter (map) the ID of the sales receipt you want to update.

Please find the descriptions of the fields in the Create a Sales Receipt section above.

Get a Sales Receipt

This retrieves sales receipt details.

Connection Establish a connection to your QuickBooks account.
Sales Receipt ID Enter (map) the ID of the sales receipt you want to retrieve details about.

Search for Sales Receipts

This performs a search for a sales receipts based on the filter settings or a specified search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the sales receipt field, operator and desired value you want to search sales receipts by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM Customer WHERE Id = '123456'

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Download a Sales Receipt

This downloads a sales receipt in the PDF file.

Connection Establish a connection to your QuickBooks account.
Invoice ID Enter (map) the ID of the sales receipt you want to download.

Send a Sales Receipt

This sends a sales receipt to the specified email address.

Connection Establish a connection to your QuickBooks account.
Invoice ID Enter (map) the ID of the sales receipt you want to send.
Send to Enter the email you want send the sales receipt to.

Estimate

Create an Estimate

This creates a new estimate. 

Connection Establish a connection to your QuickBooks account.
Customer Select the customer you want to create an estimate for.
 Lines

 Enter at least one line item.

 

Amount  Enter the amount of the line item. 
Description Enter the text description of the line item that appears in the printed record. Max 4000 characters.
Quantity Enter the number of line items.
Unit Price

Enter the unit price of the item. Can be used to specify discount or tax rate.

If used for a discount or tax rate, express the percentage as a fraction. For example, specify 0.4 for 40% tax.
Item Select the item or enter the item ID. 
Service Date Enter the data in the YYYY-MM-DD format (for the local timezone) when the service is performed. 
Tax Code Select the tax code for the item.
Class Select the reference to the class for the line item.
Doc number To auto generate new number please see the New invoice number part of this article.
Private Note Enter the private note about the transaction. This note will not appear on the transaction records by default.
Customer Memo Enter the message to the customer that appears in the estimate. This message is visible to end user on their transactions. The maximum length for the message is 1000 characters.
Tax code Select the reference to the transaction tax code.
Total tax Total tax calculated for the transaction, excluding any tax lines manually inserted into the transaction line list.
Department Specify the location of the transaction.
Class Select the class for the line item.
Sales term Select the sales term associated with the transaction.
Deposit to Account Select the account to which money is deposited.
Bill Email Enter the e-mail address where the estimate is sent. Max 100 characters.
Shipping method Enter the shipping method associated with the transaction.
Due Date Enter the date when the invoice is to be paid, not including any early-payment discount incentives, or late payment penalties. If the date is not supplied, the date specified in the Sales term is used. Please use the following date and time formats: Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Ship date Enter the date for delivery of goods or services. Please use the following date and time formats: Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Shipping Address

Enter the shipping address details.

Identifies the address where the goods must be shipped. If Shipping Address is not specified, and a default ship-to address is specified in QuickBooks for this customer, the default ship-to address will be used by QuickBooks.
For international addresses - countries should be passed as 3 ISO alpha-3 characters or the full name of the country.
Billing Address Enter the physical (postal) address details where the estimate is sent.
Transaction date Enter the date when this transaction occurred. Often, it is the date when the transaction is created in the system. For "posting" transactions, this is the posting date that affects the financial statements. If the date is not supplied, the current date on the server is used.
Expiration date Enter the date by which estimate must be accepted before invalidation.
Transaction status Select the status of the transaction.
Currency

Define the currency in which all amounts on the associated transaction are expressed. This must be defined if multi-currency is enabled for the company. 

Use the three letter string representing the ISO 4217 code for the currency. For example, USD, AUD, EUR, and so on.
Exchange rate Enter the currency exchange rate. Valid only if the company file is set up to use Multi-Currency feature. Exchange rates are always recorded as the number of home currency units it takes to equal one foreign currency unit.
The foreign unit is always 1 and the amount of home units that equal that 1 foreign unit is what QuickBooks uses as the exchange rate.
Accepted by Enter the name of the customer who accepted the estimate.
Accepted date Enter the date the estimate was accepted. Please use the following date and time formats: Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Custom fields Enter the values for the custom fields.
Apply tax after discount

If the No or Not defined option is selected, the sales tax is calculated first, and then the discount is applied. If the Yes option is selected, subtract the discount first and then calculate the sales tax.

Update an Estimate

This updates an existing estimate.

Connection Establish a connection to your QuickBooks account.
Estimate ID Enter (map) the ID of the estimate you want to update.

Please find the descriptions of the fields in the Create an Estimate section above.

Delete an Estimate

This deletes an estimate.

Connection Establish a connection to your QuickBooks account.
Estimate ID Enter (map) the ID of the estimate you want to delete.

Download an Estimate

This downloads an estimate in the PDF file.

Connection Establish a connection to your QuickBooks account.
Estimate ID Enter (map) the ID of the invoice you want to download.

Send an Estimate

This ends an estimate to the specified email address.

Connection Establish a connection to your QuickBooks account.
Estimate ID Enter (map) the ID of the estimate you want to send.
Send to Enter the email you want send the estimate to.

Get an Estimate

This retrieves estimate details.

Connection Establish a connection to your QuickBooks account.
Estimate ID Enter (map) the ID of the estimate you want to retrieve details about.

Search for Estimates

This performs a search for estimate based on the filter settings or a specified search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the estimate field, operator and desired value you want to search estimates by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM Customer WHERE Id = '123456'

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Journal Entry

Create a Journal Entry

This creates a journal entry.

Connection Establish a connection to your QuickBooks account.
 Lines

 Enter at least two items. 

Amount  Enter the amount of the line item. 
Description Enter the text description of the line item that appears in the printed record. Max 4000 characters.
Posting Type Select whether this Journal Entry line is a debit or credit.
Entity Select the vendor, employee, or customer.
Account Enter the reference to the account associated with this line.
Class Select the reference to the class for the line item.
Department Select the location of the transaction, as defined using location tracking in QuickBooks
Select the Journal Code Required for France locales.
Doc number To auto generate new number please see the New invoice number part of this article.
Transaction date Enter the date when this transaction occurred. Often, it is the date when the transaction is created in the system. For "posting" transactions, this is the posting date that affects the financial statements. If the date is not supplied, the current date on the server is used.
Private Note Enter the private note about the transaction. This note will not appear on the transaction records by default.
Transaction tax detail

Tax code
Select the reference to the transaction tax code.

Total tax
Total tax calculated for the transaction, excluding any tax lines manually inserted into the transaction line list.
Currency  Enter the currency in which all amounts on the associated transaction are expressed.
Exchange rate Enter the currency exchange rate. Valid only if the company file is set up to use Multi-Currency feature. Exchange rates are always recorded as the number of home currency units it takes to equal one foreign currency unit.
The foreign unit is always 1 and the amount of home units that equal that 1 foreign unit is what QuickBooks uses as the exchange rate.
Adjustment Enable this option to indicate that the Journal Entry is after-the-fact entry to make changes to specific accounts.

Update a Journal Entry

This updates an existing journal entry.

Connection Establish a connection to your QuickBooks account.
Journal entry ID Enter (map) the ID of the journal entry you want to update.

Please find the descriptions of the fields in the Create a Journal Entry section above.

Delete a Journal Entry

This deletes a journal entry.

Connection Establish a connection to your QuickBooks account.
Journal entry ID Enter (map) the ID of the journal entry you want to delete.

Get a Journal Entry

This retrieves a journal entry.

Connection Establish a connection to your QuickBooks account.
Journal entry ID Enter (map) the ID of the journal entry you want to retrieve details about.

Search for Journal Entries

This performs a search for journal entry based on the filter settings or a specified search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the journal entry field, operator and desired value you want to search journal entries by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM Customer WHERE Id = '123456'

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Payment

Create Payment

Connection Establish a connection to your QuickBooks account.
Total amount Enter the total amount of the entity associated. This includes the total of all the payments from the Payment Details.
Customer Select the customer.
Lines

Enter at least two items.

Amount  Enter the amount of the line item. 
Linked Transactions

Transaction to which the current entity is related.

Transaction ID
Enter the transaction ID of the related transaction.

Transaction Type
Enter the transaction type of the linked object.
Private Note Enter the private note about the transaction. This note will not appear on the transaction records by default.
Transaction date Enter the date when this transaction occurred. Often, it is the date when the transaction is created in the system. For "posting" transactions, this is the posting date that affects the financial statements. If the date is not supplied, the current date on the server is used.
Payment ref number The reference number for the payment received. For example, Check # for a check, envelope # for a cash donation.
Payment method Select the payment method associated with this transaction.
Account Optional asset account specification to designate the account the payment money needs to be deposited to.
AR account ID Enter the AR Account to be used for this Payment.
Currency Specify the currency in which all amounts on the associated transaction are expressed. Use the three letter string representing the ISO 4217 code for the currency. For example, USD, AUD, EUR, and so on.
Exchange rate Enter the currency exchange rate. Valid only if the company file is set up to use Multi-Currency feature. Exchange rates are always recorded as the number of home currency units it takes to equal one foreign currency unit.
The foreign unit is always 1 and the amount of home units that equal that 1 foreign unit is what QuickBooks uses as the exchange rate.

Update a Payment

This updates an existing payment.

Connection Establish a connection to your QuickBooks account.
Payment ID Enter (map) the ID of the payment you want to update.

Please find the descriptions of the fields in the Create Payment section above.

Delete a Payment

Connection Establish a connection to your QuickBooks account.
Payment ID Enter (map) the ID of the payment you want to delete.

Download a Payment

This downloads a payment in the PDF file.

Connection Establish a connection to your QuickBooks account.
Payment ID Enter (map) the ID of the payment you want to download.

Send an Payment

Sends a payment to the specified email address.

Connection Establish a connection to your QuickBooks account.
Payment ID Enter (map) the ID of the payment you want to send.
Send to Enter the email to which you want send the payment.

Get an Payment

This retrieves payment details.

Connection Establish a connection to your QuickBooks account.
Payment ID Enter (map) the ID of the payment you want to retrieve details about.

Search for Payments

This performs a search for payments based on the filter settings or a specified search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the payment field, operator and desired value you want to search payments by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM Customer WHERE Id = '123456'

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Deposit

Create a Deposit

Connection Establish a connection to your QuickBooks account.
Account Identifies the Asset Account (bank account) to be used for this Deposit.
 Lines

Add individual line items comprising the deposit.

Line Type Select Linked Transaction to add existing transaction or Deposit to specify new line item.
Amount  Enter the amount of the line item. 
Description Enter the text description of the line item that appears in the printed record. Max 4000 characters.
Account Select the account where the funds are deposited.
Payment Method Select the payment method associated with this transaction
Class Select the tracking class.
Tax Code

Select the Sales/Purchase tax code associated with the Line.
Tax Applicable On Select whether the tax applicable on the line is sales or purchase. Required if Tax Code is specified.
Transaction Type Select the type of the payment transaction. For information purposes only.
Entity Select a customer from which deposit was received. 
Private Note Enter the private note about the transaction. This note will not appear on the transaction records by default.
Currency

Define the currency in which all amounts on the associated transaction are expressed. This must be defined if multi-currency is enabled for the company. 

Use the three letter string representing the ISO 4217 code for the currency. For example, USD, AUD, EUR, and so on.
Exchange Rate

Enter the currency exchange rate. Valid only if the company file is set up to use Multi-Currency feature. Exchange rates are always recorded as the number of home currency units it takes to equal one foreign currency unit.
The foreign unit is always 1 and the amount of home units that equal that 1 foreign unit is what QuickBooks uses as the exchange rate.
Department

Select the location of the transaction, as defined using location tracking in QuickBooks Online.
Tax Source Used internally to specify originating source of a credit card transaction.
Transaction Date

The date entered by the user when this transaction occurred. Often, it is the date when the transaction is created in the system. For "posting" transactions, this is the posting date that affects the financial statements. If the date is not supplied, the current date on the server is used.
Custom Fields

Enter values for the custom fields. Learn more about managing custom fields.
Cash Back

Account
The bank account into which the cash back amount is transferred.

Amount
Amount of the cash back transaction.

Memo
Memo associated with this cash back transaction.

Update a Deposit

This updates an existing deposit.

Connection Establish a connection to your QuickBooks account.
Deposit ID Enter (map) the ID of the payment you want to update.

Please find the descriptions of the fields in the Create a Deposit section above.

Delete a Deposit

Connection Establish a connection to your QuickBooks account.
Deposit ID Enter (map) the ID of the deposit you want to delete.

Get a Deposit

This retrieves a deposit details.

Connection Establish a connection to your QuickBooks account.
Deposit ID Enter (map) the ID of the deposit you want to retrieve details about.

Search for Deposits

This performs a search for deposits based on the filter settings or a defined search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the deposit field, operator and desired value you want to search deposits by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM deposits

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Credit Memo

Credit Memo is a financial transaction representing a refund or credit of payment or part of a payment for goods or services that have been sold.

Create a Credit Memo

Connection Establish a connection to your QuickBooks account.
Lines

 Enter at least one line item.

Amount  Enter the amount of the line item. 
Description Enter the text description of the line item that appears in the printed record. Max 4000 characters.
Quantity Enter the number of line items.
Unit Price

Enter the unit price of the item. Can be used to specify discount or tax rate.

If used for a discount or tax rate, express the percentage as a fraction. For example, specify 0.4 for 40% tax.
Item Select the item or enter the item ID. 
Service Date Enter the data in the YYYY-MM-DD format (for the local timezone) when the service is performed. 
Tax Code Select the tax code for the item.
Class Select the reference to the class for the line item.
Customer Select the customer you want to create a credit memo for.
Amount  Enter the amount of the line item. 
Description Enter the text description of the line item that appears in the printed record. Max 4000 characters.
Quantity Enter the number of line items.
Unit Price

Enter the unit price of the item. Can be used to specify discount or tax rate.

If used for a discount or tax rate, express the percentage as a fraction. For example, specify 0.4 for 40% tax.
Item Select the item or enter the item ID. 
Service Date Enter the data in the YYYY-MM-DD format (for the local timezone) when the service is performed. 
Tax Code Select the tax code for the item.
Class Select the reference to the class for the line item.
Tax code Select the reference to the transaction tax code.
Total tax Total tax calculated for the transaction, excluding any tax lines manually inserted into the transaction line list.
Department Specify the location of the transaction.
Class Select the class for the line item.
Sales term Select the sales term associated with the transaction.
Deposit to Account Select the account to which money is deposited.
Bill Email Enter the carbon copy e-mail address where the invoice is sent.
Shipping method Enter the shipping method associated with the transaction.
Doc number To auto generate new number please see the New invoice number part of this article.
Transaction source  
Private Note Enter the private note about the transaction. This note will not appear on the transaction records by default.
Customer memo Enter the message to the customer that appears in the invoice, and does appear in the printed invoice. The maximum length for the message is 1000 characters.
Due Date Enter the date when the invoice is to be paid, not including any early-payment discount incentives, or late payment penalties. If the date is not supplied, the date specified in the Sales term is used. Please use the following date and time formats: Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Transaction date Enter the date when this transaction occurred. Often, it is the date when the transaction is created in the system. For "posting" transactions, this is the posting date that affects the financial statements. If the date is not supplied, the current date on the server is used.
Ship date Enter the date for delivery of goods or services. Please use the following date and time formats: Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Tracking num Enter the shipping provider's tracking number for the delivery of the goods associated with the transaction.
Custom field Enter the value for the custom fields.
Shipping Address

Enter the shipping address details.

Identifies the address where the goods must be shipped. If Shipping Address is not specified, and a default ship-to address is specified in QuickBooks for this customer, the default ship-to address will be used by QuickBooks.
For international addresses - countries should be passed as 3 ISO alpha-3 characters or the full name of the country.
Billing Address Enter the physical (postal) address details where the invoice is sent.
Discount

Specify the discount for the entire transaction. This is in contrast to a discount applied to a specific line. Select the way for how to apply the discount:

Amount
Enter the total amount of the discount.

Percent
Enter the percentage discount. For example, enter 0.2 to apply 20% discount.

Allow online ACH payment

 Enable this option to allow ACH (Automated Clearing House) payment. If enabled the invoice can be paid with online bank transfers. If disabled, the online bank transfers are not allowed.
Allow online credit card payment

Enable this option to allow the customer to use eInvoicing(online payment -credit card) to pay the Invoice.
Currency

Define the currency in which all amounts on the associated transaction are expressed. This must be defined if multi-currency is enabled for the company. Use the three letter string representing the ISO 4217 code for the currency. For example, USD, AUD, EUR, and so on.
Exchange Rate

Enter the currency exchange rate. Valid only if the company file is set up to use Multi-Currency feature. Exchange rates are always recorded as the number of home currency units it takes to equal one foreign currency unit.
The foreign unit is always 1 and the amount of home units that equal that 1 foreign unit is what QuickBooks uses as the exchange rate.
Apply tax after discount

If the No or Not defined option is selected, the sales tax is calculated first, and then the discount is applied. If the Yes option is selected, subtract the discount first and then calculate the sales tax.

Update a Credit Memo

This updates an existing credit memo.

Connection Establish a connection to your QuickBooks account.
Credit Memo ID Enter (map) the ID of the Credit Memo you want to update.

Please find the descriptions of the fields in the Create a Credit Memo section above.

Delete a Credit Memo

Connection Establish a connection to your QuickBooks account.
Credit Memo ID Enter (map) the ID of the credit memo you want to delete.

Get a Credit Memo

This retrieves credit memo details.

Connection Establish a connection to your QuickBooks account.
Credit Memo ID Enter (map) the ID of the credit memo you want to retrieve details about.

Search for Credit Memos

This performs a search for credit memos based on the filter settings or a defined search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the credit memo field, operator and desired value you want to search credit memos by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM Customer WHERE Id = '123456'

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Create a Purchase Order

This creates purchase order, the non-posting transaction representing a request to purchase goods or services from a third party. Enter the private note about the transaction. This note will not appear on the transaction records by default.

Connection Establish a connection to your QuickBooks account.
AP Account Specify the AP account to which the bill will be credited. Many/most small businesses have a single AP account, so the account is implied. When specified, the account must be a Liability account, and further, the sub-type must be of type "Payables".
Vendor Select the vendor for this transaction.
 Lines

 Enter at least one line item.

 

Amount  Enter the amount of the line item. 
Description Enter the text description of the line item that appears in the printed record. Max 4000 characters.
Type

Select the type of the expense line:

  • Item based expense line
  • Account based expense line
Item/Account

Select the item or account you want to specify the line for.
Tax code

Select the tax code for the item/account.
Class

Select the class associated with the expense.
Customer

Select the customer associated with the expense.
Quantity Enter the number of items.
Unit Price

Enter the unit price of the item. Can be used to specify discount or tax rate.

If used for a discount or tax rate, express the percentage as a fraction. For example, specify 0.4 for 40% tax.
Item Select the item or enter the item ID. 
Service Date Enter the data in the YYYY-MM-DD format (for the local timezone) when the service is performed. 
Billable status Select the billable status of the expense.
Doc number

Enter number for the transaction (document number). If Doc Number is not provided, and the Custom Transaction Number is set to "Off", QuickBooks assigns a document number using the next-in-sequence algorithm for Sales transactions. Otherwise the value will remaining null.
The maximum length for Doc Number is 21 characters. The default value is an empty String. Filter support not provided for Payment. To auto generate new number please see the New invoice number part of this article.
Transaction Date The date entered by the user when this transaction occurred. Often, it is the date when the transaction is created in the system. For "posting" transactions, this is the posting date that affects the financial statements. If the date is not supplied, the current date on the server is used
Class Select the class associated with the expense.
Sales term Select the sales term associated with the transaction.
Memo Enter the memo to be visible to Payee.
Private Note

Enter the private note about the transaction. This note will not appear on the transaction records by default.
Due date The nominal date by which the bill must be paid, not including any early-payment discount incentives, or late payment penalties. Please use the following date and time formats: Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Shipping Address Address to which the vendor shipped or will ship any goods associated with the purchase
Vendor Address Enter the address to which the payment should be sent.
Transaction tax details

Details of taxes charged on the transaction as a whole. For US versions of QuickBooks, tax rates used in the detail section must not be used in any tax line appearing in the main transaction body. For international versions of QuickBooks, the "TxnTaxDetail" should provide the details of all taxes (sales or purchase) calculated for the transaction based on the tax codes referenced by the transaction. This can be calculated by QuickBooks business logic or you may supply it when adding a transaction. For US versions of QuickBooks you need only supply the tax code for the customer and the tax code (in the case of multiple rates) or tax rate (for a single rate) to apply for the transaction as a whole.

Tax code
Select the tax code for the purchase.
Shipping Method

Enter the shipping method.
Currency

Define the currency in which all amounts on the associated transaction are expressed. This must be defined if multi-currency is enabled for the company. 

Use the three letter string representing the ISO 4217 code for the currency. For example, USD, AUD, EUR, and so on.
Exchange rate Enter the currency exchange rate. Valid only if the company file is set up to use Multi-Currency feature. Exchange rates are always recorded as the number of home currency units it takes to equal one foreign currency unit.
The foreign unit is always 1 and the amount of home units that equal that 1 foreign unit is what QuickBooks uses as the exchange rate.

Update a Purchase Order

This updates an existing purchase order.

Connection Establish a connection to your QuickBooks account.
Purchase Order ID Enter (map) the ID of the purchase you want to update.

Please find the descriptions of the fields in the Create a Purchase Order section above.

Delete a Purchase Order

Connection Establish a connection to your QuickBooks account.
Purchase Order ID Enter (map) the ID of the purchase order you want to delete.

Get a Purchase Order

This retrieves purchase order details.

Connection Establish a connection to your QuickBooks account.
Purchase Order ID Enter (map) the ID of the purchase order you want to retrieve details about.

Search for Purchase Orders

This performs a search for purchase orders based on the filter settings or a defined search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the purchase order field, operator and desired value you want to search purchase orders by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM Customer WHERE Id = '123456'

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Create a Customer

Connection Establish a connection to your QuickBooks account.
Display Name Enter the unique name of the person or organization as displayed. If not supplied, the system generates Display name by concatenating customer name components supplied in the request from the following list: Title, Given name, Middle name, Family name, and Suffix.
Given name Enter the given name or first name of a person. Max. length: 25 characters.
Middle name Enter the middle name of the person. The person can have zero or more middle names. Max. length: 15 characters.
Family name Enter the family name or the last name of the person. Max. length: 15 characters.
Title Enter the title of the person. The person can have zero or more titles.
Suffix Suffix appended to the name of a person. For example, Senior, Junior, etc.
Company name Enter the name of the company associated with the person or organization.
Email Enter the customer's email address.
Billing Address

Enter the default physical billing address.
Shipping Address Enter the default physical shipping address.

Update a Customer

Connection Establish a connection to your QuickBooks account.
Customer ID Enter (map) the ID of the customer you want to update.

Please find the descriptions of the fields in the Create a Customer section above.

Get a Customer

This retrieves customer details.

Connection Establish a connection to your QuickBooks account.
Customer ID Enter (map) the ID of the customer you want to retrieve details about.

Search for Customers

This performs a search for customers based on the filter settings or a defined search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the customer field, operator and desired value you want to search customers by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM Customer WHERE Id = '123456'

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Item

Create an Item

Connection Establish a connection to your QuickBooks account.
Name Enter the user-recognizable name for the Item. Max. length: 15 characters.
Type

Select classification that specifies the use of this item.

  • Service
    Used for non-tangible goods the company sells and buys that are not tracked as inventory. For example, specialized labor, consulting hours, and professional fees.
  • Inventory
    Used for goods the company sells and buys that are tracked as inventory.
Account Select the posting account, that is, the account that records the proceeds from the sale of this item.
Quantity on hand Enter the current quantity of the inventory items available for sale.
Track quantity on hand Select Yes if there is a quantity on hand to be tracked. Once this option is enabled, it cannot be disabled. 
Inventory Start Date Enter the date of opening balance for the inventory transaction in the following date and time format: Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Description Enter the description for the item that describes the details of the service or product. Max. length: 15 characters.
Unit Price

Monetary value of the service or product, as expressed in the home currency.
SKU

Enter the stock keeping unit (SKU) for this Item. This is a company-defined identifier for an item or product used in tracking inventory.
Sub item If the Yes option is selected, this is a sub item. If No or Not defined, this is a top-level item. Creating inventory hierarchies with traditional inventory items is being phased out in lieu of using categories and sub categories.
Purchase desc Enter the purchase description for the item.
Purchase cost Enter the amount paid when buying or ordering the item, as expressed in the home currency.
Sales tax code Select the sales tax code for the item.
Sales tax included Enable this option if the sales tax is included in the item amount, and therefore is not calculated for the transaction.
Purchase tax included Enable this option if the purchase tax is included in the item amount, and therefore is not calculated for the transaction.
Purchase tax code Select the purchase tax code for the item.
Taxable Enable this option if the item is subject to tax.

Update an Item

Connection Establish a connection to your QuickBooks account.
Item ID Enter (map) the ID of the item you want to update.

Please find the descriptions of the fields in the Create an Item section above.

Get an Item

This retrieves item details.

Connection Establish a connection to your QuickBooks account.
Item ID Enter (map) the ID of the item you want to retrieve details about.

Search for Items

This performs a search for items based on the filter settings or a defined search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the item field, operator and desired value you want to search items by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM Customer WHERE Id = '123456'

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Vendor

Create a Vendor

Connection Establish a connection to your QuickBooks account.
Display Name The name of the vendor as displayed. Must be unique across all Vendor, Customer, and Employee objects. Cannot be removed with Update a Vendor module.
Title Enter the title of the person. The person can have zero or more titles.
Given name Enter the given name or first name of a person. Max. length: 25 characters.
Middle name Enter the middle name of the person. The person can have zero or more middle names. Max. length: 15 characters.
Family name Enter the family name or the last name of the person. Max. length: 15 characters.
Suffix Suffix appended to the name of a person. For example, Senior, Junior, etc.
Email Enter the primary email address.
Billing Address Enter the default physical billing address.
Sales term Select the sales term associated with the transaction.
Fax

Enter the fax number.
Currency Enter the currency all the business transactions created for or received from that vendor are created in. Once set, it cannot be changed. If specified currency is not currently in the company's currency list, it is added. If not specified, currency for this vendor is the home currency of the company. A three letter string representing the ISO 4217 code for the currency. For example, USD, AUD, EUR, and so on.
Mobile Mobile phone number.
Primary phone Primary phone number.
Alternate phone Alternate phone number.
Active If enabled, this entity is currently enabled for use by QuickBooks.
Vendor 1099 Enable if the vendor is an independent contractor, someone who is given a 1099-MISC form at the end of the year. The "1099 Vendor" is paid with regular checks, and taxes are not withhold on their behalf.
Bill Rate Specify this vendor's hourly billing rate.
Web Address Enter the website address (URI).
Balance Specifies the open balance amount or the amount unpaid by the vendor. For the create operation, this represents the opening balance for the vendor. When returned in response to the query request it represents the current open balance (unpaid amount) for that vendor.
Company name Enter the name of the company associated with the person or organization.
Tax Identifier Enter the Tax ID of the Person or Organization.
Account Number Enter the name or number of the account associated with this vendor. Max. 15 characters.
Print on check name Enter the name of the person or organization as printed on a check. If not provided, this is populated from Full Name.

Update a Vendor

Connection Establish a connection to your QuickBooks account.
Vendor ID Enter (map) the ID of the vendor you want to update.

Please find the descriptions of the fields in the Create a Vendor section above.

Get a Vendor

This retrieves vendor details.

Connection Establish a connection to your QuickBooks account.
Vendor ID Enter (map) the ID of the customer you want to retrieve details about.

Search for Vendors

This performs a search for vendors based on the filter settings or a defined search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the vendor field, operator and desired value you want to search vendors by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM Customer WHERE Id = '123456'

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

File

Create a Text Attachment

Connection Establish a connection to your QuickBooks account.
Objects

Add transaction object to which this attachable file is to be linked.

  • Entity
    Enter the name of the object. For example, invoice, bill, item, etc.
  • Entity ID
    Enter the ID of the object.
Note Enter the note for the attachment or standalone note.
Latitude Enter the latitude from where the attachment was requested.
Longitude Enter the longitude from where the attachment was requested.
Place name Enter the place name from where the attachment was requested.
Tag Enter the tag name for the requested attachment.

Upload a File

Connection Establish a connection to your QuickBooks account.
Source file

Map the file you want to upload from the previous module (e.g. HTTP > Get a File or Dropbox > Get a file), or enter the file name and file data manually.

  • File name
    Enter the file name.
  • Data
    Enter or map the file data.
Entities

Add the transaction objects to which this attachable file is to be linked.

  • Entity
    Enter the name of the object. For example, invoice, bill, item, etc.
  • Entity ID
    Enter the ID of the object.
  • Include on Send
    This field indicates whether or not the attachment is sent with the transaction when Save and Send button is clicked in the QuickBooks UI or when the Send endpoint (send email) is invoked for the object.

Download a File

This downloads a file attachment.

Connection Establish a connection to your QuickBooks account.
Attachment ID Enter the ID of the attachment you want to download.

Delete an Attachment

Connection Establish a connection to your QuickBooks account.
Attachment ID Enter the ID of the attachment you want to delete.

Search for Attachments

This performs a search for attachments based on the filter settings or a defined search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the attachment field, operator and desired value you want to search attachments by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM attachable

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Account

Create an Account

Connection Establish a connection to your QuickBooks account.
Name Enter the user recognizable unique name for the Account. 
Account Number Enter the User account number to help the user in identifying the account within the chart-of-accounts and in deciding what should be posted to the account.
Account Type Select the account type. A detailed account classification that specifies the use of this account. The type is based on the Classification. Required if Account sub type is not specified.
Account Sub Type

The account sub-type classification and is based on the Account Type value.
Required if Account Type is not specified.

Possible values:

  •  Accounts Payable, Accounts Receivable, Bank, Cost of Goods Sold, Credit Card, Equity, Expense, Fixed Asset, Income, Long Term Liability, Other Asset, Other Current Asset, Other Current Liability, Other Expense, Other Income
Classification Select the classification of an account. Not supported for non-posting accounts.
Parent Account Select the Parent Account if this represents a Sub Account.
Description Enter the description for the account, which may include user entered information to guide bookkeepers/accountants in deciding what journal entries to post to the account.
Currency Enter the currency in which this account holds amounts. A three letter string representing the ISO 4217 code for the currency. For example, USD, AUD, EUR, and so on.

Update an Account

Connection Establish a connection to your QuickBooks account.
Account ID Enter (map) the ID of the account you want to update.

Please find the descriptions of the fields in the Create an Account section above.

Get an Account

This retrieves account details.

Connection Establish a connection to your QuickBooks account.
Account ID Enter (map) the ID of the account you want to retrieve details about.

Search for Accounts

This performs a search for accounts based on the filter settings or a defined search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the account field, operator and desired value you want to search items by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM account

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Purchase

Create a Purchase

Connection Establish a connection to your QuickBooks account.
Payment type Select the purchase type. The expense type can be Cash, Check or Credit Card
Account Specifies the account reference to which this purchase is applied based on the Payment Type. A type of Check should have bank account, Credit Card should specify credit card account, etc. Query the Account name list resource to determine the appropriate Account object for this reference.
Lines
Amount  Enter the amount of the line item. 
Description Enter the text description of the line item that appears in the printed record. Max 4000 characters.
Type

Select the type of the expense line:

  • Item based expense line
  • Account based expense line
Item/Account

Select the item or account you want to specify the line for.
Tax code

Select the tax code for the item/account.
Class

Select the class associated with the expense.
Customer

Select the customer associated with the expense.
Quantity Enter the number of items.
Unit Price

Enter the unit price of the item. Can be used to specify discount or tax rate.

If used for a discount or tax rate, express the percentage as a fraction. For example, specify 0.4 for 40% tax.
Item Select the item or enter the item ID. 
Service Date Enter the data in the YYYY-MM-DD format (for the local timezone) when the service is performed. 
Billable status Select the billable status of the expense.

 
Transaction Date Enter the date when this transaction occurred. Often, it is the date when the transaction is created in the system. For "posting" transactions, this is the posting date that affects the financial statements. If the date is not supplied, the current date on the server is used.
Doc number

Reference number for the transaction. If Doc Number is not provided, and the Custom Transaction Number is set to "Off", QuickBooks assigns a document number using the next-in-sequence algorithm for Sales transactions. Otherwise the value will remain null. 

To auto generate new number please see the New invoice number part of this article.
Transaction Source Originating source of the Transaction. 
Private Note Enter the private note about the transaction. This note will not appear on the transaction records by default.
Payment method Select the payment method.
Department Location of the transaction, as defined using location tracking in QuickBooks.
Tax code Select the reference to the transaction tax code.
Total tax Total tax calculated for the transaction, excluding any tax lines manually inserted into the transaction line list.
Global Tax Calculation Indicates the Global Tax model if the model inclusive of tax, exclusive of taxes or not applicable.
Entity Specify the party to whom an expense is associated.
Currency

Define the currency in which all amounts on the associated transaction are expressed. This must be defined if multi-currency is enabled for the company. 

Use the three letter string representing the ISO 4217 code for the currency. For example, USD, AUD, EUR, and so on.
Exchange Rate

Enter the currency exchange rate. Valid only if the company file is set up to use Multi-Currency feature. Exchange rates are always recorded as the number of home currency units it takes to equal one foreign currency unit. Please note that the foreign unit is always 1 and the amount of home units that equal that 1 foreign unit is what QuickBooks uses as the exchange rate.

Update a Purchase

Connection Establish a connection to your QuickBooks account.
Purchase ID Enter (map) the ID of the purchase you want to update.

Please find the descriptions of the fields in the Create a Purchase section above. Please note that fields that are left empty will be omitted (not updated).

Delete a Purchase

Connection Establish a connection to your QuickBooks account.
Purchase ID Enter (map) the ID of the purchase you want to delete.

Get an Purchase 

This retrieves purchase details.

Connection Establish a connection to your QuickBooks account.
Purchse ID Enter (map) the ID of the purchase you want to retrieve details about.

Search for Purchases

This performs a search for purchase based on the filter settings or a specified search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the purchase field, operator and desired value you want to search purchases by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM purchase

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Time Activity

A record of time worked by a vendor or employee.

Create a Time Activity

Connection Establish a connection to your QuickBooks account.
Time Activity Type Select a time activity type. 
Vendor / Employee Specify the vendor or employee whose time is being recorded.
Hours Hours worked. Required if Start Time and End Time not specified.
Minutes Minutes worked; valid values are 0 - 59. Required if Start Time and End Time not specified.
Start time  Time that work starts. Required if Hours and Minutes not specified. Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
End time Time that work ends. Required if Hours and Minutes not specified. Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Hourly Rate Enter the hourly bill rate of the employee or vendor for this time activity.
Break Hours Enter hours of break taken between start time and end time.
Break Minutes Enter minutes of break taken between start time and end time. Valid values are 0 - 59.
Customer Select the customer or job.

Update a Time Activity

Connection Establish a connection to your QuickBooks account.
Update Time Activity ID Enter (map) the ID of the time activity you want to update.

Please find the descriptions of the fields in the Create a Time Activity section above.

Get an Time Activity

Connection Establish a connection to your QuickBooks account.
Time Activity ID Enter (map) the ID of the time activity you want to retrieve details about.

Search for Time Activities

This performs a search for time activities based on the filter settings or a defined search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the time activity field, operator and desired value you want to search time activities by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM timeactivity

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Refund Receipt

Create a Refund Receipt

Connection Establish a connection to your QuickBooks account.
Account Account from which payment money is refunded. 
 Lines

 Enter at least one line item.

Amount  Enter the amount of the line item. 
Quantity Enter the number of items for the line.
Unit Price

Enter the unit price of the item. Can be used to specify discount or tax rate.

If used for a discount or tax rate, express the percentage as a fraction. For example, specify 0.4 for 40% tax.
Item

Select the purchased line item. Required.
Description

Enter the text description of the line item that appears in the printed record. Max 4000 characters.
Service Date

Date when the service is performed. 

String
Local timezone: YYYY-MM-DD 
UTC: YYYY-MM-DDZ 
Specific time zone: YYYY-MM-DD+/-HH:MM
Tax code

Select the tax code for the item/account.
Payment reference num Enter the reference number for the payment received (I.e. Check # for a check, envelope # for a cash donation, CreditCardTransactionID for a credit card payment)
Bill Email Identifies the e-mail address where the invoice is sent. At present, you can provide only one e-mail address.
Transaction Date The date entered by the user when this transaction occurred. Often, it is the date when the transaction is created in the system. For "posting" transactions, this is the posting date that affects the financial statements. If the date is not supplied, the current date on the server is used. Please use the following date and time formats: Local timezone: YYYY-MM-DDUTC: YYYY-MM-DDSpecific time zone: YYYY-MM-DD+/-HH:MM
Class Select the reference to the Class associated with the transaction.
Transaction source Originating source of the Transaction.
Doc number

Enter number for the transaction (document number). If Doc Number is not provided, and the Custom Transaction Number is set to "Off", QuickBooks assigns a document number using the next-in-sequence algorithm for refund transactions. Otherwise the value will remaining null.
The maximum length for Doc Number is 21 characters. The default value is an empty String. Filter support not provided for Payment. To auto generate new number please see the New invoice number part of this article.
Private note Enter the private note about the transaction. This note will not appear on the transaction records by default.
Customer memo User-entered message to the customer; this message is visible to end user on their transactions. Max 1000 characters.
Customer Select the customer for this transaction.
Transaction tax detail

Tax code
Select the reference to the transaction tax code.

Total tax
Total tax calculated for the transaction, excluding any tax lines manually inserted into the transaction line list.
Shipping Address

Enter Shipping address of the Invoice.
Billing Address

Enter Bill-to address of the Invoice.
Discount

Specify the discount for the entire transaction. This is in contrast to a discount applied to a specific line. Select the way for how to apply the discount:

Amount
Enter the total amount of the discount.

Percent
Enter the percentage discount. For example, enter 0.2 to apply 20% discount.
Payment method Select the type of payment.
Department Location of the transaction, as defined using location tracking in QuickBooks Online.
Payment Type Select the payment type.
Currency

Define the currency in which all amounts on the associated transaction are expressed. This must be defined if multi-currency is enabled for the company. 

Use the three letter string representing the ISO 4217 code for the currency. For example, USD, AUD, EUR, and so on.
Exchange rate

Enter the currency exchange rate. Valid only if the company file is set up to use Multi-Currency feature. Exchange rates are always recorded as the number of home currency units it takes to equal one foreign currency unit.
The foreign unit is always 1 and the amount of home units that equal that 1 foreign unit is what QuickBooks uses as the exchange rate.
Apply Tax After Discount If the No or Not defined option is selected, the refund tax is calculated first, and then the discount is applied. If the Yes option is selected, subtract the discount first and then calculate the refund tax.

Update a refund Receipt

This updates an existing refund receipt.

Connection Establish a connection to your QuickBooks account.
refund Receipt ID Enter (map) the ID of the refund receipt you want to update.

Please find the descriptions of the fields in the Create a Refund Receipt section above.

Get a Refund Receipt

This retrieves refund receipt details.

Connection Establish a connection to your QuickBooks account.
Refund Receipt ID Enter (map) the ID of the refund receipt you want to retrieve details about.

Search for Refund Receipts

This performs a search for a refund receipts based on the filter settings or a specified search query.

Connection Establish a connection to your QuickBooks account.
Search by

Select whether to search by:

  • field
  • user-defined query
Filter Select the refund receipt field, operator and desired value you want to search refund receipts by.
Query

Specify your search query. The syntax is similar to SQL. For example:

SELECT * FROM refundreceipt

Please see the Data queries documentation for more details.

Do not enter the maxresults directive. AlayaCare Connector will add it automatically for you.
Limit

Set the maximum number of results AlayaCare Connector will return during one execution cycle. For Search by field option only.

Events

New Event

This is triggered when an event in your QuickBooks account is performed. Received webhooks contain Object ID, Object type, Operation, and Date. For example, when a new invoice is created, you will receive a webhook notification showing Invoice as the Object type and Create as Operation kind. If you wish to receive more information about a newly created invoice (or another object), use the Search for invoices action and retrieve information about the invoice (object) by its ID. Please note that QuickBooks webhooks are usually a bit delayed.

Webhook name Enter the name for the webhook.
Connection Establish a connection to your QuickBooks account.

The list of events that are supported by the New Event module are listed below. If there is an event you want to use and there is no check mark  (✓), it means that it is supported by QuickBook but not abled by AlayaCare Connector. Please contact us to add the missing event.

  Create Update Delete Merge Void Emailed
Account ✓ ✓ ✓ ✓    
Bill ✓ ✓ ✓      
Bill Payment ✓ ✓ ✓   ✓  
Budget            
Class            
CreditMemo            
Currency            
Customer ✓ ✓ ✓ ✓    
Department            
Deposit ✓ ✓  ✓       
Employee            
Estimate ✓ ✓ ✓      
Invoice ✓ ✓ ✓   ✓  
Item ✓ ✓ ✓ ✓    
JournalCode            
JournalEntry ✓ ✓ ✓      
Payment ✓ ✓ ✓   ✓  
PaymentMethod            
Preferences            
Purchase ✓ ✓ ✓   ✓  
PurchaseOrder ✓ ✓ ✓     ✓
RefundReceipt            
SalesReceipt ✓ ✓ ✓   ✓  
TaxAgency            
Term            
TimeActivity            
Transfer            
Vendor ✓ ✓ ✓ ✓    
VendorCredit            

Other

Get My Company

This retrieves details about your company.

Connection Establish a connection to your QuickBooks account.

Make an API Call

This allows you to perform a custom API call.

Connection Establish a connection to your QuickBooks account.
URL

Enter a path relative to 

https://quickbooks.api.intuit.com/VERSION/company/YOUR-COMPANY/ 

For example, /preferences

For the list of available endpoints, refer to the QuickBooks Online API Documentation.
Method

Select the HTTP method you want to use:

GET
to retrieve information for an entry.

POST
to create a new entry.

PUT
to update/replace an existing entry.

PATCH
to make a partial entry update.

DELETE
to delete an entry.
Headers Enter the desired request headers. You don't have to add authorization headers; we already did that for you.
Query String Enter the request query string.
Body Enter the body content for your API call.

Example of Use - List Employees

The following API call returns the all employees from your QuickBooks Online account:

URL:
query

Version:
v3

Method:

GET

Query String:

item 1 (predefined)

Key minorversion
Value 41

item 2

Key query
Value select * from Employee

2019-12-19_12_46_19-Window.png

Matches of the search can be found in the module's Output under Bundle > Body > QueryResponse > Employee. In our example, 4 employees were returned:

2019-12-19_12_47_33-Window.png

Common Issues

Connecting QuickBooks to Alaya Connector via your app

  1. Open https://developer.intuit.com/
  2. Click on "My apps" in the top right menu.
  3. Choose the "Just start coding" box and click the "Select APIs" button.
  4. Tick the "Accounting" button and click the "Create app" button.
  5. Click the "Keys" tab.
  6. Fill the URL below into the Redirect URI 1 field and click the "Save" button.
    1. For the United States: https://connector.alayacare.com/oauth/cb/quickbooks
    2. For Canada: https://connector.alayacare.ca/oauth/cb/quickbooks
    3. For Australia: https://connectoraus.alayacare.com/oauth/cb/quickbooks
  7. Copy the content of the Client ID and Client Secret fields:
  8. In AlayaCare Connector, open the QuickBooks module's Connection setup, tick the "Show advanced settings" checkbox to reveal the Consumer key and Consumer Secret fields and paste the copied values:

  9. Click on "Connect" to create the connection.

New invoice number

There are 2 options to generate an invoice number:

1. Set variable or value in the Doc number field in the QuickBooks module interface:

Screen_Shot_on_2018-11-12_at_09_23_36.png

2. Automatically generate the invoice number as the number following the last created invoice in QuickBooks. To activate this option, you will need to disable the feature that allows you to edit invoice numbers under your QuickBooks settings. For this:

  1. Click the Gear icon.
  2. Select Account and Settings.
  3. Click Sales.
  4. Under Sales form content, uncheck the checkbox next to Custom transaction numbers.
  5. Click Save.
  6. Click Done.

original.jpeg

The invoice number will then be generated automatically in QuickBooks and you will no longer be able to customize your invoice numbers. The default setting is "ON". This means an invoice generated without a doc number comes without a number (the invoice number field is left empty).

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