Getting Started with Versa + QuickBooks Integration

This guide is for Versa Cloud ERP users who use QuickBooks Online for financials. Versa will handle your inventory, purchasing, sales, and fulfillment, while QuickBooks will be used for financial reporting, GL management, and tax filing.

Step 1: Connect Versa to QuickBooks

1. In Versa, go to Tools > Integrations > QuickBooks.
2. Authorize Versa to connect to your QuickBooks Online company file.

Once connected, Versa will:

• Download your chart of accounts, trial balances, customers, vendors, products and services into Versa. If this is all the data you want to bring into Versa, you can skip step 2.

Step 2: Prepare Additional Data for Import

Import only the operational data needed to begin using Versa. These are the recommended data sets:

• Products / Parts/Services
  Versa imports your product and services from QuickBooks. But if you have additional data outside of QuickBooks. Use the Product, Parts and Services Import to bring the data in.  Includes SKUs/Part Numbers, product names, cost, and units of measure. If tracking inventory, include on-hand quantities per location with the Inventory Levels and Values Import. 
   
• Customers
  Versa imports your product and services from QuickBooks automatically.  If you have customer data from other sources,
  Use the Customer Import.
• Suppliers / Vendors
  Versa imports your vendors as supppliers from QuickBooks automatically.  
  Use the Supplier Import to import additional suppliers.
• Open Sales Orders
  Optional, but useful for continuing active order fulfillment in Versa. If you have orders that you would like to fulfil/ship in Versa, user the Open Sales Order Import.
• Open Purchase Orders
  Optional for continuing procurement workflows. If you have orders that you would like to receive in Versa, use the Purchase Order Import.
• Inventory Balances
  If not included in product import, upload as a separate step. Use Inventory Levels and Values Import.

Since QuickBooks handles financial data, Versa imports the following financial data to ensure data integrity,

• Chart of Accounts
• GL opening balances 

Step 3: Configure Inventory and Accounting Settings

• This is optional and part of your on boarding process. If you want inventory data be pushed back to QuickBooks, Versa will set up a scheduled task that will post GL summary batches for inventory movement based in a schedule. It can be daily, weekly, or monthly or any other schedule you want.

Step 4: Begin Operating in Versa

Once your setup is complete, you can:

• Create and fulfill sales orders
• Receive inventory from suppliers
• Track inventory across warehouses or locations
• Push data to QuickBooks with minimal manual work

Tips & Best Practices

• Use test mode to try a few data imports before full upload.
• Keep names of customers/vendors consistent between Versa and QuickBooks to avoid duplicates.

Resources

• Versa Support Portal
• Data Import Overview
• Email: support@versaclouderp.com