FAQs - QuickBooks

Why hasn’t my PO (purchase order) number been uploaded to QuickBooks?

QuickBooks doesn't have a dedicated "PO number" field that Breww can use. Instead, they have "Custom fields", which you can set up with a name and whether you'd like them displayed on your sales invoices. When uploading an invoice to QuickBooks, Breww checks for a custom field called "PO number" (which QuickBooks may now create as a custom field by default), "PO reference", or "PO no". If a custom field with this name exists, Breww will populate it with the PO number from the invoice in Breww.

There is a thread on the QuickBooks forum as to how to manage your custom fields (here). Follow that guide to add a custom field called "PO number", and Breww will start populating this value in QuickBooks.

If you've renamed this field to something else, you'll need to rename it to "PO number", "PO reference", or "PO no" in order for Breww to find and use it.

Why can't I map my QuickBooks products to Breww?

In Breww, you're able to set accountancy accounts at various levels — for example:

• On individual customers
• By customer type
• On specific products
• Or via a default account
• You can also set accounts for charges like deposit schemes (this is what your error messages are related to)

This gives you a lot of flexibility. For instance, if both a customer and a product have an accountancy account set, Breww lets you decide which one should take priority.

However, QuickBooks works differently. In QuickBooks, accounts are tied to products, and you can’t specify different accounts per line or per invoice based on customer or other factors.

To bridge this difference and retain Breww’s flexibility, we handle it in a slightly different way. When syncing with QuickBooks, Breww creates placeholder products in QuickBooks named after the accounts you're posting to. We then use the description field in QuickBooks to carry over the actual product name from Breww. This allows the correct accounts to be used in QuickBooks, while still reflecting the real product names.

Why does my QuickBooks invoice have a "Rounding adjustment" line? (US sales tax)

If you're a US brewery and you've noticed that some invoices uploaded to QuickBooks Online include an extra "Rounding adjustment" line for the sales tax amount, this isn't a Breww bug - it's caused by a difference between how Breww and QuickBooks calculate sales tax on the same invoice.

What's happening

When Breww uploads a US invoice to QuickBooks Online, Breww asks QuickBooks to apply its built-in Automated Sales Tax (AST) engine rather than telling QuickBooks the exact tax amount Breww has already calculated. QuickBooks then recalculates the sales tax itself, based on the QuickBooks customer's tax status, the ship-to address, and the QuickBooks product's taxability settings.

If QuickBooks's recalculated tax matches what Breww calculated, the invoice totals line up and everything looks normal. But if QuickBooks comes back with a different number (very commonly $0, because something in the QuickBooks setup is marked as non-taxable), the invoice total in QuickBooks would no longer match what was actually sold for in Breww.

To keep the two systems in sync, Breww automatically adds a "Rounding adjustment" line to the QuickBooks invoice for the difference. So if Breww calculated $9.35 of sales tax and QuickBooks calculated $0, you'll see a "Rounding adjustment" line of $9.35 on the QuickBooks invoice.

Why the numbers can disagree

The most common reasons QuickBooks's Automated Sales Tax returns a different amount (or $0) are:

• The customer in QuickBooks is not marked as taxable.
• The customer's ship-to address isn't recognised by QuickBooks as a valid US taxable location.
• The QuickBooks product/service that Breww is syncing line items into isn't configured as a taxable item.

How to fix it

To stop the "Rounding adjustment" line appearing on future invoices, check the following inside QuickBooks Online:

• Open the customer in QuickBooks, go to the Tax info tab, and make sure "This customer is taxable" is enabled.
• Check the customer's shipping address is a valid US address that QuickBooks recognises (try editing the address - QuickBooks will flag it if it can't determine a tax jurisdiction).
• Open the product/service in QuickBooks that Breww is syncing line items into and make sure it's marked as taxable.

Once those are configured correctly, QuickBooks's Automated Sales Tax should calculate the same amount Breww does, and future invoices will upload without a "Rounding adjustment" line.