Reports can make a file in the layout QuickBooks Online uses for importing sales receipts. Dogly does not connect to QuickBooks and nothing is sent automatically: you download the file and import it yourself, usually once a month. Only the owner, and staff you gave the Download customer and booking lists permission, can download it. It is part of Reports, so there is nothing to switch on.
Download the file
- Open More, Business, Reports.
- Find QuickBooks Online sales receipts CSV.
- Pick From and To (by the day each booking was marked paid, up to three years).
- Leave Deposit To as Undeposited Funds, or type the exact name of the QuickBooks account the money goes into. Pick the Date format you will choose again in QuickBooks.
- Press Download QuickBooks CSV.
Import it in QuickBooks Online
- In QuickBooks Online choose Settings, then Import data, then Sales receipts. (The exact menu names change from time to time. Search for import if you cannot find it.)
- Press Browse, choose the file and press Next.
- On the mapping screen match each QuickBooks field to the column with the same name, set the same date format you chose in Dogly, and press Next.
- Look through the preview, fix anything QuickBooks flags, and press Import.
What each column means
- Sales Receipt No: DOGLY- and the booking number. It is unique for each booking. QuickBooks may warn about numbers it has already seen, so import each period only once.
- Sales Receipt Date: the day the booking was marked paid.
- Customer: the customer's name. QuickBooks matches by name, so two customers with the same name end up as one QuickBooks customer.
- Deposit To: the account you typed. Money from online card payments reaches your bank in Stripe or Square payouts, so Undeposited Funds is the safe choice and you match the payout later in QuickBooks.
- Payment Method: paid online is Credit Card, paid in person is Cash, e-Transfer is Interac e-Transfer. If QuickBooks does not have those names, add them in its payment method list or map them on import.
- Item/Product/Service and Item Description: the service (for example Overnight Boarding) and each add-on on its own row, with the dog and dates in the description. Create matching products and services in QuickBooks first if you want tidy reports. Otherwise QuickBooks may create them or ask you.
- Item Quantity, Item Rate, Item Amount: quantity is always 1, and rate and amount are before tax.
- Item Taxable and Item Sales Tax: Y or N, and the tax part of the row, taken out of the price using the tax rate in your Dogly settings. QuickBooks often wants its own tax code instead: map Item Taxable to your tax code or let QuickBooks work the tax out.
- Memo: the booking number and dates, plus a refund note when one applies.
- Service Date: the first day of the booking.
Deposits, refunds and things left out
- Deposits: a booking where only the deposit is paid shows one row, Deposit: and the service name, for the deposit amount. Once the balance is marked paid the booking shows as the full price.
- Refunds: the QuickBooks sales receipt file has no column for refunds, so the receipt keeps the full amount collected and the Memo says REFUNDED and how much. Enter the refund in QuickBooks as a Refund Receipt for that amount. The simpler accountant file under it shows refunds in their own column.
- Package credits: bookings paid with a package credit are left out, and so is the sale of the packages themselves. Enter package sales in QuickBooks by hand.
- Multiple locations: the file follows the location chosen at the top of Reports.
Good to know
Check the first import against your Dogly Reports totals. If something looks off, ask your bookkeeper before importing more. See also Reports.