Setting Up Products Mapping

In this section, we look at the Product form - this is the form that will contain information for each Product you add to the Agiliron system. If we click on the "New Product" , you will find that there is a "Accounting Information" panel that allows you to define for each product how the transactions with this product as a line item are treated as that transaction goes into QuickBooks. This includes the "Income Account" , "COGS Account" , "Inventory Asset Account" , "QuickBooks Item" . Each of these drop-downs are populated with a filtered list based on the entities imported from your QuickBooks Company file.

Couple of important things to note here with regards to the QuickBooks Item:

  • It is not necessary to map every product in Agiliron to an item in QuickBooks - you need to have QuickBooks items that give you the level of granularity from an accounting or reporting perspective. Many of our customers choose to create Category level items in QuickBooks and map all products within a category into that same QuickBooks item - this way when you create a product in Agiliron, you do not have to necessarily do the same in QuickBooks.
  • The list of QuickBooks Items displayed for selection are of type "Non-Inventory Part" or "Service" items in your QuickBooks Company file. This ensures that you are not tracking inventory in both places (Agiliron and QuickBooks) and prevents duplicate journal entries related to COGS and Inventory Asset.
  • Inventory is managed in Agiliron (and synced across the channels) and Agiliron writes the necessary journal entries into QuickBooks for Inventory Asset and COGS. If we used "Inventory Parts" in QuickBooks, then you would be getting inventory related journal entries coming from both Agiliron and QuickBooks. So, Agiliron filters for "Non-Inventory Part" and "Service" items in the "QuickBooks Item" drop-down menu in the product form.