QuickBooks
The QuickBooks area connects Virtual Ops to QuickBooks Online and controls how inventory-related costs are posted. Use this page to understand the setup screens, the posting flow, and which accounts are used when inventory is received, adjusted, used in production, or finalized.
Navigation
Go to Administration > QuickBooks, then choose the page that matches the task you need.
Setup Before Posting
Connect
Connect Virtual Ops to the correct QuickBooks Online company.
Components
Map each Virtual Ops component type to the QuickBooks inventory account that should hold costs for that type.
Settings
Select the AP Accrual / GRNI, Inventory Adjustment Expense, Inventory Adjustment Gain, WIP, and Finished Goods / COGS accounts.
Posting Flow
Virtual Ops does not post most inventory events to QuickBooks at the instant the user saves the transaction. It creates a QuickBooks log entry first. A scheduled QuickBooks job then sends pending log entries to QuickBooks as journal entries. The Batch Log shows what was queued, processed, completed, or errored.
How Accounts Are Used
QuickBooks journal entries use the account saved on the component type, the accounts selected on QuickBooks Settings, and the vendor linked to the batch. In the current posting logic, the Loss Account on the QuickBooks log is posted as the debit line and the Gain Account is posted as the credit line.
| Virtual Ops event | Debit | Credit | Amount used |
|---|---|---|---|
| Component is received for the first time | Component type account from QuickBooks > Components | AP Accrual / GRNI Account | Batch overall price |
| Inventory gain adjustment | Component type account | Inventory Adjustment Gain | Adjusted quantity multiplied by batch unit cost |
| Inventory loss adjustment | Inventory Adjustment Expense | Component type account | Adjusted quantity multiplied by batch unit cost |
| Component is used on an order or BPR | Work In Progress (WIP) Account | Component type account | Quantity used multiplied by batch unit cost |
| BPR is finalized | Work In Progress (WIP) Account | Finished Goods / COGS Account | Finalized production usage multiplied by batch unit cost |
Receiving Example
When a component batch is released from receiving for the first time, Virtual Ops queues a receiving entry. The cost is debited to the QuickBooks account mapped to that component type and credited to the AP Accrual / GRNI account. This records the component cost in inventory while also recording the accrual for the vendor.
Production Example
When inventory is added to production for an order or BPR, Virtual Ops calculates the cost from the batch unit cost and the amount used. The entry debits WIP and credits the component type account. When the BPR is finalized, a separate entry is queued that debits WIP and credits the Finished Goods / COGS account selected in QuickBooks Settings.
Corrections and Reversals
If a production inventory change is removed before it has been processed by QuickBooks, Virtual Ops removes the pending QuickBooks log entry. If the original entry was already processed, Virtual Ops queues a reversal entry so the scheduled QuickBooks job can send an offsetting journal entry.
Batch Log Statuses
- Pending entries are waiting for the scheduled QuickBooks push.
- Completed entries have a QuickBooks journal entry ID and processed date.
- Error entries could not be posted and should be reviewed in the Batch Log.
- Reversal entries are offsetting entries created after a previously processed production change is removed.