Inventory

The Plugin will maintain inventory in IntelliTrack and QuickBooks Online for the items originating in QuickBooks Online. Once the inventory is imported, you are able to adjust inventory as well as receive and pick orders in IntelliTrack and send this information back to QuickBooks Online.

To establish the initial dataset, we recommend performing the initial data synchronizations manually at the Synchronization tab in the Plugin. After the dataset is established and you are sure the Plugin is syncing data as expected, we recommend that you set up an automatic sync interval in the Plugin so that the data is automatically synced between IntelliTrack and QuickBooks Online at regular intervals.

Importing Inventory into IntelliTrack

This is the place to start when loading the QuickBooks Online company data into IntelliTrack.

Importing inventory is a basic two step process.

• First, import the QuickBooks Online items into IntelliTrack so that they are part of the IntelliTrack Item list.
• Second, import the inventory from QuickBooks Online into IntelliTrack.

Importing Items

When initially setting up the QuickBooks Online Plugin for use with IntelliTrack,begin by importing the QuickBooks Online items into IntelliTrack. When an item is imported into IntelliTrack, a New Item transaction is written to application history.

1. Open the Plugin and click the Synchronization tab to bring it to the front.

2. Click the Synchronize Items button to import the QuickBooks Online Items.
3. The Plugin imports QuickBooks Online Inventory Type items into IntelliTrack.
   1. If the item is a sub item, the item format is Part Number: Sub Part Number.

Important: Only the inventory type items are imported into IntelliTrack. Items of other types in QuickBooks Online are not imported into IntelliTrack. An item must have at least a quantity of one to be imported into IntelliTrack.

4. Log into the IntelliTrack web application.
5. Select Manage > Items from the navigation pane.
6. The Manage Items page appears.
7. The QuickBooks Online inventory type items appear in the list of items.
8. The QuickBooks Online item uses the default unit of measure with an each count of 1, which is set in the Basic Configuration tab of the Plugin.
9. The QuickBooks Online Plugin imports the reorder points as set in QuickBooks Online for the item. The item’s minimum quantity is set to 1, the item’s maximum quantity and reorder quantity are all set according to the item’s reorder quantity value in QuickBooks Online.
10. When an item is imported into IntelliTrack, a New Item transaction is also written to application history for the item. This may be viewed at the View History page in IntelliTrack. Click Reports > History to reach this page.

Importing Inventory

After the QuickBooks Online inventory type items are imported into IntelliTrack, you are ready to import the QuickBooks Online inventory. When inventory is imported into IntelliTrack, an Inventory Add transaction is written to application history.

Note: The QuickBooks Online inventory should only be imported one time into IntelliTrack.

Warning: After the inventory is imported into IntelliTrack, we recommend that you work with the inventory in IntelliTrack. Adjusting the inventory in QuickBooks Online will cause the inventory to become out-of-sync between IntelliTrack and QuickBooks Online.

1. The QuickBooks Online inventory for inventory type items is manually imported into IntelliTrack at the Synchronization tab in the Plugin. Select the Synchronization tab to bring it to the front.

2. To import the inventory, click the Import Inventory button.
3. The status bar along the bottom of the Plugin notifies you when the import is complete.
4. The inventory items are imported into IntelliTrack in the Division-Site-Location selected in the Basic Configuration tab\IntelliTrack Settings portion of the Plugin.

Note: When the Auto Delete Inventory Records with 0 Quantity setting is ON for the default site, the on hand quantity of the item must be greater than zero in order to be imported into IntelliTrack.

5. Log into the IntelliTrack web application.
6. Select Inventory > Inventory Data from the navigation pane. The Inventory Data page appears.
7. The inventory from QuickBooks Online appears in default site-location, as set in the Basic Configuration tab of the Plugin.
8. When the inventory is imported into IntelliTrack, an Inventory Add transaction is written to application history. This may be viewed at the View History page. Click Reports > History to reach this page.

Exporting Inventory Adjustments

When inventory is adjusted in IntelliTrack on a QuickBooks Online item, an Adjust From and an Adjust To transaction is written to application history and the adjust to amount is exported to QuickBooks Online. If you add a QuickBooks Online item to a new location in IntelliTrack, an Inventory Add transaction is written to application history and the amount is added to the total quantity of the item when inventory adjustments are exported to QuickBooks Online. To export inventory adjustments, refer to the steps below:

1. The QuickBooks Online inventory for inventory type items is manually imported into IntelliTrack at the Synchronization tab in the Plugin. Select the Synchronization tab to bring it to the front.

2. To export the inventory adjustments, click the Export Inventory Adjustments button.
3. An Adjust To transaction and/or an Inventory Add transaction for a QuickBooks Online item in inventory is exported to QuickBooks Online. The on hand quantity in QuickBooks Online is adjusted according to the Adjust To amount for the item.

Inventory Notes

When you import QuickBooks Online inventory into IntelliTrack via the Plugin, the Plugin places the items in the Division-Site-Location and Unit of Measure (UOM) values specified in the plugin’s Basic Configuration tab. They may be viewed at the Inventory Data page in IntelliTrack.

Once the inventory is imported it may be adjusted in IntelliTrack and the adjustments may be exported to QuickBooks Online via the Plugin.

Reconciling Inventory

The Plugin exports the inventory adjustments for the inventory-part type items in IntelliTrack to QuickBooks.

Warning: After the inventory is imported into IntelliTrack, we recommend that you work with the inventory in IntelliTrack. Adjusting the inventory in QuickBooks Online will cause the inventory to become out-of-sync between IntelliTrack and QuickBooks Online.

Automatically Exporting Inventory Adjustments

Inventory adjustments as a result of an inventory adjustment transaction or an inventory add transaction are automatically exported from IntelliTrack to QuickBooks Online during an auto synchronization. You may also manually export the inventory adjustments by selecting the Export Inventory Adjustments button from the Synchronization tab in the plugin.