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Quickbooks Online: Data Mapping

Product Education Team avatar
Written by Product Education Team
Updated over 2 months ago

The purpose of this document is to notate how to use data mapping with FieldAware’s Quickbooks Online connector

Prerequisites

  • Data migration should be complete

  • Request should be submitted for a QBO connector to be provisioned

    • Request should include:

      • Company Name

      • Business ID

      • Company API Key

    • FieldAware will provide the following URLs:

      • Authorization Link – used only once by QB admin

      • Management Link – this is the QB management tool and will be used by admin to update settings and view activity logs. This should be securely kept by the customer

  • Customers – All customers should have ONE billing address marked

  • Locations – All locations should have appropriate matching with QB tax rate applied, if/when applicable

  • Connector should be authorized (given access to QB account)

    • This is done by sending admin the Authorization Link URL – admin should be logged in to QBO account>Click Link>Authorize/Allow connector access

Step 1: Submit request for data mapping files to be pulled via connector – these requests can be completed by development only and can take some time to complete, plan accordingly.

Step 2: FieldAware will send a folder containing five (5) files in it:

NOTE: Column A in FaCustomerLocation, FaItem, and FaTask files are the only cells the connector will be using. Data mapping will be used internally by the connector and will not change any data in either system.

  1. FaCustomerLocation

  2. FaItem

  3. FaTask

  4. QbCustomer

  5. QbItem

Step 3: Complete an initial data analysis using a vlookup to identify exact data matches

  • Customer Data

    • QbCustomer data will be used as the reference file for the FaCustomerLocation file

    • Identify exact matching records using a vlookup

  • Item Data

    • QbItem file will be used for both FaItem and FaTask files

    • Repeat steps above for FaItem and FaTask files

Step 4: Send customer files so that they can map non-exact matching data accordingly. In this example, the non-matching records are noted with #N/A, do this with Customer and Task/Item data files.

Step 5: Either update existing request ticket or create a new one to request that these data mapping files be imported into the connector.

This has to be done by development and can take time to complete, plan accordingly.

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