If your organization utilizes QuickBooks Online Advanced, Beacon now offers enhanced integration capabilities to streamline your accounting and billing workflows. This update gives Administrators precise control over catalog item mapping, automated invoice numbering, and re-export behaviors, ensuring a cleaner synchronization between Beacon and your financial records.
1. Mapping Catalog Items with QuickBooks Item IDs
To ensure the line items on your QuickBooks invoices are perfectly matched to your accounting products, Admins can now map Beacon Catalog items directly to your specific QuickBooks Item IDs.
How to set it up: Navigate to Inventory > Catalog and open a Catalog Item's detail page. You will see a new QuickBooks Item ID field.
Automatic Validation: When you select and save the ID, Beacon automatically validates it against your QuickBooks account to ensure the item exists, preventing sync errors down the line.
Smarter Line Item Descriptions: When an invoice is exported, Beacon will now pull the item description directly from QuickBooks (rather than Beacon's catalog description). For complete medical device traceability, Beacon will automatically append the Lot, Serial Number (SN), and Unique Device Identifier (UDI) to the end of the QuickBooks description on the invoice.
2. Syncing Beacon Invoice Numbers
You can now configure Beacon to automatically pass its generated Invoice Number directly to QuickBooks, keeping your records perfectly aligned across both platforms.
How to enable: Navigate to your Settings > Integrations page. Next to "Auto-export Sales Orders to Accounting Software", toggle on Send Beacon Invoice Number To QuickBooks.
Prerequisite: You must have Custom Transaction Numbers turned ON in your QuickBooks account for this feature to work properly.
Built-in Duplicate Handling: Beacon will never overwrite an invoice number that QuickBooks has already assigned. If QuickBooks alerts Beacon that an invoice number is already taken, Beacon will automatically append "-CSX" to the invoice number (e.g.,
1234-CSX) and try again to ensure the export succeeds. You will see a success message in Beacon confirming the adjusted invoice number.
3. Updating Existing Invoices (No More Duplicates)
Previously, re-exporting a Sales Order or Case to QuickBooks would create a duplicate invoice. Now, Beacon will seamlessly update the existing record.
How it works: When you re-export a previously synced case, Beacon will strictly update the invoice line items to reflect any changes.
Header Preservation: Any manual changes you have made to the invoice header fields directly inside QuickBooks will remain untouched.
Confirmation: Before the sync occurs, you will receive a confirmation prompt verifying that you are about to UPDATE the existing QuickBooks invoice, ensuring you have total control over the data push.