QB Accounts and Lists – Blaze to QBO

Application Summary #

The Blaze to QuickBooks (QB) Online Connector pulls data from Blaze using their API and it creates a Daily Summary Invoice, Payments, Cost of Goods Sold Journal Entry and Vendor Bills in QB.

In regards to setup and configuration the largest question we come across is, how do you want to track Income, COGS and Inventory Assets in QB. The Connector allows you to map each Product Type in Blaze to a set of GL Accounts. An example of a typical setup that we see is users will create an Income and COGS Account for each Product Type used in Blaze but will have a Single Inventory Asset Account. The second most popular setup is to have a single Income, COGS and Asset Account.

The remainder of this document will provide lists of GL Accounts and Items that are needed in QB prior to configuring the Connector.

QuickBooks Setup Steps #

The following lists are what’s needed in QB. Items or Accounts that are Required will be flagged as such.

Customer #

A customer is needed in order to assign to the Invoice and Payments that get Created. The Name is the only field that needs filled in and it can be any name you would like, examples could be Dispensary Sales, Blaze Sales, etc.

• Customer (Required)

GL Accounts #

Because we create an Invoice in QB, we need to have Items created, but we need Accounts to assign to those items. Below is a list of the various Accounts, by Account Type, we need for the Connector. If we show a ‘sub list’ these are not the exact accounts you need, but rather examples, you’ll need to create accounts that match your data.

Bank Accounts #

The Connector will create a separate Payment transaction in QB for each Payment Method used in Blaze. We need a Deposit Account for each Payment Method. You may want to put Cash into Cash on Hand and Blaze Pay payments into Undeposited Funds or a Blaze Pay Clearing Account, or directly into your Checking Account. The below list is not all inclusive. Create accounts for the payment methods you use in Blaze.

• Deposit Account (Required)
  • Cash
  • ACH
  • Blaze Pay
  • Cashless ATM

Income Accounts #

Blaze has features that not all users utilize if the Account is not flagged as Required you don’t need to create one. The Names of the Accounts do not have to match the exact name below. For any account not created we will use the Sales Offset account in its place.

• Discounts Given (Required) for Order level discounts
• Product Returns
• Sales Offset (Required) Used for variances, typically a sales tax rounding difference
• Delivery Fee
• Merchant Card Fees Collected (Required) if you charge Customers a fee for paying with cards
• Sales Adjustments (Used for order level adjustments)
• Delivery Fees Collected
• Delivery Fee Discounts
• Rounding Income (Used if you round up, or down, to the nearest dollar, for example.)
• Product Sales (Required) You can use a single account or you may want sub accounts per Product Category used in Blaze.
  • Beverage
  • Flower
  • Merch
  • Edible

Cost of Goods Sold Accounts #

You can have a single COGS Account or one Account per Product Category. We’ve also seen one account for Cannabis products and one for Non-Cannabis products.

• Cost of Goods Sold (Required) You can use a single account or you may want sub accounts per Product Category used in Blaze.
  • Beverage
  • Flower
  • Merch
  • Edible
• Vendor Fees Used if you ever have a fee on a Vendor Bill that gets entered on the PO in Blaze. Typically used for Shipping Fees. Note that this account could also be an Expense Account.

Asset Accounts #

You can have a single Inventory Asset Account or you can create one per Product Category.

• Inventory Assets (Required) You can use a single account or you may want sub accounts per Product Category used in Blaze.
  • Beverage
  • Flower
  • Merch
  • Edible

Liability Accounts #

When it comes to Sales Tax collected, you can create a single GL Account for all taxes or any other combination you need. For example, you might create an Account for Excise Tax and a single account for all other taxes.

• Tips Collected (Used if you allow customers to tip on electronic payments, not cash tips.)
• Sales Tax Payable (Required) You can use a single account or you may want sub accounts per Tax Type used in Blaze.
  • Excise Tax
  • City Tax
  • County Tax
  • State Tax
  • Federal Tax

Accounts Payable #

When using the Connector to create Vendor Bills in QB from completed POs in Blaze we need an AP Account.

• Accounts Payable (Required)

Items #

Because we create Invoices in QB, the GL Accounts must be assigned to an item. Below is a list of needed items separated by item type. Note that some of the items are Non-Inventory and others are Service Items.

Just like the Accounts, the names of the items do not have to match the below lists. The only fields that must be populated are the Name and the Income Account.

Non-Inventory Items #

The Non-Inventory Items are only used for the Income of the Products. This means if you have a single Income Account for your Product Sales then we only need a single item. Create an item for each Product Sales account you created above.

• Product Sales (Required)
  • Beverage Sales
  • Flower Sales
  • Merch Sales
  • Edible Sales

Service Items #

• Discounts (Required)
• Product Returns
• Sales Offset (Required)
• Merchant Card Fees Collected (Required if you charge Customers a fee for paying with cards.)
• Sales Adjustments
• Delivery Fees Collected
• Delivery Fee Discounts
• Tips Collected
• Sales Tax (Required) Be sure to create one item per Account you setup above.