Field Mappings between Dynamics 365 and QuickBooks: Quote, Order, and Invoice

Introduction:

In the previous article, we discussed the Field Mappings for Account, Contact, and Product. Field mappings ensures that the relevant data is synced without errors between Dynamics 365/Dynamics CRM and QuickBooks. In this article, we will discuss the field mappings for Quote and Invoice.

Field Mappings for Quote:

CRM Attribute Name

QB Attribute Name

Description

Customer

Customer

Customer gets mapped to Customer

Total Amount

Total

Gets calculated automatically

Freight Amount

Shipping charges

Freight amount gets mapped to Shipping charges

Quote Discount

Discount

Invoice Discount gets mapped to Quote Discount field

Detail Amount

Sub-total

 

Accounting Ref

Estimate #

Estimate # number of QB estimate gets mapped to Accounting ref in CRM

Customer Address

Name/Address

Note: CRM addresses of customers Lines are mapped to QB Address details as follows.CRM address <-> QB addressAddress Name+Address 1:Primary Contact Name+Street 1+Street 2+Street 3 <-> AddressCity <-> CityState/Province <-> State/ProvinceZip/Postal Code <-> Zip/Postal CodeCountry/Region <-> Country/Region

Name

Memo

Name gets mapped to memo

Payment Terms

Terms

Payment Terms gets mapped to Terms

Owner

Rep

Note: here we check who is the owner of Quote and then check what is Sales Rep Id specified for that owner and then map that Sales Rep Id to QB Customer Rep and vice versa.Note: This is not available in QuickBooks Online.

Tax

Sales Tax

Sales Tax on the Quote is populated with the Tax amount specified in the quote. Sales Tax code/authority is picked up from the Customer on the Quote.

Quote Product Mappings

Existing Product

Item

CRM Product gets mapped to QB product

Write-In Product

Item(Write In from special product mappings)

Write-In product gets mapped to item from special product mapping

Unit

Unit of Measure

Unit gets mapped to UOMNote: This is not available in QuickBooks Online.

Price Per unit

Cost

Price Per Unit gets mapped to Rate

Quantity

QTY

Quantity gets mapped to Ordered

Amount

Total

Note: amount gets calculated automatically in QB

Manual Discount

Item (Discount from special product mappings)

Manual Discount gets mapped to Discount from special product mappings

Field Mappings for Invoice:

CRM Attribute Name

QB Attribute Name

Description

Customer

Customer

Customer gets mapped to Customer

Total Amount

Total

Gets calculated automatically

Freight Amount

Shipping

Freight from CRM is taken over as Shipping on the Invoice

Invoice Discount

Discount

Invoice Discount gets mapped to Discount

Accounting Ref

Invoice #

Invoice # of QB invoice gets mapped to Accounting Ref in CRM.

Customer Address

Name/Address

Note: CRM addresses Lines are mapped to QB Address details as follows.CRM address <-> QB addressAddress Name+Address 1:Primary Contact Name+Street 1+Street 2+Street 3 <-> AddressCity <-> CityState/Province <-> State/ProvinceZip/Postal Code <-> Zip/Postal CodeCountry/Region <-> Country/Region

Name

Memo

Name gets mapped to memo

Shipping Method

Ship Via

Shipping method gets mapped to Ship Via

Payment Terms

Terms

Payment Terms gets mapped to Terms

Owner

Rep

Note: here we check who is the owner of Invoice and then check what is the Sales Rep Id specified for that owner and then map that Sales Rep Id to QB Customer Rep and vice versa.Note: this feature is unavailable in QuickBooks Online.

Requested Delivery Date

Ship Date

Requested Delivery Date gets mapped to Ship Date

Invoice Product Mappings

Existing Product

Item code

CRM Product gets mapped to QB product

Write-In Product

Item(Write In from special product mappings)

Write-In product gets mapped to item from special product mapping

Unit

Unit of Measure

Unit gets mapped to UOMNote: This feature is not supported in QuickBooks Online.

Price Per unit

Price per each

Price Per Unit gets mapped to Price

Quantity

Quantity

Quantity gets mapped to Quantity

Amount

Amount

Note: amount gets calculated automatically in QB

Manual Discount

Item (Discount from special product mappings)

Manual Discount gets mapped to Discount from special product mappings

Field Mapping for Order (available in InoLink for QuickBooks Desktop):

CRM Attribute Name

QB Attribute Name

Description

Customer Customer Job Customer gets mapped to Customer Job
Total Amount Total Gets calculated automatically
Freight Amount Item (Freight from special product mappings) Freight amount gets mapped to Items from Special product mappings
Order Discount Item (Discount from special product mappings) Invoice Discount gets mapped to Items from Special product mappings
Detail Amount Item (SubTotal from special product mappings) Details Amount gets mapped to Items from Special product mappings
Accounting Ref

S. O. No.

S.O. number of QB order gets mapped to Accounting ref in CRM
Customer Address Name/Address Note: CRM addresses Lines are mapped to QB Address details as follows.CRM address <-> QB addressAddress Name+Address 1:Primary Contact Name+Street 1+Street 2+Street 3 <-> AddressCity <-> CityState/Province <-> State/Province

Zip/Postal Code <-> Zip/Postal Code

Country/Region <-> Country/Region

Name Memo Name gets mapped to memo
Shipping Method Ship Via Shipping method gets mapped to Ship Via
Payment Terms Terms Payment Terms gets mapped to Terms
Owner Rep Note: here we check who is the owner of the contact and then check what is the Sales Rep Id specified for that owner and then map that Sales Rep Id to QB Customer Rep and vice versa.
Requested Delivery Date Ship Date Requested Delivery Date gets mapped to Ship Date
Freight Terms FOB Freight terms gets mapped to FOB

Order Product Mappings

Existing Product Item CRM Product gets mapped to QB product
Write-In Product Item(Write In from special product mappings) Write-In product gets mapped to item from special product mapping
Unit Unit of Measure Unit gets mapped to UOM
Price Per unit Rate Price Per Unit gets mapped to Rate
Quantity Ordered Quantity gets mapped to Ordered
Amount Amount Note: amount gets calculated automatically in QB
Manual Discount Item (Discount from special product mappings) Manual Discount gets mapped to Discount from special product mappings
Discount Description Description Discount Description gets mapped to Description

Conclusion:

With the above field mappings, you know where the data from different fields of Quote and Invoice records are synced between Dynamics 365/Dynamics CRM and QuickBooks.