Accounting Products

The Accounting Products catalog is the list of items from an integrated accounting system. Goflow uses the accounting products with invoices and bills synced between Goflow and Accounting. Goflow products and accounting products are linked through a mapping.

Pulling Accounting Products into Goflow

When integrating with an accounting system, Goflow automatically imports all accounting products every night. This requires no user intervention.

You can manually import an accounting product, if you urgently need it in Goflow. To manually import accounting products, follow these steps:

1. From the side menu, go to Catalog › Accounting Products.
2. In the upper right-hand corner, click on Import, and select Import Accounting Products.
3. Enter the item number of the first accounting product you wish to import.
4. Use the + button to add additional accounting products, if needed.
5. Click Import Products.

Pulling Accounting Product Updates

Through the import process, any changes made to the product in your accounting system are automatically reflected in Goflow. This includes changes to the item type or changes to the item number.

If a product is deleted in Accounting, it will be become inactive in Goflow. When the product is re-created in Accounting, it will become active again in Goflow.

Creating Accounting Products in Goflow

Before Goflow can push products to your accounting system, this functionality must be enabled. To do so, follow these steps:

1. From the side menu, go to Settings › Accounting.
2. Click the pencil icon to edit Customers, Vendors & Items.
3. Under Push New Products, choose either Push Manually or Push Automatically.
4. Select an accounting item type.
5. Select the Accounting item accounts.
6. Finally, click to Save the settings.

Selecting an Accounting Item Type

Your accounting system may support items of multiple item types, but not all types can function as transaction line products. While Goflow imports accounting products of all item types for visibility purposes, only some types can be used with Goflow transactions.

Two item types can be used to create accounting products, and one additional type can be used for mapping, when the accounting product was created directly in the accounting system:

• Inventory - Create and map.
• Non-Inventory - Create and map. Consult your accounting team on whether you should create items as inventory type or non-inventory.
• Assembly - Map only. While Goflow supports mapping to an assembly item type, this particular type cannot be used when creating an accounting product through Goflow. If you want to map kit products to an item of assembly type, create the product directly in Accounting, and then map it in Goflow.
• Group - Neither create nor map. Group products cannot be mapped to an accounting product. Transactions will include the group children products instead.

It is not required that the item types match. For instance, you can map a standard Goflow product to an accounting product of the type assembly, or map a Goflow kit product to an accounting inventory or non-inventory product.

Your choice on whether to create inventory or non-inventory items determines the Accounting accounts to select. Use the same accounts that you would when manually creating an item in your accounting system.

Automatically Pushing Products to Accounting

When automatic product syncing is enabled, as you create a new product within Goflow, the system will attempt to create a corresponding product in Accounting. When successful, an accounting product - with the same item number as the Goflow product - will automatically be created and mapped to the Goflow product.

If a product is later deleted in Accounting, or merged into another product, its link to the Goflow product is broken. To resolve, remap the product in Goflow.

If the accounting system is unreachable, or if the product name is rejected by Accounting, you will not be able to create a new product in Goflow. Resolve the problem, and then try creating the product again. If the problem cannot be immediately addressed but you urgently need the new product in Goflow, you may temporarily disable automatic pushing. Proceed with creating the product in Goflow, and manually push it to Accounting later.

When creating products in bulk, the new products will be created in Goflow even if they cannot be pushed to the accounting system. An email is sent to the notifications contact on file outlining the issue and providing a list of the products that were not created in Accounting. After resolving the problem, proceed to manually push the new Goflow products to Accounting.

Some of the common reasons products cannot be created in accounting include:

• Accounting integration is disconnected.
• Item number, or item name, contains characters not accepted by the accounting system.
• Item number is longer than the maximum allowed (31 characters for QuickBooks).
• Item number already exists in accounting.

Manually Pushing Products to Accounting

If you prefer to manage accounting products manually, you can set accounting product syncing to manual). This option grants more flexibility to your accounting team in selecting the accounting product item number. To manually push a Goflow product to Accounting, follow these steps:

1. From the side menu, go to Catalog › Products.
2. Click into a product to open it.
3. On the Status card, click on Map to Accounting Product.
4. Click on New Accounting Product.
5. Enter the desired accounting product item number.
6. Click on Create and Map.

Even when automatic syncing is enabled, you may still create an accounting product manually. This is useful if the product was deleted in Accounting, or if there was an error during the automatic sync.

Mapping Accounting Products

Accounting products are linked to Goflow products through mapping. Invoices and bills sent to Accounting include the mapped accounting product for each transaction line. Note that the item numbers between Goflow and Accounting do not necessarily have to match. You can map an accounting product with a Goflow product that has a different item number.

Mapping links Goflow products to accounting products in a one-to-one relationship. One accounting product is mapped to one Goflow product. You cannot map multiple Goflow products to a single accounting product, or vice versa.

Mapping a Single Accounting Product

To map an accounting product to a Goflow product, follow these steps:

1. From the side menu, go to Catalog › Accounting Products.
2. Click into an accounting product to open it.
3. On the Status card, click on Map to Product.
4. Select the Goflow product from the dropdown.
5. Save the mapping.

Unmapping a Single Accounting Product

To unmap an accounting product from a Goflow product, follow these steps:

1. From the side menu, go to Catalog › Accounting Products.
2. Click into an accounting product to open it.
3. On the Status card, click on the pencil icon to edit Mapped to Product.
4. Click on X to remove the Goflow product mapping.
5. Finally, Save the changes.

Mapping a Single Goflow Product

To map a Goflow product to an accounting product, follow these steps:

1. From the side menu, go to Catalog › Products.
2. Click into a product to open it.
3. On the Status card, click on Map to Accounting Product.
4. Select an existing accounting product from the dropdown.
5. Click on Map to save the mapping.

Mapping Accounting Products in Bulk

Use a CSV file to import accounting product mappings in bulk. To do so, follow these steps:

1. From the side menu, go to Catalog › Accounting Products.
2. In the upper right-hand corner, click on Import, and select Import Product Mappings.
3. Review the Columns tab for required and optional file headers.
4. From the Upload tab, click to Download products requiring mapping.
5. Fill in the Goflow product item numbers in the Mapped Item Number field.
6. Save the file, and Import it.

Leave the Unmap Accounting Products option unchecked. Goflow will skip any row where the Mapped Item Number field is left empty. If that accounting product is already mapped, it will remain mapped.

One accounting product can only be mapped to one Goflow product. New mappings will overwrite any existing mappings.

Unmapping Accounting Products in Bulk

Use a CSV file to unmap accounting products in bulk. To do so, follow these steps:

1. From the side menu, go to Catalog › Accounting Products.
2. In the upper right-hand corner, click on Import, and select Import Product Mappings.
3. Review the Columns tab for required and optional file headers.
4. From the Upload tab, click to Download a sample CSV Template.
5. On the Upload tab, check Unmap Accounting Products.
6. Fill in the Accounting Item Number field.
7. Leave the Mapped Item Number field empty.
8. Save the file, and Import it.

Exporting Mapped Accounting Products

To export Goflow products along with their mapped accounting items, create a custom product export. Include both the Item Number and the Accounting Item Number fields in the export. This way, you can easily identify which Goflow products are mapped to accounting items and which ones are not mapped yet.