Users of the QuickBooks Desktop and QuickBooks Enterprise products can use A2X to account for their Amazon sales. The process is slightly more involved than the typical cloud integration where A2X can send data in and out of the cloud accounting software directly.
In this guide we will talk through how to setup A2X for use with QuickBooks Desktop and Enterprise and how to export your Amazon settlement data for accounting and reconciliation.
There are 3 steps to using A2X with Quickbooks Desktop/Enterprise:
- Set up A2X - accounts, tax rates, and bank accounts.
- Map your accounts and taxes
- Export your settlement data into Quickbooks Desktop/Enterprise
We will work through each step below, but first there are some things you need:
- You need to sign-up for A2X and should connect your A2X account to your Amazon account.
- You need to export your chart of accounts from QuickBooks
Step 1: Set up A2X
When connecting an accounting system, choose to use A2X without a connected accounting system:
Go to A2X Settings > Connections to set up your chart of accounts, tax rates and bank accounts.
Upload Chart of Accounts & Tax Files
A2X needs your chart of accounts and tax rates in order to configure your accounting for Amazon settlements.
Example chart of accounts file:
Note: A "carry forward balance" account is required.
For more information on the carry forward balance, read our article here.
For more information on uploading your chart of accounts, read our article here.
To enable account numbers in QuickBooks:
Preferences → Transactions → check “Use Account Numbers”
Note: Account numbers are required for A2X / QBD users
Confirm the Export Format is Quickbooks Desktop
Select your bank account where Amazon deposits your settlements, your credit card where Amazon charges any amounts owed and an asset account that can hold your month-end pending payout.
Save your settings.
Reminder: A "carry forward balance" account is required. For more information on the carry forward balance, read our article here.
Step 2: Map your accounts and taxes
A2X needs to know how you want to map your Amazon transactions into your accounting system. To do that we A2X has an Accounts and Taxes screen. You can learn more about the mapping process here:
This is a standard part of the A2X set up process for all users (both Online and Desktop). If you’d like some help with this our support team can give you some tips and pointers but in general you’ll want to discuss this with your accountant as it affects the way your financial statements will appear.
Step 3: Export your settlement data
A2X will export a specially formatted CSV file for each of your settlements. You convert that CSV file to QBJ format using the CSV2QBJ tool from ProperSoft.
Lastly you will import the QBJ file to your version of Quickbooks Desktop or Enterprise.
Export the A2X settlement data in CSV
Click the export link for any given settlement as shown below
Then import the CSV file into the ProperSoft CSV2QBJ tool
First you need to install CSV2QBJ, there’s a free trial and A2X has negotiated a 25% discount for our users, bringing the price to just $38 (as a one time purchase) for use on your windows or mac computer.
Once you have the software installed, you can then use it to convert the CSV file to QBJ as shown.
Open CSV2QBJ tool, then upload CSV file from A2X into ProperSoft CSV2QBJ and convert to QBJ:
Import QBJ into Quickbooks
Windows: File → Utilities → Import → General Journal Entries
Mac: File → Import → General Journal Entries (or double-click your QBJ file)
Check mark and click on “Add GJE’s” to add the journal entries into Quickbooks
Choose “Yes” to continue
And now your A2X settlement data is in Quickbooks! 🎉🎉🎉