Integrations

Connect Backbone MRP with QuickBooks Online and EDI trading partners

Overview

Backbone MRP supports two major integration pathways: QuickBooks Online for accounting synchronization and EDI (Electronic Data Interchange) for automated order exchange with trading partners. Both integrations are configured through the Administration section.

QuickBooks Online

Synchronize customers, vendors, accounts, invoices, and bills with QuickBooks.

EDI Connections

Exchange orders and shipment notices electronically with trading partners.

Data Import

Import customers, vendors, accounts, and payment terms from QuickBooks.

Data Export

Export invoices and vendor bills to QuickBooks for accounting.

QuickBooks Online Integration

The QuickBooks Online integration connects Backbone MRP to your QuickBooks Online account, enabling two-way data synchronization for accounting purposes.

Subscription Required: QuickBooks Online integration is available as an add-on for $30/month. You must also have an existing QuickBooks Online account.

Activating QuickBooks Integration

  1. Navigate to Administration → Integrations
  2. Open the QuickBooks Settings editor
  3. Click the "Activate Quickbooks Online Integration" button
  4. Enter your QuickBooks Online Client ID and Client Secret
  5. Optionally check "Is QB Online Sandbox" if connecting to a sandbox environment
  6. Save your settings

Connecting to QuickBooks

  1. After activation, click "Connect to QuickBooks"
  2. The QB Online Connection Wizard will open a browser-based OAuth flow
  3. Sign in to your QuickBooks Online account and authorize the connection
  4. Once connected, a success message will confirm the link

Configuration Fields

Field Description
QuickBooks Online Client IDYour QB app's Client ID for API authentication
QuickBooks Online Client SecretYour QB app's Client Secret for API authentication
Is QB Online SandboxCheck this if connecting to a QuickBooks sandbox environment for testing

QuickBooks Data Import

Once connected, you can import reference data from QuickBooks Online into Backbone MRP.

Importable Data

Data Type Description Import View
Customers Import customer records from QuickBooks QB Customers list
Vendors Import vendor records from QuickBooks QB Vendors list
Chart of Accounts Import GL accounts from QuickBooks QB Accounts list
Payment Terms Import payment terms definitions QB Order Terms list
Inventory Items Import inventory items from QuickBooks QB Items list

Import Process

  1. Navigate to the appropriate QB import view (e.g., QB Customers)
  2. Review the list of available records from QuickBooks
  3. Select the records you want to import
  4. Click "Import" to bring the data into Backbone MRP
  5. Match imported records with existing Backbone MRP records if needed

QuickBooks Data Export

Export transactional data from Backbone MRP to QuickBooks Online for accounting purposes.

Exportable Transactions

Transaction Type Description How to Export
Customer Invoices Export locked invoices to QB as sales receipts Right-click in Open Invoices → Export invoice(s)
Vendor Bills Export locked vendor bills to QB as expenses Right-click in Open Vendor Bills → Export bill(s)

Linking Records

For exports to work correctly, Backbone MRP records must be linked to their QuickBooks counterparts:

  • Customers: Link Backbone customers to QB customers via the Customers list
  • Vendors: Link Backbone vendors to QB vendors via the Vendors list
  • Accounts: Ensure GL accounts are mapped between both systems
Export Prerequisite: Invoices and vendor bills must be locked before they can be exported to QuickBooks. The "Exported to QB" flag tracks which records have already been sent.

EDI (Electronic Data Interchange)

EDI integration enables automated electronic exchange of business documents with trading partners. This includes receiving purchase orders from customers and sending shipment notices.

EDI Capabilities

  • EDI 850 - Purchase Orders: Receive customer purchase orders electronically
  • EDI 856 - Advance Ship Notices: Send shipment notifications to customers
  • Automated Order Creation: Incoming EDI orders can be automatically created as sales orders
  • Message Tracking: Track the status of all EDI messages

EDI Connections

EDI Connections define the communication channels with your trading partners.

Connections List

Column Description
#Connection ID
ConnectionConnection name
ActiveWhether the connection is currently active

Creating an EDI Connection

  1. Navigate to Administration → EDI Connections
  2. Click "New" to create a new connection
  3. Enter the connection name and settings
  4. Configure communication parameters on the Settings tab
  5. Save the connection

EDI Trading Partners

Trading partners are configured within each EDI connection to map customers and their locations to EDI identifiers.

Trading Partner Configuration

Field Description
CustomerThe Backbone MRP customer associated with this partner
Trading Partner IDThe EDI identifier for this trading partner
LocationThe customer location for this partner
Location IDThe EDI location identifier

Adding Trading Partners

  1. Open an EDI Connection in edit mode
  2. Navigate to the Trading Partners tab
  3. Drag customer locations from the available list to add them as trading partners
  4. Enter the Trading Partner ID and Location ID for each entry
  5. Save the connection
Drag and Drop: You can add trading partners by dragging customer locations into the trading partners table.

EDI Messages

The Open EDI Messages view shows incoming and outgoing EDI messages that need attention.

Processing Incoming Orders

  1. Review incoming EDI 850 messages in the Open EDI Messages view
  2. The system matches trading partner IDs to customers and locations
  3. Accept the message to create a sales order automatically
  4. Review the generated order for accuracy

Order-EDI Message Links

Once an EDI message is processed into an order, the link between the EDI message and the order is maintained. You can view associated EDI messages from the order, and vice versa.

Best Practices

QuickBooks Integration

  • Initial Setup: Import reference data (customers, vendors, accounts) from QuickBooks before starting daily operations
  • Regular Sync: Export invoices and bills to QuickBooks regularly to keep accounting current
  • Record Linking: Ensure all customers and vendors are linked between systems before exporting transactions
  • Sandbox Testing: Use the sandbox option to test the integration before connecting to your live QuickBooks account

EDI Integration

  • Partner Onboarding: Verify trading partner IDs and location IDs with your partners before going live
  • Message Monitoring: Check the Open EDI Messages view daily for new incoming orders
  • Order Verification: Always review auto-generated orders from EDI messages for accuracy
  • Connection Status: Monitor connection active status and address any connectivity issues promptly