QuickBooks Online Settings

StarShip supports writing freight and tracking information (notes) directly to Invoices and Sales Receipts. You can set up how and when write-back occurs, and control what is written back as well.

You can access these settings by selecting Setup > Source Interfaces > QuickBooks Online and clicking Interfaces. Then, click the Customize Interface button for Invoices or Sales Receipts.

Write-Back Settings

When a shipment is processed or voided in StarShip

Define when freight should be written back to QuickBooks Online when a shipment is processed or voided in StarShip.

• Always write freight to the <document>: When you save or void a shipment in StarShip, the freight amount is written back to the document.
• Do not write freight back to the <document>: Freight is not written back or updated.

Select write-back destination for Notes

Choose the field to which Notes write-back should occur. You can choose to write back to the “Statement memo” or the “Memo displayed on the invoice”.

The field you choose to write back to will be populated with shipment detail for all processed shipments against the same QuickBooks Online document. When all shipments are voided, the “Statement memo” or the “Memo displayed on the invoice” field will be cleared of notes. You should not use the field you chose for write-back for any other purposes because its value will be overwritten each time a shipment is processed, edited, or voided.

Print Later/Send Later

The Print Later and Send Later settings in QuickBooks Online allow you to mark an Invoice or Sales Receipt to be sent or printed later, so that you can batch print or send many transactions at once instead of one by one.

StarShip can check one or both of those options for you automatically when you process a shipment, and uncheck them if you void a shipment.

Check the “Print Later” checkbox after processing a shipment.

If checked, the “Print Later” check box will be enabled for the transaction after you process the shipment in StarShip, and the transaction will be added to the “print later” queue.

Uncheck the “Print Later” checkbox after voiding the last shipment against the document.

If checked, when you void the final shipment of a document (Sales Receipt, Invoice), StarShip will deselect the “Print Later” check box.

Check the “Send Later” check box after processing a shipment.

If checked, the “Send Later” check box will be enabled for the transaction after you process the shipment in StarShip, and the transaction will be added to the “Send Later” queue.

Uncheck the “Send Later” check box after voiding the last shipment against the document.

If checked, when you void the final shipment of a document (Sales Receipt, Invoice), StarShip will deselect the “Send Later” check box.

Notes Settings

The Notes Settings contain default shipment detail that are written back to the Sales Receipt or Invoice when you Ship/Process a shipment in StarShip. You can customize the StarShip fields that are written back to QuickBooks Online for both Freight and Parcel shipments.

The Note Tag is the printed title; the information from the StarShip field on the right will appear next to the Tag words in QuickBooks Online. You can change the fields that write back by changing the Note Field, or click the Add Note Setting button to add more fields.

Freight Notes

Check the check box that says “Write the information below to the Sales Receipts or Invoices when a Freight shipment is processed in StarShip” to enable Notes write-back for Freight shipments.

These are the default fields for freight shipments.

Parcel Notes

Check the check box that says “Write the information below to the Sales Receipts or Invoices when a Parcel shipment is processed in StarShip” to enable Notes write-back for Parcel shipments.

These are the default fields for Parcel shipments.