Manage Sales Data Accounting Sync

Toast Accounting Sync is in limited release with Toast Retail customers. Check back for updates.
Looking for Payroll Accounting Sync? See Manage the Payroll Accounting Sync.

In this Article:

Connected Accounts
- GL Codes
- Classes
- Vendors
- Customers
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Note: Before you look over this article, be sure to review and follow the steps in Get Started With Sales Data Accounting Sync for setup instructions.

Now that you have set up Toast Accounting Sync, learn how to manage:

Accounting Connections
- Connected Accounts
- GL Codes
- Classes
- Vendors
- Customers

Sales Data Accounting Sync: Accounting Connections

To access Accounting connections in Toast Web, navigate to Financial products > Accounting > Connections. Here, you will be able to manage your Toast Web connected QuickBooks Online accounts.

Connected Accounts

When a payroll has been submitted and synced to QuickBooks Online, you'll see entries here sorted by your QuickBooks Online account. Quickly view the connection status and the associated pay group(s) here.

Take note of the QuickBooks connection status field here. It should read Connected.
Select the edit pencil to connect or disconnect pay groups from this QuickBooks Online account.
Select the three dots (overflow) menu to reconnect or re-establish the connection. You may need to do this when there is a lapse in billing, when some QuickBooks Online errors occur, or when you change your QuickBooks Online credentials (email and/or password).

If you would like to link a new QuickBooks Online account to Toast Payroll, navigate to Finance > Accounting > Connections and select Add QuickBooks Online account.

If this page is empty, a payroll has not yet been posted from this pay group (or a manual sync still needs to take place).

GL Codes

If applicable, begin by selecting a QuickBooks account from the drop-down menu in the upper-left corner to find a list of GL codes in your QuickBooks Online account. Use the Show drop-down menu to view Active only, Inactive only, or All GL codes (the default is Active only). Then use the search bar to quickly locate the code or account type you need.

Each column here contains information imported from your QuickBooks Online account. You can select the edit pencil to update a GL code or its properties; this will also update the code in your QuickBooks Online account. Similarly, select +Add GL code to create a new line item in both Toast and QuickBooks Online. If you have new GL codes in your QuickBooks Online account, you can easily bring them into Toast by selecting Sync from QuickBooks Online.

Classes

You might also see a third tab on this page if your business has classes configured in QuickBooks Online. This page uses the same functions as the GL codes tab, so you can easily pull up your classes and edit their properties. Any edits made to your classes in Toast Web will sync to your QuickBooks Online account.

Class tracking is an option for customers who use QuickBooks Online. Classes are different then GL codes and are typically used by customers with multiple locations. Visit Get started with class tracking (external link) for more details.

There is a potential issue if your QuickBooks Online account has classes set up by job instead of by location. The Payroll Accounting Sync defaults to syncing locations to classes, so the system may not be able to match things correctly. There are three options here:

Reorganize your class tracking by location instead of jobs.
Update your QuickBooks Online account to use location tracking instead of class tracking.
Skip class tracking altogether. However, you assume the risk of errors with syncing.

Vendors

In the Vendors tab of Accounting connections, you can manage vendors to categorize expenses for your reporting.

Select how you are going to add your new vendor:
1. If you are adding a vendor for the first time, select Add vendor (blue button).
2. If you are adding to your existing list, select the + Add vendor link.
Enter the Vendor name and Address and select Save.

At any point, you can edit the vendor by selecting the pencil icon. If you would like to delete a vendor, select the eye icon and Deactivate. Note: Once the vendor is deactivated, it cannot be assigned to line items unless it is reactivated.

Customers

The Customers tab can be used to categorize who owes you money for your business.

Select how you are going to add your new customer:
1. If you are adding a vendor for the first time, select Add customer (blue button).
2. If you are adding to your existing list, select the + Add customer link.
Enter the Customer name and Address and select Save.

At any point, you can edit the vendor by selecting the pencil icon. If you would like to delete a customer, select the eye icon and Deactivate. Note: Once the customer is deactivated, journal entries may not post until those GL codes are reassigned.