QuickBooks Online: How to Map Locations to QuickBooks

The Locations tab within the QuickBooks integration allows you to map each of your Fintech locations to a QuickBooks Class and a Location Assignment. These mappings determine how transactions are classified and assigned in QuickBooks when integration files are sent.

With 50 total locations supported per integration, the Locations tab provides tools to efficiently search, configure, and save your mappings across paginated pages.

Accessing the Locations Tab

From the Tools menu in FMS, select QuickBooks Online. Then click the Locations tab.

Understanding the Layout

The Locations tab is organized into the following areas:

Field / Element	Description
Page Header	Shows the integration name (QuickBooks), its Active status badge, the activation date, and the last sent date.
API Connection Status	Confirms whether the live QuickBooks API connection is Active or Inactive.
Tabs Bar	Four tabs: History, Account, Vendors, and Locations (currently selected).
Search Bar	Filters the location list by Location Name or Location ID.
Total Locations Count	Displays the total number of locations linked to this integration.
Location Table	The main data table with four columns: Location Name, Location ID, Class, and Location Assignment.
Pagination Controls	Allows you decide how many rows to show per page. Display options are 10, 25, and 50.

Location Table Columns

The location mapping table has four columns:

Field / Element	Description
Location Name	The name of the location as it appears in Fintech (for example, Gourmet Goods Inc., Beverage Masters LLC, Tropical Beverages Co.). This field is read-only.
Location ID	A unique numeric identifier for the location within Fintech (such as 123456). This field is read-only.
Location Assignment	A dropdown selector that maps this location to a specific physical or regional assignment within QuickBooks. This controls how location data is segmented in QuickBooks reports.

Searching for a Location

Find a location by entering the location's name or Location ID. Partial entries will return a larger list, either by letters or numerals. Search is not case sensitive.

Assigning a Location Assignment

The Location Assignment column maps a location to a specific QuickBooks location or regional segment. This controls how financial data is attributed across different physical sites or regions in QuickBooks.

To begin, find the location row you wish to configure. In the Location Assignment column, click the dropdown selector (it appears as a down-arrow: ▾). The options are sourced from your Quickbooks location list.

In the list of available assignments, click the one corresponding to your location's physical or regional grouping. When the dropdown closes, the selected assignment will appear in the Location Assignment column.

⚠️Make sure you save the changes before leaving this tab. Click Apply Changes to save. Click Cancel to discard and revert to your previously saved selections.

Troubleshooting

Field / Element	Description
API Connection Status shows Inactive	Go to the Account tab and verify or re-enter QuickBooks API credentials. Once reconnected, return to the Locations tab — the dropdowns should repopulate.
Location Assignment dropdown is empty	Confirm that Locations are enabled and configured in your QuickBooks account. If recently added, refresh the page to sync the latest options.
A location is missing from the list	Use the search bar with the exact Location ID to verify it is linked to this integration. If absent, check the Locations module to confirm the location is active.
Apply Changes button is greyed out	No changes have been detected. Make at least one Class or Location Assignment selection to activate the button.
Changes are not reflected in QuickBooks	Check the File History tab to review the most recent file send status. Confirm the integration frequency and that the last sent date shown in the page header is current.
Dropdown selections reset after navigating pages	This indicates changes were not saved. Always click Apply Changes after completing your edits, before navigating to another page or tab.