Pistachio accounting hooks

Pistachio has the capability to automatically create accounting journal entries based on the activity in the system. This article gives an overview of the journal entries the system creates. Currently these journal entries are only available for users with a Quickbooks Online integration.

Invoice becomes “Paid”

Payment Transaction

🗓️ Payment's paymentDate

DEBIT

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If paid via Cardpointe:

📓 **Payment Processor Clearing**

💵 Payment Amount

📍 Sales Order Tenant Location

If paid manually (cash, check, credit card outside of Pistachio):

📓 **Manual Processor Clearing**

💵 Payment Amount

📍 Sales Order Tenant Location

if paid with store credits:

📓 Store Credit

💵 Payment Amount

📍 Sales Order Tenant Location

CREDIT

If at least one item is delivered:

📓 **Accounts Receivable**

💵 Sum of all the paid invoice line-items relative to the delivered items

If at least one item is not delivered:

📓 **Unearned Revenue**

💵 Sum of all the paid invoice line-items relative to the non-delivered items

Bill becomes “Open”

Create a QBO Bill

• Create a QBO Bill with one or two line-items per “Pistachio Bill line-item”:

• One line-item for the Product Cost (if it is not a carrier bill)

• One line-item for the Freight Cost (if that's greater than zero)
• We use an expense account on all Bill line-items called Suspense - Purchases (expense) due to QBO API

Adjustment Transaction

🗓️ Bill’s billedAt

DEBIT

📓 **Purchases (asset)**

💵 Bill total price (product prices + freight costs

CREDIT

📓 **Suspense - Purchases (expense)**

💵 Bill total price (product prices + freight costs)

Received Item Transaction

For each bill item that was already received (receivedAt is not null).

🗓️ Item receivedAt

DEBIT

📓 **Inventory**

💵 Bill line-item product cost + freight cost

📍 Item's tenantLocation or the item's deliveredFrom location (or the PO tenantLocation)

CREDIT

📓 **Purchases** **(asset)**

💵 Bill line-item product cost + freight cost

Delivered item Inventory Transaction

For each bill TANGIBLE-GOOD item that was already delivered ( and hasn't been returned):

🗓️ Item deliveredAt

DEBIT

📓 **COGS - Product**

💵 Bill line-item product cost + freight cost

📍 Sales Order Tenant Location

CREDIT

If the item was never marked received:

📓 **Purchases (asset)**

💵 PI manufacturer/paid price: sum of all the bill line-items (product and freight costs) relative to the PI

Else:

📓 **Inventory**

💵 Bill line-item product cost + freight cost

📍 PI's deliveredFrom location

Item becomes “Received”

Received Item Transaction

🗓️ now()

DEBIT

📓 **Inventory**

💵 Sum of all the bill line-items (product and freight costs) related to the item

📍 Item tenant location (if not null) or purchase order tenant location

CREDIT

📓 **Purchases (assets)**

💵 Sum of all the bill line-items (product and freight costs) related to the item

Item becomes “Delivered”

Delivered Item Sales Transaction

🗓️ now()

DEBIT

If the item already has payments associated with it:

📓 **Unearned Revenue**

💵 Paid amount: sum of all the payed invoice line-items associated with the item

If the item hasn't been fully paid already:

📓 **Accounts Receivable**

💵 The pending balance of the item

If the Invoice PIs’ SOIs include discounts:

📓 **Discounts**

💵 Total discount applied to the item (line-item discounts + order discount allocation)

CREDIT

If the item is a tangible good:

📓 **Product Sales**

💵 Item sub total

📍 Sales Order tenant location

If the item is a delivery line-item:

📓 **Delivery Sales**

💵 Item sub total

📍 Sales Order tenant location

If the item is a service:

📓 **Service Sales**

💵 Item sub total

📍 Sales Order tenant location

If the item has been charged tax:

📓 **Sales Tax Payable**

💵 Total Sales tax relative to the item

📍 State from sales order item delivery address

Delivered PIs Inventory Transaction

🗓️ now()

If the item is a tangible good

DEBIT

📓 **COGS - Product**

💵 Sum of all the bill line-items (product and freight costs) related to the item

📍 Sales Order tenant location

CREDIT

If the item's deliveredFrom is null:

📓 **Purchases (asset)**

💵 Sum of all the bill line-items (product and freight costs) related to the item

Else:

📓 **Inventory**

💵 Sum of all the bill line-items (product and freight costs) related to the item

📍 Item's deliveredFrom location

Transfer becomes “Transferred”

Transfer Transaction

🗓️ transfer endedAt or now() (in case the endedAt is null)

DEBIT

📓 **Inventory (new location)**

💵 Sum of all the bill line-items (product and freight costs) related to the item

CREDIT

📓 **Inventory (old location)**

💵 Sum of all the bill line-items (product and freight costs) related to the item

Refund invoice becomes “Paid”

🗓️ now()

For each refunded item

DEBIT

📓 **Refunds Payable**

💵 Invoice payment line-item amount

CREDIT

If payment is made via Cardpointe

📓 **Payment Processor Clearing**

💵 Invoice payment line-item Amount

📍 Sales Order Tenant Location

If payment is made “manually”

📓 **Manual Processor Clearing**

💵 Invoice payment line-item Amount

📍 Sales Order Tenant Location

If payment is made “manually” with “store credits” option

📓 Store Credit

💵 Invoice payment line-item Amount

📍 Sales Order Tenant Location

“Sales Order Return” is Created

🗓️ return's returnedAt

For each returned Item:

DEBIT

📓 **Inventory**

💵 Sum of all the bill line-items (product and freight costs) related to the item

📍 Return destination

CREDIT

📓 **COGS - Product**

💵 Sum of all the bill line-items (product and freight costs) related to the item

📍 Sales Order tenant location

“Sales Order Cancelation” is Created

🗓️ salesOrderCancelation canceledAt

For each NON-DELIVERED PI:

DEBIT

📓 Unearned revenue

💵 Sum of all the paid invoice line-items related to the delivered item

CREDIT

If the PI is refundable:

📓 Refunds payable

💵 Sum of all the paid invoice line-items related to the delivered item

If the item is not refundable:

📓 Product/Delivery/Service Sales according to the product type

💵 Sum of all the paid invoice line-items relative to the delivered items

📍 Sales Order tenant location

For each REFUNDABLE & DELIVERED PI:

• DEBIT

📓 **Sales Returns**

💵 Item sub total (with add-ons): total price - taxes + discount

📍 Sales Order tenant location

📓 **Sales Tax Payable**

💵 Total Sales tax relative to the item

📍 State from sales order item jurisdiction within SO's taxDetails

CREDIT

If this PI has payments associated with it:

📓 **Refunds Payable**

💵 Sum of all the paid invoice line-items relative to the delivered items

If the PI wasn't fully paid for:

📓 **Accounts Receivable**

💵 The pending balance of the item: total price - paid amount

📓 **Discounts**

💵 Total discount applied to the item

Updated on: 25/03/2025