Extracting Employee Data with the BambooHR API - Practical Examples.

Apideck Documentation Page

Managing Locations, Departments, and Subsidiaries in Accounting Integrations

Introduction

When integrating accounting systems through Apideck, understanding how location-related data is handled across different platforms is crucial. This guide explains how Apideck handles locations in accounting integrations, with specific focus on NetSuite, Sage Intacct, QuickBooks Online (QBO), and Xero.

Understanding Location Mapping Across Platforms

Different accounting platforms use varying terminology and structures for location-based data:

  1. NetSuite - Supports both Locations and Subsidiaries as distinct concepts
  2. Sage Intacct - Uses Subsidiaries (This has historically been mapped to locations in Apideck since this was the first supported option. Dedicated locations were added later.)
  3. QuickBooks Online (QBO) - Uses Departments for location tracking
  4. Xero - Uses Tracking Categories with tracking options for location-based reporting

Current Implementation Status

  • NetSuite: Full native support for both Locations and Subsidiaries
  • Sage Intacct: Subsidiaries are mapped to locations
  • QuickBooks Online: Location data can be mapped to Departments, but coverage needs improvement
  • Xero: Location tracking is managed through Tracking Categories

How QBO Departments Work

In QuickBooks Online, the Department resource provides a way to track transactions based on physical locations such as:

  • Stores
  • Sales regions
  • Countries

As you create sales and expense transactions in QBO, consistently designate the department to which they belong for proper location tracking.

Note on QBO Coverage: Apideck is actively working to improve coverage for QBO's Department resource to better support location-based tracking. This enhancement will allow for more comprehensive location management within QuickBooks integrations.

How Xero Tracking Categories Work

Xero handles location-based tracking differently through its Tracking Categories system:

  • Tracking Categories are customizable labels that can be used to categorize transactions
  • You can create a specific "Location" tracking category with options for each physical location
  • Each transaction can have one or more tracking categories assigned
  • This flexible approach allows businesses to track locations alongside other dimensions like departments or projects
  • When integrating with Xero through Apideck, location data needs to be properly mapped to these tracking categories

Tracking Categories in Xero can be assigned at both the transaction level and the line item level, providing granular control over location-based reporting.

Enhancement Options

If you need location support that isn't currently available in the unified API, Apideck offers the following options:

  1. Standard Extension: Apideck can extend their model to map to downstream APIs when feasible
  2. Proxy API (Passthrough): For platform-specific functionality that cannot be standardized, Apideck provides a Proxy API that allows you to make direct calls to the underlying API. Learn more about the Proxy API

Requesting Enhancements

Apideck is open to extending their unified model for location support based on customer needs. When requesting enhancements:

  1. Clearly identify which platforms you need location support for
  2. Specify your specific use case and requirements
  3. Understand that enhancements are prioritized based on mapping feasibility to downstream APIs

By understanding how Apideck handles location data across different accounting platforms, you can better utilize the unified API for your specific business needs.