Assign your Quickbooks accounts in Ascend

Ascend software is compatible with Quickbooks. If you want to use Quickbooks for your shop's accounting, you'll need to set up a Quickbooks account first.

After your account is set up, and the Chart of Accounts (COA) is updated, you can add that information to Ascend

The next step is to go into Ascend and map the Categories, Inventory Adjustment Types, Payment Types, Tax Rates and Options with the corresponding General Ledger Account Number from QuickBooks.
Sherpa tip: (multi-store retailers) Quickbooks account assignments do NOT share between locations - each location must set their own account assignments.

Ascend's retail accountant team also offers Bookkeeping services for Ascend retailers. Learn more here.  

Edit Categories for Quickbooks

1. In Ascend, navigate to Database Explorer > Categories.
2. Select the Parent column (click the word Parent specifically!) to sort by Parent categories and place all Parent categories at the top of the list. For the Parent categories themselves, this column should appear blank (because they don't have Parents!).

Sherpa tip

Ideally, your shop should have no more than 11 Parent categories.

3. Double-click a category to open the Edit Category window.
4. Map each Parent category to an income sales account number, and COGS account number from the Quickbooks' COA that was imported into Ascend.

Sherpa tip

Do not map your Categories to anything other than Quickbooks income accounts. If you do, your P&L Income value will not match your Ascend Activity Summary.

5. Check the box for Apply Settings to Child Categories
6. Select Save.

Edit Inventory Adjustment Types for Quickbooks

The reason we map Inventory Adjustments to our Quickbooks accounts is so Quickbooks knows where the offset of the adjustment should go. The inventory asset account mapped in Options is the other half.

1. In Ascend, navigate to Database Explorer > Inventory Adjustment Types.
2. Double-click on an adjustment type to edit it.
3. Update the Quickbooks Account using this chart: 

Ascend IA Type

QB Mapping Options

Checked-In transfer item

·        Pending Inventory Transfers (OCASSET)

Checked-Out transfer item

·        Pending Inventory Transfers (OCASSET)


·        Donations (EXP)

·        Charitable Contributions (EXP)

Excel Inventory File Import

·        Inventory Adjustments (COGS)


·        Inventory Adjustments (COGS)


·        Inventory Adjustments (COGS)

Owner's Draw

·        Owners Use (Equity)

·        Inventory Adjustments (COGS)

Reconciled Inventory

·        Inventory Adjustments (COGS)


·        Rental Inventory (ASSET)

·        Rental Expense (EXP)

Sales/Display Use

·        Shop Supplies

·        Display Use


·        Shop Supplies

·        Service Supplies


·        Inventory Adjustments (COGS)


·        Marketing

·        Advertising

·        Sponsorship

Traded-In item as payment

·        Inventory (OCASSET)


·        Warranty (EXP)

Edit Payment Types for Quickbooks  

1. In Ascend, navigate to Database Explorer > Payment Types
2. Double-click on a payment type to edit it.
3. Edit the Quickbooks Account in each payment type using this chart:

Ascend Payment Type 

QB Mapping Options


·        Bank account (BANK)

·        Undeposited Funds (OCASSET)


·        Bank account (BANK)

·        Undeposited Funds (OCASSET)


·        Coupons (COGS)

·        Coupons (EXP)

·        Advertising (EXP)

·        Marketing (EXP)

Credit Card

·        Bank account (BANK)

·        Undeposited Funds (OCASSET)

Credit Memo

·        Customer Deposits: General Deposits (OCLIAB)

·        Customer Deposits: Gift Cards & In-Store Credits (OCLIAB)

Debit Card

·        Bank account (BANK)

·        Undeposited Funds (OCASSET)


·        Bank account (BANK)

·        Undeposited Funds (OCASSET)


·        Bank account (BANK)

·        Undeposited Funds (OCASSET)

Gift Card

·        Customer Deposits: General Deposits (OCLIAB)

·        Customer Deposits: Gift Cards & In-Store Credits (OCLIAB)

Gift Certificate

·        Customer Deposits: General Deposits (OCLIAB)

·        Customer Deposits: Gift Cards & In-Store Credits (OCLIAB)

In-Store Credit

·        Customer Deposits: General Deposits (OCLIAB)

·        Customer Deposits: Gift Cards & In-Store Credits (OCLIAB)


·        Accounts Receivable (AR)


·        Inventory (OCLIAB) - if you're associating products with your payments

Trek Card

·        Bank account (BANK)

·        Undeposited Funds (OCASSET)

Edit Tax Rates for Quickbooks

1. Navigate to Database Explorer > Tax Rates in Ascend.
2. Double-click on a tax rate to edit it.
3.Select the appropriate account from the Quickbooks dropdown.
4. Select Save.

The State Tax Rate should be mapped to the Quickbooks Account called Sales Tax Payable (OCLIAB). If you have multiple tax rates for City, County, State, etc., they can be listed separately.   

Setting Ascend Options for Quickbooks

1. Select Options > Quickbooks in Ascend. 

2. Set the various dropdowns using the chart below: 

Ascend Option

QB Mapping Options

Credit Card Grouping

·        Visa, Mastercard, Debit & Discover (if you use Chase payment processing)


·        Customer Deposits: Down Payments (OCLIAB)

No Category Sales

·        Income account for items sold with no category assigned

No Category COGS

·        Cost of Goods Sold account for items sold with no category assigned

AP - PO's Recvd:

·        (optional) Inventory Clearing (OCLIAB)

Inventory Asset

·        Inventory (OCLIAB)


·        Inventory (OCLIAB)

AP - Freight Expense

·        (none)

Cash Over/Short

·        Cash Over/Short (EXP)


·        Suspense

·        Ask My Accountant

·        Other

These need to be re-mapped per payout.


·        (optional) for multi-store retailers only

Shipping Charges

·        Freight-In (COGS)

This is an offset to freight charges.  DO NOT map to an income account.

Create a Shortcut!

This is totally optional, but might make things a little easier for you.

1.  In Ascend, select Help > Open Ascend folder.
2. Right-click the Export folder
3. From the dropdown menu, select Send to > Desktop to create a shortcut.

The folder Export - Shortcut will appear on the computer's desktop, so you can easily find and access it when needed!

Additional Resources

Article:Set up my Quickbooks account


  1. Submit an idea for an improvement to the software
  2. Create an Ascend University account
  3. Process Trek warranties
  4. Display my product availability on
  5. Accounting for bikes bought on (Click & Collect)
  6. Return an item bought on
  7. Use the SmartEtailing Direct Mail Customer Export with Ascend
  8. Sign up for text alerts when there's an Ascend service issue
  9. Set up Gift Cards in my shop
  10. Send inventory & pricing information to Locally
  11. Set up a Quickbooks file
  12. Import a chart of accounts into Ascend
  13. Assign your Quickbooks accounts in Ascend
  14. Move files from Ascend into Quickbooks
  15. Ascend recommended practices for QuickBooks®
  16. Join the Ascend Customer Network (ACN) on Yammer
  17. Accessing Dexter from Ascend
  18. Set up Ascend to export (upload) products to an ecommerce (SmartEtailing) website
  19. Set up Ascend to import (download) ecommerce (SmartEtailing) sales
  20. Export (upload) product information to an eCommerce (SmartEtailing) website
  21. Process eCommerce (SmartEtailing) sales
  22. Set up email integration
  23. Help a customer apply for a Trek Card in your store
  24. View availability for Trek products using Order Grids
  25. Get started with Listen360 integration
  26. Listen360 Overview with Ascend
  27. Send purchase and registration information to Bike Index
  28. Register Bikes with Trek during transactions
  29. Selling Trek Project One (P1) bikes
  30. Use the Ascend Retailer Portal on ShareFile
  31. Quality Bicycle Products (QBP) integration
  32. Send bike sale information to Project 529 Garage
  33. Send inventory & pricing information to Bike Exchange
  34. Messaging customers

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