QuickBooks Desktop Sync Version September 15, 2017

Transcription

1 QuickBooks Desktop Sync Version September 15, 2017

2 Copyright Agreement The purchase and use of all Software and Services is subject to the Agreement as defined in Kaseya s Click-Accept EULATOS as updated from time to time by Kseya at If Customer does not agree with the Agreement, please do not install, use or purchase any Software and Services from Kaseya as continued use of the Software or Services indicates Customer s acceptance of the Agreement Kaseya. All rights reserved.

3 Contents Install QuickBooks Sync... 1 Configure Synchronization Settings... 2 Quickbooks Sync... 2 Access Confirmation... 3 Import QB Items... 4 Export Invoices... 5 Import Payments... 7 Export Bills... 9 Reimbursements Sync Logs Sync Map i

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5 Install QuickBooks Sync Install QuickBooks Sync 1. Logon as an administrator to the system running Quickbooks Desktop. Note: This is required to complete this procedure. 2. Open a browser and log into Vorex. 3. Navigate to the Finance module. 4. Locate the Do you use Quickbooks Desktop section at the bottom of the page. 5. Click Download the application by clicking on this link. 6. Run the installer on the system hosting your instance of Quickbooks Desktop. Running the setup.exe checks for prerequisites such as NET Framework and QuickBooks SDK 13. If not already installed, the prerequisites will be downloaded and installed. The Quickbooks Sync Tool uses the SDK to communicate with QuickBooks Desktop. After all prerequisites are installed, the Quickbooks Sync Tool verifies all application requirements are met and begins the install. After the install, the Quickbooks Sync Tool application runs automatically. When you open a different application, such as Quickbooks Desktop, the Quickbooks Sync Tool may disappear from your view, but is still running. You can re-display it by clicking its app icon in the system tray to bring it back into view. 1

6 Configure Synchronization Settings Configure Synchronization Settings 1. Select the Synchronization Settings tab, if it isn't already displayed. 2. Specify the credentials you want to use to connect to your instance of Vorex. 3. Click Test Connection to ensure the credentials are correct. A popup window confirms it. 4. Optionally Enable Automatic Invoice Export to Quickbooks and set the synchronization interval in minutes. 5. Click Save Settings to save your configuration. Quickbooks Sync The Quickbooks Sync tab provides five synchronization wizards for you to use. Import QB Items (page 4) - Integration requires matching support data be specified in both Quickbooks Desktop and Vorex. If this wizard is not used, Vorex creates matching support data in Quickbooks Desktop as necessary when you use the other wizards. Export Invoices - You create invoices in Vorex, then export them using this wizard into Quickbooks Desktop. Import Payments - Payments are received from customers, then recorded in Quickbooks Desktop and applied against the invoices that were exported from Vorex earlier. Use this wizard to import these payment records into Vorex. Export Bills - You create vendor bills in Vorex, then export them into Quickbooks Desktop using this wizard. Vendor payments are managed using Quickbooks Desktop. 2

7 Access Confirmation Export Reimbursements - You create reimbursements for employees in Vorex, then export them into Quickbooks Desktop using this wizard. Payment of reimbursements is managed using Quickbooks Desktop. Access Confirmation The first time you run any of the wizards, it may appear the Quickbooks Sync Tool has paused. If so, look for an Application Certificate window displayed elsewhere on your system. The window is asking you to confirm Quickbooks Sync Tool access to Quickbooks Desktop. 1. Select the Yes, whenever the Quickbooks company file is open option. 2. Click Continue. 3. A Confirm to Proceed message box displays. 3

8 Import QB Items 4. Click Yes. Import QB Items Integration requires matching support data be specified in both Quickbooks Desktop and Vorex. Vorex recommends you originate and maintain static data in Quickbooks Desktop and regularly import it into Vorex using the Import QB Items wizard. If this wizard is not used, Vorex creates matching support data in Quickbooks Desktop as necessary when you use the other wizards. Matching support data includes: Customers Vendors Items - These are service items. Inventory Items - Physical items which you track in inventory in Vorex. Non Inventory Items - Physical items you do not track in inventory in Vorex. Classes - Used to classify invoices and expenses, independent of the chart of accounts. Chart of Accounts Importing Customers In this example, customer records are imported. All other QB items are imported in the same way. 1. Select the Quickbooks Sync tab. 2. Select the Import QB Items wizard option. 3. Select the Customers option. 4. Click Next. Note: If the Quickbooks Sync Tool takes too long to retrieve data, see if its looking for Access Confirmation (page 3). 5. Select the rows you want to import from Quickbooks Desktop into Vorex. You can also click Select All. 4

9 Export Invoices 6. Click Next. 7. Confirm you want to start synchronization. 8. Review the summary of the completed synchronization. 9. Review the imported data in Vorex. 10.Repeat this same procedure for the other Import QB Items options: vendors, items (service items), physical inventory items, physical non-inventory items, classes and chart of acounts. Export Invoices You create invoices in Vorex, then export them using this wizard into Quickbooks Desktop. Prerequisites Invoices must have a status of Ready to Send, Sent, Partially Paid, or Fully Paid to be eligible for importing into Quickbooks Desktop. Procedure 1. Select the Quickbooks Sync tab. 2. Select the Export Invoices wizard option. 5

10 Export Invoices 3. Select a range of eligible invoices in one of two ways: Select a From Date and To Date, or... Check Or Load All Invoices Ready for Sync. 4. Click Next. Note: If the Quickbooks Sync Tool takes too long to retrieve data, see if its looking for Access Confirmation (page 3). 5. Select the rows you want to export from Vorex into Quickbooks Desktop. You can also click Select All. Click any row to expand it and review its details. 6. Click Next. 7. Confirm you want to start synchronization. 6

11 Import Payments 8. Review the summary of the completed synchronization. 9. Review the exported data in Quickbooks Desktop. Troubleshooting Invoice Export Errors You may encounter invoice export errors when invoices reference items in Vorex that are not found in Quickbooks Desktop. Originating Items in Quickbooks Desktop In some cases you must originate items in Quickbooks Desktop. For example, in Quickbooks Desktop you must create matching service items for 'Retainer by Amount' and 'Retainer by Hours' in Quickbooks Desktop. Originating these as service items in Vorex and creating them during export will not work. Navigate to Quickbooks Desktop to > Lists > Item List, then add these items and assign them to an income account. Originating Items in Vorex In other cases, you can create items in Vorex and they will be added to Quickbooks Desktop during invoice export. Navigate to Vorex > Admin > Finance and create the appropriate items. Ensure the item is assigned an account that exists in the Quickbooks Chart of Accounts. Items sold should be assigned an income account. Items purchased should be assigned an expense account. You can quickly review account assignments for services, milestones and expenses using the Vorex Admin > Finance > Billing Configuration page. Import Payments Use this wizard to import these payment records into Vorex. Prerequisites Received payments from customers must be recorded in Quickbooks Desktop and applied against the invoices that were imported earlier from Vorex. Procedure 1. Select the Quickbooks Sync tab. 2. Select the Import Payments wizard option. 7

12 Import Payments 3. Select a range of eligible payments in one of two ways: Select a From Date and To Date, or... Check Or Load All Payments Ready for Sync. 4. Click Next. Note: If the Quickbooks Sync Tool takes too long to retrieve data, see if its looking for Access Confirmation (page 3). 5. Select the rows you want to import from Quickbooks Desktop into Vorex. You can also click Select All. 6. Click Next. 7. Confirm you want to start synchronization. 8

13 Export Bills 8. Review the summary of the completed synchronization. 9. Review the imported data in Vorex. Export Bills You create vendor bills in Vorex, then export them into Quickbooks Desktop using this wizard. Vendor bill payments are managed using Quickbooks Desktop. The Vorex > Finance > Vendor Bills page records time and expenses incurred by vendors. This includes: Labor entries linked to a ticket or task. Expenses linked to a ticket or task. Labor and expenses not linked to a ticket or task Vendor bill entries can be marked up in price, posted and billed to your customers. Prerequisites On the Vorex > Admin > Finance > Expense Type page: An expense type must be set to Available For: Vendor or Employees or Vendors. For Quickbooks integration, expense items must be linked to both an income account and an expense account. To add items to the Vorex > Finance > Vendor Bills > (vendor bill) > Item tab: Adhoc items do not have to be approved. To add items to the Vorex > Finance > Vendor Bills > (vendor bill) > Expense Entries tab and Time Entries tab: The employee must be linked to a vendor using the HR > Employees > (employee) > Wages > Vendor field. For timesheet entries, on the same employee Wages page, specify a Burden Rate > 0. The roles specified for billable entries require an Admin > Finance > Roles > Billing Rate. Vendor-linked employee expense entries or timesheet entries must be approved. Procedure 1. Select the Quickbooks Sync tab. 2. Select the Export Bills wizard option. 3. Select a range of eligible vendor bills in one of two ways: Select a From Date and To Date, or... Check Or Load All Bills Ready for Sync. 9

14 Export Bills 4. Click Next. Note: If the Quickbooks Sync Tool takes too long to retrieve data, see if its looking for Access Confirmation (page 3). 5. Select the rows you want to export from Vorex into Quickbooks Desktop. You can also click Select All. Click any row to expand it and review its details. 6. Click Next. 7. Confirm you want to start synchronization. 10

15 Reimbursements 8. Review the summary of the completed synchronization. 9. Review the exported data in Quickbooks Desktop. Reimbursements You create reimbursements for employees in Vorex, then export them into Quickbooks Desktop using this wizard. Payment of reimbursements is managed using Quickbooks Desktop. Prerequisites On the Vorex > Admin > Finance > Expense Type page: An expense type must be set to Available For: Employees or Employees or Vendors. For Quickbooks integration: Expense items must be linked to both an income account and an expense account. The employee must have a vendor alias defined using the Vorex > HR > Employees > (employee) > Wages > Equivalent Vendor Record field. To add items to the Vorex > Finance > Reimbursements page: The employee's expense entries must be approved. Procedure 1. Select the Quickbooks Sync tab. 2. Select the Reimbursements wizard option. 3. Select a range of eligible vendor bills in one of two ways: Select a From Date and To Date, or... Check Or Load All Reimbursements Ready for Sync. 11

16 Sync Logs 4. Click Next. Note: If the Quickbooks Sync Tool takes too long to retrieve data, see if its looking for Access Confirmation (page 3). 5. Select the rows you want to export from Vorex into Quickbooks Desktop. You can also click Select All. Click any row to expand it and review its details. 6. Click Next. 7. Confirm you want to start synchronization. 8. Review the summary of the completed synchronization. 9. Review the exported data in Quickbooks Desktop. Sync Logs The Sync Logs tab displays a summary log of all synchronization activities, errors and warnings. Clear Logs - Clears the existing log. 12

17 Sync Map Export Log - Saves the log as an external file. You might be asked to export the log if you contact customer support to help you with a synchronization issue. Sync Map Vorex Fields QuickBooks Fields Account Name Display Name Net Days Terms Credit Limit Credit Limit Taxable Is Taxable Match or Create Tax Item Tax Rate Account Code Account Number Description Notes Web Site Web Site Billing Address Billing Address Country Country Address 1 Line 1 Address 2 Line 2 City City Zip Code Postal Code State State Phone Number Primary Phone Shipping Address Ship Address Country Country Address 1 Line 1 Address 2 Line 2 City City Zip Code Postal Code State State 13

18 Sync Map Phone Number Fax Number Address Primary Phone Fax Main 14