QuickBooks Desktop Sync Version April 10, 2018

Transcription

1 QuickBooks Desktop Sync Version April 10, 2018

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3 Contents Copyright Notice - Pulseway... 2 Install QuickBooks Sync... 3 Configure Synchronization Settings... 4 Quickbooks Sync... 4 Access Confirmation... 5 Import QB Items... 6 Export Invoices... 8 Import Payments Export Bills Reimbursements Sync Logs Sync Map i

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5 Copyright Notice - Pulseway 1

6 Copyright Notice - Pulseway Copyright Notice - Pulseway 2018 Pulseway All rights reserved. 2

7 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 Pulseway PSA. 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. 3

8 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 Pulseway PSA. 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 6) - Integration requires matching support data be specified in both Quickbooks Desktop and Pulseway PSA. If this wizard is not used, Pulseway PSA creates matching support data in Quickbooks Desktop as necessary when you use the other wizards. Export Invoices - You create invoices in Pulseway PSA, 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 Pulseway PSA earlier. Use this wizard to import these payment records into Pulseway PSA. Export Bills - You create vendor bills in Pulseway PSA, then export them into Quickbooks Desktop using this wizard. Vendor payments are managed using Quickbooks Desktop. 4

9 Access Confirmation Export Reimbursements - You create reimbursements for employees in Pulseway PSA, then export them into Quickbooks Desktop using this wizard. Payment of reimbursements is managed using Quickbooks Desktop. Note: Importing a child account will create both child and parent accounts in BMS. The relationship should be similar to the QuickBooks Desktop customers list 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. 5

10 Import QB Items 2. Click Continue. 3. A Confirm to Proceed message box displays. 4. Click Yes. Import QB Items Integration requires matching support data be specified in both Quickbooks Desktop and Pulseway PSA. Pulseway PSA recommends you originate and maintain static data in Quickbooks Desktop and regularly import it into Pulseway PSA using the Import QB Items wizard. If this wizard is not used, Pulseway PSA 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 Pulseway PSA. Non Inventory Items - Physical items you do not track in inventory in Pulseway PSA. 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. 6

11 Import QB Items 4. Click Next. Note: If the Quickbooks Sync Tool takes too long to retrieve data, see if its looking for Access Confirmation (page 5). 5. Select the rows you want to import from Quickbooks Desktop into Pulseway PSA. You can also click Select All. 6. Click Next. 7. Confirm you want to start synchronization. 7

12 Export Invoices 8. Review the summary of the completed synchronization. 9. Review the imported data in Pulseway PSA. 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 Pulseway PSA, 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. 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. 8

13 Export Invoices Note: If the Quickbooks Sync Tool takes too long to retrieve data, see if its looking for Access Confirmation (page 5). 5. Select the rows you want to export from Pulseway PSA 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. Imported child invoices should be linked to child accounts. Troubleshooting Invoice Export Errors You may encounter invoice export errors when invoices reference items in Pulseway PSA 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 Pulseway PSA and creating them during export will not work. Navigate to Quickbooks Desktop to > Lists > Item List, then add these items and 9

14 Import Payments assign them to an income account. Originating Items in Pulseway PSA In other cases, you can create items in Pulseway PSA and they will be added to Quickbooks Desktop during invoice export. Navigate to Pulseway PSA > 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 Pulseway PSA Admin > Finance > Billing Configuration page. Import Payments Use this wizard to import these payment records into Pulseway PSA. Prerequisites Received payments from customers must be recorded in Quickbooks Desktop and applied against the invoices that were imported earlier from Pulseway PSA. Procedure 1. Select the Quickbooks Sync tab. 2. Select the Import Payments wizard option. 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 5). 5. Select the rows you want to import from Quickbooks Desktop into Pulseway PSA. 10

15 Export Bills You can also click Select All. 6. Click Next. 7. Confirm you want to start synchronization. 8. Review the summary of the completed synchronization. 9. Review the imported data in Pulseway PSA. Export Bills You create vendor bills in Pulseway PSA, then export them into Quickbooks Desktop using this wizard. Vendor bill payments are managed using Quickbooks Desktop. The Pulseway PSA > 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. 11

16 Export Bills Prerequisites On the Pulseway PSA > 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 Pulseway PSA > Finance > Vendor Bills > (vendor bill) > Item tab: Adhoc items do not have to be approved. To add items to the Pulseway PSA > 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. 4. Click Next. Note: If the Quickbooks Sync Tool takes too long to retrieve data, see if its looking for Access Confirmation (page 5). 5. Select the rows you want to export from Pulseway PSA into Quickbooks Desktop. You can also click Select All. Click any row to expand it and review its details. 12

17 Reimbursements 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. Reimbursements You create reimbursements for employees in Pulseway PSA, then export them into Quickbooks Desktop using this wizard. Payment of reimbursements is managed using Quickbooks Desktop. Prerequisites On the Pulseway PSA > 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 Pulseway PSA > HR > Employees > (employee) > Wages > Equivalent Vendor Record field. To add items to the Pulseway PSA > Finance > Reimbursements page: The employee's expense entries must be approved. 13

18 Reimbursements 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. 4. Click Next. Note: If the Quickbooks Sync Tool takes too long to retrieve data, see if its looking for Access Confirmation (page 5). 5. Select the rows you want to export from Pulseway PSA 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. 14

19 Sync Logs Sync Logs The Sync Logs tab displays a summary log of all synchronization activities, errors and warnings. Clear Logs - Clears the existing log. 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 Pulseway PSA 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 15

20 Sync Map Address 1 Line 1 Address 2 Line 2 City City Zip Code Postal Code State State Phone Number Primary Phone Fax Number Fax Address Main 16