QuickBooks Desktop Integration Setup

AccuLynx QuickBooks Desktop integration automatically updates your QuickBooks Desktop Customers and Invoices as you use AccuLynx.

Requirements:

Requires an Administrator Role to Enable & Manage this Add On. This feature can be turned on for an additional cost.

How To:

1. Click on Market at the top of your AccuLynx screen

2. Click on Add-Ons from the drop down.

3. From the Add-ons screen, find & select the QuickBooks Desktop card
4. Setup

Once this is Enabled, a set of instructions will appear that guide you through the process of setting up your QuickBooks Web Connector to send and receive data from AccuLynx.

To set up QuickBooks you need to follow these steps:

1. Verify that the QuickBooks Web Connector software is installed. In QuickBooks select the "File" menu and click "Update Web Services". You should see an application called "QuickBooks Web Connector" open. If the application does not open you can download the application here:
   http://marketplace.intuit.com/webconnector
   
   
2. Create a "QB Company File" below:
   1. Click Add.
      
      
      
   2. Enter a Company File reference name. If you have multiple Locations, we recommend naming it after the specific Location, as to not cause confusion with multiple Company Files in the WebConnector.
      
      
      
   3. Choose the States and/or Provinces that should be allowed to sync to your QuickBooks Desktop by checking the boxes to the left of their names. To learn how to add more States or Provinces, click here.
      
      
      
   4. Click Create.
      
      
      
   5. Click the Download button to the right of the new Company File to save the "QWC" file to your computer. This file contains information QuickBooks uses to communicate with AccuLynx.
      
      
      
   6. Next login to QuickBooks as an Administrator & select "Update Web Services" under the File dropdown found at the left corner of QuickBooks Desktop.
      
   7. Your QuickBooks Web Connector should now be open,  Click the "Add an Application" button to add the File downloaded from Acculynx into QuickBooks Desktop.
      
      
      
   8. The QB Web Connector will display a window titled "Authorize New Web Service", asking permission for AccuLynx to access the Company File. Choose OK to proceed.
      
      
      
   9. You will be prompted with the "Application Certificate" screen and presented with a few options about how the AccuLynx integration can access the company file.
      ~For your own convenience, we recommend choosing the fourth option "Yes, always even when QuickBooks is not running".
      ~The screen will also ask whether the application needs to access personal data — leave this unchecked.
      ~If you have Multi-User access turned on in QuickBooks you will also see a "Login As" option - Select an Administrative login. (An Administrative login is required in order to create contacts, invoices etc.) Note: If a User is logged into QuickBooks when the QB Web Connector is run, the Web Connector will use that login to access the Company File.
      
      
      
   10. Once you've installed the application into the QuickBooks Web Connector, we will need to supply the Password. The Password to be entered here should be the AccuLynx Administrator's Password that you have been logged into for this procedure and not the QuickBooks Password.
       
       
       
   11. With the Password entered, we will need to run the Web Connector in order to initiate the sync between QuickBooks to AccuLynx. Run the Web Connector by placing a check mark in the box on the far left side of the file and click the "Update Selected" button at the top of the QuickBooks Web Connector. The percentage bar should reach 100% and the status column should not report any errors. If you encounter errors please contact support.

• AccuLynx integration with QuickBooks can support:
  • a One to One integration (One QB Company File and One AccuLynx Location)
  • a One to Many integration (One AccuLynx Location to multiple Company Files [based on State or Provinces])
  • a Many to One integration (Multiple AccuLynx Locations to One QuickBooks Company File).
• By default, the Web Connector will check for AccuLynx updates at regular intervals. You can change the interval by setting the value in the "Every_Min" column in the Web Connector. We do not recommend setting it lower than 15 minutes.
• After running the QB Web Connector for the first time, please see QuickBooks Settings under the Tools menu for additional integration features in AccuLynx. Click here to learn more about the QuickBooks Settings page.

Once you have completed the instructions above, you will need to visit the options located in the lower portion of the page.

6. Configuration Settings

• Customer Name: The first two options will display the Customer's Name, with the Customer's Number in parenthesis. The last two options display the Customer's Name, with the Customer's Number using a dash. You can choose the order of each of these options. You also have the option to use the Company Name Field as the Customer Name if it is available.
• Job Name: The first option will give it the AccuLynx default Job Number with prefix, while the second option will prioritize a custom Job Name entered on the Job over the AccuLynx Job Number. (Note: If a custom Job Name is not entered, the default AccuLynx Job Number will be sent instead.)

• Send Data: You can choose to send the Job information when you Record your Contract Worksheet (the Job must be in the Approved Milestone first). You can also choose to send over Job Information when the Prospect becomes Approved.

7. Notes 

• The main difference here is that Recording the Contract Worksheet will create an Invoice. You must synchronize Customer data (Job) prior to creating an invoice.

8. Permission Settings

• Choose who can delete any Payments that have synced from QuickBooks.
• Choose who can sync a Prospect to QuickBooks.
• By default Location and Company Administrators have this option enabled. If you would like another Role inside of AccuLynx to be able to perform this action, simply check the box next to that Role.