QuickBooks FAQ

FAQs:

With QuickBooks integration enabled, the following items will be synced between AccuLynx and QuickBooks:

• Customer name, Job name, and Invoices
• AccuPay Payment and Refunds
• QuickBooks Payments Received
• QuickBooks Vendor Bills
• QuickBooks General Journal Entries

Things to know before getting started…

• In order to setup the integration between QuickBooks and AccuLynx you must be able to login to both Applications as an Administrator.
• Existing Contacts in QuickBooks will not sync to or with AccuLynx.
• If running in a Multi-user environment, a User account with Administrative privileges must be used during the initial setup.
• If running in a Single-User environment you will not need to select a user at the time of setup.
• When downloading the QBConfig file for QuickBooks Desktop, make sure that the appropriate QuickBooks company file is open and that you are logged in as the QuickBooks administrator and you are logged into AccuLynx on the computer or server where your QuickBooks file is located.

Another factor is whether or not there is a ‘One-to-One’, ‘One-to-Many’, or ‘Many-to-One’ relationship between the company locations in AccuLynx and the Company files in QuickBooks.  In other words, are the finances for each AccuLynx company location stored together or separately? 

If they are stored together simply log into the QuickBooks company file and download each companies *.qwc file from AccuLynx. (One-to-One)

If each companies data will be stored separately you must open the QB Company file prior to downloading the appropriate *.qwc file from AccuLynx. (Many-to-One)

If you want a ‘One-to-Many’ setup and that it only supports segregation of data by state (E.g. Illinois to QuickBooks company file 1 and Wisconsin to QuickBooks company file 2.)

Final Thoughts

• When you set up the Web Connector for QuickBooks Desktop, the Password field is for the AccuLynx User's Password that was logged in when the QBConfig file was downloaded.
• Manual Payments do not synchronize from AccuLynx to QuickBooks
• If the Invoice in QuickBooks was created by AccuLynx, the corresponding Invoice must be revised in AccuLynx to properly reflect any new changes.  If the Invoice is manually updated in QuickBooks, AccuLynx will not be updated.
  • Edit any data from the source. If they Payment was created in QuickBooks, then to update it you would need to edit it in QuickBooks.
• Use the Track menu to view which Invoices are ready to Record.
• If a Customer/Job has synced successfully, there will be a green dot on the Job's Overview page, to the left of the Last Touched timestamp under Job Activity.
• Do not manually re-sync a Job unless you do not see the record in QuickBooks. This may cause any existing record to become disconnected and a duplicate customer to be created in QuickBooks.
• QuickBooks Online Payments will attempt to sync on a 10-minute interval
• We do not allow QuickBooks Inventory Items at this time.