Quickbooks Detailed Overview

AccuLynx allows integration with QuickBooks to decrease the amount of duplicate data entry needed to maintain your business records. With QuickBooks integration enabled, the following items will be synced between AccuLynx and QuickBooks;

• Customer name, Job name, and the Contract Worksheet (Invoice)
• Payments Received
• Vendor Bills that have been associated with a Job (Customer:Job)
• Checks
• AR Refund Credit Card
• Credit Card Charges
• Credit Card Credit
• 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 with AccuLynx. (See: Special Scenarios)
• Multi-User Mode vs. Single-User Mode: If you're running in Multi-User Mode a User account with Administrative privileges must be available for the Intuit Web Connector to write data in the QuickBooks Company File.
• If you're running in a Single-User environment you will not need to select a user at the time of setup.
• It is recommended that you Assign a User Account that has not been Assigned to an Employee. If the User attempts to login with the Account that has been Assigned to the Web Connector there will be a conflict.
• QuickBooks does not always accept special characters (@, #, ", /), please do not use these characters in the Customer's Information or on the Contract Worksheet.

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.
• If each companies data will be stored separately you must open the QB Company file prior to downloading the appropriate *.qwc file from AccuLynx.
• The last scenario is in regards to the ‘one-to-many’ setup and that it only supports segregation of data by State (i.e. Illinois to QuickBooks Company File 1 and Wisconsin to QuickBooks Company File 2.)

Final Thoughts...

• Existing Customers & Invoices that have been created manually in QuickBooks, prior to the integration, will not synchronize and will need to be Closed manually.
• Payments do not synchronize from AccuLynx to QuickBooks.
• Balance Sheet data gets sent from AccuLynx to QuickBooks and Payment information gets sent from QuickBooks to AccuLynx.
• If the Invoice was created by AccuLynx the Contract Worksheets must be Revised in AccuLynx to properly reflect any new changes. If the Invoice is manually updated in QuickBooks AccuLynx will not be updated.
• Use the Track menu or Dashboard Action Item to view which Contract Worksheets are ready to record.