QuickBooks Interface - Help Desk Explanation
The QuickBooks interface allows you to connect and synchronize transactions between the MMS and QuickBooks Online (QBO) or QuickBooks Desktop (QBD) for Windows version 2016 and later. Here's what you need to know:
- The sync operation pushes transactions, such as invoices and payments from the member billing and event registration modules, from the MMS to QuickBooks.
- To execute the sync operation, go to the top-right corner of the member billing page and click the sync button after granting the MMS access to your QuickBooks account.
- In the QBO interface, data is directly pushed into QBO.
- Grant the MMS access to your QBO account by following the steps under "Connecting for QBO" in MMS configuration.
- In the QBD interface, data is pushed into a cloud environment called Intuit Anywhere, which can then be synced to your QuickBooks Desktop using a second sync operation within QBD.
- To set up the QBD interface, sync your company file to the Intuit Anywhere cloud using the Intuit Sync Manager. Then, in MMS Config, go to QB Desktop Config and click the "Connect to QuickBooks" button.
- It's important to link your members in the MMS to their corresponding customers in QuickBooks.
- Manually map members to QB customers by accessing the "Member Status" link under the "QuickBooks Interface" section in the member billing page.
- Follow the instructions to search for the QB customer and link it to the member.
Starting in Sync:
- Before pushing transactions to QB, both systems (MMS and QB) need to be in sync.
- Compare the Accounts Receivable (AR) numbers in QBO with the MMS aging report to ensure they match.
- Once in sync, mark transactions before the in-sync point as "no-go" to prevent duplicates and mark transactions after the in-sync point as "go".
Transactions - Go or No-Go:
- You have the option to select which transactions are synced.
- Use the Transaction Status reports in the member billing page to mark individual transactions as "export" or "do-not-export".
- To mass-mark transactions as non-export, go to MMS Config, then Quickbooks Config.
Mapping of Transactions:
- Set up mappings between MMS transactions and QuickBooks General Ledger (GL) accounts and items.
- Map MMS GL accounts to QB GL accounts and items in the Member Billing page under "Edit General Ledger Accounts".
- If needed, create new GL accounts or items in QuickBooks before mapping them.
Running the Sync Operation:
- Run the sync operation regularly to push transactions to QB.
- Find the sync operation button at the bottom of the QuickBooks functions in the upper-right corner of the billing menu.
- The sync operation works in two stages, each with its corresponding page. Continue to the next page after clicking the "continue" button.
- Address any errors detected during the sync and make necessary corrections before retrying.
- Not all actions in the MMS are automatically sent to QB. Manual reflection of changes and voids to transactions in QB is required.
- Periodically compare numbers between QB and the MMS to ensure both systems are in sync.
Dealing with Out-of-Sync Problems:
- Use reports available in both QB and the MMS to track down mismatched transactions in out-of-sync situations.
- Keeping all transactions within a specific AR account can help isolate and reconcile discrepancies between QB and the MMS.
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