Core-QuickBooks Desktop Integration

Overview

Data integration between Core and QuickBooks Desktop® (by Intuit) can make your time billing, accounting, and financial management tasks easier. Although Core is a full-featured business management and accounting program, you might still want to use QuickBooks Desktop for general accounting and payroll. There are some differences between Core and QuickBooks Desktop that should be understood to ensure smooth and accurate data synchronization. Core is project-centered and supports a hierarchical structure. In contrast, QuickBooks Desktop is client-centered and uses a flat job (project or sub-customer) structure. 

Core integrates with all editions of QuickBooks Desktop 2002 or above. In addition, only the QuickBooks Desktop account owner can carry out the data synchronization between the two programs. Core can sync data bidirectionally with QuickBooks Desktop, which means it can send data to as well as get data from QuickBooks Desktop. 

Each record common to Core and QuickBooks Desktop shares a unique Link ID that identifies it as related. This does not mean data in both databases is the same; only that it shares common data. for example, Core Project records contain data and options that QuickBooks Desktop Job records do not and vice versa. What is important for integration are that the two programs share key data.

The table below shows the direction in which the data can potentially flow between Core and QuickBooks Desktop. Whether it flows in one direction or the other (or both directions) depends on your sync settings. You can be very specific in determining how data flows to and from Core, and which General Ledger accounts in QuickBooks Desktop are posted.

Core Table Name

Dataflow

QuickBooks Desktop Table Name

Chart of Accounts

<->

Chart of Accounts

Class

<->

Class

Terms

<-

Terms

Activities

<->

Service Items

Expense Items

<->

Other Items

Employees

<->

Employees

Vendors

<->

Vendors

Clients

<->

Customers

Projects

<->

Jobs

Invoices

<->

Invoices

Payments

<->

Payments

Time Records

<->

Time Records

Vendor Bills

<->

Vendor Bills

Credit Card Charges

<-

Credit Card Charges

Checks

<-

Checks

Note: You can use our data integration utility to sync your data regularly between the two programs if you continue to use both QuickBooks Desktop and Core for your business needs. However, if you plan to switch to Core completely and want to transfer all the accounting data and detailed transactions, we recommend using our Custom Conversion Services. Check out Core Consulting Services for a custom training course on data integration with QuickBooks Desktop.

Synchronization Rules

Basic Tasks

Connect with MongoDB

Specify Sync Settings

Sync Data with QuickBooks Desktop

Advanced Tasks

Assign Accounts for Data Sync

Get Data from QuickBooks Desktop

Send Data to QuickBooks Desktop

Map Records

Un-Map Records

Verify Synced Data

Synchronization Rules

To ensure accuracy and completeness of data synchronization, Core uses some synchronization rules. Some of these rules might not be relevant for the first-time data synchronization between Core and QuickBooks Desktop, but are applicable in future.

Company Start Date

Core to QuickBooks QuickBooks Desktop to Core
QuickBooks accepts the transfer of transactions only if their dates are after the start date of the QuickBooks company. Syncing of time, expense, invoice, and payment data is possible only if the record dates are after the start date of the company. Thus, when you are syncing data with QuickBooks for the first time, and manually entering invoices or payments from a prior fiscal year, be sure to check the start date of the QuickBooks company to prevent loss of data.  


Date

Core to QuickBooks QuickBooks Desktop to Core
  When data is received from QuickBooks Online, the system date is converted to UTC (Coordinated Universal Time) and is recorded in the Last Modified date field for each record.

Synchronization Order

Core to QuickBooks QuickBooks Desktop to Core
When you send or get data using the Send or Get menu, follow the order of the listed items. For example, sync clients before projects and invoices before payments. When you send or get data using the Send or Get menu, follow the order of the listed items. For example, sync clients before projects and invoices before payments.

Activity Items

Core to QuickBooks QuickBooks Desktop to Core
  For activities or service items, tax rate, minimum hours and billable status do not exist in QuickBooks Online. When getting this data, a placeholder of 0 is kept in Tax Rate and Min Hours fields in Core. By default, service items transferred from QuickBooks to Core are made billable.

Expense Items

Core to QuickBooks QuickBooks Desktop to Core
  When you get Other Charge Items (expense) from QuickBooks Online, markup percentage is calculated from Sales and Purchase > Purchase Cost and Sales and Purchase > Purchase Price.

Employees

Core to QuickBooks QuickBooks Desktop to Core
You can map Core employees to Core vendors that are linked with QuickBooks Online vendors so as to send the expenses there to become vendor bills. When transferring employee data from QuickBooks, Core checks to see if the optional bill and cost rate fields in QuickBooks contain values. If they do, it transfers them to an employee’s profile. If the fields are blank, Core inserts $0 placeholder value in the Bill Rate and Cost Rate fields in the Employees screen.

Vendors

Core to QuickBooks QuickBooks Desktop to Core
You can map Core employees to Core vendors that are linked with QuickBooks Online vendors so as to send the expenses there to become vendor bills. When vendors are transferred from QuickBooks Online, Core inserts $0 as a placeholder value in the Bill Rate and Cost Rate fields in the vendor records.

Projects

Core to QuickBooks QuickBooks Desktop  to Core
  Both sub-customers as well as projects sync from QuickBooks Online to Core as projects. There is no need to convert the sub-customers to projects in QuickBooks to get any transactions like invoices or payments recorded against them.
Core-QuickBooks Online sync supports project currency. Clients who have been designated a custom currency in QuickBooks have their project currency in Core mapped to the currency preference in QuickBooks. The setting automatically flows to their invoice templates. Core-QuickBooks Online sync supports project currency. Clients who have been designated a custom currency in QuickBooks have their project currency in Core mapped to the currency preference in QuickBooks. The setting automatically flows to their invoice templates.
  Project data is transferred from QuickBooks only if a customer record is tagged as ‘Is sub-customer’ in its Customer Information screen while time entries are associated with projects only if the ‘Bill this customer’ option is checked there.
  When sub-jobs or phases are received from QuickBooks, they are saved as project phases in Core.
 

Core bypasses some project rules when getting transaction data like time and expense entries, bills, etc. because it restricts entering data on sync, leading to sync failures. These rules are ignored during sync:

  • Memo is required for time/expense entry
  • Prevent time/expense entry for the project
  • Prevent time/expense entry after reaching allocated hours/units
  • Prevent time/expense entry after reaching contract amount

Time Entries

Core to QuickBooks QuickBooks Desktop to Core
When sending time entries to QuickBooks, only basic information like project, activity and hours is sent. The associated taxes can be sent as line items when we send the related invoices. When time entries are received from QuickBooks, following scenarios are possible:

- If time entries are against a job, a phase called Legacy is created for this project and then those entries are recorded against it.

- If time entries are against a customer, a project and phase called Legacy are created and then those entries are recorded against them.
QuickBooks does not support negative time entries, and so these entries do not transfer during synchronization. You cannot sync time entries older than January 1, 1901 in Core. If entries older than this are received in Core, they are saved with the date January 1, 1901.
When time entries are sent to QuickBooks, they cannot be sent again. In other words, changes made to synced time entries are not transferred to QuickBooks. For example, if you send a time entry to QuickBooks (say for 40 hours) and then change it in Core, it cannot be re-sent as it creates duplicate hours. Even if you delete it in QuickBooks, it cannot be re-sent from Core because it has already established a Link ID for it. QuickBooks does not save rates at the time entry level and so the time that comes from there has no bill rate and cost rate. You have an option to set the rates on the Employees screen before you get the time entries to have them use the correct rates. If the rates are project-specific, then assign the fee schedules to the projects and batch update the rates for historical time.
If employees log more than 24 hours in a day (e.g., entering historical entries) in Core, QuickBooks does not accept this and such time entries do not sync. When getting data from QuickBooks, if there is no value for Duration there, a placeholder of 0 is kept in the Client Hours and Actual Hours fields.
You cannot send unapproved time entries to QuickBooks. When getting data from QuickBooks, if Billable has no value there, then True is assigned to the time entry’s Billable flag.
If time entries have been billed prior to sending them to QuickBooks, those entries are not available for billing there.  

Expense Entries

Core to QuickBooks QuickBooks Desktop to Core
Core receives and sends bills, checks, cash and credit card purchases from and to QuickBooks as expenses, respectively. Core receives and sends bills, checks, cash and credit card purchases from and to QuickBooks as expenses, respectively.
Core can send approved expense entries tied to vendors as bills to QuickBooks Online. There is no mapping needed between these Core vendors and QuickBooks vendors as it is a direct sync. Bills and checks (expenses) can be marked as billable or non-billable and received along with their status from QuickBooks into Core.
Core does not support updating synced expense entries. It can re-send records only if that data is missing in QuickBooks. So you can delete synced expense entries (vendor bills) in QuickBooks and then re-send them from Core, if needed. When expenses are received from QuickBooks, following scenarios are possible:

- If expense entries are against a job, a phase called Legacy is created for this project and then those entries are recorded against it.
- If expense entries are against a customer, a project and phase called Legacy are created and then those entries are recorded against it.
- If expense entries are against a vendor not assigned to a job, that vendor is assigned to a project on the fly.
- If expense entries are against a charge item not assigned to a job, a default expense item called FromQuickBooks is used.
If Core expenses are set as 'Reimbursable', they can be sent to QuickBooks from the Expense Entries screen as vendor bills because they are considered as system vendor bills. Here, Core employees have to be mapped to Core vendors who are linked to QuickBooks vendors. When you get expenses from QuickBooks, Core pulls the items from the Expenses tab as well as Items tab of the Enter Bills screen. However, we recommend using the Items tab because Core gets them as 'QBExpense' along with their description. If you use the Expenses tab, they transfer as FromQuickBooks.
You can send multiple expense entries from Core as a single vendor bill to QuickBooks when syncing from the QuickBooks Sync Detail screen using the Send menu. However, this cannot be done from the Expense Entries screen. Checks and credit card charges can be received from QuickBooks as expense entries if they are associated with a job there. If they are not associated with jobs, then Core receives them as vendor bills. If you get QuickBooks credit card credits, they get synced as negative expense entries the same way Core records a negative expense entry when you enter a credit card refund or credit in Core.
When sending expenses to QuickBooks, they do not include the purchase tax by default. You can choose this option under sync settings.  
All approved, un-billed (not tied to vendor bills in Core), reimbursable, and billed expenses tied to employees or vendors sync over to QuickBooks. The approved expenses tied to vendor bills already in Core do not sync over to QuickBooks, In this case, you have to sync the vendor bills directly to QuickBooks.  

Invoices

Core to QuickBooks QuickBooks Desktop to Core
Draft and zero value invoices in Core cannot be sent to QuickBooks. This includes the phased invoices. The only exception to transferring a zero value invoice is in case of discounts and retainers. Prior to the first synchronization, all invoices should be moved to the projects in QuickBooks. Syncing invoices directly from the clients can result in complications. Project-level accounts are used for invoices received from QuickBooks.
When sending invoices to QuickBooks, separate line items are created for taxes, service amount, expense amount and late fee. Markup is added to the expense amount. When invoices are transferred from QuickBooks to Core, they are transferred as manual invoices. The related billed time and expense entries are also transferred.
It is not necessary to send time and expense details to QuickBooks in order to send detailed invoices. You can send manual invoices to QuickBooks, whether they have activity or expense items associated with them. Pending invoices in QuickBooks cannot be received in Core.
When invoices are sent to QuickBooks, they transfer with their time and expense details. If you are sending an adjusted time entry (WUD) whose activity has an income account in QuickBooks, the whole amount goes into that account. If you are applying a WUD to the billing record affecting multiple time entries, it will show up on the invoice as an extra line item in QuickBooks with an automatically created service item, GEN:WUD. This happens only when there is a mismatch between the bottom line amount and details of an invoice. In QuickBooks, you can associate invoices and payments directly with clients unlike in Core. In order to get these invoices and payments into Core, they must be linked to jobs, not customers. If not, Core creates new projects on the fly based on the clients and then associate all these transactions to those projects.
When you are sending invoices to QuickBooks with some write-up/down adjustment, Core checks if the project has a class associated with it. If it has, then the same class is assigned to the WUD line item. When receiving invoices from QuickBooks, details like associated items, units, rates and credit payments can also be synced to Core.
When credits applied to invoices are sent to QuickBooks, they transfer as discounts because QuickBooks does not support credit type payment at the invoice level. If a discount is applied to invoices using the ‘Discounts and Credits’ option on the Payment screen in QuickBooks, Core does not sync this payment. We recommend using the Credit Memo option in QuickBooks to discount invoices. Credit memos are received from QuickBooks into Core as invoices with negative amounts so as to balance the accounts. The invoice number is set as CM + Reference Number of the credit memo.
When sending invoices to QuickBooks, Core sets the due date based on the payment terms set for the project. When getting invoices from QuickBooks, sometimes the imported invoice numbers can be the same as that of the voided invoices in Core. In this case, existing invoice numbers of void invoices can be re-used.
For sales transaction lines that do not contain a Tax Code reference, QuickBooks Online treats that line item as if the TaxCodeRef is TAX and determines the taxability of that line based on the item’s taxability. When getting invoices, Core posts the related taxes to MET instead of the expense tax.
When sending joint invoices to QuickBooks, it creates multiple invoices there with same invoice number and client, depending upon the number of projects or phases on the joint invoice . So, overpayments and credits on such invoices can be transferred to Core as project retainers, not client retainers. When getting invoices from QuickBooks Online into Core, the ePayments option is turned on by default for those synced invoices.
When syncing split billing invoices from Core to QuickBooks, they sync as multiple invoices against the clients that are associated with the projects part of the split billing invoice. However, only the time and expense details of the project that has Split Billing enabled in Core are synced; for other projects involved, time and expenses sync as summarized items against the adjustment items 'CoreServiceAmt' and 'CoreExpenseAmt'.  
As with retainer payments, Core syncs 'Accept as Trust Fund' payments as a zero value invoice to QuickBooks against the Core adjustment items 'CoreRetainerChargeItem' and 'CoreRetainerPayment'. Core also syncs the 'Use Trust Fund' payment as a negative invoice line against the adjustment item 'CoreRetainerChargeItem', thus adjusting the invoice amount with respect to the payment amount.  

Retainers

Core to QuickBooks QuickBooks Desktop to Core
When sending retainer payments from Core, QuickBooks saves them as client credits in a liability account. When transferring Client Credits from a liability account in QuickBooks, Core saves them as client and project retainers.
Negative payments do not transfer to QuickBooks (retainer refund). You must reduce that amount in Core using a credit memo or directly from the QuickBooks Retainer account. You can issue a refund check from QuickBooks to the client. If you have overpayments in QuickBooks at the job level, Core receives them automatically as project retainers; or at the customer level, as client retainers. You do not need to enter credit payments as retainers manually.
Retainer invoices are not available for record mappings. Retainer invoices are not available for record mappings.
The retainers show up in QuickBooks only if you have applied them to the invoices in Core; otherwise, if you apply the retainers to the projects, they are not sent to QuickBooks.  

Payments

Core to QuickBooks QuickBooks Desktop to Core
Payments from Core do not transfer to QuickBooks if the invoices do not exist there. Both debit and credit type payments are synced between Core and QuickBooks. Retainer payments are sent as ‘check’ type by default. Payment write-offs transfer as credits or discounts. Credit transaction gets transferred to Core as a credit memo, not as a payment.
Core does not allow updating of synced payments in QuickBooks. It can re-send records only if that data is missing in QuickBooks. So, you can delete synced payments in QuickBooks and then re-send them from Core. If payments are applied to customers in QuickBooks and then invoices related to jobs are paid, they get transferred to Core as client payments and are associated with the correct project.
When paying invoices in Core using a retainer, Core debits the liability account in QuickBooks. Payments from QuickBooks do not sync if there are no invoices in Core to which those payments are applied.
When sending payment applied to multiple invoices to QuickBooks, they are sent as multiple line items of the main payments. If you receive an overpayment in QuickBooks at the job level, Core receives that payment automatically as a project retainer; or at the customer level, as a client retainer. You do not need to enter overpayments as retainers manually.
Payment refunds cannot be sent to QuickBooks. Project-level accounts are used for payments received from QuickBooks via data integration.
Accept Trust Fund payments that serve as an opening balance for the Trust Fund accounts sync over to QuickBooks as zero value invoices. Use Trust Fund payment syncs over to QuickBooks as invoice line item against the CoreRetainerChargeItem adjustment item. Credit payments from QuickBooks are transferred as retainer payments in Core (project retainers).
Payments made in Core that are directly deposited into the bank account sync over to QuickBooks as direct deposits (payments hitting the bank account that has been specified at the Core payment level instead of the Un-Deposited Funds account).  

Vendor Bills

Core to QuickBooks QuickBooks Desktop to Core
You can map Core employees to Core vendors that are linked with QuickBooks Online vendors so as to send the expenses there to become vendor bills. Only job-related line items on a vendor bill are transferred from QuickBooks into Core.
Core does not support updating synced vendor bills. It can re-send records only if that data is missing in QuickBooks Online. So, you can delete synced vendor bills in QuickBooks and then re-send them from Core. You can edit vendor bills in QuickBooks and transfer them again to Core, The date associated with the line items is not changed.
When sending vendor bills and expenses to QuickBooks, they do not include the purchase tax by default. You can choose this option under sync settings. If the line items of a vendor bill do not have any value, then the Expense Description is used from the Expense table. If Expense Description is also not present or if the expense does not exist in Core, then Payee Name is used for the description. If Payee Name is not present, then FromQuickBooks is assigned as a placeholder for the description.
While syncing vendor bills and expenses from Core to QuickBooks, if you change the Tax Code value at the QuickBooks item level and have a different Tax Code set in Core sync settings, the preference is always given to the tax code set in QuickBooks.  

 

Connect with MongoDB

Before running the applications and utility, these prerequisites are to be fulfilled:

  1. Set up a database on MongoDB. Your sync settings and Core-QuickBooks links will be stored in this database.
  2. Create an Organization, a Project, and a Cluster.
  3. Make sure to whitelist your IP address. To do that, go to the Organization > Project > Network Access.

    Network_Access.png

  4. Then go to Organization > Project > Clusters.Clusters.png

  5. On the Clusters screen, click on Connect to connect your application. You will be asked to set the password for the database. Remember your password as it will be required in the connection string later. 

    Note: Avoid using ‘@’ in your password as the connection string that we use also contains this character.

    Connect.png

  6. Upon connecting to your application, a connection string is formed. Copy that and replace <password> with your database password that you set in the previous step. Save this Connection String as it will be required to connect to MongoDB when you run the application.

    mceclip4.png

  7. Create an account in Core, if you do not have one already.
  8. Log in to your QuickBooks Desktop account.
  9. Now install the Core-QuickBooks Integration utility (you need to contact your Sales Account Manager or Rep for the link to this utility). It is a ClickOnce installer.
  10. After running the utility, you will be redirected to Application Settings where you need to enter the MongoDB Database Connection String and Database Name.

    Application_Settings.png

  11. When it is authenticated, click Connect to QuickBooks (QuickBooks Desktop connection is successful if your QuickBooks Desktop application is running in the background). Then click Save.

    QB_Connection.png

  12. Go to the Settings tab and click Login. You will be redirected to the Core Sign In screen where you must enter your account Email and Password, and select the Core company with which you need to sync your QuickBooks Desktop data.

Specify Sync Settings

Core provides you the ability to sync your data with QuickBooks Desktop. But before doing that, you must review and set the synchronization rules and settings for a smooth and accurate data integration. Before specifying the sync settings, read the above section on Synchronization Rules.

To specify your sync settings for Core-QuickBooks Desktop data integration:

  1. On the Settings > Sync Settings tab, Select the relevant option on the left panel, say Get Settings.
  2. Select the Options, Filters and Date Filters for different screens and then click Save.

    Sync_Setting.png

  3. You also have an option to map any custom fields of QuickBooks Desktop with the Core standard fields.

    sync_settings_custom_fields.png

  4. You can now sync the data from QuickBooks Desktop to Core by selecting the screens under the Get from QuickBooks menu.

After specifying the synchronization settings, you can start the process of syncing data one screen at a time in the given order (in the Get or Send menu).

Sync Data with QuickBooks Desktop

Core allows you to sync your data with QuickBooks Desktop. After specifying the synchronization settings, you can start the process of syncing data one module at a time in the given order (using the Get or Send menu). The Get from QuickBooks > All Items option should not be used unless the data between the two has been mapped before. It is especially not recommended for a large amount of data.

To sync your Core data with QuickBooks Desktop, follow these steps:

    1. Open the Core-QuickBooks Integration utility.
    2. Click on the Get from QuickBooks or Send to QuickBooks menu, depending on whether you want to get data from QuickBooks Desktop or send data to it.

Data_Sync.png

3. On the drop-down menu, click the module whose data you want to get or send, say Activity. It is best to follow the order of the menu for syncing data.

Assign Accounts for Data Sync

QuickBooks Desktop requires accounts for every item and transaction. Before syncing your data with QuickBooks Desktop, you must specify the default General Ledger accounts for the service, expense and invoice items in Core. Normally, the transactions debit or credit these accounts. You can assign accounts at the item, project or invoice level. It is preferable to create service and expense items in QuickBooks and then get them into Core. This reduces the step of creating or assigning G/L accounts for them in Core. You can delete the Chart of Accounts in Core and replace it with the QuickBooks accounts by syncing it over from QuickBooks first. Similarly, you should also get the QuickBooks class list into Core and then assign both accounts and classes to items. Doing this ensures that all the items are correctly mapped to the correct income and expense accounts as well as classes.

Tax items (such as Service Tax, Expense Tax, MST, MET) should be assigned to liability accounts. For example, Service Tax Amount can be assigned to the Sales Tax Payable account and so on. If you leave this blank, default accounts specified at the item level are used and these items are tagged as 'service' type. Associating tax items to service items has two flaws:

      • It treats the tax revenue as income, which is incorrect.
      • What you owe to the tax agency does not show up in your Sales Tax Liability report in QuickBooks Desktop.

To avoid these issues, we highly recommend that you assign proper liability accounts to these tax items in Core before sending data to QuickBooks Desktop.

Note: You can assign accounts to individual service and expense items from their respective screens in Core. The item-level accounts get precedence over the global default accounts.

To specify accounts for Core items to be synced to QuickBooks, follow these steps:

    1. Open the Core-QuickBooks Integration utility.
    2. On the Settings > Sync Settings tab, click Account Assignment > Default Accounts tab.
    3. Select the default QuickBooks income accounts for your activity and expense items.

Default_Accounts.png

          • Default Income Account for Services Invoiced: The income account selected here is where the service total of your Core invoices transfer upon synchronization with QuickBooks Desktop. 
          • Default Expense Account: Every expense item in QuickBooks must be assigned to an expense account. For detailed invoices having expense line items, you can set the default expense account and tax code here at the item level. The account selected here is assigned to the Core expense items sent to QuickBooks.
          • Default Discount Account: You can set the income account for the discounts sent from Core to QuickBooks while syncing invoices with discounts to QuickBooks.
          • Default Bank account to deposit payments:
          • Default Tax:
            The payments synced from Core to QuickBooks get directly deposited into the Service Items account and Expense Items account. 

Note: All of the service or expense items that are synced from Core to QuickBooks will inherit these settings. If tax is enabled for QuickBooks then it will inherit tax for the service and expense items synced from Core to QuickBooks and vice-versa.

4. Click Save Settings.

Get Data from QuickBooks Desktop

QuickBooks users who are new to Core should start by transferring their existing data to a new Core database. After creating your Core company and specifying settings, you can get your QuickBooks data into Core using the Integrations feature and then verify the transferred data. As a best practice, you should delete the Chart of Accounts in Core and then get the accounts from QuickBooks. This ensures that the activity and expense items synced are properly mapped to the QuickBooks accounts. The Get from QuickBooks > All Items option should not be used unless the data between the two has been mapped before. It is especially not recommended for a large amount of data.   

To get your QuickBooks Desktop data into Core, follow these steps:

  1. Open the Core-QuickBooks Integration utility.
  2. Go to the Settings > Sync Settings > Get Settings screen and specify your sync preferences for getting data from QuickBooks Desktop, especially the date filters.

Get_Settings.png

3. Click Save Settings.

4. Now go to the Get from QuickBooks menu and click the module whose data you want to get, say Activity. It is best to follow the order of the menu for syncing data.

Get_from_QuickBooks.png

Note: We recommend that you do not get the time and expense entries from QuickBooks that are already invoiced. Instead, use the date filters on Sync Settings to get only entries that have not been invoiced yet.

Send Data to QuickBooks Desktop

Core allows you to send your data to QuickBooks Desktop using the Integrations feature. After setting the synchronization preferences in Core, you can send your data to QuickBooks and then verify the transferred data.  

To send your Core data to QuickBooks Desktop, follow these steps:

    1. Open the Core-QuickBooks Integration utility.
    2. Go to the Settings > Sync Settings > Send to QuickBooks screen and specify your sync preferences for sending data to QuickBooks, especially the date filters.

Send_to_QuickBooks_Menu.png

3. Click Save Settings.

4. Then go to the Send to QuickBooks menu and click the data you want to send, say Activity. It is best to follow the order of the menu for syncing data.

Map Records

After syncing your data between the Core and QuickBooks Desktop databases, you can view the mapped records as well as the unmapped records. You have an option to un-match the mapped records if they are not correctly matched in both databases. Similarly, you can match the un-mapped records, if needed.

Note: Groups are not included under this smart match feature.

To map the records between QuickBooks Desktop and Core, follow these steps:

    1. Open the Core-QuickBooks Integration utility.
    2. On the Settings > Sync Settings screen, go to the Smart Match > Unmapped Records tab.Map_Records.png
    3. Select the records on both sides of the grid that you want to map and click Map Selected.

After your confirmation, these records disappear from the Unmapped Records grid and appear on the Mapped Records grid.

Un-Map Records

After syncing your data between the Core and QuickBooks Desktop databases, you can view the mapped records as well as the unmapped records. You have an option to un-match the mapped records if they are not correctly matched in both databases. Similarly, you can match the un-mapped records, if needed.

Note: Groups are not included under this smart match feature.

To un-map the records between QuickBooks Desktop and Core, follow these steps:

    1. Open the Core-QuickBooks Integration utility.
    2. On the Settings > Sync Settings screen, go to the Smart Match > Mapped Records tab.Unmapped_Record.png
    3. Select all the records on the grid that you want to un-map and click Remove Mapping.

After your confirmation, these records disappear from the Mapped Records grid and appear on the Unmapped Records grid.

Synced Data

You should verify the transferred data in Core and QuickBooks Desktop after the synchronization process. This ensures that your information is accurate and complete before you begin normal processing. Data adjustments are needed especially in Core after getting data from QuickBooks Desktop because it requires certain fields that might be optional in QuickBooks Desktop. You can verify the accuracy of data either by running reports or checking screens in detail.

Make sure to check the following data:

  • General: Check the names or IDs of records (e.g., employees or projects) transferred from QuickBooks Desktop. You can change them or replace the placeholders with actual data.
  • Employees: When you get employees from QuickBooks Desktop, make sure to check their profile, bill and cost rates, and security settings in Core. Before entering time, review each employee record in Core to make sure the Bill Rate and Cost Rate is correct. In addition, if special bill rates (and special cost rates) apply to work done by employees on a project, be sure to define an appropriate fee schedule and assign it to related projects before entering time. Core uses these rates to calculate the bill amount and cost amount of time.
  • Vendors: If you enter time for vendors in Core, be sure to change the Bill Rate and Cost Rate in their profile. When you get vendors from QuickBooks, Core inserts a $0 placeholder value in their records.
  • Clients
  • Projects: Alt. Contact in QuickBooks Desktop corresponds to Project Manager in Core. If alternate contact is not specified in QuickBooks, Core fills a placeholder FromQuickBooks in the Manager field. Change that to the appropriate names. You must assign a manager to all projects in Core.
  • Activity and Expense Items
  • Time Entries: When you get time entries from QuickBooks Desktop, make sure to update the bill and cost rates in Core because QuickBooks Desktop does not require them. If special bill and cost rates apply to projects, make sure to define fee schedules and assign them to projects before entering time.
  • Invoices
  • Payments
  • Accounts: Compare Core and QuickBooks Desktop accounts and aging reports. If the data is the same, your integration is successful. If it is not the same, the cause could be a journal entry that adjusted A/R or A/P. Or a record that did not transfer. The solution is usually making a manual adjustment in Core.

After checking the data, you can change your sync settings to suit day-to-day synchronization, if you plan to do so.

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