QuickBooks Syncing Setup Guide
QuickBooks sync will allow you to keep your QuickBooks company file up to date with the latest version in AdvancePro. Setting up the books for your small business can feel amazing. Unless you have some prior accounting or accounting knowledge. Thanks to our team to provide support for QuickBooks , you can dial our helpline number 1-855-441-4417 to talk to our expert.
With the exception of the initial import and payment status on invoices, the sync is one-way from AdvancePro to QuickBooks. All new transactions, inventory adjustments, and changes to customers, vendors and products must be performed directly in AdvancePro. The changes will be reflected in QuickBooks after syncing.
Information that syncs from AdvancePro to QuickBooks:
· Transactions (bills, invoices, credit memos)
· Inventory adjustments
· Work orders
· Payment terms
· Payment methods
· Taxes Carriers (shipping methods)
Information that syncs from QuickBooks to AdvancePro (one time only): ·
· Assembly items
· Sales reps
· Shipping methods
· Payment terms
· Payment methods
Information that does NOT sync from QuickBooks to AdvancePro:
· Price levels
· Account settings for products
· Advanced Inventory details (serial numbers, site etc)
· Other details not applicable to AdvancePro
Configuring Initial QuickBooks Export Options
Go to „Admin’ > ‘Site Settings‟:
Click on the „QuickBooks‟ tab and ensure the following options are configured:
Configure the remaining options as desired:
Re-Enable QuickBooks Import – This allows users to import new records from QuickBooks. Once you have completed the initial import, disable this setting to ensure no one accidentally performs another import (which could result in duplicate records).
Enable QuickBooks Classes – This allows you to import your class list from QuickBooks and assign those classes to invoices and bills in AdvancePro. When the transactions export to QuickBooks, they will be assigned to those classes.
Do you want AdvancePro to Query your Invoices in QuickBooks? – This allows payment status from QuickBooks to sync back to AdvancePro. Once an invoice has been paid in full in QuickBooks, and a sync has been performed, the paid status will show on the invoice when viewed in AdvancePro.
Do you want to Export only Active Items to QuickBooks? – This prevents products from exporting to QuickBooks until they have been used in a transaction. (It is advisable to leave disabled in most cases.)
My Version of QuickBooks doesn’t support Item Assemblies – This causes item kits in advance pro to export to QuickBooks as non-inventory gadgets. permit this option if you are using QuickBooks seasoned or an older model that doesn’t guide assembly items.
Export Customer Account Number to QB as Customer Name – This will remap the account number field in AdvancePro to the customer name in QuickBooks. Leave disabled unless you require this behavior.
Automatically adjust QB Inventory when manual Adjustments are built in AdvancePro – this controls how reachable portions for merchandise are up to date in QuickBooks. leave enabled in case you want an advance pro to evaluate inventory and regulate QuickBooks handy quantities up and down as vital (the advocated choice).
Export Tracking Number to QB – This allows tracking numbers entered in AdvancePro to export to QuickBooks (the tracking number will show as the last line item on the invoice).
Selecting the QuickBooks Company File to Sync With
Go to „QuickBooks’ > „Settings’:
On the „Set Up‟ tab, click „Browse’
Navigate to the QuickBooks company file, select it and click „Open‟
Note: the default company file location is C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files\.
Temporarily close the QuickBooks company file if it is currently open, then click „Apply‟ and „Open QB File’
Importing from QuickBooks
IMPORTANT: Skip this step if you already have data in AdvancePro. This is only for setting up a NEW
AdvancePro company file. If your data has already been imported or manually entered, this will result in
Log into the QuickBooks company file as an admin user
Go to the „Import‟ tab and select the appropriate option in the “Import QB Inventory Assemblies as” section:
· Select “AdvancePro Item Kits” if you are not using the Manufacturing module.
· Select “AdvancePro Assembly Items” if you are using the Manufacturing module and have assemblies to import.
Click the „Initial QB Import‟ button once ready to start the import.
If the following prompt is displayed in QuickBooks, select the level of access you wish to grant and then click
„Continue‟ and „Done‟ in the next window.
Click „OK‟ on the AdvancePro Confirmation pop-up window.
If you are NOT importing assembly items, the import process will finish after a short period of time (depending
how many items are being imported) and you will see a message confirming that all items have imported.
Importing Assembly Items
If you are importing assembly items, you will need to repeat the import process after it finishes. This is because
components of assemblies need to import the assembly items. In cases where there are sub-assemblies, it may
be necessary to repeat the import process two or more times for all levels of assembly items to import.
1. To repeat the import process, go back to the „Import‟ tab, select the „AdvancePro Assembly Items‟ option and
then click the „Initial QB Import‟ again.
2. After the next import finishes, you may see the following message:
3. Click „OK‟ to view which assembly items have not yet imported and then repeat the import process until you no
longer receive the Assembly import failed‟ message. At this point, all assemblies will have imported.
Configuring Product Account Settings
Before exporting to QuickBooks for the first time, it is necessary to configure the default accounts that will be
debited/credited when exporting transactions and adjustments to QuickBooks.
The asset, income, and COGS account for products will be updated in QuickBooks during the export to match the
accounts specified in AdvancePro. If you need to specify different accounts for specific types of products, you can
create category specific overrides which will be discussed in the next section.
To set the default account settings:
1.Click on the „Export‟ tab of the QuickBooks Settings window.
2.Select the appropriate account from each drop-down and click „Finish‟ to save the changes.
Explanation of Account Settings:
· Asset Account – This is the inventory asset account that will be debited or credited by changes to inventory.
Income Account – This will be credited when invoices export to QuickBooks.
· COGS Account – This will be debited when invoices export to QB.
· Accounts Receivable Account – This will be owing when invoices export to QuickBooks.
· Accounts Payable Account – This will be credited when bills export to QuickBooks.
· Default Deposit to Account – This defines the default option when receiving payments in AdvancePro and can be overridden. It should be an „Other Current Asset‟ or „Bank‟ account type.
· Shipping Account – This is the account that will be used for shipping charges on invoices and bills. A „Shipping‟ item will be created in QuickBooks by AdvancePro and will appear on invoices and bills with shipping charges.
· Services Account – This corresponds to the ‘expense account’ field for service items in QuickBooks. This account will be debited/credited when service items are used on bills or invoices.
· Services Adjustment Account – This is a clearing account used for tracking freight costs on bills. This is applicable if you are using the freight module for tracking landed costs.
· Default Discount Account – This defines the default account that will be used for promotion codes (which can be overridden). Each promotion code created in AdvancePro will create a corresponding discount item in QuickBooks that will appear on invoices. The account can either be an expense or income (contra-income) account.
· Negative/Positive Inventory Adjustment accounts – These are used for tracking adjustments to inventory and MUST NOT be the same as the asset account (they offset the adjustments to the asset account). Typically these would be expense, income or COGS accounts and may be separate accounts or a single account for tracking both negative and positive adjustments.
Setting Accounts for Specific Product Categories
If you use different accounts for different types of items in QuickBooks, you can set category specific overrides in
AdvancePro. For each category, you can specify an Asset, Income, COGS and Expense account that will override the
default account settings. If all your products are assigned to the same accounts in QuickBooks, you can skip this step.
If you have not already done so, you will need to create the categories and assign the products to those categories as
necessary. See: How to Create Categories and assign Products to Categories
To set the category specific account settings:
1. Go to QuickBooks > Settings> Categories tab.
2. Select a category from the Categories‟ drop-down and then select any accounts from the options below that you
want to override the default settings.
3. Once one or more accounts have been selected, click „Save.‟ (For any you do not specify, the default accounts will
4. Repeat steps 2-3 for any other categories that require unique account settings.
Manually Exporting to QuickBooks
IMPORTANT: backup your QuickBooks and AdvancePro company files prior to your first export. If any items or settings in AdvancePro are different than QuickBooks, then the corresponding items and settings will be updated in QuickBooksduring the export. Backing up will allow you to roll back if you have made a mistake on the setup and need to reconfigure.
Automatically Exporting to QuickBooks
It is generally recommended to manually export to QuickBooks as this gives you the greatest control over the process. However, you can also configure AdvancePro to export to QuickBooks.
Note: it is recommended to review the QuickBooks Export Report daily so that you can make the necessary
adjustments if any errors are shown. This will ensure everything continues to run smoothly.