Quickbooks Desktop Integration

Quickbooks Desktop Integration Set Up

1. Go to Admin Settings > Financial Configurations > Chart of Account > Overview.
2. Select Sync and follow the instructions on the Sync page.
3. Download and install the Quickbooks Web Connector.                                                           This will take you to a new web page outside of TMS as shown here – Quickbooks Web Connector download page:
4. Select Download, unzip and install QuickBooks Web Connector. Follow the install steps.
5. Enter the File Path to your QuickBook Company File (.qbw) and enter on the Sync
   screen where it says ‘Company File Path’.
        
   1. This needs to be the entire file path for the QB ‘company file’. File always ends in QBW. (Note: If you can’t find the company file, do a search for *.qbw.)
   2. To get the whole file path with filename, hold down the ‘shift’ key, then right-click the file.
   3. Select ‘Copy as Path’ from the context menu that appears.
   4. Paste the path in ‘Company File Path’, remove double quotes at the beginning and end of string, then ‘Save’.             
6. Generate Access Token and write it down or copy and paste in Notepad to grab later. You can only use the most recent one generated.
7. Download TMS Configuration file.
8. Verify Quickbooks Company is open on your machine that you want to connect to. (For
   example, if you have more than one company in QB, open the company you want to connect to.)
9. Go into QB Web Connector and click Add an application.
10. Go to the .qwc file (configuration file) and open it. (This can be very slow.)
11. A new window Authorize New Web Service will display – click OK.
12. A window called QuickBooks – Application Certificate will display.
    1. Select ‘Yes, always; allow access even if QuickBooks is not running’.
    2. Then select ‘Continue’.
13. A new window called Access Confirmation will display. Click Done.
14. QuickBooks Web Connector will open and show that the TMS application is linked
    to QuickBooks.
15. Copy token/password (which was either written down or pasted in notepad in step 6)
    into QB Password for the application (company) you are currently working on. Check the checkbox to the left of the Application. Click ‘Yes’ to save the password.
16. Click the checkbox next to the TMS Application and hit Update Selected button at
    the top left to verify it works. Green message in the Status column is good. (Note: No
    information has transferred. This is just a check that the application can talk to QB.)
17. Select Auto-Run checkbox. Select the minutes for how often you want the auto
    update to occur. It defaults to 60 minutes.
18. Switch back over to TMS. Go to the Chart Of Accounts Overview and select the
    Import Quickbooks button.                                                           
19. Go back to QuickBooks Web Connector and select the checkbox next to the Application and select the Update Selected button. (This will manually update the Chart of Account in TMS instead of waiting for the Auto-Run interval which was set up in the web connector.)
20. Go back to TMS and reload/refresh the app. Under the Financial Configurations Chart of Account Accounts, you should now see the list of accounts that came over from QuickBooks. 
21. In Overview, select Tax Items. Be sure the client has a NON taxable sales item. If they don’t, in QB, they can go to Lists > Item List > New > type of sales tax item > then name it and set tax rate to 0%.

Tax and Account Items

• Tax Item Name should always be TAX.
• Non-Tax Item Name should always be NON.
• Special Taxes for accounting is NOT turned on.
• Payments will NOT go over to QuickBooks for cases created before the integration. You as the client will need to do this manually.
• Adjustments need to be validated in QuickBooks. 
  • IMPORTANT: ‘Loss’ adjustments come through as Credit Memos but they do
    not automatically get applied. ‘Loss’ adjustments are not applied to the
    invoice.
  • Gain Adjustments come through as Invoice Line Items.
• Payments come through as Payment.
• Contracts come through as Invoice.
• Discounts come through as Line Items.