Difference between revisions of "QuickBooks Online Import"

From Support Wiki
Jump to navigation Jump to search
 
(10 intermediate revisions by 4 users not shown)
Line 23: Line 23:
 
On a regular basis, push your billing transactions to QuickBooks Online. Follow the steps below to complete this process.
 
On a regular basis, push your billing transactions to QuickBooks Online. Follow the steps below to complete this process.
 
#Go to the billing module and open the reports tab at the top.
 
#Go to the billing module and open the reports tab at the top.
−
#In the Executive section click the '''Journal Entry Export - Accrual Basis''' or '''Journal Entry Export - Cash Basis''' depending on your accounting needs.<ref><span style="color:red">'''Warning:'''</span>  If you desire to have the transaction amount display on the appropriate Customer account in QuickBooks Online (QBO) and not just in the correct financial account, you must export using the Accrual Basis report (instead of the Cash Basis report) and export only invoices and payments (not Sales Receipts).  Journal entries that go through Accounts Receivable are properly tracked on the Customer account in QBO, but journal entries that do not have Accounts Receivable as a debit or credit (such as a cash payment with no invoice or sales receipt) do not appear on the selected Customer account  in QBO– only in the designated financial account.
+
#In the Executive section click the '''Journal Entry Export - Accrual Basis''' or '''Journal Entry Export - Cash Basis''' depending on your accounting needs.
−
 
 
−
 
 
−
This is due to how journal entries are handled in QBO.  To see a sample of how QBO handles journal entries, create a manual journal entry in QBO and assign a customer name to it.  It will not appear on the Customer’s account unless the debit or credit is to an Accounts Receivable account.  This test demonstrates that our software is importing the data correctly but QBO does not support associating sales receipts or cash payment journal entries with a customer's account.
 
−
 
 
−
 
 
−
QuickBooks Desktop version does associate sales receipts and cash payments to the selected customer using journal entries.  This change of functionality in their QBO program has been reported to Intuit Technical support and requested as a needed change for our customers.  If and when they decide to implement the recording of these transactions on the customer account is unknown.
 
−
 
 
−
In the meantime the option of exporting using the accrual JEE (instead of the Cash JEE version) would be an option that places the items on the customer's account and balances correctly as long as it is all invoices and payments exported and not sales receipts.</ref>
 
  
 
#Select QuickBooks Online from the Format dropdown menu.
 
#Select QuickBooks Online from the Format dropdown menu.
Line 41: Line 33:
  
 
As with all export options, ensure that your QuickBooks Online chart of account names and customer names match exactly what is in your ChamberMaster / MemberZone database prior to clicking Export.  When a match is found, the transaction is automatically associated with the correct customer and account. If no match is found, a new customer or account is created.
 
As with all export options, ensure that your QuickBooks Online chart of account names and customer names match exactly what is in your ChamberMaster / MemberZone database prior to clicking Export.  When a match is found, the transaction is automatically associated with the correct customer and account. If no match is found, a new customer or account is created.
 +
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:One Row.png|35px]]
 +
| style="width: 100%"| '''IMPORTANT''': Due to how QuickBooks Online manages imported data, not all transactions will display under a Customer account in QuickBooks Online (QBO). In QBO if A/R isn't being affected journal entries will not show on a customers record.  You can verify all transactions that are imported into your QBO software by viewing the financial reports.
 +
|}
 +
 +
=='''<span style="color:#800080">QuickBooks Online Errors'''</span>==
 +
----
 +
 +
*'''Duplicate Document Number Error''': If you receive the “Duplicate Document Number Error”, this means that the invoice number already exists in your QBO account. You will need to update your settings in QuickBooks and turn off “Custom transaction numbers”  and “Warn if duplicate check/bill number is used”. These settings should be found under Settings > Account and Settings, however, refer to your QuickBooks Help Documentation for further details.
 +
 +
*'''401 Error''': The unauthorized 401 error is a QuickBooks Online connection error. To resolve, in ChamberMaster:
 +
#Go to Setup
 +
#Click '''Billing Options and Settings'''
 +
#Click the QuickBooks Online Connect button to disconnect and save. Refresh you page then go through the same process except this time when you click the QuickBooks Online Connect button you enter your QuickBooks Online login information and say "yes" to the connection.

Latest revision as of 12:41, 18 September 2020

You can send your association's financial transactions to QuickBooks Online using our direct export option. Without purchasing a 3rd party program, users with a QuickBooks Online account can keep their financial transactions up-to-date. Once connected, exports to QuickBooks Online will require only a single click each time you wish to transfer.

Setup Before you can Export

Setup the connection

  1. Go to Setup
  2. In the first section click Billing Options and Settings
  3. Click the QuickBooks Online Connect button and enter your QuickBooks Online login information and say "yes" to the connection.

Setup your Chart of Accounts and Fee Items

You will need to ensure your Chart of accounts within the database is setup to match your Chart of Accounts within Quickbooks. They need to be an EXACT match.

  1. Go to Setup > Billing Options section > and click Chart of Accounts
  2. Add each account and assign it the correct type.
    • The account name needs to be either the name of the account OR the account number. It cannot contain both.
    • The account type should be set accordingly.
    • The account description is for your reference only and can be anything.
    • The account code is only used for deferred revenue reporting and works with our recognized income reports.

After your Chart of Accounts is properly setup you will need to ensure your fee items are mapped to their correct accounts.

  1. Go to Setup > Billing Options section > and click Fees and Dues List
  2. Ensure the Account column has the correct account from the Chart of Accounts assigned to each and every fee item.
    To update an account click the fee item name and change the income account drop down.

Exporting your Transactions

On a regular basis, push your billing transactions to QuickBooks Online. Follow the steps below to complete this process.

  1. Go to the billing module and open the reports tab at the top.
  2. In the Executive section click the Journal Entry Export - Accrual Basis or Journal Entry Export - Cash Basis depending on your accounting needs.
  1. Select QuickBooks Online from the Format dropdown menu.
  2. Select your date range and any other desired export options.
  3. Click Refresh Report to generate your list of transcations.
  4. Review the list for accuracy ensuring any transactions you wish to export are selected and then click the Export button.
  5. The file is then transmitted to Quickbooks online and you will receive an email within a few minutes providing a status of that export.


As with all export options, ensure that your QuickBooks Online chart of account names and customer names match exactly what is in your ChamberMaster / MemberZone database prior to clicking Export. When a match is found, the transaction is automatically associated with the correct customer and account. If no match is found, a new customer or account is created.

One Row.png

IMPORTANT: Due to how QuickBooks Online manages imported data, not all transactions will display under a Customer account in QuickBooks Online (QBO). In QBO if A/R isn't being affected journal entries will not show on a customers record. You can verify all transactions that are imported into your QBO software by viewing the financial reports.

QuickBooks Online Errors

  • Duplicate Document Number Error: If you receive the “Duplicate Document Number Error”, this means that the invoice number already exists in your QBO account. You will need to update your settings in QuickBooks and turn off “Custom transaction numbers” and “Warn if duplicate check/bill number is used”. These settings should be found under Settings > Account and Settings, however, refer to your QuickBooks Help Documentation for further details.
  • 401 Error: The unauthorized 401 error is a QuickBooks Online connection error. To resolve, in ChamberMaster:
  1. Go to Setup
  2. Click Billing Options and Settings
  3. Click the QuickBooks Online Connect button to disconnect and save. Refresh you page then go through the same process except this time when you click the QuickBooks Online Connect button you enter your QuickBooks Online login information and say "yes" to the connection.
Retrieved from "http://supportwiki.chambermaster.com/index.php?title=QuickBooks_Online_Import&oldid=103392"