Configuring QuickBooks Integration

Previous Topic: Configuring Accounting Integration

Caution:
If you are running Microsoft^® Vista^®, you need to have the User Account Control (UAC) enabled in order to integrate with QuickBooks^®. If the UAC is disabled, you will receive an error.

To integrate ServiceCEO with QuickBooks:

Select Tools > Options. The Options dialog box appears.
Click Company Information from the Categories Bar. The Company Information dialog box appears.
Scroll down to the bottom of this dialog box.
Select the Enable Accounting Integration check box. A group of additional fields appears.
Click the "three dots" button next to the Location of the QuickBooks Company File field. The Select Company File dialog box appears.
Navigate to the location where your QuickBooks database is located. The default location is C:\Program Files\Intuit\QuickBooks\databasename.qbw.

Tip!

Tip:
If you are running ServiceCEO on a network and want multiple users to be able to access the same QuickBooks database, the QuickBooks database file (a .qbw file) must be located on a mapped network drive so that it is located on the same path for all ServiceCEO users.
If not, only the user operating the computer with the QuickBooks database can export information to QuickBooks.

Click Open. A warning dialog box appears, reminding you that you must have QuickBooks open.
Click OK.
Select the appropriate version of QuickBooks from the Select Package drop-down list.
- QuickBooks USA. Select this option if you are running the U.S. version of QuickBooks.
- QuickBooks Canada. Select this option if you are running the Canadian version of QuickBooks.
- ServiceCEO XML. For details on configuring XML accounting integration, see the Configuring XML Integration topic.

Note!

Note:
By default, ServiceCEO installs QBFC5, the latest QuickBooks Integration Pack. This program enables ServiceCEO to integrate with all versions of QuickBooks up to QuickBooks 2007.

Click Verify Connection. ServiceCEO will attempt to retrieve the chart of accounts from the QuickBooks database (the one displayed in the Select Package field). If this is the first time you are integrating your application with QuickBooks, a Create New QB Customer? dialog box appears.

Click Yes. QuickBooks will create a customer record called "ServiceCEO". A Success dialog box appears.

Note:
The ServiceCEO customer record is the customer account that will keep your Accounts Receivables balance in QuickBooks. Due to a QuickBooks limitation, ServiceCEO only links up with QuickBooks’ General Ledger and Chart of Accounts, and that the ServiceCEO customer record will act as a generic customer record for all of your sales activities. Specific customer and invoice information linked to exported sales will not be transferred to QuickBooks, since you will have access to all customer information in ServiceCEO (including invoices, balances, and accounts receivables). The ServiceCEO and QuickBooks integration is designed to give you the tools to keep your company ledger and balance sheet correct at all times without duplicating data entry between ServiceCEO (your management application) and QuickBooks (your accounting application).

Caution!

Caution:
If you receive this error after clicking Yes: Error 91 - Object variable or With block variable not set
You may have a customer or vendor with the name ServiceCEO already in your QuickBooks file. Since QuickBooks does not allow duplicate customer\vendor names, you will need to open change the name of the ServiceCEO customer\vendor in QuickBooks. Once the name is changed, you will be able to integrate the two applications.

Click OK. The Company Information dialog box reappears.
Select the appropriate default accounts from the following drop-down lists. The accounts you select here will be the default accounts to which your accounting information will be exported. You can overwrite these defaults for specific Master Products/Services, Master Categories, etc.) as well as when you export the data.
- Cash Account. All of your customer's Cash, Checks, and Credit Card payments will be exported to the account indicated here. Logical accounts for the Cash Account field include any Asset or Bank accounts.
- Tip Account. All money collected as tips in ServiceCEO. Example accounts for the Tip Account field are Cash Expenditures (if you pay your employees their tips in cash) or Other Current Liability (if you include tips in your employee's payroll checks).
- Inventory Asset Account. The default Inventory asset account; typically linked to an Other Current Liability account. Can be overwritten when defining Inventory for a Master Product.
- Default Inventory Loss Account. All lost, damaged, or stolen inventory will be exported to the expense account selected here. If your inventory loss is for an inventory revaluation, this should be linked to an Asset account. If the loss is to indicate the loss of stock, then it can be linked to an Expense account.
  Note that this account can be easily changed in the Inventory Loss management screen every time you reduce Inventory, so the account you select here is for default purposes only.
- AR Account. Almost all ServiceCEO users link this field to their Accounts Receivables account.
- Default Income Account. Link this account to an Income account. Note that this account is for default purposes only - you can change it for each individual service line that you offer to your customers. See the Integrating Products and Services section for more.
- Default Adjustment. Used to track all adjustments A change to an invoice or customer's account balance. in ServiceCEO. Typical linked accounts are Expense accounts.
- Default Misc. Expense Account. Used for products that are not included in inventory tracking when the inventory tracking module is enabled. Typically linked to an Other Expense account.
- Sales Tax Payable Accounts. One of these accounts will appear for each ServiceCEO Tax Code you have configured. Link these to a Long Term Liability or Other Current Liability account.
  Note that to view the Sales Taxes in QuickBooks after they have been exported, select Reports > Vendors & Payables > Sales Tax Liability and drill into the Sales Tax Payable column.
- Default Class. Select the QuickBooks class that you want to send financial exports by default. You will be able to change this default class using Company Profiles or when Removing Inventory Stock.

Click Save and Close.

Note!

Note:
The Inventory Asset Account, Default Adjustment, and Default Misc. Expense Account drop-down lists will only appear if you have Inventory Tracking enabled.

Caution:
There are two known limitations with QuickBooks account names. If either other of the following conditions exist, an error will be generated when you attempt to export sales or deposit to QuickBooks:

If any of your QuickBooks account names contain more than 50 characters.
If any QuickBooks account names are duplicated (i.e., both an income and a COGS account called "Parts").

QuickBooks Configuration Settings

If multiple ServiceCEO users are going to be exporting information to QuickBooks, you will need to enable multi-user mode in QuickBooks. To do so:

Open QuickBooks.
Select File > Switch to Multi-user Mode.

If you want to export information to QuickBooks when the QuickBooks file is not open, you must configure QuickBooks to accept data transfers when it is not open. To do this:

Open QuickBooks.
Select Edit > Preferences. The Preferences dialog box appears.
Click Integrated Applications on the left side of the dialog box.
Click the Company Preferences tab.

Verify that ServiceCEO is selected in the Application Name column. If not, select it now.
Click Properties. The Access Rights tab appears.

Select the Allow the application to login automatically check box.
Select the Allow this application to access Social Security Numbers and other personal data check box.
Click OK.
Click OK.

Next Topic: Configuring XML Integration

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