QuickBooks Sync Links

The Link tab is used to link Interact and QuickBooks records together. Links are made between the following tables.

• QuickBooks Customer to Interact Customer Account
• QuickBooks Vendor to Interact Hauler Account
• QuickBooks Items to Interact Materials
• QuickBooks Class to Interact category
• QuickBooks Sales Tax Item to Interact Tax Authorities
• QuickBooks Sales Tax Code to Interact Tax Code (taxable and exempt)

Click the Links tab. A window similar to the following will appear.

General Use (Account | Bill-To | Customer)

The following instructions can be used when creating links for any of the tables. The Account | Bill-To | Customer table will be used for instruction and examples. Any information pertaining to a specific table will be listed after these instructions.

Tables available to link will appear under the Link Type section. Corresponding Interact and QuickBooks Records will appear to the right of the selected table.

Every Interact Record and every QuickBooks Record will appear in the list. The  Linked  icon will appear between records that have been linked between the two applications.

Similar records from both applications will appear in the list in existing databases. Either of the Add Link to ... buttons can be used to establish the link between the records.

 Add Link to QB button 

Add Link to Interact button

Link to Existing

In the above example the customer record City of Albertville WI appears in the Interact database and the customer record City of Albertville appears in the QuickBooks database. The following is an example on how to use the Add Link buttons.

Add Link to QB

When the  Add Link to QB button is clicked from the QuickBooks Record column for City of Albertville WI the following fly out window appears.

In this case the Link to Existing tab will display a list of QuickBooks customer accounts. Assuming the City of Albertville QuickBooks customer is the same as the City of Albertville WI Interact customer, the user can select City of Albertville from the Link to Existing list and click the Establish Link button.

Add Link to Interact

When the  Add Link to Interact button is clicked from the Interact Record column for City of Albertville, the following fly out will appear.

In this case the Link to Existing tab will display a list of Interact customer accounts. Assuming the City of Albertville WI Interact customer is the same as the City of Albertville QuickBooks customer, the user can select City of Albertville WI from the Link to Existing list and click the Establish Link button.

Create a New Link

Add to QB

The QuickBooks Sync tool can also be used to create a new record in either application and establish the link between them. In the following example Schmitt Landscape &Trucking is a customer account in Interact that does not yet exist in QuickBooks.

Click the  Add Link to QB button. A fly out similar to the following will appear.

To create a new record, select the Create New & Link tab.

When creating a new record in QuickBooks the Interact Description appears in the Short Name / Code field. This name will be used as the QuickBooks customer name unless otherwise changed. It is recommended to keep the Interact customer name as the QuickBooks customer name.

Once the Short Name / Code are set correctly, click the  Create & Establish Link button.

Add to Interact

In the next example, the customer Altoona Lawn & Landscape has been added to QuickBooks and needs to be added to Interact.

Click the  Add Link to Interact button. A fly out similar to the following will appear.

To create a new record, select the Create New & Link tab.

When creating a new record in Interact and the option Autofill New Link Code and Description is active in the Settings section, Interact will populate the Code and Description based on the QuickBooks name.

If the Autofill New Link Code and Description option is NOT active these fields will be blank and the user will be required to enter this information.

In the above example the Code has been changed. Once the Code and Description are set correctly, click the  Create & Establish Link button.

Remove Link

To remove a link, click the  remove link button.

Linked check box

Use the check box next to the Linked icon to expand or collapse linked records.

Link All Matching Records

The  Link All Matching Records button can be used when configuring existing QuickBooks and Interact databases. When clicked, Interact will automatically establish a link between QuickBooks and Interact records where the descriptions match.

Account | Hauler | Vendor (Freight Payable)

General

It is necessary to match Interact hauler accounts with QuickBooks vendor accounts only when Freight Payable charges are being calculated in Interact. This part of the synchronization can be skipped if the Freight Payable feature in Interact is not used. The Freight Payable feature in Interact can be found when setting up Freight Tables for accounts or special pricing for material items when setting up Jobs.

QuickBooks does not allow for duplicate names in their Customer and Vendor lists; i.e. Stevens Enterprise will not appear in the customer list and the vendor list. Typically the name will be slightly modified in one of the two lists. For example Stevens Enterprise may appear in the customer list, but Steven's Enterprise – v may appear in the vendor list. When Stevens Enterprise appears in Interact as a Customer and Hauler, QuickBooks Sync will find the match in the customer list, but the vendor link between QuickBooks and Interact will need to be done manually.

Select  tables from the Link Type list. Just like before, a list of Interact and QuickBooks records is listed.

In this case ONLY the Interact records associated with QuickBooks vendors where the Freight Payable feature is used in Interact will need to be linked. In our example only two accounts are selected as QuickBooks vendors.

Add a Vendor

In the following example, Stevens Enterprise will be added as a Vendor to QuickBooks. Click the  Add Link to QB button. Click the  Create & Establish Link tab.

Stevens Enterprise will appear in the Short Name / Code field. Change the name slightly to avoid a duplicate name error. In the above example the Short Name / Code name was modified. A ‘ - v’ was added.

Click the  Create & Establish Link button.

Materials

Use the same procedures as above to establish links between the Interact Material table and the QuickBooks Items table. Not all items in the QuickBooks record list are considered Interact Materials. Several G/L items, such as Freight Payable accounts or COGS accounts will not be linked from the Material table. They are used in the Settings tab.

Adding prices to QuickBooks items is optional, Interact does not use the prices in QuickBooks during the transaction transfer.

Taxes

QuickBooks Tax Overview

To learn more about how Interact taxes are mapped to QuickBooks taxes, click the following link to additional documentation.

Link to Rick’s QuickBooks and Interact Tax Overview doc in Modules. Add link to Rick’s doc to return to this one.

Taxable / Non-taxable Overview

To learn more about reporting non-taxable material sale to multiple QuickBooks Tax Code

Linking Tax Authorities, Taxable Tax Codes, and Non-Taxable Tax Codes

To learn how to link QuickBooks Tax Authorities and Tax Codes with Interact Tax Authorities and Tax Codes, click the following link to additional documentation.

Link to my QB QuickBooks Sales Tax Code doc in Modules. Add link to my doc to return to this one.

Refresh button

Use the Refresh button to refresh table lists between Interact and QuickBooks.

Invalid Link and other Warnings

Invalid Link

An invalid link will occur when a record in either database has been deleted. The following is an example where Altoona Lawn & Landscape has been deleted from QuickBooks.

To remove a link, click the  remove link button.

Other

The  warning symbol may appear at other times to indicate an issue. In the following example the warning appears because Altoona Lawn & Landscape has been set inactive in QuickBooks.

 In this case the warning does not prevent invoices from transferring.