QuickBooks Sync Setup

Before any Interact data can be transferred to QuickBooks, the Interact account, material, category (optional), and tax tables must be synchronized between the two programs. This means for every account, hauler, material, category (optional), and tax in Interact, there must be a corresponding customer, vendor, item, class (optional), and tax in QuickBooks. The QBIM can be used to aid in this process.

Start QuickBooks and open the company invoices will be transferred into. To start the QBIM, start Interact and select Utilities | QuickBooks Sync.

Click the Connect to QB button. A window similar to the following appears

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Registration

Interact must be registered to use the QBSync software. If the QuickBooks Synchronization option is not listed the license has not been registered to use QBSync, contact AWS.

Settings Tab

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

Sync Invoice Number Group

The Sync Invoice Number Group section will display all available invoice number groups in the selected database. Place a check next to the group(s) to be transferred to Quick Books.

Invoice Number Naming Code

There is a limitation when using the QuickBooks Synchronization feature. The QuickBooks invoice number can only be (11) eleven characters in length. The Interact QuickBooks Synchronization feature includes the Invoice Naming Code as part of the invoice number when synchronizing invoices. A dash is used to separate the naming code and invoice number. In the above example the invoice number would be 11 characters if synchronized to QuickBooks, Office-2001.

Omit the naming code when invoices are generated from one database.

Use a single character when invoices are generated from multiple databases and synchronized into one database for additional accounting purposes.

Sync Ticket Number Group

The Sync Ticket Number Group section is used to trigger the transfer of cash transactions. When checked, cash transactions from the selected Ticket Number Groups will transfer to QuickBooks Sales Receipts. In Interact, a cash transaction is any transaction that was paid for at the time of the transaction

Configuration

Combine Taxes on Invoice

When checked, a single line item for the total amount due for each taxing authority will be created on each QuickBooks invoice.

When not checked a line for each taxing authority will appear for each transaction.

Include zero $ Sales Receipts

Use this feature to transfer transactions with a zero dollar amount that have not appeared on an invoice to QuickBooks as a Sales Receipt.

Do Not Distribute Payments

Use this feature to prevent transferring payments to QuickBooks

Autofill New Link Code and Description

Use this option to have the QBIM automatically create an Interact account Id and Name based on the QuickBooks customer name.

When checked and the Add New Link to Interact button is clicked from the Links tab the Code and Description are populated with the QuickBooks customer name.

If desired, the Code and Description can be changed before clicking the Create & Establish Link button.

Connections

Use the Connections section to link Chart of Accounts (G/L account codes) with other information transferred from Interact to QuickBooks. Every item listed, must be associated with a Chart of Accounts item, even if these items are not currently used in Interact or QuickBooks.

Added Charges Account

When the Added Charge field is used in Interact during a transaction, the QBIM needs to have a G/L account code associated with this field.

To add an Added Charge item to QuickBooks, select Lists | Item Lists. Select Item | New. A new item window appears. The Added Charge item can be set up similar to other material items. The new item will appear in the QBIM when the Refresh button in the Links tab is clicked.

Freight Payable Income Account

To add a Freight Payable Income item to QuickBooks, select Lists | Item Lists. Select Item | New. A new item window appears. Setup a QuickBooks item in the Item List as a service and select the income account associated with freight. A separate Chart of Accounts can be added and used if desired but is not necessary. Click the Refresh button in the Links tab. Select the QuickBooks item from the drop-down list.

Freight Payable Expense Account

To add a Freight Payable Expense item to QuickBooks, select Lists | Item Lists. Select Item | New. A new item window appears. Setup a QuickBooks item in the Item List as a service and select the expense account associated with freight payable to a vendor. A separate Chart of Accounts can be added and used if desired but is not necessary. Click the Refresh button in the Links tab. Select the QuickBooks item from the drop-down list.

QuickBooks Exempt Account

An exempt tax account must be setup in QuickBooks to maintain the flexibility of the tax structure within Interact. To add an exempt tax account to QuickBooks, select Lists | Item Lists. Select Item | New. A new item window appears.

Use the above example to add an exempt tax item in QuickBooks. Be certain to set Tax Rate% to 0.0%. Click the OK button to save changes.

The above example creates a sales tax item named See Above. This verbiage will be displayed on the QuickBooks invoice. AWS recommends using this Sales Tax Name, or something similar, to help minimize confusion when QuickBooks printed invoices are sent to the end user. The following is a sample QuickBooks Invoice.

It draws the end user’s attention to the individual line items in the body of the invoice.

Sales Tax

The Sales Tax portion of QuickBooks must be turned on to use QBIM.

Material Asset Account

In order for the QBIM to create Materials in QuickBooks and track material income, a link to the Chart of Accounts used to track income from material sales must be selected.Use the drop-down arrow to select the correct QuickBooks G/L material account from the available list.

Material COGS Account (Cost of Goods Sold)

Used to link materials to the QuickBooks Cost of Goods Sold (COGS) G/L account.

Material Income Account

Used to link materials to a QuickBooks asset G/L account.

Insert Zero $ Item Before Tax

Third party developers, like AWS, have found a common issue when data is transferred into QuickBooks. When the taxable line item immediately follows a charge line item, QuickBooks will generate a debit and a credit to taxing authority. This becomes apparent when running the QuickBooks Vendors | Sales Tax | Sales Tax Revenue Summary report.

This feature creates a zero charge line item between the last charge and first tax line items. This will prevent QuickBooks from creating the unnecessary credit and debit and referencing the wrong Interact ticket number as the taxable item.

Add a new Item to QuickBooks. The following is an example where an additional item call "Empty Line Item" was added.

Classes (Optional)

QuickBooks Class tracking will track account balances by department, business office or location, separate properties, or any other meaningful breakdown of the business.

One of the four additional categories available in Interact can be used to track and transfer a class code to QuickBooks.

If the QuickBooks class was recently added and does not appear in the drop-down list click the Refresh button in the Links tab.

Activating Class in QuickBooks

Activating the Class feature in QuickBooks will require the user to be logged in as the QuickBooks Administrator (Admin).

To activate the class feature in QuickBooks. Start QuickBooks and select the Edit | Preference.

Select Accounting from the list of items on the left. Click the Company Preference tab. In the Class section of the window, place a check next to the “Use class tracking for transaction” box. Uncheck the box to “Prompt to assign classes”.Click

OK to save changes.

To add records to the Class List, select Lists | Class List.

Activating a Category in Interact

To activate an Interact category to link to the QuickBooks Class List start Interact and select Setup | Configure. Select any one of the four available Categories (Category 1 for our example). Enter a meaningful name in the Title field (i.e. QB Class). Click the Enabled check box and click the Save button.

Return to Utilities | QuickBooks Sync to link the category to the QuickBooks Class.

Click the Save Settings button

Related Links

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