There are several important settings related to QuickBooks accounting integration. These settings include security restrictions, account mapping, and other settings that are related to how invoices push from Flex to QuickBooks.
To access accounting integration settings:
- On the Financials menu, click Accounting Integration.
- Click through the accounting integration tabs to view all settings.
An explanation of the settings on each tab is found below.
- Authorized Users: Check the box next to any user that you want to be authorized to use accounting integration. If no boxes are checked, then all users will be authorized.
- Authorized Groups: Check the box next to any security group that you want to be authorized to use accounting integration. If no boxes are checked, then all security groups will be authorized.
- Enabled Accounting Systems: This selection tells Flex which version of QuickBooks you are using. Flex Support will check the appropriate box when setting up your accounting integration and there shouldn't be any reason to change it unless you switch QuickBooks versions.
- Customer Name Postfix: Enter a postfix if you want customer names to push from Flex into QuickBooks with something affixed to the end of the name. Most Flex customers leave this field blank.
- Vendor Name Postfix: Enter a postfix if you want vendor names to push from Flex into QuickBooks with something affixed to the end of the name. This is useful because Flex uses the same contact entry as a client and vendor, whereas QuickBooks needs a separate contact entry for client and vendor. For example, if you enter "-V" as the postfix, then whenever a contact is used as a vendor (instead of a client), it will push their name with "-V" affixed to the end of their name so QuickBooks can differentiate between the client and vendor version of the contact.
- Use Vendor Name Postfix: This will turn the above postfix setting on or off.
The settings on the Accounts tab determine which GL account each resource type in Flex is mapped to.
Mapping accounts works on a hierarchical basis. For example, if you set a default sales GL account, then by default all line items considered to be sales will push to that account. If you set the Rental resource type to map to a different GL account, then the resource type setting will override the default sales account setting for Rental items. You can even map inventory groups and individual inventory items to specific GL accounts. The inventory group GL account setting will override the resource type setting, and the inventory item GL account setting will override the inventory group setting.
- Default Sales Account: The default GL account into which all sales items will go. If you set a sales account for a resource type in the Resource Type Accounts section, then the resource type setting will override the default sales account.
- Default Purchase Account: The default GL account into which all purchase items will go. If you set a purchase account for a resource type in the Resource Type Accounts section, then the resource type setting will override the default purchase account.
- Discount Sales Account: The default GL account into which all discount sales will go.
- Miscellaneous Sales Account: The default GL account into which all miscellaneous sales line items will go.
- Miscellaneous Purchase Account: The default GL account into which all miscellaneous purchase line items will go.
- Resource Type Accounts: You can set default GL accounts for each resource type that will override the default sales or purchase accounts. For example, if you choose a GL account for the Rental Sales Account, then all rental line items from Invoices will map to that account, overriding whatever GL account is selected for the Default Sales Account option.
The Default Item Names section allows you to choose what certain items will be named when pushed to QuickBooks. You can enter default item name for discount items, miscellaneous items, and subtotal items.
Element Configuration Settings
The element configuration settings allow you to choose how each element in Flex (Invoice, Purchase PO, etc.) is pushed to QuickBooks. Typically, the default settings do not need to be changed. But if you want to change how a certain element is pushed to QuickBooks, then you can click the name in the Push Type column and make a selection from the menu.
Additionally, you can change what Flex pushes to QuickBooks for the following:
- Transaction Date (listed at Trans Date)
- Customer Field
- Vendor Field
Click in the box under each of these columns to see the options. For example, if you want to change what information is pushed for the Transaction Date when you push an Invoice, click the box in the Invoice row under the Trans Date column. You will have the option to choose End Date, Prepared Date, or Start Date of the Invoice as it appears in Flex.
- Use QuickBooks Class Tracking: Determines whether or not class tracking will be used when pushing Invoices from Flex to QuickBooks.
- Class Tracking Mode: If the above option is set to Yes, then this determines what will be used as the "class" in QuickBooks class tracking. The options include Location (the warehouse location as used on the Invoice in Flex), or Department (the department used on the Quote / Invoice).(Learn more about departments)
- Job Costing Enabled: Determines whether or not job costing will be used when pushing Invoices from Flex to QuickBooks.
- Job Name Field: If the above option is set to Yes, then this determines what will be used as the "Job Name" in QuickBooks. If you choose "Name," it will use the name of the Invoice you are pushing from Flex. "Number" will use the number of the Invoice you are pushing from Flex. "Parent Name" and "Parent Number" will use the immediate parent name or number of the Invoice you are pushing from Flex (for example, if the Invoice is the direct child element of a Quote). "Root Name" and "Root Number" will use the furthest upstream element name or number of the Invoice you are pushing from Flex (for example, if the Invoice that is the child of a Quote that is the child of an Event Folder).
- Daily GL Account Sync Enabled: Determines whether or not Flex will initiate a daily sync of GL accounts between Flex and QuickBooks. This is typically not recommended unless you are making constant changes to your GL accounts in QuickBooks.
- Create GL Account Sync Request Now: If you check the box and click UPDATE, Flex will request a GL account sync from QuickBooks. If you use QuickBooks Online, the sync will happen automatically. If you use QuickBooks Desktop, you will have to run the the QuickBooks Web Connector after requesting the sync. (Learn more about the QuickBooks Web Connector)
- QuickBooks Version: Determines which version of QuickBooks you are using. This setting should be set by Flex Support and does not need to be changed.
- Tax Mode (US Only): Determines how tax will show on Invoices in QuickBooks after they have been pushed from Flex. Options include showing tax as a line item, or using the tax field in QuickBooks.
- Non Applicable Tax Name (US Only): If you choose "Tax As Line Item" for the Tax Mode setting, then you will need to enter something in this field so QuickBooks has something to put into the tax field. By default, this is "Non Applicable." But you can change it to whatever you want.