QuickBooks Integration

The QuickBooks Integration page allows you to set up and manage the QuickBooks account mapping information that will be used during deposit processing to allow additional QuickBooks client, account, and invoice information to be entered as items are processed, stored with saved item records, and exported for import back into QuickBooks.

If you have not yet enabled the QuickBooks integration feature, you will see only the Enable QuickBooks integration check box on the page.

To enable QuickBooks integration for your accounts, complete the following steps:

1. Select the Enable QuickBooks integration check box.

   Note: If you later wish to disable QuickBooks integration, de-select the Enable QuickBooks integration check box. Be aware that doing so, however, will delete all your QuickBooks custom fields, delete all imported QuickBooks client and account information, clear all QuickBooks and Passport account mapping information, and delete all your QuickBooks-related custom data stored in the database.

   The page refreshes to show the default configuration settings.

2. If you are configuring the QuickBooks integration feature to make use of the default settings only, make any desired changes to your preferences, noting the following:
   • A QuickBooks client list must be specified to establish the allowable entries for the Client custom field that will be displayed to users on the Edit Item pop-up when processing debit items. To import a client list (if one has not already been imported), click the Browse button located beside the QuickBooks client import field, select the file to import (for example, client list.CSV), and then click the Import QuickBooks Clients File button. The page refreshes to show the name, date, and time of the last imported file.
   • One or more available Passport accounts can be mapped to a generic QuickBooks Undeposited Funds account.
     • To map a specific account, click the Select check-box beside the account you wish to map in the QuickBooks Account Mapping list (or, to unmap an account, clear the corresponding Select check-box).
     • To map all available accounts at once, click the Map button beside the Map all Passport accounts to field below the account mapping list (or, to unmap all accounts, click the Unmap All Passport Accounts button).
3. If you wish to configure the QuickBooks integration feature to make use of the advanced settings instead, click Use advanced settings.

   The page refreshes to show the advanced configuration settings.

4. If you are configuring the QuickBooks integration feature to make use of the advanced settings, make any desired changes to your preferences (in addition to those default settings detailed above), noting the following:
   • A QuickBooks account list must be specified to establish the QuickBooks accounts available for mapping. To import an account list (if one has not already been imported), click the Browse button located beside the QuickBooks account import field, select the file to import (for example, account list.CSV), and then click the Import QuickBooks Accounts File button. The page refreshes to show the name, date, and time of the last imported file.
   • Once the account list has been successfully imported, one or more available Passport accounts can be mapped to specific QuickBooks accounts.
     • To map a specific account, click the Select check-box beside the Passport account you wish to map in the QuickBooks Account Mapping list, and then select the QuickBooks account you wish to map the account to from the QuickBooks Account drop-down menu (or, to unmap an account, clear the corresponding Select check-box).
     • To map all available Passport accounts at once, select the specific QuickBooks account you wish to map the accounts to from the Map all Passport accounts to drop-down menu below the account mapping list, and then click the Map button (or, to unmap all accounts, click the Unmap All Passport Accounts button).
     • If you have multiple accounts receivable accounts defined and you wish to designate a different default account for the Accounts Receivable drop-down menu displayed to users on the Edit Item pop-up when processing debit items, select the account from the Accounts Receivable drop-down menu.
5. When you have finished making your changes, click the Save button to save your changes and return to the Customer Preferences page.