QuickBooks (Reckon Accounts Premier) Connect Settings

Setup required before use	Who Can Use It?	Where Is It?
Install Driver Activate QuickBooks (Reckon Accounts Premier)	Administrator System Administrator	Connect > QuickBooks (Reckon Accounts Premier) Connect > Settings

1. Select New Connection.
2. Provide a name to distinguish it from the other datafile.
3. Pay particular attention to changing the Connection settings on the General tab as detailed below.
4. Select the Filters tab and apply relevant sync filters to process transactions to different datafiles.
5. Use the 'tax' tab to map the Synergy tax codes to the matching QuickBooks (Reckon Accounts Premier) tax code.
6. Review each tab to ensure the settings are correct for the new datafile connection.  
7. Save.

Provide a name to the data file connection (you can override (Default)).

• Preview data before exportChecking this box will display the configuration settings before a transfer takes place in case you need to apply filters and exclude data from export.
• Stop export if any errors are detectedThe export will stop if any errors are detected at the time you attempt to run the sync. It may be there is no class or items setup. Errors will be displayed on the QuickBooks (Reckon Accounts Premier) Connect screen where information is provided as to what needs to be done to rectify the errors.

Synergy Connect will assume all invoices should be transferred from Synergy to QuickBooks (Reckon Accounts Premier).  So, it is very important to indicate from what date you want the transfer of invoices, payments and expenses to start from.  No invoice or payment will be transferred prior to this date.

Select the version of QuickBooks (Reckon Accounts Premier) currently being used - NOTE Synergy supports only QuickBooks (Reckon Accounts Premier)2005 and up.

Store where your QuickBooks (Reckon Accounts Premier) datafile resides.

• Use the current open QuickBooks (Reckon Accounts Premier) company fileIf this option is ticked, the Invoices will sync to this open QuickBooks (Reckon Accounts Premier) data file. An option to validate the company name before proceeding allows you to type in the name of the QuickBooks (Reckon Accounts Premier) data file, so that just in case you have a different one open at the time of the sync, a message will notify you that the wrong one is open.
• Use a particular company fileIf you un-check the Use open company file option, browse to the location of the QuickBooks (Reckon Accounts Premier) data file to store this data file as the default to sync to. This is the location of the QuickBooks (Reckon Accounts Premier) datafile that Synergy will send invoices & expenses to and receive payments from.  Click the Browse button to locate the file.  NOTE  Synergy will always want to link to this datafile.  If the name or location changes, this path will also need to be reset i.e. when a new version of QuickBooks (Reckon Accounts Premier) is installed.

Revert to the default settings upon installation of the Connect module.

Will set the transactions back to their original position, this will aid in reconciling that all invoices have transferred to MYOB as well as payments.

You have project prefixes SYD (Sydney projects) and BNE (Brisbane projects).

Invoices generated against SYD projects need to go to the Sydney QuickBooks (Reckon Accounts Premier) datafile, while the BNE project invoices need to go to the Brisbane QuickBooks (Reckon Accounts Premier) datafile.

1. Select Invoice Filter.
2. Expand Project Filters.
3. Select Project Prefix. Use the option IS or Contains and start to type in the criteria for example SYD project prefix. Save.  
4. Go to the new connection data file and repeat the same filter but for BNE project prefix. Save. 

• Project Attributes
• Project Office Name
• Invoice Prefix (if different invoice numbers are set for different offices)

Locate QuickBooks Connect Split to learn more.

One of the following options must be selected, however it will depend on how you want the Invoice data to be displayed once it's imported to QuickBooks (Reckon Accounts Premier).

1. Select one of the options from the Source drop down.
2. Supply an AR account.
3. Set the Item settings, each Source type has it's own unique configuration.

1. Select an option from the list.
2. If Attribute is selected, then select an Attribute group from the drop down.

No contacts will be added to QuickBooks (Reckon Accounts Premier).

This will add all contacts - not just those attached to an invoice - from the Synergy database to the QuickBooks (Reckon Accounts Premier) database as a Customer card file - the Contact Business Classifications are not utilised in QuickBooks (Reckon Accounts Premier).

Only those contacts associated with an invoice in the current batch will be sent to QuickBooks (Reckon Accounts Premier).

QuickBooks (Reckon Accounts Premier) has a limit of 42 characters for customer names.  As Synergy allows 100 characters, there may be a need to truncate the customer name to 42 characters.  If this setting is not set the invoice will not be imported to QuickBooks (Reckon Accounts Premier), as Synergy refers to the full name of the customer - which if it is still 100 characters will be unable to locate the customer in QuickBooks (Reckon Accounts Premier).  Payments will then also be refused import into Synergy and QuickBooks (Reckon Accounts Premier).

As payments are entered in QuickBooks (Reckon Accounts Premier), this selection will not transfer any payments from QuickBooks (Reckon Accounts Premier) to Synergy.  Payments will need to be manually entered into Synergy.

As the batch is run for invoices, Synergy will receive any payments made to an invoice from QuickBooks (Reckon Accounts Premier) automatically at the same time.  Refer to the screen shot below as to what information will be transferred from QuickBooks (Reckon Accounts Premier) to Synergy.

This option would be used if your bookkeeper doesn't enter Customer receipts in to QuickBooks (Reckon Accounts Premier) on regular basis.  It will allow staff to add the payment within Synergy each day and then when the bookkeeper arrives can run the sync and have all invoices and payments processed since last visit import straight in.

Doing this function will allow you to do a reconciliation with Synergy to ensure all payments from QuickBooks (Reckon Accounts Premier) are in Synergy.

1. Select one of the options from the Source drop down. The recommended option Export All expenses. 
2. At Supplier expense account, select New Segment.
3. Select the area in Synergy where you've allocated the Expense codes against.

Option	What to do next	Further configuration
Fixed Value	Enter your Expense code as set in QuickBooks (Reckon Accounts Premier)	-
Contact	-	Ensure that expense codes have been allocated to the items within the Option selected.
Contact attribute	Select the attribute group from the drop down list.
Project attribute	Select the attribute group from the drop down list.
Discipline	-
Cost Centre	-
Expense Type	-

4. Save and Close the Supplier expense account window.
5. At Suppliers, select Supplier Source option. This will create a record for the supplier in QuickBooks (Reckon Accounts Premier). 
6. Select if Card prefix is required.

A Bill must have the following three conditions met for the bill disbursement rows to be shown in Connect Preview:

1. The Bill needs to be marked as 'Export to Connect' is allowed.
   This defaults to being allowed on new created bills, and all existing bills are marked as export allowed as part of the upgrade to 4.9.4. If this option is unchecked then it is a Synergy Only Bill, which allows you to show a transaction line on a project invoice that is to sent to your accounting system to be paid.
2. The Bill must be fully disbursed against a project.
   This means all lines on the bill must be disbursed against a Synergy project, or the <Office> project.
3. The Bill must be 'locked'.
   After entering a new Bill record in Synergy, the record must be marked as 'locked and finalised'. Locking a bill stops further editing of the record, and allows the record to be sent via Connect. Director access level and above can unlock a bill and edit the details if required.
   All existing bills that are fully disbursed are automatically locked as part of the upgrade process for the 4.9.4 release.

Click the image above to see the data required in a bill for it to be exported via Connect.

1. Select one of the options from the Source drop down. The recommended option is Headers with lines grouped by tax or Invoice with sub projects. 
2. At Staff Expense Account, select New Segment.
3. Select the area in Synergy where you've allocated the Expense codes against.

Option	What to do next	Further configuration
Fixed Value	Enter your Expense code as set in QuickBooks (Reckon Accounts Premier)	-
Staff attribute	Select the attribute group from the drop down list.	Ensure that expense codes have been allocated to the items within the Option selected.
Project attribute	Select the attribute group from the drop down list.
Discipline	-
Cost Centre	-

4. Save and close the Staff Expense Account window.
5. At Staff, select Staff Source option. This will create a supplier record for the staff in QuickBooks (Reckon Accounts Premier). 

1. Open QuickBooks (Reckon Accounts Premier).
2. Go to Lists menu > Tax code list.
3. Locate the tax 'code' that should to be used for Invoices that are 'tax free' and 'tax applicable'.
4. Locate the tax 'code' that should be used for Expenses that are 'tax free' or 'tax applicable'.
5. Close any open QuickBooks (Reckon Accounts Premier) windows that you don't require.
6. Go back to Synergy > Open QuickBooks (Reckon Accounts Premier) Connect.
7. Click the Settings button in the top right and select the 'Tax' tab.
8. Type the codes from QuickBooks (Reckon Accounts Premier) into the:
   1. 'Quickbooks Invoice Tax' column for tax free and tax applicable rates.
   2. 'Quickbooks Expense Tax' column for tax free and tax applicable rates.
9. Save the connect settings window.
10. The tax codes have now been mapped for both invoices and expenses to be sent via Connect.

It is very important to set your tax setting in QuickBooks to GST net.

1. Open QuickBooks.

2. Select Edit | Preferences.

3. Select Tax from the left hand side.

4. Select the Company preferences tab.

5. Select the Sales figures Net (exclusive of GST) radio box.

6. Click OK.

The above instructions are as per QuickBooks Version 11/12 and above.