Settings for QuickBooks (Reckon Accounts Premier) Export

1. Open Synergy.
2. Select Connect > QuickBooks (Reckon Accounts Premier) Export.
3. Select Settings.
4. Select the General tab.
1. Select the Version of QuickBooks (Reckon Accounts Premier) you are currently using.
2. Select a 'start from' date.
5. On the Class tab, select if you want to add the project number or project attribute to the Class field in QuickBooks (Reckon Accounts Premier).
6. Determine if you want Contacts to be exported.
7. Finally on the Invoice items tab, set how the invoice should be broken down within QuickBooks (Reckon Accounts Premier).
8. Save.

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.

Select the version of QuickBooks (Reckon Accounts Premier) you are currently using - NOTE Synergy supports only QuickBooks (Reckon Accounts Premier)Australia 2005 or higher.  Refer to the Software and Hardware Requirements.

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

Checking this box will display the configuration before a transfer takes place.

• Default SettingsRevert to the default settings upon installation of the Export module.
• Reset allEach time you run an export, a flag is recorded against each transaction that indicates the record has been exported. Only records dated after the "start from" date will be exported. Resetting, will set the transactions back to their original position removing the exported flag, this will aid in reconciling that all invoices have transferred to QuickBooks (Reckon Accounts Premier). NOTE ensure a backup of both systems is carried out before Resetting the file.

The project number from Synergywill not be added to the invoice in QuickBooks (Reckon Accounts Premier). If you've not activated CLASS in QuickBooks (Reckon Accounts Premier), you won't see any reference to CLASS when creating an invoice in QuickBooks (Reckon Accounts Premier), so use this option. 

Allows the project number from Synergyto be inserted to the Class within the invoice in QuickBooks (Reckon Accounts Premier).

Allows the project number from Synergyto be inserted to the Job field within a sale in QuickBooks (Reckon Accounts Premier).

1. Select Export project attribute as Class.
2. Select the Attribute group from the attribute settings list.
3. Determine if the import to QuickBooks (Reckon Accounts Premier) should stop or continue if an attribute has not been attached to a project.
1. Use a default value will allow you to type a Class value that already exists in QB to allocate the invoice to, when an attribute value has not been attached to a project.

Example

An attribute group has been created - Project sector. Within this items such as Residential, Commercial, Industrial have been added. An attribute item of Residential is attached to the 'Residential' type projects. The attribute value of Residential is then inserted into the Class field in QuickBooks (Reckon Accounts Premier).   

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

This will add all contacts - not just those attached to an invoice - from the Synergydatabase to the QuickBooks (Reckon Accounts Premier) database as a Customer card file - the Contact Categories 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 allows 100 characters in customer names, 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 Synergyrefers 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 and QuickBooks (Reckon Accounts Premier).

Example

• The Synergy Contact name is 70 characters = Masterton Huxley Trustee T/as Aclass Master Huxley Homes Joint Venture
• The QuickBooks (Reckon Accounts Premier) Customer name is 42 characters = Masterton Huxley Trustee T/as Aclass Maste
• When the import of the customers occurs, the 70 character name cannot be added to QB, as it does not allow customer names to be this long. In order for the Export to work, the names in the 2 systems must be the same. Synergy will continue to try and locate a customer name that is 70 characters long.  
• By truncating the name, Synergy will attempt to locate the customer name that was shortened during the import to QB.

If the names are completely different in the 2 systems, they will not communicate at all.

Example

• The SynergyContact name is 70 characters = Masterton Huxley Trustee T/as Aclass Master Huxley Homes Joint Venture
• The QuickBooks (Reckon Accounts Premier) Customer name is 42 characters = Aclass Master Huxley Homes Joint Venture
• During the import of customers, QB can not recognise that the 2 are related or infact the same entity. A new record will be created for Masterton Huxley Trustee T/as Aclass Master Huxley Homes Joint Venture which will be truncated to Masterton Huxley Trustee T/as Aclass Maste and the invoice allocated to it. 

E.g. 20060014:Report Services will appear in the items within QuickBooks (Reckon Accounts Premier)

Using this selection will merge the project number with the sub project name as an item.  E.g. Project Number is 20060014 and the Sub Project name is Report Services.  This will appear as 20060014:Report Services item within QuickBooks (Reckon Accounts Premier).

Example

1. Select Settings.
2. Select the Invoice items tab.
1. Select Project Number and Sub project name as items.
2. Under Sub Project item settings for the Project Item, select New Segment.
3. Select Fixed Value.
4. Type your Account name* as per QuickBooks (Reckon Accounts Premier) chart of accounts in the Value field - e.g. Consulting Income.
5. Repeat at the Sub project item.

The above example will allocate both the project and sub project to Consulting Income. The Sub project value could be set to a different item linked to the Consulting Income account such as Design fees - however all sub projects will be allocated to this one item. 

* Account Name | this is as per the Chart of Accounts found in QuickBooks (Reckon Accounts Premier) by going to Account on the top toolbar and is most commonly Consulting Income.

E.g. 20060014 will appear in the items within QuickBooks (Reckon Accounts Premier)

Similar to the sub project and projects setting, this time only the project number appears in the item list.

Example

1. Select Settings.
2. Select the Invoice items tab.
1. Select Project Number as items.
2. Under Project item settings, select New Segment.
3. Select Fixed Value.
4. Type your Account name as per QuickBooks (Reckon Accounts Premier) chart of accounts in the Value field - e.g. Consulting Income
5. Save and close.
6. Save

This example will allocate the project number to Consulting Income.  

* Account Name | this is as per the Chart of Accounts found in QuickBooks (Reckon Accounts Premier) by going to Account on the top toolbar and is most commonly Consulting Income.

If you allocate your invoice in QB to an item such as Fees or Income etc and not allocated to project numbers then use this option.

Example

1. Select Settings.
2. Select the Invoice items tab.
1. Select Fixed value for each sub project.
2. Under Fixed item settings, type an item name such as Design Fees.
3. In Item account, type your Account name as per QuickBooks (Reckon Accounts Premier) chart of accounts - e.g. Consulting Income.
4. Save.

This example will allocate the value for each sub project invoiced to an item account. The item account is a sub item of your overall Account name as per the chart of accounts in QB. For example Consulting Income:Design Fees. Currently when you do an invoice in QuickBooks (Reckon Accounts Premier) you select the Item Design fees.