QuickBooks (Reckon Accounts Premier) Connect Invoices settings

Use the following checklist to work out what you need to find out in QuickBooks (Reckon Accounts Premier) that will help you to determinate how the Invoices Settings need to be configured.

Tip: Not seeing the Connect module? Contact Total Synergy Support to request this to be added to your Synergy licence.

What is my AR Account

ClosedComplete the following steps:

  1. Open QuickBooks (Reckon Accounts Premier).
  2. Go to Lists > Chart of Accounts.
  3. Under the heading Type, there will be an Accounts Receivable. Make a note of the Name for the AR, found on the left hand column. 
  4. Most likely it's Accounts Receivable.

What is my Income Account

ClosedComplete the following steps:

  1. Open QuickBooks (Reckon Accounts Premier).
  2. Go to Lists > Chart of Accounts.
  3. Scroll down to Income under the heading Type.
  4. Make a note of each different Income account listed on the left hand side.
ClosedDo you have multiple income accounts?

You may have a need to allocate invoices to multiple income accounts in QuickBooks (Reckon Accounts Premier). If you are required to add the Income Account name to Cost Centres, Disciplines or Attributes then ensure you enter the header account with the sub record: 

Example

As in the above image, the Income Account's are NSW and QLD which are sub accounts of Consulting Income.

Enter as Consulting Income:NSW or Consulting Income:QLD

What are my items

ClosedComplete the following steps:

In most cases we see our client's have one income account, however when the Invoice is created it is made up of multiple items. The items are linked to the income account. 

  1. Open QuickBooks.
  2. Go to Lists > Item List.
  3. Make a note of the items that are linked to your Income Account.
ClosedWhat do you see in your item list?

It's a really important step here to work out exactly what your items are and how they fit into your business and more importantly how they will fit in with Synergy.

Are they sub project names or project numbers? Do they correlate with disciplines stored within Synergy? 

ClosedAllocating to multiple sub items in QuickBooks (Reckon Accounts Premier)

If you have an item in the list at the time of creating an Invoice that contains a colon, then this is a sub item. So there is a Header Item with a series of Sub Items. 

Item Source

What you see in QuickBooks (Reckon Accounts Premier)

Definition

Configure to sync as items

What to do if Use the item account code is checked

Projects

20100054:Variation

This means Variation is the sub project and is a sub item of the project item 20100054.

  1. At Source select project number and sub project name.

  2. At Project Item, select New Segment. Select Fixed Value and then type your Income Code. 

  3. At Sub Project Item, select New Segment. Select Fixed Value and then type your Income Code. 

N/A

 

20100054

This means each project will be created as a Header item in QuickBooks (Reckon Accounts Premier)

  1. At Source select project numbers.

  2. At Project Item, select New Segment. Select Fixed Value and then type your Income Code. 

N/A

Market sectors

Market:Commercial or Market:Residential

Commercial and Residential will be attributes attached to your project. It's the name of the attribute that will appear as an item in QuickBooks (Reckon Accounts Premier). 

  1. At Source select Project Attribute.

  2. Check only the Use the item account code, uncheck all others.

  3. Enter your Income Account in the header item, header account and default item account.

  4. Select an Attribute group from the list

  1. Go to Default Data > Attributes. Double Click the Attribute group selected. Ensure an Income Account has been allocated to each Attribute item. view example

Sub project disciplines

Architecture or Engineering etc

The items in QuickBooks (Reckon Accounts Premier) match with the disciplines setup within the Sub projects on a project. If you have pre-existing items, make sure they are spelt the same within Synergy too. 

  1. At Source select Sub Project Discipline.

  2. Check only the Use the item account code, uncheck all others.

  3. Enter your Income Account in the header item, header account and default item account.

  1. Go to Default Data > Disciplines. Ensure an Income Account has been allocated to each Discipline. view example 

Sub project cost centre

NSW, QLD, separate offices etc

The items in QuickBooks (Reckon Accounts Premier) match with the cost centres attached to the Sub projects on a project. If you have pre-existing items in QuickBooks (Reckon Accounts Premier), make sure they are spelt the same within Synergy too. 

  1. At Source select Sub Project Discipline.

  2. Check only the Use the item account code, uncheck all others.

  3. Enter your Income Account in the header item, header account and default item account.

  1. Go to Default Data > Cost Centre. Ensure an Income Account has been allocated to each cost centre. 
ClosedAllocating to single sub items in QuickBooks (Reckon Accounts Premier)

Item Source

What you see in QuickBooks (Reckon Accounts Premier)

Definition

Configure to sync as items

Only one item is used

Consulting Income (your income code)

You don't breakdown the invoice into multiple items, when an invoice is created only 1 item is used

  1. At Source select Fixed Value.

  2. At Item Name enter your item.

  3. At Item Account enter your income account that the item should be allocated to.

Tip: You may not need to continue posting income to all your different items - usually they are setup in QuickBooks (Reckon Accounts Premier) in such a way to automate how the invoice is presented to your client, however you don't need to do this in QuickBooks (Reckon Accounts Premier) anymore, this is now done in Synergy.

ClosedUse Synergy or QuickBooks (Reckon Accounts Premier) Income codes

When the Source option is Attributes, Cost Centres or Disciplines additional configuration is required as detailed below:

Item settings option Checked Unchecked

Use header item in QuickBooks (Reckon Accounts Premier)

If the above items are sub items, then check this option. This will group the items under the header record. 

Invoices will be allocated to items in the list.

Header Item Name

Type in the name of the header item (all invoices syncing to items are sub items of the header)

Leave blank or keep the default, this field will be ignored.

Header Item Account

Enter the Income Account name that the item should be linked to. Keep in mind if it's a sub income account that a colon (:) be placed between the header and sub item. 

Leave blank or keep the default, this field will be ignored.

Use the item account code

Ensure the Income Account has been allocated to the Source selected in the list

The Invoice value will be sync'd the Income Account attached to the Item in QuickBooks (Reckon Accounts Premier)

Use the default item account

In the even that the item in Synergy or QuickBooks (Reckon Accounts Premier) doesn't have an Income Account assigned, the default entered below will be used.

The sync will report an error if the item in Synergy or QuickBooks (Reckon Accounts Premier) doesn't have an Income Account assigned, as we are unable to create during the sync.

Default item account

Enter the Income Account name that the item should be allocated to as a default. Keep in mind if it's a sub income account that a colon (:) be placed between the header and sub item. 

Leave blank or keep the default, this field will be ignored.

What to do now

  1. Go to Synergy > Connect > QuickBooks (Reckon Accounts Premier) > Settings > Invoices.
  2. Select a Source from the drop down list.
  3. Enter your AR Account into the specified field.
  4. Configure your item settings as outlined above.

Want to learn more?

Looking for more help? Try reviewing the following topics: Concept Link IconView Topics

 

© 2019 Total Synergy Pty Ltd

Open topic with navigation