This blog will walk you through the process of synchronizing your current QuickBooks Online information with ServiceWorks. This synchronization occurs once every 24 hours.
Steps Before Synchronization
Prior to your initial synchronization with QuickBooks, you will need to define the default chart of account types for the following fields; otherwise, you may encounter errors while synchronizing:
– COGS (Cost of Goods and Services)
– OCASSET (For Inventory Items)
– INC (For Service Items)
– Other Assets (for additional charges/discounts)
For more on how to create a chart of accounts within ServiceWorks, click HERE
QuickBooks Online Sync
Once you’ve gone through all the prerequisites, you’re ready to use the QuickBooks Online feature.
Start by clicking on the cogwheel in the toolbar to open up the Configuration tab, then navigate to Integration -> Quickbooks
Here you’ll find the following options:
Preferences
Within the preferences section, you can determine which pieces of ServiceWorks will synchronize with QuickBooks and vice versa.
Simply enable or disable the toggle next to the listed item and click the Save button when finished.
Using the QuickBooks Online Features
Within this section, you can view an overview of all the pieces of ServiceWorks that are capable of being synchronized with QuickBooks.
Upon your first visit to this menu, your search screen will be empty until you connect your account with QuickBooks. To do so, click the Connect to QuickBooks button in the upper right corner, where you’ll be prompted to enter your QuickBooks account credentials.
Once you’ve successfully connected your account with ServiceWorks, the accounts will begin to sync information. Depending on the amount of information being synchronized, this process may take a few minutes.
When the sync has finished, your data should now appear much like the tables below.
While the first few columns will change depending on the current filter setting, the last 5 columns will refer to specific status information about the data:
- Last Updated SW: This column will display the last time this data was updated within the ServiceWorks software.
- QuickBooks ID: This column will show the data’s assigned QuickBooks ID (if applicable).
- Sync Date/Time:This column will display the last date and time on which the data was synchronized.
- Status: This column will display the data’s current syncronization status. If new changes have been made to data and it hasn’t been synchronized within the last cycle, it will display as Need to Sync. Otherwise, it will display as Up to Date.
- Remark: This column will display any remarks made on the synchronized data.
Now, to cover what can be viewed within each filtered setting above.
Chart of Accounts
The Chart of Accounts view will display the current COA synched with QuickBooks by the item’s name and its associated account type. The chart of accounts can be searched by name, A/C type, or account number.
Customer
The customer view will display customers by their account number and name. Customers can be searched by their name or account number.
Job
In the Jobs view, you can see jobs by the job number and customer assigned. Jobs can be searched by job number, customer name, or account number.
POS
In the POS view, you can see POS orders by the order number and the customer it was sold to. POS orders can be searched by order number, customer name, or customer account number.
Employee
With the employee view, you can see employees by their name and email address. They can also be searched using the same.
Time Sheet
The timesheet view displays employees by their name and the date of clocking either in or out. Employee time sheets can be searched by employee name.
Inventory
The inventory view displays any items used by the item’s number and description. They can also be searched using the same.
Price List
The price list view displays a list of services by the service name and category. These can also be searched by Industry, Category, and Service Name.
Purchase Order & Receive PO
The Purchase Order and Receive PO views display any purchase orders by the order number and distributor number by PO Number and Distributor Number.
Payment
In the Payment view, you can see payments made by the job or POS number and the customer who made the payment. They can also be searched by job number, POS number, or customer name.
Bills
This section will detail all warranty distributor payments made. They can be searched by the purchase order number.
