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Integrate with Quickbooks

Quickbooks frequently asked questions

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Refer to the following common questions and troubleshooting information about the QuickBooks import process into the application.

General

What versions and editions of QuickBooks can I use to integrate with Accounting CS?
Generally, the current and 2 prior years of QuickBooks are supported for integration with the applications. The following versions of QuickBooks are currently supported:
  • 2023
  • 2022
  • 2021
  • 2020
This includes the following editions of QuickBooks:
  • Pro
  • Premier (Including Accountant's Edition)
  • Enterprise
note
  • Beginning with version 2016.1.0, integration with QuickBooks Online is available in the application.
  • You'll need to have QuickBooks and the application installed in the same location to import client data directly. If you're working in Virtual Office CS or Software as a Service (SaaS), or your client has QuickBooks installed in their office, you'll need to use the QuickBooks Data Utility to import QuickBooks data into the application.
  • The Industry Standard editions of QuickBooks, such as Construction and/or Non Profit, haven’t been tested and aren't supported for import into the application.
  • Only the .QBW file can be imported and should be used as the working copy. The .QBB file or the .QBA files must be converted to a .QBW prior to import.
  • To verify the version of QuickBooks that you have installed, select
    Help
     then
    About
     in QuickBooks.
If I re-import my client’s QuickBooks data for the same time frame, will the application re-import all of the data and create duplicate transactions?
No. The subsequent import will bring over only the items that weren't included in the 1st import.
note
  • If you modify a transaction in QuickBooks after it has been imported into Accounting CS, the application won't import the updates in subsequent imports. To include the changes in the application, you'll need to either manually make the changes in the application, or delete the transaction from the application so the QuickBooks transaction is included in the next import.
  • If you modify an employee record in QuickBooks after it has been imported into the application, the application won’t import the changes in subsequent imports. This includes social security numbers that weren't imported due to the application certificate settings.
  • If you manually enter a transaction in both QuickBooks and the application, the application won't see them as the same transaction, so it will import the QuickBooks transaction. This will result in duplicate transactions in the application.
Do I have to go through all of the mapping screens every time I import data?
No. The import wizard remembers the mapping settings for the client after the 1st successful import. If you need to change a previously used mappings, you can unmark the
Skip data mapping screens
 checkbox or select
Clear All Mappings
.
What fields can I edit on transactions that I imported from QuickBooks?
  • Journal entries
    : subtype, journal, posting period, reference, date, description, distribution GL accounts, distribution descriptions and distribution amounts.
  • Checks
    : journal, posting period, distribution GL accounts, distribution descriptions and distribution amounts.
  • Deposits
    : bank account, journal, posting period, reference, date, description, distribution accounts, distribution descriptions, and distribution amounts.
  • Payroll checks
    : bank account, journal, and posting period.

Troubleshooting

Why didn't my payroll checks import?
  • Verify that the Payroll (After-the-fact) service is enabled on the client in Accounting CS.
  • On the
    Integration
     tab of the
    Clients
     screen, verify that the
    Employees
     and
    Payroll checks
     checkboxes are cleared in the Do not import section.
  • In QuickBooks, verify that the payroll checks have a date, a reference number, and are not marked as
    Print later
     or any combination of these.
  • Verify in both applications that the checks are assigned to an active bank account with an active GL account.
  • Verify that the application security certificate in QuickBooks has the
    Allow this application to access personal data such as Social Security Numbers and customer credit card information
     checkbox marked.
Why aren't any employees showing up on the unemployment tax forms?
If SUTA/SUI is not set up properly in QuickBooks, it won't import into Accounting CS. The state unemployment payroll item description in QuickBooks must contain the words "Unemployment Company" in that order and with no special characters to import successfully into the employer SUI in Accounting CS.
Internal use only
  1. If there are error messages referencing "unemployment company", import three months or less at a time.
  2. Why are my balances incorrect after completing the import?
    • Beginning balances are NOT imported from QuickBooks.
    • To establish beginning balances in Accounting CS, re-close the year by moving the posting period back to the previous year and do one of the following:
      • Select
        Actions
         >
        Enter Trial Balance
         and enter the account balances in the Beginning Balance column.
      • Follow Spreadsheet import - Account Balances from QuickBooks to import a spreadsheet with beginning balance numbers on it.
  3. How do I resolve an error message?
    Example error messages:
    • The state unemployment payroll item used on paycheck must contain words "unemployment company" in the QuickBooks payroll item to import successfully.
    • The given key was not present in the dictionary.
    • Quick_books_transaction(Quick_books_transaction_ID Value already exists).
    To resolve any of these errors, use the following information.
    • In QuickBooks, verify that the payroll item for SUI contains the words "unemployment company".
    • Import data in smaller increments (that is, 1 or 3 months at a time, depending on the number of transactions, this can vary.).
  4. How do I get the sign in fields to populate when connecting to QuickBooks Online?
    • When you refresh the sign in window that displays, you may see a message that says "An error has occurred in the script on this page."
    • If your firm runs Accounting CS in any environment other than on Virtual Office or Software as a Service, you must have Microsoft Edge for the sign in fields to display and function properly.
  5. Why am I getting duplicate subaccounts when I export the IIF file to QuickBooks?
    • This issue can occur if the account description that is used in the application doesn’t match the naming guidelines that are required for QuickBooks integration. Any account that corresponds to a QuickBooks subaccount in the application must match the specified naming guidelines for the account description.

This article applies to:

  • PRODUCT: Workpapers CS