Our system must save QuickBooks's chart of accounts in our database, so you can set-up our software. This article guides you through pairing Connex for QuickBooks and your company file. Using a tool called the QuickBooks Web Connector, our system communicates data to and from your company file.
You must be logged in to QuickBooks as Admin, in Single-user mode. No dialogue boxes in QuickBooks can be open.
Ensure that you have the QuickBooks Web Connector available on your machine. It should exist under the QuickBooks folder in your start menu:
Set Up QuickBooks
QuickBooks Desktop Users Only - File Location
Your company file must be hosted on a physical drive, like the C drive, or a network share like Right Networks. DropBox is incompatible.
Company Contact Info for QuickBooks Desktop Users
Make sure your QuickBooks file has a company name. In QuickBooks desktop, go to company > company information and ensure it's filled out. Do not enter any special characters. Commas and apostrophes are acceptable.
Connex for QuickBooks pulls accounts from QuickBooks to create transactions. You must have accounts in the A/R, A/P, Bank, Item Asset, and COGS to properly use Cloud Cart Connector.
In QuickBooks, go to Company > Chart of Account and create these accounts:
A/R and A/P
Click New > Choose from all account types > Next. Select A/R. Do the same for A/P.
Click New > Bank > Next. Select Checking.
For inventory based businesses, this account is mandatory. Click New > Choose from all account types > Next. Choose other current asset and name the account Inventory Asset.
Cost of Goods Sold (COGS)
For inventory based businesses, this account is mandatory. You cannot use an expense account for Cost of Goods Sold. Click New > Choose from all account types > Next. Choose Cost of Goods Sold and then COS.
This is the default income account for new items. For each item, you can select the income account and QuickBooks will use it. Go to New > Income and type a name.
Here are the steps:
- In QuickBooks, open a customer record.
- Create a new invoice.
- Create a new payment.
- Login to Connex.
If you are currently syncing with Connex and this account is missing, you must refresh the drop downs.
- Click configure at the my connections page.
- On the left, click refresh drop downs.
- Follow the on-screen instructions.
If your company is using QuickBooks Desktop, you must enable Sales Tax in QuickBooks. Otherwise, your orders will fail. You will see this message in your log:
To set-up Sales Tax, follow these steps:
- In QuickBooks, go to edit > preferences
- Click on the Sales Tax tab > company preferences
- Click yes under do you charge sales tax
- Select a value in the most common sales tax item drop down
- Click add a sales tax item and fill out the form: