Set-up, Mapping & Syncing with QuickBooks Online

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Click here to have a look at an intro video with the new UI.

Please review this article and follow the process for setting up fp.'s integration with QuickBooks Online.

Before you get started

Before you get started

Make sure you have QuickBooks Online open in a separate tab in the same browser.

Change the Accounting Package in fp.

Change the Accounting Package in fp.

From your fp. system, hover over ADMIN and choose System Set Up > Office Preferences.

Choose the Edit Details button.

From the Accounting Package dropdown menu, choose Integrated QuickBooks Online. And then click the Submit button.

Sync with QuickBooks Online

Sync with QuickBooks Online

When you click Submit, the page will automatically refresh, and an option will appear to connect with QuickBooks. Click the Connect to QuickBooks button.

You will then be asked to authorize the sync. Click Authorize. This will sync your fp. system with QuickBooks Online.

You will see the process progressing, and once it is complete, click Close Window.

Then click Next Setup Integration.

Mapping - General

Mapping - General

You will land on the General tab of the Setup QuickBooks Integration page of your fp. system. The General preferences will be filled in for you automatically, and we don't recommend making any changes here. If you think there are changes you need to make, we advise you to speak with our Support team first: support@functionpoint.com

Click Save.

Mapping - AR & AP

Mapping - AR & AP

Mouse over to the next tab - Accounts Receivable. Here, you should see your fp. AR account, automatically mapped to your QuickBooks AR account.

Click Save.

Mouse over to the next tab - Accounts Payable. This information should also be mapped for you automatically.

Click Save.

Mapping - Services & Expenses

Mapping - Services & Expenses

Mouse over to the Services tab. This tab consists of 3 sub-tabs: Internal Services, External Expenses and Internal Expenses. Start with Internal Services.

Each of your fp. Internal Services, needs to be mapped back to a corresponding QuickBooks item.

In the case of any exact matches, the mapping will be done automatically.

If there is not an exact match, you will need to manually choose the QuickBooks income item that you would like to map to the fp. Internal Service. from the dropdown menu. Make sure you map appropriately for each row, then click Save.

Move now to the External Expenses tab. External Expenses are mapped to QuickBooks Income Items, for the purpose of billing your client(s), as well as to the QuickBooks COGS Accounts, for the purpose of paying your vendor(s).

And as on the Internal Services tab, in cases of an exact match, the mapping will be done automatically. Otherwise, manually select from the dropdown menus (for both the QB Income Items and QB COGS columns), and click Save when done.

Move now to the Internal Expenses tab. As on previous tabs, Internal Expenses are mapped to QuickBooks Income Items.  If no exact matches are already set, make the appropriate selection manually, and click Save when done.

Mapping - Taxes

Mapping - Taxes

You can now mouse to the Taxes tab. If you include taxes on the invoices you send to your clients, and those taxes are set up in Function Point, you will see them listed here.  They may also have mapped automatically to your QuickBooks Tax Codes, but please make a selection from the dropdown menu as needed. Click Save when done.

Mouse over to your External Expense Taxes. This will be applicable if you receive invoices from your vendors that include taxes. If those taxes are setup in Function Point, you will see them listed here. If the mapping has not been done automatically, make a manual selection, and click Save when done.

The last tab pertaining to taxes is mandatory, even if you do not have any taxes setup in your Function Point system. You'll need to make sure that "No Taxes" in Function Point, is mapped to the "No tax item" in QuickBooks Online. Make sure that field is filled in, then click Save.

Mapping - Payment Terms & Methods

Mapping - Payment Terms & Methods

Choose the Payment Terms tab. Any Payment Terms you have setup in fp. will be listed here. You can then map those to the appropriate QuickBooks Payment Terms.

Click Save.

Repeat these steps for the Expense Payment Terms tab as well.

Click Save.

Mouse over to Payment Methods. As with the terms, make sure each row is mapped appropriately, and filled in.

Click Save.

Wrap Up & Testing

Wrap Up & Testing

Once you have gone through every tab, and filled in every available field, and saved it, you will have successfully setup the fp. integration with QuickBooks Online. You can now test it out, and make sure all is working.

In our example here, we have an invoice created in the fp. system. From the Invoice Details page, click Export Invoice.

Clicking this button changes the status of the invoice to "Exported." This means we have successfully exported the invoice to QuickBooks.

Note that you will have the option to make adjustments as required to this invoice within your fp. system, and not have those changes sync to QB when you next run a sync. Use the "Stop QuickBooks Sync" button as needed.

Go into your QuickBooks Online system, to see the invoice there. Select Customers - there, we see the Dealership Signage job, and the matching amount of $7,000 from fp.

Click the invoice to see details such as date, balance, total and status.

This now confirms that the integration between the systems is a success.

Please note that when you run a full sync moving forward, that payments added to QuickBooks will pull to your fp. system.

You may benefit from watching the video walkthrough of this same process here: Integrate with QuickBooks Online - Training Video

And please direct your questions or concerns to support@functionpoint.com

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