Part One - Ensuring the configuration in both systems is correct
Overview: In order to successfully integrate Function Point with QuickBooks, we need to make sure that both systems are properly configured. Once configured, your Internal Services (IS), External Expenses (EE) and Internal Expenses (IE) in Function Point will be mapped to your items list in QuickBooks.
In this article, we'll review how to pull a list of services from Function Point, and how to set up QuickBooks for mapping purposes. Remember, some of this data may already be present in either system, so you may only be doing some tidying up of your configuration.
Note that if you are using the job status, start date, end date and projected end date fields on customers and jobs within QuickBooks, you will need to clear out the end date and change job status to none to be able to sync new jobs.
1. Add all your FP Services as Items into QuickBooks
Although you are not obligated to add each service from FP to QuickBooks, we do recommend doing so. Alternately, you can map services in FP to more general/ catch all items in QuickBooks.
You can choose to either type your FP services straight into QuickBooks, or export your list Services list from FP, and cut and paste that information into QuickBooks.
To get a list of your Internal Services from FP, navigate to the Admin menu > Service and Expense Management > Internal (Hourly) Services.
Choose the CSV button to export this information out of FP so that it can be easily cut/ pasted into QuickBooks.
Repeat these steps, but pick External Expenses (% Mark Up) from the Admin menu, to get those values out as a CSV from FP and into QuickBooks as well.
Next, open Quickbooks.
- Click on Lists from the top navigation bar...
- ...and then Item. A dialogue box will appear.
- Select Add/Edit Multiple Items.
The Multiple edit screen will open. From here you can copy and paste from the CSV, or just type service names straight in if you prefer. Click Save Changes when done.
2. Assign Items to the appropriate income or expense account
In the Add/Edit Multiple List Entries window in QB, assign the items to the appropriate income accounts and cost of goods sold accounts from your chart of accounts. Note that External Expenses need to be assigned to Income Accounts and Cost of Goods Sold Accounts, because they are the revenue side of the sales invoice, as well as the expense side of the vendor invoice.
To get the income and expense accounts visible on this window, you may need to use the Customize Columns icon, and adjust the layout.
If you choose not to use items for Expenses, you will need to setup all your expenses items in your chart of accounts. Click on Lists and Chart of accounts. Then add the needed accounts.
3. Setup to Manage Deposit Invoices
Create a New Item
- Assign the Type = Other Charge
- Name it accordingly ie: Deposit Item
- Assign it to the appropriate Other Current Liability Account
- Click OK
4. Setup to Manage Multiple Invoices
Create a new item
- Assign the Type as Subtotal
- Name it accordingly ie: Subtotal
- Click OK
5. Review Your Tax Configurations
Function Point and QuickBooks must have the same Sales Tax configurations. In Quickbooks Click on List then Sales Tax Codes List.
If you do not see all the tax codes you wish to see, you can add more by Clicking on Sales Tax Code and selecting New.
You should also review your taxes in FP Find your taxes under the Admin menu > System Set Up > Taxes and Tax Groups
If you need to set up taxes, please review this article: Setting up Taxes
6. Review the Payment Terms
In QuickBooks, navigate to List then to Customer & Vendor Profile List and then on Terms List. If you need to add more Click on Terms > Add New.
In Function Point, look under the Admin menu > System Set Up > List Maintenance. Choose the Payment Term list item, and add new terms to match those in QuickBooks.
7. Review the Payment Methods
In QuickBooks, navigate to Customer & Vendor Profile List then Payments window and Add new items as required.
n Function Point, again under Admin > System Set Up > List Maintenance, choose the Payment Method list item, and add new methods to match those in QuickBooks.
8. Remove All Dates from Customer Job Info in QuickBooks
This step is only required if you have been using Job Status, Start Date, End Date and Projected End Date fields in your current day-to-day operations of QuickBooks. If you are not using these fields please proceed to Part Two of this process.
- Select Customers from the QuickBooks menu bar. Select the Customer Centre item from the drop down menu
- Using your mouse, right button click on a customer name
A user dialogue box will appear
3. Select the Add/Edit Multiple Customer: Jobs
4. In the Add/Edit Multiple List Entries Window select the customize columns button on the top right corner of the window as Start Date, End Date, Projected End and Job Status fields are not defaults on this screen.