Part Three - Final configuration

Overview:  Please review this article for Part Three of the set-up. Here, we will walk through the mapping windows in the Admin area of your Function Point system.

We expect that you will not perform these steps until the initial sync has been completed. And if you have followed all the recommended steps, you may find that much of what we review here, has already been accurately populated for you.

1. Go to Admin > Integrate Accounting > Set up QuickBooks Integration  

From the Admin menu, choose Integrate Accounting, then Setup QuickBooks Integration.

Begin with the tab called General. Please read the directions here carefully. Here you will be setting the base parameters for intrgrating with QuickBooks. Once they are set, it is not recommended that they be changed.

  1. QB PO Number Format: This tracks the information between fp. and QuickBooks for the Expense or PO items. Options include using the fp. PO #, the Ref # (which is typically the vendor invoice number) or the combination of both. We suggest the second option, fp. Ref #.
  2. QB Job Name Format: This tracks the information between fp. and QuickBooks for the invoices. Options include: using fp. Job Name, fp. Job Number or a combination of both.  It is recommended to use option 3, fp. Job Number + Name
  3. Service Groups in fp. can also be tracked to Classes in QB if needed.
  4. Expense Mapping drop down allows the user to select the mapping style. That is, the expense services costs can be mapped to expense items or expense accounts. We recommend mapping to QB items.
  5. Select your Deposit Item for deposit invoices.
  6. Select your Total Line Items (For multi invoice create function)

Click Save when ready.

2.  Select the Accounts Receivable and Accounts Payable tabs

  1. Select the appropriate account from the QB Accounts Receivable dropdown, and hit Save.  
  2. Repeat these same steps on the Accounts Payable tab.

3. Tie Services & Expenses back to QB Items

Navigate to the Services tab. This tab is further broken down into Internal Services, External Expenses and Internal Expenses. Begin with Internal Services.

On this sub-tab you will find the list of all the Internal Services you have setup in your fp. system. These services are used for building estimates, tracking time, and creating invoices. These services need to be tied to the QB Income Items that have been brought over to fp. during the full sync.

In any case where you have a one-to-one match, the integration will automatically map those items for you.  However, tin cases where there is no matching item, you will be prompted to manually select a QB Income Item.

Click Save (at the bottom right of the page) when done.

Move over to the External Expenses tab. Map the expenses from your fp. system to the appropriate income and expense items from QuickBooks.

Note that options do exist to map External Expenses directly to expense accounts based on the settings on the General tab.

  1. Select from the QB Income Items drop down for each fp. External Expense.
  2. Select from the QB COGS/ Expense Items drop down for each fp. External Expense. Note that for the majority of agencies we have worked with, it is a COGS account that is used. Where the system has not done the mapping for you, make a manual selection.

Click Save (at the bottom right of the page) when done.

Move over to the Internal Expenses tab. Map the expenses from your fp. system to the appropriate income item from QuickBooks.

Click Save (at the bottom right of the page) when done.

Note that if new income/expense items and/or expense accounts need to be added to QuickBooks, you should first  add the items/accounts into QuickBooks. Then run a sync to fp.Accountant. You may then need to check this Service/ Expense mapping.

4. Confirm the Mapping for Taxes, Payment Terms, and Payment Methods

QuickBooks Canada/UK - Make any changes under each tab as needed, and click Save when done. Note that much of this may be done already for you following the completion of the initial sync.

QuickBooks USA - US clients will need to map Tax Groups to QB Tax Codes, Tax To QB Accounts (External Expense Taxes) and fp. Tax Groups To Sales Tax Items/ Item Groups.

Map the taxes you entered into fp. to your QuickBooks Tax Codes. When creating external expenses it is important to ensure the accuracy of tax calculation and syncing each tax will need to be mapped to an appropriate Sales Tax Payable account.  This mapping is done in the Tax To QB Accounts (External Expense Taxes) tab.

The last step in mapping taxes in fp. Tax Groups To Sales Tax Items /Item Groups is critical for exporting batch invoices as a single invoice with multiple taxes.  

5.  The Configuration is Complete!  

Once you have set and confirmed across all the mapping tabs, the configuration is complete. You are now ready to create and post Invoices and Expenses, and have fp. Accountant synchronize these items with QuickBooks.

When you have finished creating an Invoice or Expense, they will be saved to the default status of Unposted. To mark an Invoice as Posted, just client the Post Invoice button.

To mark an Expense as Posted, just client the Post Expense button.

A posted Invoice (or Expense) is ready for export. Click the Synchronize with fp. icon to trigger the sync of posted Invoices and Expenses to QuickBooks.

And be encouraged to learn more about syncing through this brief video: Syncing with QuickBooks: Using fp. Accountant - Training Video

We welcome your questions or concerns: support@functionpoint.com

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