Setting Up fp. Accountant

Exciting News! Updates have been made to the UI since this document was created. Although the functionality in this article hasn’t changed, the look and feel has, and some elements may have moved

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

Please review this article for quick steps, based on the accompanying video, for setting up fp. Accountant.

Begin by downloading a copy of the fp.Accountant tool. Open a browser tab, and type in qb.functionpoint.com

From this web page, choose to download the integration file.

Once the download is done, open up fp. Accountant. It will appear as above.

Select the button in the top left called Integration. Choose Setup fp. credentials.

Enter the fp. URL as above: https://hosted.functionpoint.com

The Company, User Name and Password details, should be filled in with the same information you use to login to your fp. system. Click Save when ready.

Now set up the QuickBooks file path in your fp. system. On your computer, find your QB file, and right click on it. Select Properties.

Select the tab called QuickBooks, and then copy the file name there.

Now open up Function Point. Hover over ADMIN, and choose Integrate Accounting > Set QuickBooks File Path.

Paste in the link you copied from QB and click Save. You've now setup the QuickBooks file path.

Now go back to fp. Accountant. Select Integration again, and the option that reads Full Sync. You will get a pop up message, asking if you are sure - click Yes. Important Note - this process can take as little as 5 minutes, to as many as 5 hours, depending on how much data you have in your QuickBooks company file. So before clicking Yes, make sure that you do not need to work in QB or fp. for the next while.

The full sync will run once you click Yes.

Where does information pull from in QuickBooks?

Hover over Lists in the top navigation bar, Choose Item List.

This will bring you to a list of all your income items. These are the items being tied to the services in fp. for the integration to work. These will be the line items that will show up on the invoices that are brought into QB from Function Point. You want to make sure that you have these items set up as you like - they don't necessarily need to match to the services you have in fp.

You'll also want to review your tax items. Your tax groups should also now be set up in fp. - As needed, click here to learn how: Setting up Taxes

Another thing that is being brought over during a sync, relates to the Costs of Goods Sold Accounts. Again hover over Lists, and choose Chart of Accounts.

You will find a list of your expense accounts. These will be brought into fp. for the purpose of connecting your expenses.

Once the sync is complete, and you are confident in the setup within QB of your items, taxes and expense accounts, it's time to go back into fp. to tie things together. Hover over the ADMIN menu, choose Integrate Accounting > Setup QuickBooks Integration.

Provided you have completed the previous steps correctly, then much of the setup will be done for you already. Look at the Accounts Receivable tab - your QB Accounts Receivable Account should be already mapped. The same should be true for the Accounts Payable, Payment Terms and Payment Methods tabs. We certainly encourage you to click through each of these tabs just to be sure though.

The most important areas are the Services and Taxes tabs. Let's begin with Services - it is further divided by 3 tabs - Internal Services, External Expenses and Internal Expenses. Let's begin with Internal Services. This is where we 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 - for example above, with the line for Archiving - it is already mapped to Archiving in the QB field. However, the service called POS Stand Design, does not have a matching item. In those cases, you will need to manually select a QB Income Item.

We map POS Stand Design as we see fit - let's say for this example to Professional Fees.

In the future, if POS Stand Design is used on an estimate, which becomes a job, and we create an invoice for that job, and sync that invoice to QuickBooks, when you look at that invoice in QuickBooks, you won't see a line for POS Stand Design - you would see a line for Professional Fees, as that's how you have chosen to map this service.

Repeat these steps for any other line that reads as Select a QB Income Item. And click Save when done.

The External Expenses tab works in a similar way, with a bit of additional information.  

1) These are all the expenses you might estimate or invoice to in fp.

2) Expenses need to be mapped to income items, (just as we did above) for the purpose of invoicing your client. Any one-to-one match will map for you (ie. Creative above), but you will need to make a manual selection for any that read just as QB Income Item.

3) Here you can map to either a COGS or expense item - 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 when done.

Internal Expenses work just as Internal Services did - where mapping was not done automatically, you'll need to make a manual selection.

Click Save when done.

Taxes work just like your Internal Services as well - here, your fp. Tax Groups need to be tied to your QB Tax Codes. If all was set up correctly in earlier steps, the mapping will be done for you. If you've named things differently, you may need to make a manual selection. Be sure to Save your changes.

Once you've mapped everything here, you have successfully setup fp. Accountant, and integrated your Function Point and QuickBooks programs. Now we recommend you get up to speed on using fp. Accountant to sync your invoices and expenses from Function Point to QuickBooks - Syncing with QuickBooks: Using fp. Accountant - Training Video

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