FP Accountant / QuickBooks Integration FAQs

In this article, we try to answer the most frequently asked questions about FP Accountant. The list of all the FAQs is immediately below, and you can then scroll to or search within this article to see the question and answer you need.

Should you not see your question here, please reach out to us via email: support@functionpoint.com

Q: What records and information does FP Accountant bring over from Function Point into QuickBooks?

Q: Are there prerequisites to use FP Accountant?

Q: Are there any major benefits to using FP Accountant? Seems I can export my invoices as .iif files, and just import those into QB.

Q: Is FP Accountant secure?

Q: Do I need to go through all the setting up of a Chart of Accounts if I'm signed up to use FP Accountant?

Q: Are there any issues with labeling someone a supplier instead of vendor (or vice versa) in FP?

Q: Is it best to double enter time in QuickBooks and Function Point for a month or so during the transition?

Q:  Why does every line item in QuickBooks show up but not in Function Point?

Q: Why are my Tax percentages different in QuickBooks then Function Point once the transaction is in QuickBooks?

Q: What is the syntax for reference numbers that are coming into QuickBooks?

Q: Why does the reference number look awkward in QuickBooks?

Q: Why is the Job Name and Number coming from Function Point into QuickBooks?

Q: What if I don't charge taxes in QuickBooks or Function Point?

Q: What if I charge more than one tax in QuickBooks and Function Point?

Q: I recently added new Companies and Vendors in Function Point and performed a sync with FP Accountant . But I can't find them in QuickBooks.

Q: How do I update Function Point when I receive payment for an invoice that was sync'd from Function Point to QuickBooks?

Q: What does "Expand Invoice Line Items" mean?

Q: Can I sync over a $0.00 Expense from Function Point to QuickBooks?

Q: How Do I setup the QB File Location in Function Point?

Q: What if I have changed the location of my QuickBooks file?

Q: How do I edit an Invoice that was previously sync'd over from Function Point to QuickBooks?

Q: How do I edit an Expense that was previously sync'd over from Function Point to QuickBooks?

Q: How do I delete an Invoice that was previously sync'd from Function Point to QuickBooks?

Q: How do I delete an Expense that was previously sync'd from Function Point to QuickBooks?

Q: When I attempt to post a Retainer Invoice I receive this error message.

Q: When I attempt to unpost an Expense I receive this error message.

Q: When I attempt to unpost an Invoice I receive this error message.

Q: Where can I see which Invoices or Expenses I have Posted?

Q: I got an error after running a sync, where can I review those errors?

Q: I have multiple office setup in Function Point with multiple QuickBooks files, how do I map for different the offices?

Q: I have multiple QuickBooks Files, how do I sync over invoices and expenses to separate QuickBooks files?

Q: Can I sync over a negative Invoice from Function Point to QuickBooks?

Q: Can I sync over a $0.00 Invoice from Function Point to QuickBooks?

A:  While we do provide a strong integration with QuickBooks, we are not QuickBooks advisors or accountants. If you have any questions about the ins and outs of QuickBooks or any accounting related questions please contact your accountant or Inuit Support (http://support.intuit.ca/).

Q: What accounting programs work with FP Accountant?

A: QuickBooks for PC and Simply Accounting.

Q: Can you explain what happens in QuickBooks versus FP/ FP Accountant?

A: QB is your back end accounting system. It is where you manage your general ledger. It's your Accounts Receivable and Accounts Payable. Function Point is where you manage all your job data. Invoices and expenses you create in FP can get sent to QB.  The FP Accountant tool automates this process through a syncing of the systems.

Q: What is FP Accountant?

A: FP Accountant is a QuickBooks compatible Software. It is a middleware used to transfer information entered in fp's primary system into Intuit’s QuickBooks for Windows line of accounting software.

The software takes posted expenses (or Bills) and invoices created in Function Point, and moves them seamlessly into QuickBooks. After the transfer to QuickBooks, the information can be further adjusted in Function Point and updated in QuickBooks.

FP Accountant also transfers invoice payment information from QuickBooks to Function Point.

Q: What records and information does FP Accountant bring over from Function Point into QuickBooks?

FP Accountant WILL sync over the following records from Function Point:

  1. Invoices
  2. External Expenses
  3. Retainer Invoices
  4. Any associated Job name and number for transactions
  5. Any associated Customer/Client name for transactions
  6. Any associated Vendor name for transactions

FP Accountant WILL NOT sync over the following records from Function Point:

  1. Rates
  2. Timesheets
  3. Any Contact information
  4. Update address or phone numbers after the record has been created

Q: Are there prerequisites to use FP Accountant?

A: Having an understanding of how the Service Groups (formerly Phases) and Services you are using in Function Point relate to your Items, Chart of Accounts and your financial statements in QuickBooks, is essential in accomplishing this integration. Therefore, it is important to have your accountant or bookkeeper involved with you during this process. If you are not familiar with QuickBooks please consult with your QuickBooks Pro Advisor.

If you wish to add FP Accountant to your system, please reach out to your sales manager or sales@functionpoint.com.

Q: Are there any major benefits to using FP Accountant? Seems I can export my invoices as .iif files, and just import those into QB.

A: You certainly can export .iif files from Function Point, but using FP Accountant would certainly make the process smoother:

  • .iif files only bring over revenue, not expenses
  • exporting the .iif means you'll need to save that file to your machine before you can import into QB
  • you'll need to manually set up where the revenue goes to in QB
  • the .iif file contains way less information than using FP Accountant for a sync between FP and QB

Q: Is FP Accountant secure?

A: Yes, it uses 128 bit SSL encryption to communicate.

Q: Do I need to go through all the setting up of a Chart of Accounts if I'm signed up to use FP Accountant?

A: No you do not. However, you won't be able to invoice without mapping your FP services to QB items.  For more information on the set up and install of FP Accountant  please review this article: Installing FP Accountant

Q: Are there any issues with labeling someone a supplier instead of vendor (or vice versa) in FP?

A: Great question. No need to worry about those terms though. It  will not mess up QB if someone is a vendor in one place and a supplier in other, or vice versa.

 

Q: Is it best to double enter time in QuickBooks and Function Point for a month or so during the transition?

A: We recommend you enter time in Function Point; however please note that Function Point will not bring over timesheets into QuickBooks. But if you need to have timesheets in QuickBooks for your company records then you will need enter time twice.

Q: Why are my Tax percentages different in QuickBooks then Function Point once the transaction is in QuickBooks?

A: Please ensure your tax rates, more specifically the tax percentage(%), are identical in both Function Point and QuickBooks. For more information regarding setting up tax rates in Function Point please review this article: Setting up Taxes

Q: What is the syntax for reference numbers that are coming into QuickBooks?

A: The expense entry in QuickBooks is a combination of both the PO number and the reference entered on the original Expense from Function Point. This is done to ensure that all records brought over from Function Point to QuickBooks are unique records and won't override or interfere with previous records / transactions. This can be modified to be just the PO number or the reference number via the "Setup QuickBooks Integration" option in Function Point. However, it is strongly recommended not to change it from "Use PO + Ref #" to prevent issues with duplicate or lost records from new records being entered in your QuickBooks file.

Q: Why does the reference number look awkward in QuickBooks?

A: The expense entry in QuickBooks is a combination of both the PO number and the reference entered on the original Expense from Function Point. This is done to ensure that all records brought over from Function Point to QuickBooks are unique records and won't over-write or interfere with previous records / transactions. This can be modified to be just the PO number or the reference number via the "Setup QuickBooks Integration" option in Function Point. However, it is strongly recommended not to change to prevent issues with duplicate or lost records from new records being entered in your QuickBooks file.

Q: Why is the Job Name and Number coming from Function Point into QuickBooks?

A: This is to ensure that the parent - child relationship with the associated company is kept and that transactions from Function Point are identifiable based on the job number and name.

Q: What if I don't charge taxes in QuickBooks or Function Point?

A: If you don't charge taxes because of the services you provide are non-taxable than please ensure the following are setup in BOTH QuickBooks and Function Point

  1. QuickBooks
    1. Non-Taxable Tax Item
    2. Non-Taxable Tax Code (Non)
    3. Ensure that all Income items are mapped to a Non-Taxable Tax Code
  2. Function Point
    1. Ensure all Internal Services are NOT set to be Taxable.
    2. Ensure that the relevant mapping in Integrate Accounting for taxes is completed.

Q: What if I charge more than one tax in QuickBooks and Function Point?

A: If you charge more than tax please ensure that you have configured the following in QuickBooks:

  1. The sales tax preference must be enabled.
  2. Creation of one or more sales tax items as well as one or more sales tax groups in your Item List to group multiple taxes into a single tax group.

Also, please ensure that you have configured your taxes in Function Point:

  1. Sales Tax items
  2. Tax groups (if applicable)

Once the previous requirements have been completed, please ensure you perform any necessary mappings for taxes (Setup QuickBooks Integration) prior to creating any invoices or expenses.

Q: I recently added new Companies and Vendors in Function Point and performed a sync with FP Accountant. But I can't find them in QuickBooks.

A: FP Accountant  will not bring over individual company and vendor records from Function Point. Only when there is an actual transaction such as an invoice or expense does the company or vendor record information get synced over from Function Point to QuickBooks.

Q: How do I update Function Point when I receive payment for an invoice that was sync'd from Function Point to QuickBooks?

A: Simply process the payment within QuickBooks for the appropriate invoice and run and sync via FP Accountant and the payment details will update the invoice on Function Point.

Q: What does "Expand Invoice Line Items" mean?

A: The "Expand Invoice Line Items" is a legacy feature that will be phased out. It allows users to toggle whether individual services on an invoice will be viewable and therefore modifiable for billing. It is strongly recommend that the "Expand Invoice Line Item" toggle be enabled to prevent possible challenges and inconsistencies when billing.

Q: Can I sync over a $0.00 Expense from Function Point to QuickBooks?

A: Function Point cannot export $0.00 POs or Expenses because for the record to be entered as a bill in QuickBooks; QuickBooks requires a non-zero dollar transaction.

Q: How Do I setup the QB File Location in Function Point?

A: You can configure the QuickBooks file path in Function Point located under Admin -> Integrate Accounting -> Setup QuickBooks File Path -> Update the "QB File Location" field with the new file path. You can locate the file path by pressing F2 on your keyboard within QuickBooks and copy the File path.

Q: What if I have changed the location of my QuickBooks file?

A: If you change the location of your QuickBooks file simply update the file location within Function Point. Admin -> Integrate Accounting -> Setup QuickBooks File Path -> Update the "QB File Location" field with the new file path. You can locate the file path by pressing F2 on your keyboard within QuickBooks and copy the File path.

Q: How do I edit an Invoice that was previously synced over from Function Point to QuickBooks?

A: If you need to edit an invoice that was previously synced from Function Point to QuickBooks, it's recommended that you edit the invoice in Function Point, repost the invoice and run a sync via FP Accountant. This process will update the invoice record in QuickBooks with changes performed in Function Point.

Q: How do I edit an Expense that was previously synced over from Function Point to QuickBooks?

A: If you need to edit an expense that was previously synced from Function Point to QuickBooks, it's recommended that you edit the expense in Function Point, repost the expense and run a sync via FP Accountant. This process will update the expense record in QuickBooks with changes performed in Function Point.

Q: How do I delete an Invoice that was previously synced from Function Point to QuickBooks?

A: In the event that you need to delete an invoice that was previously synced from Function Point to QuickBooks, it is recommended that you delete the invoice from QuickBooks first, run a sync via FP Accountant and once the sync has been completed then delete the invoice in Function Point. This process ensures that the invoice is deleted on both platforms.

Q: How do I delete an Expense that was previously synced from Function Point to QuickBooks?

A: In the event that you need to delete an expense that was previously synced from Function Point to QuickBooks, it is recommended that you delete the expense or bill from QuickBooks first, run a sync via FP Accountant and once the sync has been completed then delete the expense in Function Point. This process ensures that the deleted expense / bill is synchronous on both platforms.

Q: When I attempt to post a Deposit Invoice I receive this error message.

A: Please make sure you have mapped the necessary Deposit Item (Other Current Liability Account) within the QuickBooks Integration Setup located under Admin > Integrate Accounting > Setup QuickBooks Integration.

Expense Error Messages Defined

  1. Sorry, you do not have permissions to export to an accounting package (you need both export invoices and expenses)
    1. Please ensure you have the Expense | export to accounting permission located under Reports and Data Export Permission category.
  2. Your FP Accountant is setup to use the reference number as a primary key for the QuickBooks integration. The reference number on the expense record cannot be empty.
    1. Please ensure that your Expense has an actual reference number entered. This is required for FP Accountant to export the expense and generate a unique record based on the reference number.
  3. The PO number schema was not set in the admin section of function point. Please complete the setup integration
    1. Please ensure that you have selected a QB PO Number format within in the QuickBooks Integration Setup page. The recommended option is "Use PO + Ref #" which is selected by default.
  4. Your FP Accountant is setup to use the reference number plus PO number as a primary key for the QuickBooks integration. The reference number on the expense record cannot be empty.
    1. Please ensure that the expense has a valid PO number entered. By default, PO / Expenses have PO numbers auto-generated upon creation.
  5. The reference number cannot exceed 20 characters (a limitation of Quick Books)
    1. Please ensure that the reference number entered does not exceed 20 characters. QuickBooks only allows a maximum of 20 characters for the reference number.
  6. You cannot export vendor credit expenses for the CA / U.K versions of QuickBooks. This is a limitation of the API, and the way it handles taxes. Sorry about the inconvenience. Please post it manually to QuickBooks.
    1. Because of a limitation of the QuickBooks API; QuickBooks will not allow vendor credits to be imported into the Canadian and UK version of QuickBooks via a third party applications such as FP Accountant  V2.
  7. This transaction was already posted as a credit note. It is now considered a bill. Please remove it from QuickBooks, and sync before you post it from FP
    1. This transaction was posted and exported as a credit but was modified to be a bill in Function Point. You will need to remove the transaction completely from QuickBooks, run a sync via FP Accountant  v2 and re-post the expense as a credit.
  8. This transaction was already posted as a bill. It is now considered a credit. Please remove it from QuickBooks, and sync before you post it from FP
    1. This transaction was posted and exported as a bill but was modified to be a credit in Function Point. You will need to remove the transaction completely from QuickBooks, run a sync via FP Accountant  v2 and re-post the expense as a bill.
  9. Please map [EXPENSE NAME] to an account in QB (in the admin section of function point) \refer to https://functionpoint.screenstepslive.com/s/client_training/m/6397 (you can cut and paste this link into a browser)
    1. Please ensure you have completed all required mapping and configuration under Integrate Accounting -> Setup QuickBooks Integration (Services) otherwise you will not be able to post invoices or expenses.
  10. Please map [TAX NAME]to an account in QB (in the admin section of function point) \refer to https://functionpoint.screenstepslive.com/s/client_training/m/6397 (you can cut and paste this link into a browser)
    1. Please ensure you have completed all required mapping under Integrate Accounting -> Setup QuickBooks Integration (Taxes) otherwise you will not be able to post invoices or expenses.
  11. The requested expense was not found. It may have been deleted.
    1. An expense you attempted to post was recently deleted. You will need to re-create the expense and post it again.

Q: When I attempt to unpost an Expense I receive this error message.

Sorry, you cannot unpost this item. It already exists in QuickBooks. Please delete it from QB and resynchronize with Function Point

A: If you wish to delete an expense that was previously synced from Function Point to QuickBooks, please delete the expense from QuickBooks first, run a sync via FP Accountant and then delete the expense from Function Point.

Invoice Error Messages Defined

  1. Please make sure that all sales tax are mapped to sales tax codes in QuickBooks.
    1. Please make sure you have completed all necessary mapping including taxes. For more information please refer to the following article regarding configuring your QuickBooks Integration:https://functionpoint.screenstepslive.com/s/client_training/m/6397/l/60434-part-three-final-configuration-and-transferring-your-first-invoice-and-expense(See step 7a for QuickBooks Canada/UK or step 7b for QuickBooks US regarding mapping taxes).
  2. The invoice in Function Point does not have taxes, but the mapping to QuickBooks maps to a tax code that is taxable. You need to map your non tax group to a non taxable sales tax group in QuickBooks
    1. One or more of your services / expenses in the invoice does not have taxes associated to them in Function Point but are mapped to a tax code that is set to taxable in QuickBooks. Please make sure that all your services and expenses/COGS are synonymous with their QuickBooks counterparts i.e. have the necessary taxes (or not) applied to them. For example, if you have a service that is taxable please make sure its mapped to a taxable tax code in QuickBooks and has the necessary tax/taxes applied to it in Function Point.
  3. The invoice in Function Point has taxes, but the mapping to QuickBooks maps to a tax code that is non-taxable. You need to map your tax group to a taxable sales tax group in QuickBooks
    1. One or more of your services / expenses in the invoice has taxes associated to them in Function Point but are mapped to a tax code that is set to non-taxable in QuickBooks. Please make sure that all your services and expenses/COGS are synonymous with their QuickBooks counterparts i.e. have the necessary taxes (or not) applied to them. For example, if you have a service that is taxable please make sure its mapped to a taxable tax code in QuickBooks and has the necessary tax/taxes applied to it in Function Point.
  4. Please map the retainer item in the admin section of Function Point Refer to https://functionpoint.screenstepslive.com/s/client_training/m/6397 (you can cut and paste this link into a browser)
    1. Please make sure you have mapped the retainer (Deposit) item within the QuickBooks Integration Setup in Function Point. The item that is mapped comes from an Other Current Liability Account from QuickBooks.
  5. You are using the U.S version of QuickBooks. Please map the function point tax groups to sales tax items or groups in QuickBooks (from the admin -> integrate accounting -> setup QuickBooks integration -> Taxes tab).'."For Documentation, please navigate to:https://functionpoint.screenstepslive.com/s/client_training/m/6397/l/60434-part-three-final-configuration-and-transferring-your-first-invoice-and-expense
    1. We have introduced additional mapping for our US clients that resolve several issues regarding how taxes are calculated and applied on invoices and expenses that are sync'd over into QuickBooks. Navigating to the following page Admin -> Integrate Accounting -> Setup QuickBooks Integration -> Taxes. Please navigate and complete the required mapping for "Tax to QB Accounts External Expense Taxes" and "Fp. Tax Groups to Sales Tax Items / Item Groups". Once all required mapping for taxes has been completed you may post invoices and expenses.
  6. There is a line item on the invoice that is mapped to a non-tax line, but the mapping to QuickBooks maps to a tax code that is taxable. You need to map your non tax group to a non taxable sales tax group in QuickBooks
    1. One or more of your services / expenses in the invoice has no taxes associated to them in Function Point but are mapped to a tax code that is set to taxable in QuickBooks. Please make sure that all your services and expenses/COGS are synonymous with their QuickBooks counterparts i.e. have the necessary taxes (or not) applied to them. For example, if you have a service that is NOT taxable please make sure its mapped to a non-taxable tax code in QuickBooks and does not have any taxes applied to it in Function Point.
  7. There is an invoice line item in the invoice that has taxes, but the mapping to QuickBooks maps to a tax code that is non-taxable. You need to map your tax group to a taxable sales tax group in QuickBooks
    1. One or more of your services / expenses in the invoice has taxes associated to them in Function Point but are mapped to a non-tax code that is set to taxable in QuickBooks. Please make sure that all your services and expenses/COGS are synonymous with their QuickBooks counterparts i.e. have the necessary taxes (or not) applied to them. For example, if you have a service that is taxable please make sure its mapped to a taxable tax code in QuickBooksand has the necessary tax/taxes applied to it in Function Point.
  8. Some of the services you try to export are not mapped to items in QuickBooks. Please use the administration module to map all services (Admin->Integrate Accounting->Setup QuickBooks Integration
    1. Please ensure all service mappings in Function Point are completed. You will need to map your Internal Services to Income Items, External Expenses to Income Items and COGS/Expense Items/Accounts and Internal Expenses to Income Items.
  9. Sorry, you do not have permissions to export invoices to accounting package.
    1. Please ensure you have the Invoice | export to accounting permission selected under Reports and Data Export permission category.
  10. The requested invoice was not found. It may have been deleted.
    1. An invoice you attempted to post was recently deleted. You will need to re-create the invoice and post it again.

Q: When I attempt to unpost an Invoice I receive this error message.

Sorry, you cannot unpost this item. It already exists in QuickBooks. Please delete it from QB and resynchronize with Function Point

A: You cannot unpost and invoice that was exported to QuickBooks from Function Point via FP Accountant. In the event that you need to delete an invoice that was previously sync'd from Function Point to QuickBooks, it is recommended that you delete the invoice from QuickBooks first, run a sync via FP Accountant and once the sync has been completed and then delete the invoice in Function Point. This process ensures that the deleted invoice is synchronous on both platforms.

Q: Where can I see which Invoices or Expenses I have Posted?

A: You can review Posted invoices and expenses under Admin > Integrate Accounting > Review Posted Items.

Q: I got an error after running a sync, where can I review those errors?

A: You can review errors that may have occurred while running a sync under Admin > Integrate Accounting > Review Posted Items.

Q: I have multiple office setup in Function Point with multiple QuickBooks files, how do I map for different the offices?

A: Under Admin > Integrate Accounting > Setup QuickBooks Integration please ensure that you select the appropriate office at the top of the page located under the "Map For:" drop down list prior to performing any mapping. This will ensure that the appropriate items are mapped based on the QuickBooks file for each office.

Q: I have multiple QuickBooks Files, how do I sync over invoices and expenses to separate QuickBooks files?

A: When syncing over Invoices or Expenses, the Function Point office in which the Invoice or Expenses lives under will be the QuickBooks company file that will required to be open for the sync to perform successfully.

Q: Can I sync over a negative Invoice from Function Point to QuickBooks?

A: Negative invoices aka 'Credit Invoices' can be synced from Function Point into QuickBooks via FP Accountant.

Q: Can I sync over a $0.00 Invoice from Function Point to QuickBooks?

A: Since QuickBooks treats every incoming invoice as a transaction, each transaction must have a non-zero dollar value applicable to it otherwise the sync will fail to export any posted invoices.

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