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Posts Tagged ‘QuickBooks’

Setting up your Core5 Starter Edition with QuickBooks Online

May 31st, 2017

In order to setup your Core5 Starter Edition CRM with your QuickBooks Online file, there are a number of steps you need to take.

We have a few of videos that walk you through how to install and register the client-side plug-in (on Windows and Mac), as well as how to authenticate your plug-in with your QuickBooks file.

Here are comprehensive instructions on how to setup your Core5 Starter Edition file with the FM Books Online Edition server-side plug-in.

1. Go to Preferences and locate the QuickBooks tab.

2. Check the box to indicate that you intend to integrate your Core5 Starter Edition with QuickBooks.

3. On the FM Books Connector tab click on the QuickBooks Online button.

4. Then check the box asking if you would like to use this plug-in on the server

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Hosting your file and installing your server-side plug-in:

Before using the plug-in, you will need to host your file. In order to host the file, you need to have access to an account on the server – you either have to be an admin or part of an admin group.

Here are instructions on how to host a file.

Start at 1:08 for instructions on how to host your file and then install the plug-in.

From minute 2:19 – 3:15 the video reviews how to install the plug-in on your server and typical errors that you might encounter trying to install it – as well as how to fix those issues.

If you prefer step by step instructions:

To host the file Go to File >> Sharing >> Upload to FileMaker Server

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1. Select “local hosts” in the Hosts drop down.
2. Select the server you wish to load it on to.
3. Enter server credentials and click next.

It will prompt you that Core5 needs to be closed before it can proceed with the upload.
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You will select Core5.fmp.12 to be uploaded and click upload.
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The Core5 file will upload. Then you can select Done and the Core5 will reopen automatically.
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The next step is to install and register your plug-in:

1. Click install – this will install the local (client) version of the plug-in on your computer and the server-side copy on the server.

2. Enter your license ID in the License ID field and click register. The plug-in will now be running in live mode.
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Test Connections:
The last step is to test your connection – this will authenticate the Core5 Starter Edition with your QBO file.

At this step the process will differ depending on whether you’re on a Mac or Windows Computer.

Windows:
Clicking test connection will bring up a web browser. Log into your QBO account then click authorize on the next window – you are authorizing the sharing of your data between QBO and our FM Books Online plug-in.

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You will then need to copy the session ticket that appears in the browser window.
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Then paste the ticket into the popup window in your Core5 and click OK.
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The Core5 will then indicate that you have successfully connected to QBO.
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Mac:

Click test connection.

Instead of being redirected to a web page like with Windows, there will be a popup window – log into your QBO file via this window and then click authorize on the next window – you are authorizing the sharing of your data between QBO and our FMBOE plug-in.

You will not need to copy and paste the session ticket, as the Mac OAuth process handles all of that. The Core5 will then indicate that you have successfully connected to QBO.

You can now proceed to the QuickBook Import tab to pull in all Items, Taxes, Vendors, and Customers from your QBO file to the Core5 Starter Edition.

Is 123sync the Right FileMaker to QuickBooks Integration Option for You?

November 14th, 2016

Here at Productive Computing, we talk a lot about FileMaker to QuickBooks integrations. We even did a webinar about it. This is because: a) FileMaker is a powerful and versatile database platform with (almost) unlimited possibilities to help you organize and analyze your data, and b) QuickBooks is the most popular accounting software for small and medium businesses in the United States.

That being said, what makes more sense than to have these two applications communicate and share information? Connecting these two applications via a plug-in (FM Books Connector and FM Books Connector Online) allows users to seamlessly exchange data between the two applications, saving time and money and reducing data entry errors.

A FileMaker and QuickBooks integration can be accomplished three different ways:
1. Custom integration with a plug-in
2. Purchase a CRM that is preconfigured to integrate with QuickBooks (i.e. Core5 Starter Edition)
3. Integration package

In this blog we’re going to talk about option number 3. Specifically, the 123sync™ Accounting Integrator.

The 123sync Accounting Integrator allows you to connect your FileMaker Solution with a variety of QuickBooks’ lists and transactions. 123sync, like other integration packages, offers clients a faster and more affordable option to the traditional custom integration. With two integration packages available (Basic and Advanced), you are able to achieve a virtually custom integration at a fixed price.

123sync is ideal for clients who:
1) Have an existing FileMaker solution
2) A well-structured QuickBooks file
3) A workflow that ensures all transactions begin in the FileMaker solution
4) Do not have an in-house developer familiar with plug-ins and QuickBooks or do not want to hire someone to do a custom integration

This application was built to communicate with one QuickBooks file and is compatible with QuickBooks Desktop for Windows, meaning Mac integrations require one instance of QuickBooks for Windows and FileMaker for Windows.

123sync gives the user the power to push, pull, modify, and delete various QuickBooks Lists and Transactions. The chart below reflects the functionality of 123sync version 9. Functionality is subject to change and we recommend you check out this functionality chart for the latest updates.

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With the release of version 9, users can take advantage of the updates listed below:
– Added compatibility for QuickBooks 2017 Pro, Premier, and Enterprise US, Canadian, and UK editions.
– Added compatibility for FileMaker 64-bit.
– Added new module to the Advanced Integration package to allow users to push and pull Vendor Bill Payments. 123sync will post new or modified check payments to Vendor Bills and pull check payments applied to Vendor Bills in QuickBooks. Credit card payments are not posted.
– Added ability to use multiple currencies to the Invoice and Payments module.
– Enhanced the Customer list to pull additional Customer information from QuickBooks.
– Enhanced the Vendor list to pull additional Vendor information from QuickBooks.
– Enhanced the Payments module to retrieve posted customer payments.
– Added visual indicators to each module to notify users when there are items ready to post.
– Added ability to pull the Currency list to the Basic and Advanced Integration packages
– This plug-in is verified compatible with FileMaker® Pro 13-15 for Windows (32-bit) and FileMaker Pro 14 -15 for Windows (64-bit)

As mentioned earlier, there are two integrations packages available. Depending upon your QuickBooks needs, you can either purchase the Basic Integration Package or Advanced Integration Package. 123sync requires a $600 yearly subscription that covers unlimited users and phone technical support. Your subscription qualifies you for free upgrades to the latest versions of 123sync and FM Books Connector plug-in – and ensures your 123sync file is always compatible with the latest versions of FileMaker and QuickBooks.

For more information please visit www.fm2qb.com.

VSS: How to Push Invoices and Pull Balances with QuickBooks

April 22nd, 2016

 

If your VSS system is configured with QuickBooks using our FM Books Connector, you can push invoices to and pull balances from QuickBooks. Please contact PCI if you wish to configure VSS with QuickBooks.

Pushing an Invoice to QuickBooks:

Once you have a completed order, you can push it to QuickBooks by locating the QB menu item in the top toolbar.
 
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This QB drop down will give you three options:
1. View in QuickBooks
2. Push/ Update Invoice to QB
3. Pull Invoice Balance
 
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When you click Push/Update Invoice to QB, you will see a series of popups as the invoice pushes. The first will ask if you wish to continue, the next will indicate the invoice is pushing, and the third will indicate if the invoice pushed correctly.
 
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After you have pushed an invoice, you will notice that the Overall Status will state “Pushed to QB” and the Pushed to QB status will indicate the date of the push.

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If you make edits to the order after it has been pushed to QuickBooks, you can select Push/Update Invoice to QB and it will update the invoice in QuickBooks.
 
Pull Invoice Balances:
You can post payments in QuickBooks and easily pull over balance information in VSS.

When you click “Pull Invoice Balance”, it will ask you if you wish to pull balance information for a Found Set or This Order.

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Found Set:

Clicking Found Set will pull balance information for all of the orders in your found set (if you have performed a find) or it will update the balance information for all records in your system if you have not performed a find.

For Example: In the graphic below, I performed a find for all invoices for a specific time period. My found set was 10 records. If I clicked Found Set on the pull balance prompt, it would pull the balance information for these 10 orders.
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In this graphic, I did not perform a find, so I am currently managing all orders in my system (84). If I clicked Found Set, it would update the balance information for every order that had been pushed to QuickBooks. Please note, if you have a large number of records, this could take some time.

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This Order:

Selecting this option will only pull the balance information for the current record you are viewing.

Once you have pulled balance information, your Paid On status will update with the date of the last payment.
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The More Info tab provides you additional information such as the QuickBooks ID, when the invoice was pushed, the last time the balanced was checked, and the invoice’s current balance.

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View in QuickBooks
In order to “View in QuickBooks” you need to first push the order to QuickBooks.
Clicking this option will open up the invoice in your QuickBooks file for easy reference and editing.