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September 15, 2017

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Version 4.0.6

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Contents

Install QuickBooks Sync ....................................................................................................................... 1

Configure Synchronization Settings ..................................................................................................... 2

Quickbooks Sync ................................................................................................................................... 2

Access Confirmation ............................................................................................................................. 3

Import QB Items ..................................................................................................................................... 4

Export Invoices ...................................................................................................................................... 5

Import Payments .................................................................................................................................... 7

Export Bills ............................................................................................................................................. 9

Reimbursements .................................................................................................................................. 11

Sync Logs ............................................................................................................................................ 12

Sync Map .............................................................................................................................................. 13

Install QuickBooks Sync

1

Install QuickBooks Sync 1. Logon as an administrator to the system running Quickbooks Desktop.

Note: This is required to complete this procedure.

2. Open a browser and log into Kaseya® BMS™.

3. Navigate to the Finance module.

4. Locate the Do you use Quickbooks Desktop section at the bottom of the page.

5. Click Download the application by clicking on this link.

6. Run the installer on the system hosting your instance of Quickbooks Desktop.

Running the setup.exe checks for prerequisites such as NET Framework and QuickBooks SDK 13. If not already installed, the prerequisites will be downloaded and installed. The Quickbooks Sync Tool uses the SDK to communicate with QuickBooks Desktop.

After all prerequisites are installed, the Quickbooks Sync Tool verifies all application

requirements are met and begins the install.

After the install, the Quickbooks Sync Tool application runs automatically.

When you open a different application, such as Quickbooks Desktop, the Quickbooks Sync Tool may disappear from your view, but is still running. You can re-display it by clicking its

app icon in the system tray to bring it back into view.

Configure Synchronization Settings

2

Configure Synchronization Settings 1. Select the Synchronization Settings tab, if it isn't already displayed.

2. Specify the credentials you want to use to connect to your instance of Kaseya® BMS™.

3. Click Test Connection to ensure the credentials are correct. A popup window confirms it.

4. Optionally Enable Automatic Invoice Export to Quickbooks and set the synchronization interval in

minutes.

5. Click Save Settings to save your configuration.

Quickbooks Sync The Quickbooks Sync tab provides five synchronization wizards for you to use.

Import QB Items (page 4) - Integration requires matching support data be specified in both Quickbooks Desktop and Kaseya® BMS™. If this wizard is not used, Kaseya® BMS™ creates

matching support data in Quickbooks Desktop as necessary when you use the other wizards.

Export Invoices - You create invoices in Kaseya® BMS™, then export them using this wizard into

Quickbooks Desktop.

Import Payments - Payments are received from customers, then recorded in Quickbooks Desktop and applied against the invoices that were exported from Kaseya® BMS™ earlier. Use this wizard to import these payment records into Kaseya® BMS™.

Export Bills - You create vendor bills in Kaseya® BMS™, then export them into Quickbooks

Desktop using this wizard. Vendor payments are managed using Quickbooks Desktop.

Access Confirmation

3

Export Reimbursements - You create reimbursements for employees in Kaseya® BMS™, then

export them into Quickbooks Desktop using this wizard. Payment of reimbursements is managed using Quickbooks Desktop.

Access Confirmation The first time you run any of the wizards, it may appear the Quickbooks Sync Tool has paused.

If so, look for an Application Certificate window displayed elsewhere on your system. The window is

asking you to confirm Quickbooks Sync Tool access to Quickbooks Desktop.

1. Select the Yes, whenever the Quickbooks company file is open option.

2. Click Continue.

3. A Confirm to Proceed message box displays.

Import QB Items

4

4. Click Yes.

Import QB Items Integration requires matching support data be specified in both Quickbooks Desktop and Kaseya®

BMS™.

Kaseya® BMS™ recommends you originate and maintain static data in Quickbooks Desktop and regularly import it into Kaseya® BMS™ using the Import QB Items wizard.

If this wizard is not used, Kaseya® BMS™ creates matching support data in Quickbooks Desktop

as necessary when you use the other wizards.

Matching support data includes:

Customers

Vendors

Items - These are service items.

Inventory Items - Physical items which you track in inventory in Kaseya® BMS™.

Non Inventory Items - Physical items you do not track in inventory in Kaseya® BMS™.

Classes - Used to classify invoices and expenses, independent of the chart of accounts.

Chart of Accounts

Importing Customers

In this example, customer records are imported. All other QB items are imported in the same way.

1. Select the Quickbooks Sync tab.

2. Select the Import QB Items wizard option.

3. Select the Customers option.

4. Click Next.

Note: If the Quickbooks Sync Tool takes too long to retrieve data, see if its looking for Access

Confirmation (page 3).

5. Select the rows you want to import from Quickbooks Desktop into Kaseya® BMS™.

Export Invoices

5

You can also click Select All.

6. Click Next.

7. Confirm you want to start synchronization.

8. Review the summary of the completed synchronization.

9. Review the imported data in Kaseya® BMS™.

10.Repeat this same procedure for the other Import QB Items options: vendors, items (service items),

physical inventory items, physical non-inventory items, classes and chart of acounts.

Export Invoices You create invoices in Kaseya® BMS™, then export them using this wizard into Quickbooks Desktop.

Prerequisites

Invoices must have a status of Ready to Send, Sent, Partially Paid, or Fully Paid to be eligible

for importing into Quickbooks Desktop.

Procedure


Export Invoices

6

2. Select the Export Invoices wizard option.

3. Select a range of eligible invoices in one of two ways:

Select a From Date and To Date, or ...

Check Or Load All Invoices Ready for Sync.

4. Click Next.



5. Select the rows you want to export from Kaseya® BMS™ into Quickbooks Desktop.


Click any row to expand it and review its details.

6. Click Next.


Import Payments

7


9. Review the exported data in Quickbooks Desktop.

Troubleshooting Invoice Export Errors

You may encounter invoice export errors when invoices reference items in Kaseya® BMS™ that are

not found in Quickbooks Desktop.

Originating Items in Quickbooks Desktop

In some cases you must originate items in Quickbooks Desktop. For example, in Quickbooks Desktop you must create matching service items for 'Retainer by Amount' and 'Retainer by Hours' in Quickbooks Desktop. Originating these as service items in Kaseya® BMS™ and creating them during

export will not work. Navigate to Quickbooks Desktop to > Lists > Item List, then add these items and assign them to an income account.

Originating Items in Kaseya® BMS™

In other cases, you can create items in Kaseya® BMS™ and they will be added to Quickbooks Desktop during invoice export. Navigate to Kaseya® BMS™ > Admin > Finance and create the

appropriate items.

Ensure the item is assigned an account that exists in the Quickbooks Chart of Accounts. Items sold should be assigned an income account. Items purchased should be assigned an expense account.

You can quickly review account assignments for services, milestones and expenses using the Kaseya® BMS™ Admin > Finance > Billing Configuration page.

Import Payments Use this wizard to import these payment records into Kaseya® BMS™.

Prerequisites

Received payments from customers must be recorded in Quickbooks Desktop and applied against the invoices that were imported earlier from Kaseya® BMS™.

Procedure


Import Payments

8

2. Select the Import Payments wizard option.

3. Select a range of eligible payments in one of two ways:


Check Or Load All Payments Ready for Sync.

4. Click Next.



5. Select the rows you want to import from Quickbooks Desktop into Kaseya® BMS™.


6. Click Next.


Export Bills

9


9. Review the imported data in Kaseya® BMS™.

Export Bills You create vendor bills in Kaseya® BMS™, then export them into Quickbooks Desktop using this wizard. Vendor bill payments are managed using Quickbooks Desktop. The Kaseya® BMS™ > Finance > Vendor Bills page records time and expenses incurred by vendors. This includes:

Labor entries linked to a ticket or task.

Expenses linked to a ticket or task.

Labor and expenses not linked to a ticket or task

Vendor bill entries can be marked up in price, posted and billed to your customers.

Prerequisites

On the BMS > Admin > Finance > Expense Type page:

An expense type must be set to Available For: Vendor or Employees or Vendors.

For Quickbooks integration, expense items must be linked to both an income account and an expense account.

To add items to the BMS > Finance > Vendor Bills > (vendor bill) > Item tab:

Adhoc items do not have to be approved.

To add items to the BMS > Finance > Vendor Bills > (vendor bill) > Expense Entries tab and Time Entries

tab:

The employee must be linked to a vendor using the HR > Employees > (employee) > Wages > Vendor field.

For timesheet entries, on the same employee Wages page, specify a Burden Rate > 0.

The roles specified for billable entries require an Admin > Finance > Roles > Billing Rate.

Vendor-linked employee expense entries or timesheet entries must be approved.

Procedure


2. Select the Export Bills wizard option.

3. Select a range of eligible vendor bills in one of two ways:


Check Or Load All Bills Ready for Sync.

Export Bills

10

4. Click Next.






6. Click Next.


Reimbursements

11



Reimbursements You create reimbursements for employees in Kaseya® BMS™, then export them into Quickbooks

Desktop using this wizard. Payment of reimbursements is managed using Quickbooks Desktop.

Prerequisites

On the BMS > Admin > Finance > Expense Type page:

An expense type must be set to Available For: Employees or Employees or Vendors.

For Quickbooks integration:

Expense items must be linked to both an income account and an expense account.

The employee must have a vendor alias defined using the BMS > HR > Employees > (employee) > Wages > Equivalent Vendor Record field.

To add items to the BMS > Finance > Reimbursements page:

The employee's expense entries must be approved.

Procedure


2. Select the Reimbursements wizard option.

3. Select a range of eligible vendor bills in one of two ways:


Check Or Load All Reimbursements Ready for Sync.

Sync Logs

12

4. Click Next.






6. Click Next.




Sync Logs The Sync Logs tab displays a summary log of all synchronization activities, errors and warnings.

Clear Logs - Clears the existing log.

Sync Map

13

Export Log - Saves the log as an external file. You might be asked to export the log if you contact

customer support to help you with a synchronization issue.

Sync Map

BMS Fields QuickBooks Fields

Account Name Display Name

Net Days Terms

Credit Limit Credit Limit

Taxable Is Taxable

Match or Create Tax Item Tax Rate

Account Code Account Number

Description Notes

Web Site Web Site

Billing Address Billing Address

Country Country

Address 1 Line 1

Address 2 Line 2

City City

Zip Code Postal Code

State State

Phone Number Primary Phone

Shipping Address Ship Address

Country Country

Address 1 Line 1

Address 2 Line 2

City City

Zip Code Postal Code

State State

Sync Map

14

Phone Number Primary Phone

Fax Number Fax

Email Address Main Email

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