Edition: Professional, Business, Enterprise
User-level: Assistant Administrator, System Administrator
Use QuickBooks Online Connect to eliminate double-handling of the same information by connecting Total Synergy to your company file in QuickBooks Online, then configure how Invoices, Credit notes, Bills, and Staff expenses are synced between the two systems.
Initial QBO Connect Set Up
Requirements
In QBO company file:
You must have "Primary admin" or "Company admin" user permission.
Connect to QBO
In Synergy:
From Side Navigation, click your organisation > Organisation Settings > Connect to Accounting > QuickBooks
Click "Connect to QuickBooks" - this will take you to the QuickBooks login screen.
In QBO:
Log in to QBO.
Choose the relevant company file.
Continue with the selected file.
Configure your Settings
Sync data
Go to the Preview tab.
Settings
General settings
Export from date:
Control the date range of data syncing between Total Synergy and QBO.
This will pick up anything that has a date that falls on or after the Export date. This also includes future dates.
Click here to view a detailed explanation of how 'Export from date' works.
Click here to view a detailed explanation of how 'Export from date' works.
The 'Export from date' setting allows you to control how far back in Synergy that Connect checks for data like:
Invoices (Synergy invoice date)
Credit Notes (Synergy credit note date)
Payments (invoice payment date in either Synergy or QBO)
Bills (Synergy bill date)
Staff expenses (Synergy transaction date for cash and travel staff expenses)
The export date defaults to the first day of the current month when you first open QBO Connect.
Connecting for the first time: Enter the date that you will start using QBO Connect from, e.g. the cut over date.
Ongoing 'Export from date': To ensure that Total Synergy doesn't try to lookup and send data from a past period that is already locked in QBO, you should update the 'Export from date' at the end of a financial/calendar year or quarter.
The other advantage of rolling this date forward is that the Connect Preview screen loads more quickly, as there is less data to check between Total Synergy and QBO when the preview is checking what to display.
This is important because before the preview sync screen is loaded, it checks each item against QBO to see if it already exists, and then only the items required to be sent are shown in the preview window. Minimising the data it needs to check will improve load times.
Contact settings
Configure how contacts sent from Total Synergy will appear on contact records on QBO.
QuickBooks Online contact name:
QBO supports fewer characters on contact records, so Connect will shorten the name as required to allow Synergy contacts to sync to QBO.
Prefix for supplier card:
As QBO has both customer and supplier contacts, the S- prefix is added to the Synergy contact unique ID when syncing bills and staff expenses. This ensures that the contact will be created as a supplier contact in your QBO company file.
Invoice settings
Configure how information sent from Total Synergy will appear on invoices sent to QBO.
Invoice header settings:
*Optional* QuickBooks Online statement memo:
Choose what value will be populated into the statement memo field in QBO.
Choose none if you don't want to use this feature.
Invoice line settings:
*Optional* Filter Synergy Invoices:
Limit which invoices/credit notes are sent to QBO based on factors such as a Prefix, Office, or Project custom field.
QuickBooks Online service item source:
Create service items for each stage in an invoice/credit note by choosing a service item source.
QuickBooks Online account code mapping:
Select the sales revenue account that invoices and credits should be transferred to.
Fixed revenue account is the default option, and will show you the options you have in QBO.
Alternatively you can select cost centre or discipline. The account code mapping for these options can be defined under:
Side Navigation, click your organisation > Organisation Settings > Project > Cost Centres / Disciplines.
Payment settings
Control whether invoice payments are imported from QBO into Synergy or exported from Synergy to QBO.
Import /export:
Import payments from QBO into Synergy:
The default option, where a payment is made in QBO and brought over during a sync and applied to the corresponding invoice in Total Synergy.
Export payments from Synergy to QBO:
Requires account mapping to determine which QBO account the payment will be sent to, each payment type can be sent to a different QBO account.
Import and export payment type mapping:
Required for imported and exported payments:
Exact matches for Synergy payment types that exist in your QBO company file are displayed in the mapping list.
'Select' is displayed in a QuickBooks Online payment method field if a direct match can't be found.
Class mapping
*Optional* Map which Total Synergy field will be sent to QBO for your QuickBooks Online classes or sub-classes.
The default option is None, with other fields available from the drop-down list.
Classes are displayed directly above their sub-classes.
Bill settings
Export bills from Total Synergy to QBO, and configure how information is sent to QBO when syncing Bills.
Bill header settings:
*Optional* Bill note:
Include the 'Bill note' entered on a Bill as a zero value header line on the Bill in QBO.
*Optional* Paid status:
Reduce double handling: when a bill is paid in QBO, import the paid status into Total Synergy.
Filter Synergy Bills:
Choose to send all or specific bills.
Filter by Cost Centre and Discipline.
Bill line settings:
QuickBooks online service item source:
Select what will be used to create the QuickBooks service item against each line in a bill.
QuickBooks online account code mapping:
Determine the QBO cost of goods sold or expense account that bills should be transferred to.
"Synergy expense type" requires account code mapping which is defined from Side Navigation, click your organisation > Organisation Settings > Financial > Expense types.
QuickBooks online line description:
Select what information will appear in the bill line description in QBO.
Staff expense settings
Export staff expenses from Total Synergy to QBO, and configure how information is sent to QBO.
QuickBooks Online service item source:
Select what will be used to create the QBO service item against each expense.
Filter Synergy staff expense:
Filter expenses by project prefix or project custom field.
QuickBooks Online account code mapping:
Determine the QBO expense account that staff expenses should be transferred to.
"Synergy expense type" requires account code mapping, which is defined from Side Navigation, click your organisation > Organisation Settings > Financial > Expense Types.
QuickBooks Online description:
Select what information will appear in the QBO bill description.
Tax settings
Map Synergy Tax Codes to QBO Tax Codes.
Total Synergy tax codes can be added and modified from Side Navigation, click your organisation > Organisation Settings > Financial > Tax
Select the corresponding QBO tax codes for each of the Total Synergy tax codes in your Organisation.
These are set by default for each region.
Preview
The Preview tab is where you will review the items that will be sent to QBO within the date range you've set. This allows you to check for any errors before sending them to QBO, and to skip anything that isn't ready yet.
Syncing
Click "Refresh" to ensure you have the latest list of items.
Check that you're happy with everything.
Expand each section to view additional information such as Invoice numbers, contacts, dates, etc.
Click Sync.
Skipping
Skipping an item will prevent it from being synced, it will be moved to Skipped records which is where it will remain until you remove it.
Uncheck anything you want to skip.
Untick everything under a section by unticking the top level box:
Refresh the preview.
Sync.
To sync these in the future, go to "Skipped records" and remove them.
History
The "History" tab shows you the last 10 syncs between Total Synergy and QBO. This is where you'll find information such as:
Who ran the sync - the name entered on the user's staff record is shown.
When the sync was run - the date and time the sync was run by that user.
Processed records - the number of items that successfully transferred to QBO.
Failed records - the number of items that failed to be transferred to QBO.
Sync duration - shows how many minutes or seconds the sync took to run and process all the records.
Expand any row to view specific information about what was sent. Each sync to QBO can transfer the following items:
Invoices
Credit notes
Invoice contacts
Invoice payments (Import or export)
Bills
Bill payments
Staff expenses
Skipped Records
If your export period includes records that have been skipped, the "Skipped records" tab will display a red dot.
Click the "Skipped records" tab.
Tick anything you want to remove from being skipped.
Click Save.
Go back to the "Preview" tab.
Audit
The Audit screen is where you'll find the history of all changes made to the Settings page for the QBO company file you're connected to.
Go to "Settings" in QuickBooks Online Connect.
Click "Audit" next to the Save button.
The 3 columns of data are:
Date: The date and time a change was made.
User: The user in Total Synergy who made a change.
Text: A list of changes that were made.
You can view a full breakdown of a specific audit entry by clicking the row. This will show you what was changed, along with the new and previous values.
FAQ:
Topics | Questions: | Answers: |
Multi-office Multiple Company Files Filtering
| I have multiple offices with a company file for each one, how do I send invoices to the correct company file? | Each company file you connect to has its own settings stored in Total Synergy. Under Settings: Filter the invoices and bills by 'Office' for each company file.
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Missing invoices Missing bills Missing expenses Export date range inclusion
| I just created a bill, but it's not coming up in my preview, why? |
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Payment type | What does this error message mean? Unable to import payment until a payment type has been selected in QuickBooks Online. |
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Account codes | What does this error message mean? The account code does not exist in QuickBooks Online. | QBO uses named accounts with optional account numbering.
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