QuickBooks Desktop Integration Guide

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Version Compatibility
MineralTree is compatible with QuickBook Desktop Accountant, Pro, Premier, and Enterprise up to the 2018 version.  Please see this article for more compatibility information.

MineralTree QuickBooks Connector

Requirements:

Syncing MineralTree and QuickBooks Desktop (QBD) requires the installation of a Connector program (a Windows EXE application) on a machine that has access to the Quickbooks Company file. This will be installed during a meeting that will be set up during your implementation. In most circumstances, this will be installed on a user's profile on their own workstation.

The connector can be installed on more than one machine, or even multiple Windows user profiles on the same machine, and can manage multiple connections for the same QuickBooks company.   

The connector sends encrypted data to Mineraltree using HTTPS (Port 443), so this port must be open on the company's firewall. 

System Scope:

We recommend installing the connector on a minimum of two computers / users to ensure maximum uptime and increased redundancy (though it will work with just one). Additional connector applications can be installed at your discretion. This way, if one user doesn't have their connector running for whatever reason, the sync can be maintained by the other connector installation.

Ongoing Behavior:

The sync between QBD and MineralTree runs approximately every 5 minutes.  The connector program icon in the taskbar will show a status of "synchronizing" while data is being transmitted, and "connected to server" when the sync cycle has completed. 

Note: During the "synchronizing" phase, users in the MineralTree application may see a status of "Not Connected" at the top of the page; this will show "Connected" as soon as the cycle has completed.

If you have two connectors running on two different computers, they will work in tandem to ensure that only one connector is syncing a particular company at any given time. For example, If Connector on Computer A is Syncing company "Acme", then Connector B will not sync that company at the same time. 

There are two modes to the sync:

  • Online Mode:

Online mode is when the connector is running with the Quickbooks Application open. We will sync solely with the company that you have open in Quickbooks. The company you have open will sync every 5 minutes. 

The connector makes and sync edits as the User that is signed into Quickbooks. 

  • Offline Mode:

Offline Mode is when the connector is running with Quickbooks closed. If the connector is setup to sync multiple Quickbooks companies, the connector will cycle through syncing each of your companies (one company every 5 minutes).

The connector makes and sync edits as the Quickbooks Administrator User

Important: As we use the Quickbooks Administrator User to make and sync edits during offline mode, the connector won't be able to run if the Administrator is logging in from another computer (because it is as if you are already logged in via the Connector). If you frequently use the Admin user, there are two options:

1. We can associate a non-administrator user with the sync.

2. Primarily using the sync in Online Mode.  

Payment Accounts
Accounts of type “Bank” and “Credit Card” sync to MineralTree as potential payment accounts.  Different addresses can be maintained for the different accounts.

Vendors
Vendors must be created in QuickBooks, and all active vendors will sync into MineralTree.  Edits to vendor master data such as address and phone number will sync into QuickBooks. For more information on the available fields on the vendor record, and what will sync to QBD, see this article.


Invoices
Creating invoices in QuickBooks:
Invoices (bills) created in QBD will sync to MT. 

Creating invoices in QuickBooks:
Users can enter new invoices with or without an associated document. At the line-level, both expenses and items are supported. Dropdown selections are populated with values from QBD.  Invoices created in MineralTree will sync to QBD as “Open” bills.

Terms
The standard terms (due dates and discount dates that are functions of the invoice/bill date) that are supported in QBD are also supported in MineralTree and will sync from QBD to MineralTree and vice versa.

Closing Date

MineralTree will not allow posting or editing bills that are dated within a closed period.  If the bill has not yet been posted to QBD, the date can be modified in MineralTree.  If the bill has been posted to MineralTree, it must be deleted and remade with a current date in QBD or the closed period must be reopened and the date changed on the bill to be editable within MineralTree.

Documents
Documents attached to records in QBD do not sync to MineralTree, and documents attached to records in MineralTree do not sync to QBD. However, MineralTree offers an unlimited amount of document storage, so users may attach an unlimited number of supporting documents to any invoice record in MineralTree. 

Supported Invoice Fields
Header Level:

PO#
Vendor Name*
Invoice #
Invoice Date*
Due Date*
Invoice Amount*
Terms
AP Account*
Memo

Expense Line Level:

Account*
Amount*
Description
Class
Job
Billable

Item Line Level:

Item*
Quantity*
Cost Per*
Amount*
Class
Job
Billable

*Required for posting in MineralTree.

Invoice Approval
Invoices can be routed for approval from the invoice details page or automatically based on class or vendor coding. When default invoice approvers are set up for classes and vendors, the following hierarchy is used to decide who receives the approval request: Vendor > Class.

Deletion and Void Sync Behavior
Deletes/voids do not sync between MineralTree and QBD, and the action must be taken in each system to maintain reconciliation.

Credits and Discounts
All discounts and credits must be applied in QBD. Once applied, the remaining balance of the invoices they are applied to will be correctly updated. Applied discounts do not appear on the remittance, but applied credits do appear on the remittance. Any credits applied in QBD sync to MineralTree as credit payments against invoices. For more information on applying credits in QBD to reflect correctly in MineralTree, see this article.

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