1. Go to Edit > Preferences > Integrated Applications.
2. Click the 'Company Preferences' tab.
3. Verify QB Connector is listed as an authorized application.
   • There should be a check mark in the 'ALLOW ACCESS' column next to the QB Connector listing that would have been set when the interface was first authorized; however authorization can be removed.
   • If this option is not checked, click in the 'ALLOW ACCESS' field and click 'Reauthorize.'
4. With QB Connector selected, click 'Properties...'
5. Verify the following settings are selected:
   • 'Allow this application to read and modify this company file'
   • 'Allow this application to login automatically'
   • 'Login as: Admin' (dropdown menu)
   • 'Allow this application to access Social Security Numbers, customers credit card information, and other personal data'
     • Required for payroll purposes
6. Click 'OK' to exit properties.
7. Select 'Accounting' from the list on the left.
8. Under 'ACCOUNTS verify the following':
   • 'Use account numbers' must be selected.
   • 'Show lowest subaccount only' must be left blank (NOT selected.)

GL Codes used in QuickBooks need to exist in JobBOSS² in order to have accurate financial information.

1. Go to Lists > Chart of Accounts.
2. Select an account from the list.
3. Click 'Account' (dropdown menu located at the bottom of the Chart of Accounts window.)
4. Select 'Edit Account.'
5. Verify the following:
   • 'Number'
     • This value must match the 'GL Code' field JobBOSS².
     • This value has a limit of 7 characters.
   • 'Account Name'
     • This information corresponds to the 'Description' field JobBOSS².
6. Repeat for as many accounts as necessary.

NOTE

If the interface has been used at least one time, the following accounts will be listed in the QB Chart of Accounts but not JobBOSS²:

• PartAssetAcct
• PartCOGSAcct
• PartIncomeAcct
• FreightAcct
• salesTaxAcct

Why Does The Interface Create These Accounts?

If (new) synchronized parts are not configured JobBOSS² to provide information required by QuickBooks, the interface will use these "generic" accounts to ensure the parts can be successfully created and saved. Once the parts are created, these accounts can be edited as desired and will not be changed during future syncs, even if the part is not configured JobBOSS².

See "Parts" in the "Required For Synchronizing AR And AP Invoices" section for additional information about these accounts.

How To Print A Chart Of Accounts In QuickBooks

1. Go to Lists > Chart of Accounts.
2. Click 'Reports' (located at the bottom of the Chart of Accounts window.)
3. Select 'Account Listing' from the dropdown menu.
4. Click 'Print' (located at the top of the Account Listing window.)
5. Select the desired option from the dropdown menu.

1. Go to Edit > Preferences.
2. Click the 'Company Preferences' tab.
3. Select 'Sales Tax' from the list on the left.
4. Verify the following:
   •  'Do you charge sales tax?' must be set to 'Yes.'
     • If this was previously set to 'No,' at least one Sales Tax Item will need to be created.
       • This would typically be an "EXEMPT" item with a rate of 0.00%.

Parts are included in the Item List and can have a 'Type' of 'Inventory Part', 'Non-Inventory Part', or 'Service.'

1. Go to Lists > Item List.
2. Select a Part that is / will be included JobBOSS².
3. "Double click" the part to open it for editing and viewing.
4. Verify the following:
   • Item Name/Number
     • This must match the 'Part Number' field JobBOSS².
     • This field has a limit of 31 characters in QB.
   • COGS Account (Under 'PURCHASE INFORMATION')
     • This value populates from the 'Purchasing GL Code' field located under the Purchasing Section of the Part JobBOSS².
     • If Purchasing GL Code is not present, the interface will assign the "generic" PartCOGSAcct it creates in QuickBooks instead.
   • Income Account (Under 'SALES INFORMATION')
     • This value populates from the 'Sales Account' field located on the Product Code associated with the Part JobBOSS².
     • If Product Code is not present, the interface will assign the "generic" PartIncomeAcct it creates in QuickBooks instead.
   • Asset Account (Under 'INVENTORY INFORMATION')
     • This value populates from the 'Inventory GL Code' field located under the General Section of the Part JobBOSS².
     • If Inventory GL Code is not present, the interface will assign the "generic" PartAssetAcct it creates in QuickBooks instead.
5. Repeat for as many Items as needed.

Once a Part has been added to QuickBooks, editing any of these values in QB (other than Item Name/Number) will have no effect during future sync processes.

Since Tax Codes are required on all invoices JobBOSS², Sales Tax must be enabled in QuickBooks and Tax Codes must be assigned to invoices.

1. Go to Lists > Item List.
2. Select a Sales Tax Item from the list and "double click' it to open it for editing / viewing.
3. Verify the following:
   • Sales Tax Name
     • This must match the 'Tax Code' field in the corresponding Tax Code JobBOSS².
     • Sales Tax Name has a limit of 31 characters.
   • Tax Rate (%)
     • Depending on how the Sales Tax Item was created, this value may have been populated from JobBOSS² or entered manually and should be verified.
4. Repeat for as many Sales Tax Items as necessary.

If a Sales Tax Item is added to QB as a result of the interface, the system will assign the default 'TaxVendor' as the 'Tax Agency' option in order to allow the item to be created and should be edited afterwards.

Since Terms Codes are required on all invoices JobBOSS², Terms must be set up and match in QB.

1. Go to Lists > Customer & Vendor Profile Lists > Terms List.
2. Select a Term from the list and "double click' it to open it for editing / viewing.
3. Verify the following:
   • Terms
     • This must match the 'Terms Code' field in the corresponding Terms Code JobBOSS².
     • Terms has a limit of 31 characters.
   • Remaining values
     • Depending on how the Term was created, these values may have been populated from JobBOSS² or entered manually and should be verified.
4. Repeat for as many Terms as necessary.

Sales Reps are required on Customers in QB for syncing purposes.

1. Go to Lists > Customer & Vendor Profile Lists > Sales Rep List.
2. Select a Sales Rep from the list and "double click" on it to open it for editing / viewing.
3. Verify the following:
   • Sales Rep Initials
     • This value must match the 'Sales ID' of the corresponding Salesmen (Code) JobBOSS².
4. Repeat for as many Sales Reps as necessary.

Additional Considerations

• If the JobBOSS² Company was created by converting an existing QB Company and there was no "HOUSE" (or similar) sales person set up, both a 'HOUSE' Sales Rep AND Employee will need to be created in QB.
  • This would be required since Customer Codes JobBOSS² require a Sales ID to be associated and the use of a 'HOUSE' (or similar) account is the way to deal with zero percent commissions.
  • The interface will do this automatically if the HOUSE account is created JobBOSS² but not in QB. (See next item.)
• If a new Salesmen Code (Sales ID) is created JobBOSS² that does not yet have a corresponding Sales Rep in QB, the interface will create both the Sales Rep and the related Employee to accommodate it.
  • If the Sales Rep was created as a result of adding a 'HOUSE' account, leave both the Employee and Sales Rep as is.
  • If the Sales Rep actually represents an Employee that already exists in QB,
    • Edit the Sales Rep and select the correct Employee in the 'Sales Rep Name' field.
    • Edit the 'Sales Rep Initials' to match the 'Sales ID' JobBOSS².
    • The "duplicate" Employee created by the interface can be deleted.

1. Go to Customers > Customer Center.
2. Select a Customer from the list provided on the Customers & Jobs tab.
3. Open the Customer for editing.
   • This can be done by "double clicking" the Customer or clicking the "edit" icon located to the right of the 'Customer Information' header.
   • The 'Address Info' tab displays by default.
4. Verify the following:
   •  Customer Name
     • This must match the 'QuickBooks Customer Code' field for the corresponding Customer Code JobBOSS².
     • Customer Name has a limit of 41 characters.
5. Click the 'Additional Info' tab.
6. Verify / select an Employee as the 'REP' associated with the Customer.
   • If a specific sales person is not assigned to the Customer, an Employee record will need to be created in QuickBooks to match the "HOUSE" (or similar) Sales ID used JobBOSS².
7. Repeat for any Customer that will have information synchronized from JobBOSS².

1. Go to Vendors > Vendor Center.
2. Select a Vendor from the list provided on the Vendors tab.
3. Open the Vendor for editing.
   • This can be done by "double clicking" the Customer or clicking the "edit" icon located to the right of the 'Vendor Information' header.
   • The 'Address Info' tab displays by default.
4. Verify the following:
   • Vendor Name
     • This must match the 'QuickBooks Vendor Code' field for the corresponding Vendor Code JobBOSS².
     • Vendor Name has a limit of 41 characters.
5. Click the 'Payment Settings' tab.
6. Verify / select a Payment Terms option.
7. Click 'OK' to close the Vendor and save any changes made (if prompted.)
8. Repeat for any Vendor that will have information synchronized from JobBOSS².

1. Go to Edit > Preferences.
2. Click the 'Company Preferences' tab.
3. Select 'Payroll & Employees' from the list on the left.
4. Verify the following:
   • Under 'QUICKBOOKS DESKTOP PAYROLL FEATURES'
     • 'Full Payroll' must be selected.
   • Under 'DISPLAY EMPLOYEE LIST BY'
     • 'First Name' must be selected.
5. Click 'Employee Defaults.'
6. Verify the following:
   • 'Use time data to create paychecks' must be selected.
     • This setting will affect new Employee's added to QB.
7. Click 'OK' to exit Employee Defaults.
8. Select 'Time & Expenses' from the list on the left.
9. Verify the following:
   • Under 'TIME TRACKING'
     • 'Do you track time?' must be set to 'Yes.'

There must be a Payroll Item for each Payroll Rate used on Attendance Tickets sent from JobBOSS² in order for the payroll portion of the interface to work.

EXCEPTION: There MUST be a Payroll Item named 'Overtime Pay' in QB to allow for the synchronizing of overtime hours from JobBOSS² even though there does not need to be a corresponding Payroll Rate Description JobBOSS² for overtime.

1. Go to Lists > Payroll Item List.
2. Verify that there are Payroll Items that match the Payroll Descriptions JobBOSS². If not, edit existing ones or add new ones as appropriate.
   • Whether editing or adding, QuickBooks provides a series of on screen instructions that will walk the user through the process.
   • QB recommends using the 'EZ Setup' option if adding a new Payroll Item.
3. When prompted, verify the 'Name' of the Payroll Item matches the 'Payroll Rate Descriptions' defined JobBOSS² Company Maintenance.
4. Provide the remaining details as needed (if adding a new Item) and close the "Interview" window.

Payroll Items can (and should) be assigned to Employees, however this is not required in order for the interface to work.

Employees must be present in QuickBooks and JobBOSS² in order to allocate time correctly.

1. Go to Employees > Employee Center.
2. Select an Employee and "double click" on it to open it for editing / viewing.
3. On the 'Personal' tab, verify the following:
   • The combination of the 'First', 'M.I.', and 'Last' (name) fields must match the 'Name' field of the corresponding Employee JobBOSS².
   • The 'First' field has a limit of 25 characters.
   • The 'M.I.' field has a limit of 5 characters.
   • The 'Last' field has a limit of 25 characters.
   • HOWEVER - The total length of the name cannot exceed 38 characters.
4. Click the 'Payroll Info' tab.
5. Under 'EARNINGS', verify the following:
   • Each Payroll Item used to sync information from JobBOSS² should be listed in the grid along with the appropriate 'RATE' (dollar amount paid.)
   • A Payroll Item named 'Overtime Pay' must be used to properly sync overtime pay from JobBOSS².
   • Though Payroll Items do not need to be assigned to Employees in order for the QB Sync to work, payroll values in QuickBooks will not be correct without this information.

   Refer to QuickBooks documentation for information regarding how to configure the remaining values for payroll purposes.