How do I connect my QuickBooks Desktop Accounting software to Abacus
Is your QuickBooks Desktop hosted on a remote server (Right Networks, TeamViewer, etc.)?
If not, skip ahead to Step 1 below. If so, please note that all of the following steps must be completed from within your remote server. Also, most remote servers require administrator privileges to download apps onto the server. Please make sure to include your remote server admin to help you set up the integration.
Step 1.) Log in to your Abacus account and head to the 'Accounting Sync' tab of your company settings. (Note, you must be logged in as an Admin in Abacus to access the accounting sync settings and an Admin in QuickBooks to complete the Sync Setup).
Click Connect to Quickbooks and then select the "Quickbooks Desktop" option in the Connections list.
Step 2.) We integrate with Quickbooks Desktop via the Intuit Web Connector. You will be prompted to Download the Web Connector application. You can find a link to install that application here: http://marketplace.intuit.com/webconnector/ (It should only take a few seconds!). It is also displayed in the Accounting Sync settings.
Step 3.) When you have Quickbooks Web Connector installed, run the program, it will end up looking something like this:
Step 4.) Go back to the Abacus Accounting Sync settings and download your Web Connector File. It will be the link that reads " Download Web Connector File". Once you download it, double click the file to run it. The Web Connector app will recognize it and open this screen:
Note: You may need to grant further access to Abacus. It may prompt you to "allow this application to read and modify the company file"... if it does, select the option that reads "Yes, always: allow access even if QuickBooks is not running"
Step 5.) Hit OK on that screen to help Authorize Abacus.
Now your Web Connector will look like this:
Step 6.) Now you will go back to the Abacus Accounting Sync settings and access your 'Password' for this application. Click on "Show Password" to reveal it, copy the string of characters, then paste it into the Password Box in your web connector app. When you do so, you will be prompted to Save this Password. Click "Yes"
Note: This is not your Abacus password. It is a separate unique password solely for the Abacus / QB sync.
Step 7.) Now you are grooving. Click on the left-most checkbox for the Abacus app in your Web Connector, and click on " Update Selected" up at the top. This will run the very first sync between Abacus and your Company file. This app is set up to Sync with Abacus every 60 min (as defaulted to in the Web Connector). We recommend not changing this setting.
Customizing your Integration
Next, return to your Abacus Accounting Sync page in your browser and enter in the remaining details:
Step 8.) Company File - Here you have the option to either use the Company File that is open at the time of syncing, or specify the full path of the company file Abacus will sync to. This option is recommended because Abacus will continue to sync to this file even if it's is not open. The latter option must be used if you have multiple Company Files in your Quickbooks.
To access the path of the company file, press F2 in Quickbooks to get to this screen:
Please copy and paste the exact path of the Company File in Quickbooks. We suggest that this is set up prior to the initial sync.
Step 9.) Categories - Choose the default category expenses should be posted to if left un-categorized in Abacus. Typically this is something like "Uncategorized Expense"
Step 10.) Bank Register - Bank register where Abacus will withdraw from
Setting up your accounting sync for Corporate Card
Corporate Card Account - If you are also looking to sync over approved corporate card expenses into your Quickbooks, pick your card program here.
Please note that if a corporate card expense is dated in a month where the books are closed in QuickBooks, we will update the date of the card transaction to the first day of the earliest open month.
In QuickBooks desktop, you can check to see your Closing Date preferences by clicking Edit > Preferences. Once this window appears, click the 'Accounting' tab on the left, and within the Accounting Tab, click 'Company preferences' to view Closing Date settings.
Mapping your Categories to your Chart of Accounts
Step 11.) Go to your Categories settings to ensure that your Abacus categories are properly mapped. Hit save and you're done!