Setup and use My Fundraising Place Sync Agent for QuickBooks
Country Maid will be glad to take you through the process of setting up QuickBooks integration.
To Enable QuickBooks Integration
The general process for setting up integration is as follows:
- Open My Fundraising Place on the computer that has QuickBooks installed. In sync agent, navigate to Settings
- Open QuickBooks into your company file (single user mode, logged in as an administrator)
- Click the “Make this computer the QuickBooks Sync Computer” button just below the “Enable Integration Button in My Fundraising Place (shown above)
- QuickBooks will then ask you if you want to let My Fundraising Place (or an unknown application) access its files. We recommend you say “Yes, when the QuickBooks file is open” from the list of options. You will have to answer this question 1 more time a little later as you do the next step.
- The next step is to click the “Load and Edit Settings” button (found on the right side of the screen, shown below)
- Now that settings are loaded (this will take a little while depending on the size of your QuickBooks file), you are ready to start selecting default “sync settings”. The settings that are loaded into memory (but not retained by My Fundraising Place and will have to be re-loaded if you want to change settings) are:
- Chart of accounts
- Item list
- The settings available to be matched to a QuickBooks expense account are as follows:
- Invoice delivery charge item
- Invoice Sales Tax Item
- Invoice discount item
- There are 3 types of inventory adjustments in My Fundraising Place. When creating the adjustments, you can select from the three adjustment types to send the cost to an expense account of your choice in QuickBooks:
- After you map these accounts, the next step is to match products and vendors. My Fundraising Place allows you to map your product lines to different income, asset, and COGS accounts in QuickBooks. This is very helpful when using QuickBooks financial tools to analyze the sources of profitability and expenses. To map these, follow the following steps:
- For each carried product line, match the income, asset and COGS accounts with the QuickBooks accounts that you have setup for them
- Then for each carried product in My Fundraising Place, match them to an existing QuickBooks Item number (NOTE: if you later change the name of the QuickBooks item number or the My Fundraising Place item number, you will NOT have to re-map these settings)
- Match the vendors in My Fundraising Place with the appropriate QuickBooks vendors
- When finished with setup, click on the Save button in the upper right hand corner.
To start sync processes
My Fundraising Place breaks up the sync process to ensure that it does not tie up a lot of internet bandwidth. You can sync the following entities independently:
- Invoices that need sent to QuickBooks
- Invoices that need to check QuickBooks for a paid status
- Inventory Adjustments
- Purchase Orders
We will start with Invoices first. Inventory and purchase orders are self-explanatory once we understand invoices.
- Step 1: Create Invoice(s) in My Fundraising Place
- Step 2: Mark My Fundraising Place invoice(s) as “Delivered or “close” the related delivery activity
- Step 3: In the Sync Agent, go to the Sync Invoices page and click the “Sync” button. Clicking this button will send the invoices listed in the grid below to QuickBooks.
- Once a user has received payment in QuickBooks (NOTE: The payment needs to be applied to the invoice so that QuickBooks records the invoice as “Paid”) – the My Fundraising Place QuickBooks user can sync the lower grid on the invoice screen (shown below):
This grid shows the list of invoices waiting for QuickBooks to record the invoice as paid. By clicking this “sync” button, My Fundraising Place will look at the invoices in QuickBooks to determine if it has been paid or not.
Here is a look at the invoice in QuickBooks (note the “Paid” symbol at the top)
So now we will click the “sync” button on the lower grid and My Fundraising Place updates the invoice status to “Paid” and if this was the last open invoice for this fundraiser, it will mark the fundraiser as paid as well. In this example, you can see that 3 invoices were marked as paid when this sync was performed.
That is all there is to syncing invoices!
Purchase orders and Inventory adjustments are just a 1 way sync (My Fundraising Place pushes those over to QuickBooks so that the QuickBooks user can pay the bills and account for the inventory adjustment charges).
Other QuickBooks / My Fundraising Place Tools:
There are some tools in the Sync Agent that help My Fundraising Place users match existing QuickBooks and My Fundraising Place Customers. If you have merged QuickBooks customers together and now My Fundraising Place creates a new QuickBooks customer every time you sync an invoice from them, you likely need to re-map the My Fundraising Place group to an existing QuickBooks customer. Feel free to ask Country Maid to help you use these tools to solve your My Fundraising Place and QuickBooks integration issues!