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QBO Quickbooks - Running, Checking and Testing QBO Integration

Running, Checking and Testing QBO integration 

  1. To see QBO integration you must first run a payroll – no integration without processing
    1. Processing the payroll sends the QB file to QBO
    2. Previewing the payroll will generate the QB export
      1. Check the report to see that all the accounts are there
      2. Check with the client and/or client CPA to be sure the report is how they want it to be
    3. The first transmission has to be correct. If there are errors, the payroll will have to be voided and reprocessed. After the first payroll, you are able to regenerate and send the QBO file
    4. Once you are satisfied with the report, process the payroll
  2. Navigate to Report Archive
    1. Select “QuickBooks Online General Journal Export”
    2. Click the spyglass
    3. If the option “Regenerate” appears in the black action bar, the integration has not been setup. The payroll was processed before the integration was active. The payroll will need to be voided and reprocessed after the integration setup is complete
    4. If the integration is successful, you will see a box with the transmission information
    5. If the integration is setup but there is an error, you will see the error in red.
      1. Make note of the error and the solution so that if any future clients have this error, you will have documented the solution
      2. A common error references can’t find accounts – unable to locate account number – in this case navigate back to legal services and check the box for use account descriptions or vice versa – uncheck the box
      3. Can’t find correct client – this integration must be tied to it’s own QBO account. It cannot be tied to a QBO accountant account that has multiple clients in the account. Only a QBO user login will work
    6. If you have to void and preprocess after the transmission is successful, you will need to reach out to your client to let them know to delete the journal entries that were transmitted
      1. In QBO, the client can log in and on the lefthanded menu they would click on reports. They will need to search the “Journal Entry Report”. This will pull up every single journal entry. This will help the client to discern which journal entry/ies to delete