diff --git a/docs/articles/new-expensify/connections/quickbooks-desktop/Connect-to-QuickBooks-Desktop.md b/docs/articles/new-expensify/connections/quickbooks-desktop/Connect-to-QuickBooks-Desktop.md new file mode 100644 index 000000000000..2dff7747f4e6 --- /dev/null +++ b/docs/articles/new-expensify/connections/quickbooks-desktop/Connect-to-QuickBooks-Desktop.md @@ -0,0 +1,103 @@ +--- +title: QuickBooks Desktop +description: Connect Expensify to QuickBooks Desktop +order: 1 +--- +# Overview +QuickBooks Desktop is an accounting package developed by Intuit. It is designed for small and medium-sized businesses to help them manage their financial and accounting tasks. You can connect Expensify to QuickBooks Desktop to make expense management seamless. + +# Connect to QuickBooks Desktop + +{% include info.html %} +To connect QuickBooks Desktop to Expensify, you must log into QuickBooks Desktop as an Admin, and the company file that you want to connect to Expensify must be the only one that is open. +{% include end-info.html %} + +1. In Expensify, click your profile image or icon in the bottom left menu. +2. Scroll down and click Workspaces in the left menu. +3. Select the workspace you want to connect to QuickBooks Desktop. +4. Click **More features** in the left menu. +5. Scroll down to the Integrate section and enable the Accounting toggle. +6. Click **Accounting** in the left menu. +7. Click **Set up** next to QuickBooks Desktop. +8. Click **Copy** to copy the link, then paste the link into the computer where QuickBooks Desktop is running. + + [WE NEED A NEW IMAGE HERE SHOWING THE "QuickBooks Desktop Setup" MODAL CONTAINING THE CODAT LINK] + +9. Select the version of QuickBooks Desktop that you currently have. + + ![The Web Connnector Pop-up to allow you to select the type of QuickBooks Desktop you have](https://help.expensify.com/assets/images/QBO_desktop_02.png){:width="100%"} + +10. Download the Web Connector and go through the guided installation process. +11. Open the Web Connector. +12. Download the config file when prompted during the setup process, then open it using your File Explorer. This will automatically load the application into the QuickBooks Web Connector. + +{% include info.html %} +For this step, it is key to ensure that the correct company file is open in QuickBooks Desktop and that it is the only one open. +{% include end-info.html %} + +13. In QuickBooks Desktop, select **"Yes, always allow access, even when QuickBooks is not running"** and click **Continue**. + + ![The QuickBooks Desktop pop-up, where you will need to select "Yes, always allow access, even when QuickBooks is not running"](https://help.expensify.com/assets/images/QBO_desktop_04.png){:width="100%"} + +14. Click **OK**, then click **Yes**. + + ![The QuickBooks Desktop pop-up, where you will need to click "Ok" then select "Yes"](https://help.expensify.com/assets/images/QBO_desktop_05.png){:width="100%"} + +15. Click **Copy** to copy the password. + + ![The Web Connector pop-up, where you will need to click "Copy"](https://help.expensify.com/assets/images/QBO_desktop_06.png){:width="100%"} + +16. Paste the password into the Password field of the Web Connector and press **Enter**. + + ![The Web Connector pop-up, where you will need to paste the password into the password field](https://help.expensify.com/assets/images/QBO_desktop_08.png){:width="100%"} + +17. Click **Yes** to save the password. The new connection now appears in the Web Connector. + + ![The Web Connector pop-up, where you will need to click "Yes"](https://help.expensify.com/assets/images/QBO_desktop_07.png){:width="100%"} + +{% include info.html %} +Be sure to securely save this password in a trusted password manager. You'll need it for future configuration updates or troubleshooting. Having it easily accessible will help avoid delays and ensure a smoother workflow. +{% include end-info.html %} + +# FAQ + +## What are the hardware and software requirements for the QuickBooks Desktop connector? + +- Hardware requirements: You will need to ensure that the host machine meets [Intuit's recommended specifications](https://quickbooks.intuit.com/learn-support/en-us/help-article/install-products/system-requirements-quickbooks-desktop-2022/L9664spDA_US_en_US) for running QuickBooks Desktop. +- Software requirements: Windows 10 or Windows 11 with the latest service pack(s) installed. Users have successfully run the connector on older versions of Windows; however, we do not officially support this due to Microsoft's withdrawal of support for these operating systems. The web connector will not run on Mac OS. + +## What versions of QuickBooks Desktop are supported? + +Expensify’s QuickBooks Desktop integration follows [Intuit’s service discontinuation policy](https://quickbooks.intuit.com/learn-support/en-us/help-article/feature-preferences/quickbooks-desktop-service-discontinuation-policy/L17cXxlie_US_en_US) for QuickBooks Desktop and fully supports the following versions, version tiers, and special editions: + +- The latest three versions of: + + - QuickBooks Desktop (US) + - QuickBooks Desktop (Canada) + +- Version tiers: + + - Accountant + - Pro + - Pro Plus + - Premier + - Premier Plus + - Enterprise + +- Special editions: + + - Contractor edition + - Manufacturing and Wholesale edition + - Accountant edition + - Professional Services edition + - Nonprofit edition + +## Can multiple QuickBooks Desktop Connectors be installed on the same machine? + +Yes. You must have one connector per company file, but you can install multiple QuickBooks Desktop Connectors to sync multiple company files to Expensify from the same computer. + +If syncing multiple companies, make sure you’re logged in to the correct QuickBooks company file when syncing between QuickBooks and Expensify. + +## Can I export negative expenses? + +Generally, yes. However, if you have Check selected as your export option, the report’s total cannot be negative. This also applies to non-reimbursable expenses exported as debit card transactions. Because QuickBooks Desktop does not have debit card functionality, the transactions export as a non-reimbursable check, which must have a positive total amount. diff --git a/docs/articles/new-expensify/connections/quickbooks-desktop/QuickBooks-Desktop-Troubleshooting.md b/docs/articles/new-expensify/connections/quickbooks-desktop/QuickBooks-Desktop-Troubleshooting.md new file mode 100644 index 000000000000..931cd407b084 --- /dev/null +++ b/docs/articles/new-expensify/connections/quickbooks-desktop/QuickBooks-Desktop-Troubleshooting.md @@ -0,0 +1,115 @@ +--- +title: Quickbooks Desktop Troubleshooting +description: Quickbooks Desktop Troubleshooting +order: 3 +--- + +# The Web Connector cannot be reached + +Generally, these errors indicate that there is a connection issue, where there’s a breakdown between Expensify and QuickBooks. + +## How to resolve + +1. Make sure that the Web Connector and QuickBooks Desktop are both running. +2. Make sure that the Web Connector is installed in the same location as your QuickBooks application. For example, if QuickBooks is installed on your local desktop, the Web Connector should be too. Or if QuickBooks is installed on a remote server, the Web Connector should be installed there as well. + +If the error persists: + +1. Close the Web Connector completely (you may want to use Task Manager to do this). +2. Right-click the Web Connector icon on your desktop and select **Run as administrator**. +3. Sync your Expensify Workspace again. + +If this doesn’t work, the final troubleshooting steps should be: + +1. Quit QuickBooks Desktop, then reopen it. +2. In Expensify, go to **Settings > Workspaces**. +3. Click the workspace name that is connected to QuickBooks Desktop. +4. Click **Accounting**. +5. Click the three virtical dots next to **QuickBooks Desktop**. +6. Click **Sync now**. +7. If this still doesn’t resolve the issue, use the link to reinstall the Web Connector. + +# Connection and/or authentication issue + +Generally, these errors indicate that there is a credentials issue. + +## How to resolve + +1. Make sure QuickBooks Desktop is open with the correct company file. This must be the same company file that you have connected to Expensify. +2. Make sure the QuickBooks Web Connector is open and the connector is online. +3. Make sure that there are no dialogue boxes open in QuickBooks that are interfering with attempts to sync or export. To resolve this, close any open windows in QuickBooks Desktop so that you only see a gray screen, then try exporting or syncing again. +4. Check that you have the correct permissions. +5. Log in to QuickBooks Desktop as an Admin (in single-user mode). +6. Go to **Edit** > **Preferences** > **Integrated Applications** > **Company Preferences**. + +![Company Preferences page of QuickBooks Desktop](https://help.expensify.com/assets/images/quickbooks-desktop-company-preferences.png){:width="100%"} + +7. Select the Web Connector and click **Properties**. + +![Web Connector Properties page in QuickBooks Desktop](https://help.expensify.com/assets/images/quickbooks-desktop-access-rights.png){:width="100%"} + +8. Make sure that the "Allow this application to login automatically" checkbox is selected and click **OK**. +9. Close all windows in QuickBooks. + +If these general troubleshooting steps don’t work, reach out to Concierge and have the following information ready to provide: + +1. What version of QuickBooks Desktop do you have (Enterprise 2016, Pro 2014, etc.)? +2. Is your QuickBooks program installed on your computer or a remote network/drive? +3. Is your QuickBooks company file installed on your computer or a remote network/drive? +4. Is your Web Connector installed on your computer or a remote network/drive? +5. If any of the above are on a remote option, is there a company that runs that remote environment? If so, who (ie: RightNetworks, SwissNet, Cloud9, etc.)? + +# Import issue or missing categories and/or tags + +Generally, if you are having issues importing data from QuickBooks to Expensify, this indicates that the integration needs to be updated or your version of QuickBooks may not support a specific configuration. + +## How to resolve + +1. Re-sync the connection between Expensify and QuickBooks Desktop from the Workspace Accounting settings. A fresh sync can often resolve any issues, especially if you have recently updated your chart of accounts, projects, customers, or jobs in QuickBooks Desktop. +2. Check your configuration in QuickBooks Desktop. Expensify will import the chart of accounts to be utilized either as categories or export account options, while projects, customers, and tags will be imported as tags. + +If these general troubleshooting steps don’t work, reach out to Concierge with context on what is specifically missing in Expensify, as well as screenshots from your QuickBooks Desktop setup. + +# Export or "can't find category/class/location/account" issue + +Generally, when an export error occurs, we’ll add a system message in the related Workspace Chat that explains the reason for the export error. This will give you an indication of how to resolve the error. + +## How to resolve + +1. Re-sync the connection between Expensify and QuickBooks Desktop from the Workspace Accounting settings. A fresh sync can often resolve any issues, especially if you have recently updated your chart of accounts or projects, customers, or jobs in QuickBooks Desktop. +2. Re-apply coding to expenses and re-export the report. If you’ve recently synced Expensify and QuickBooks or recently made changes to your Workspace category or tags settings, you may need to re-apply coding to expenses. +3. Make sure that your current version of QuickBooks Desktop supports the selected export option. Different versions of QuickBooks Desktop support different export options and the [version that you own](https://quickbooks.intuit.com/desktop/) may not be compatible with the export type. + +If these general troubleshooting steps don’t work, reach out to Concierge with the Report ID, some context on what you’re trying to do, and a screenshot of the Expensify error message. + +# “Oops!” error when syncing or exporting + +Generally, an “Oops!” error can often be temporary or a false error. Although you will see a message pop up, there may actually not be an actual issue. + +## How to resolve + +1. Check to see if the sync or export was successful. +2. If it wasn't, please attempt to sync or export the connection again. + +If the problem persists, download the QuickBooks Desktop log file via the Web Connector (click View Logs to download them) and reach out to Concierge for further assistance. + +{% include info.html %} +If you’re using a remote server (e.g. RightNetworks), you may need to contact that support team to request your logs. +{% include end-info.html %} + +# Reports not exporting to QuickBooks Desktop + +Generally, this is the result of not having both the QuickBooks Web Connector and the Company File open, since the Report was exported. + +## How to resolve + +1. Make sure that the Web Connector and QuickBooks Desktop Company File are both open. +2. In the Web Connector, check that the Last Status is “Ok”. + +![QuickBooks Web Connector showing status "OK"](https://help.expensify.com/assets/images/quickbooks-desktop-web-connector.png){:width="100%"} + +3. Check the Workspace Chat in Expensify to confirm that the report has been successfully exported to QuickBooks Desktop. + +[WE NEED A NEW IMAGE HERE SHOWING A SUCCESSFUL EXPORT MESSAGE IN THE WORKSPACE CHAT OR REPORT] + +If these general troubleshooting steps don’t work, reach out to Concierge with your Expensify Report ID and a screenshot of your QuickBooks Web Connector.