Datagate Support | Jan 13, 2022
If you use Datagate for invoice payments, and you export your invoices to QuickBooks Online, you can now choose to have Datagate mark those invoices as Paid in Quickbooks Online.
If you have any questions, don’t hesitate to contact the Services Team.
Table of Contents
Purpose
Quickbooks Desktop Integration with Datagate is designed so that Datagate invoices export to Quickbooks Desktop.
This has the following result:
- Customer balance in QBD includes Datagate invoices
- Ledger will be updated with Datagate invoices
- Reports in QBD include Datagate invoices
- Any other integrations with Quickbooks Desktop (such as ConnectBooster) can include Datagate invoices
- Payments can be recorded in QBD against Datagate invoices
- No re-keying of invoice information is required to achieve the above
Quickbooks Desktop Integration has been tested with Quickbooks Desktop Enterprise 2022 US version.
Configuration
Prerequisites
- You have Quickbooks Web Connector installed. WebConnector is a Quickbooks product.
- The customer must exist in QuickBooks. The Quickbooks Customer Name must match the Company Name in Datagate exactly. 🚨Note: Quickbooks Customer name and Company name can be different.
- There must be one or more Items in Quickbooks to map the following charges to:
- Products (monthly charges)
- Usage charges
- Taxes
- Cost Recovery fee/Surcharge (if you have one)
- You should not use WebConnector over a remote connection as it could timeout
In Datagate
Go to Settings/ Integrations. Choose Quickbooks Desktop Details.
Enter a secure Connector Password.
Enter your default Sales Tax code. Typically this will be "NON", and tells Quickbooks not to add any new taxes to the invoice. Taxes are already on the Datagate invoice and Quickbooks should not add any more.
Click Save.
Navigate back to Quickbooks Desktop/Details, and click Download Connector.
WebConnector
Start QuickBooks WebConnector.
Click Add an Application.
Locate the file you downloaded from Datagate when you clicked Download Connector and click Open.
You will need to enter the password – this is the Connector Password you entered into Datagate above.
For now, un-check Auto-run. Later you can come back and check that box if you want the interface to run on a schedule.
Normal Use
Synchronise customers
In Datagate, go to Settings/ Integrations/ Quickbook Desktop/ Details.
Check the box for Sync Customers.
If Web Connector is not set to Auto-run, in Web Connector click Update Selected to run manually.
You can see if the customers have been matched with Quickbooks, as there will be a QbdID on the Customer/Details screen. Datagate matches on Customer Name, they need to match exactly.
🚨Note: you will need to run the Web Connector twice to get the QbdId. The first time tells Datagate to prepare the list of customers for the sync, the second time it runs the sync.
Export invoices to Quickbooks Desktop
From the Invoicing/ Action Invoices tab.
Select invoices to export to QBD. Ensure they're in Sent or Sent Manually status.
🚨 Note: - you can also export invoices for a single customer from Customer/ Invoices.
Navigate to the Actions/Export Invoice menu.
In the Type of export dropdown, select Quickbooks Desktop Multiline.
Services Mapping
Select the Quickbooks Items to map any usage charges to.
Press Next.
Product Mapping
If you want to put all Datagate charges onto a single invoice line, select "Unite Same Products in one QuickBooks Invoice Line".
Otherwise, select the Quickbooks Items to map the Products (monthly charges) to:
Press Next.
Surcharge Mapping
If you have a surcharge, typically a USA Cost Recovery fee, choose one of the following:
- Combine Surcharges with Taxes - Surcharges and Taxes are mapped to a single line in Quickbooks. Not usually recommended
- Map Surcharges separately - allows you to map each product's surcharge to a separate item. Not usually recommended
- Surcharge: Choose the Quickbooks Item to map the surcharge to. Required
Press Next.
Tax Mapping
Select Multiline taxes if you want to map to more than a single Quickbooks Item
- Multiline Taxes - not checked
- Taxes - Exclusive/Inclusive - Select an item for all taxes and fees calculated by the tax engine
- Multiline Taxes - checked
- Split Taxes by state - select this box if you have separate items for each state - e.g. a "State Sales Tax NY " item and "State Sales Sales Tax NJ". Leave this box unchecked if taxes with the same description across all states are mapped to the same item.
Press Next.
Price Calculation
🚨 For usage only
Summarised (usual choice) will send usage lines to Quickbooks with quantity=1
Average will send usage lines to Quickbooks with the minutes as the quantity.
Press Export.
The invoice goes into a "Holding" location in Datagate, waiting for WebConnect to run.
To view those invoices waiting for WebConnect go to Settings/Integrations/Quickbooks Desktop Details/ Invoices.
To run WebConnect on-demand to import the invoice into Quickbooks Desktop:
Select the application by checking its box, then click Update Selected.
The exported invoice will transfer into Quickbooks.
You can see it by selecting Customers/ Customer Center.
Select the customer and you will see the invoice in the Transactions list.
Notes
Kit Components (not the Kit Parent) are exported to Quickbooks.
Items in Quickbooks
Items must be type: "Service"
Please always discuss mapping the item to a General Ledger account with your accountant, however a general guideline is:
- Products, usage and surcharges (e.g. Cost recovery fee): Income
- Taxes and Regulatory Fees: Liability
Quickbooks Tax code
To override the default tax code, put the Quickbooks Tax code in Customer Products Extra Field 1. Note this can default from the Product Template for new customer products.
Troubleshooting
Error messages describing the reasons an invoice didn't export, can be viewed from Settings/ Integrations/ Quickbooks Desktop Details, Invoices tab
The invoice will fail to export if there is no Quickbooks Desktop Id (QbdId) on the customer.
i.e. It will give a Datagate error at the end of the export wizard.
The invoice will not import into Quickbooks Desktop if it is a credit note or has a negative value
See prerequisites above.
Possible future enhancements
Please contact Datagate support if you have an interest in any of these
- Integration with International (outside of USA) version of Quickbooks Desktop
- Support of "Class"
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