Connecting NeonCRM to QuickBooks Desktop:
Connecting NeonCRM to QuickBooks Online:
NeonCRM is now connected with QuickBooks:
QuickBooks Desktop Integration Setup
In order to set up your connection with QB Desktop, you will need to enable the QuickBooks connection in NeonCRM.
Navigate to:
Settings cog > Global Settings > Third-Party Integrations > QuickBooks
To enable the connection, make sure to turn the switch to On, select QuickBooks Desktop (2017 or later), & then click Continue.
QuickBooks Web Connector
QuickBooks provides an application called Web Connector to safely connect QuickBooks Desktop to an internet application like NeonCRM. The Web Connector must be open and running along with QuickBooks every time you wish to sync transactions from NeonCRM.
On this next page, you can download the application and install it on the computer that has QuickBooks installed.
First, create a Key Word. This key word will authorize the Web Connector to connect to NeonCRM. Your key word here can be anything you want, but be sure to make note of it. You’ll be needing this later when we create the connection.
1. Download and Install the QuickBooks Web Connector.
The link in this section will take you to Intuit's web site where you can download the latest version.
2. Download the QuickBooks Web Connector configuration file.
The link in this section will start the download of a configuration file unique to your NeonCRM system.
3. Add the Web Connector Configuration File as an application in your web connector
Open the Connector and click Add an application to upload your configuration file.
A file browser should open. Select the configuration file that you downloaded above. Click Open.
Authorize New Web Service - click OK
The QuickBooks Application Certificate dialog displays, asking to allow this application to read and modify your company file. Select one of the following options:
- Yes, prompt each time.
A prompt will display whenever the data exchange begins. - Yes, whenever this QuickBooks company file is open (Recommended)
The data exchange takes place only when the QuickBooks company file is open. - Yes, always allow access even if QuickBooks is not running.
The data exchange takes place even if QuickBooks is closed.
- Click Continue, then Done.
- The NEON QuickBooks Web Service will display in the Application list on the QuickBooks Web Connector Screen.
4. Configuring the QuickBooks Web Connector
- In the Password column, enter the same QuickBooks key word you specified above.
- Enable this connection by checking the Auto-Run box. This checkbox enables regular syncing between the two systems.
- Specify the frequency of updates by adding a value to the Every _ Min field.
(NeonCRM recommends every 1 minute for maximum frequency and fastest sync.)
5. Leave this connection open and running in order to finish your configuration with NeonCRM.
Before you continue your setup, please open your QuickBooks and make sure your service items and classes are properly configured. In addition, if you manage discounts, tax, and shipping & handling within NeonCRM, you will need to establish a matching service item for each of them in your QuickBooks.
Go back to NeonCRM and click Continue to proceed to the integration settings.
If your browser session has expired, log back in to NeonCRM and return to the QuickBooks Settings.
QuickBooks Online Integration Setup
In order to set up your connection with QB Online, you will need to enable the QuickBooks connection in NeonCRM.
Navigate to Settings cog > Global Settings > Third-Party Integrations > QuickBooks
To enable the connection, make sure to turn the switch to On, select QuickBooks Online, & then click Continue.
Click the Connect to QuickBooks button.
This opens a pop-up window. If you do not see the pop-up window, ensure that your web browser is not blocking pop-ups on this page.
Enter your login information for your QuickBooks Online account. Click Sign In.
QuickBooks will ask you to authorize the connection with NeonCRM. Click Authorize.
The pop-up window will close. The connection is now complete.
Click Next to continue with the configuration.
QuickBooks Integration: Formatting
From this point forward, the configuration process for connecting NeonCRM to QuickBooks is the same for both QuickBooks Desktop and QuickBooks Online.
- Make NeonCRM transactions after this start date available for syncing
The 'Start Date' that you enter into this field will determine the point in your NeonCRM transaction history that you wish to begin syncing data over to QuickBooks. There are no restrictions on what date you can enter here; choose a date that makes the most sense for your organization. Transactions that occurred in NeonCRM after the chosen date will be available to sync. Anything prior to this date will not be available.
- How would you like transactions and payments to be added to you QuickBooks?
NeonCRM’s connection to QuickBooks can move two types of transaction information: Invoices & Payments or Sales Receipts.
If you choose to use Invoices & Payments, the sync will send both an Invoice and a Payment over to QuickBooks, and then apply the payment to the invoice.
If you choose to use Sales Receipts, the sync will send one Sales Receipt for each transaction, which includes both the Payment and Receipt of the transaction.
- How are names in your QuickBooks formatted?
This setting should match how you have customer names set to display in your QuickBooks Account. If this does not match your existing configuration, transactions and customers will not synchronize with existing records. Instead, duplicate customers will appear in QuickBooks. This setting also should stay the same if you ever re-configure your connection with QuickBooks.
After clicking Next, NeonCRM will automatically sync your QuickBooks Service Items, Classes, and Deposit-to Accounts to NeonCRM.
QuickBooks Integration: Map Transaction Types
Map Taxes, Shipping, and Discounts
On this screen, configure where NeonCRM Taxes, Shipping, and Discounts (if any) map to in QuickBooks. Discounts can be further subdivided by Event, Membership, and Store Discounts.
Additionally, if you use NeonCRM's Legacy Credit Card & ACH Processing Fee Feature, you can map these supplemental payments from constituents into QuickBooks. Note that this is not available for Donor Covered Fees.
Below is for QuickBooks Desktop:
Below is for QuickBooks Online:
Map Tender Types.
On this screen, map your Tender Types in NeonCRM to your Payment Methods in Quickbooks:
Map Donations, Event Registrations, Memberships, and Store Purchases.
These four transaction types can be mapped in any order. You can map anywhere from just one transaction type to all of them.
Each transaction type will ask you to set the default Service Item, Class, and Deposit-to Account. Additionally, you will have the option to further subdivide each transaction type in various ways as well as set the precedence.
Donations, for example, are able to be further subdivided by Campaign, Fund, Purpose, and Payment Tender - while Store Purchases can be subdivided by Product, Product Type, and Payment Tender.
You will then want to decide the order in which each will take precedence over the other (i.e. which one gets priority). As an example, for Donations, if you were set Campaign at the top, then that donation would go to your Campaign item, class, and/or deposit-to account in QuickBooks instead of the Fund.
When mapping each transaction type, you will be presented with a page similar to the below example of the Map Donations page. The options for further subdivision will be different for each transaction type.
Limitations of QuickBooks Desktop:
- Deposit-to Accounts are not available for mapping.
- Tender Types are not available for mapping.
- Classes are not available for mapping when syncing to Sales Receipts. However, they are available when syncing to Invoices & Payments
- The total amount of Pledge Payments cannot exceed the pledge amount due.
- For this reason, any Legacy Credit Card & ACH Processing Fees applied to pledge payments will be ignored during the sync.
- NeonCRM cannot sync transactions to QuickBooks Desktop if it is located on a remote server. QuickBooks Desktop, the QuickBooks Web Connector, and the Web Configuration File all must be located on the same local PC's hard drive.
See the below chart for the available subdivision options for each transaction type:
Transaction Types |
Additional Mapping Options (not required) |
|
Donations |
Campaign, Fund, Purpose, Payment Tender |
|
Event Registrations |
Campaign, Fund, Payment Tender |
|
Memberships |
Membership Term, Membership Level, Payment Tender |
|
Store Purchases |
Product, Product Type, Payment Tender |
NeonCRM is now connected with QuickBooks!
That's it! You're done setting up your connection between NeonCRM and QuickBooks. You can now proceed with syncing transactions over to QuickBooks!
Quickbooks Integration: Update QB Service Items, Classes, and Accounts
If you ever need to make adjustments to your QB Service Items, Classes, and Deposit-to Accounts, you can download the updated list(s) by navigating back to Settings cog > Global Settings > Third-Party Integrations > QuickBooks
Click on one of the three options and then click the Update from QuickBooks button to download the updated list.
Need to download the Web Connector and WCF again?
Very rarely, for varying reasons, there may come a time where you will need to download these items again. If you need to do this, you can find the links on your main Quickbooks Desktop integration page.
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