Guide to Using SyncLinx with QuickBooks (Local)

SyncLinx is a complementary software to assist with bridging the gap between your accounting software and ExakTime Connect. With SyncLinx, you can import your QuickBooks employees/vendors, customers/jobs, service items, and non-inventory parts into ExakTime as your employees, locations, cost codes, and expenses.

If you have any questions or concerns during setup and/or use, you can contact us with the "Request Support" link at the top of the page and we will try to assist as best as possible. Keep in mind, however, that we are not QuickBooks support. We will try to assist you as much as we are able, but there are aspects of QuickBooks that are out of our area of expertise and your questions may be better served by QuickBooks support or your trusted contact to answer/assist.

As QuickBooks allows flexibility to fit various needs, we cannot take every unique setup into account. It is advised to read through this article before setting up SyncLinx to understand what is needed ahead of time.

Installing SyncLinx

If SyncLinx has not yet been installed, you can refer to the following article for more information about installing AccountLinx/SyncLinx.

Connecting SyncLinx to QuickBooks

If you have already connected SyncLinx to your QuickBooks company file, you simply need to specify QuickBooks as your data source while you are logged in to your QuickBooks company file. If you have never connected SyncLinx to your QuickBooks company file before, refer to the following section.

  1. Open SyncLinx and go to Tools and click Select Date Source....

    SLX_-_Select_Data_Source_-_01.png

  2. You should see a list of available data sources. Select QuickBooks from the list and click OK.

    SLX_-_Data_Source_-_Quickbooks_-_00.png

  3. Confirm the correct company file is listed. It should match the name of the currently open QuickBooks company file.

    SLX_-_QuickBooks_Settings_-_00.png

  4. Save your changes.
  5. SyncLinx should now be connected. When it does, the top of the window should appear like below, although the version number may differ.

    SLX_window.png

Connecting SyncLinx to QuickBooks for the First Time

To facilitate the connection between the two applications, you must have a copy of QuickBooks on the same computer as SyncLinx and you will need an administrator or equivalent log-in to create the connection between the two applications. 

  1. Open QuickBooks and sign in to the desired company file. The user signing in to QuickBooks must be an Administrator to allow SyncLinx to connect to QuickBooks.
  2. Connecting SyncLinx to the company file requires the QuickBooks company file to be set to "Single User Mode". Go to File and click Switch to Single User Mode. You can switch back to regular user mode after completing the connection between SyncLinx and QuickBooks.
  3. Open SyncLinx and go to Tools and click Select Date Source....

    SLX_-_Select_Data_Source_-_01.png

  4. You should see a list of available data sources. Select QuickBooks from the list and click OK.

    SLX_-_Data_Source_-_Quickbooks_-_00.png

  5. There will be QuickBooks prompt to confirm the connection. Select "Yes, whenever this QuickBooks company file is open" and use the checkbox for "Allow this application to access personal data such as Social Security Numbers and customer credit card information" and click Continue.

    ALX_-_QuickBooks_-_Certification_SLX_-_01.png

  6. After confirming the SyncLinx connection with QuickBooks, return to SyncLinx to see the SyncLinx QuickBooks Settings menu will appear in SyncLinx; confirm the correct company file is listed. It should match the name of the currently open QuickBooks company file.

    SLX_-_QuickBooks_Settings_-_00.png

  7. Save your changes.
  8. SyncLinx should now be connected. When it does, the top of the window should appear like below, although the version number may differ.

    SLX_window.png

  9. After closing SyncLinx, you can set your QuickBooks company file to multi-user mode by going to go to File and clicking Switch to Multi User Mode. You should not need to switch back to single-user mode unless if you need to reconnect SyncLinx/AccountLinx to QuickBooks.

Importing Data from QuickBooks into ExakTime Connect

If you are unfamiliar with using SyncLinx to import employee data, you can refer to the following article.

When importing data from QuickBooks to ExakTime, the entity equivalents are:

  • QuickBooks Employees import as ExakTime Connect Employees
  • QuickBooks Customers & jobs import as ExakTime Connect Locations
  • QuickBooks Service Items import as ExakTime Connect Cost Codes

Additional Consideration When Importing Entities

Importing Employees

SyncLinx populates Employees for ExakTime Connect using Employees entered in QuickBooks.

In addition to importing QuickBooks employees, you can also import QuickBooks vendors as employees.

  • To enable this, go to Tools and click QuickBooks Settings.

    SLX_-_QuickBooks_-_Menu_-_02.png

  • Enable the option for "Include vendors in employee list".

    SLX_-_Vendors_as_Employees_-_00.png

  • When you click "Get Employees", it should now include vendors as well.

Importing Locations

SyncLinx populates Locations for ExakTime Connect using Customers & Jobs entered in QuickBooks via the Customer Center. The Customer Name field determines the name of the Location after the Customer/Job is imported. In the event you have one customer with multiple jobs in QuickBooks, each job will import as an individual Location. The customers and jobs will be listed as:

  • Customer Name
  • Customer Name: Job 1
  • Customer Name: Job 2
  • Customer Name: Job 3

An additional option in SyncLinx allows you to specify which address should be imported for customer/job as a customer can have a location based on the billing or shipping address.

  • To enable this, go to Tools and click QuickBooks Settings.

    SLX_-_QuickBooks_-_Menu_-_02.png

  • Use the drop-down menu for the address type to select Shipping or Billing.

    SLX_-_Addresses_-_00.png

  • When you import the customer/jobs into ExakTime, it will use the address specified to help derive the Geofence.

Importing Cost Codes

Cost Code (also known as activities or tasks) can be imported via SyncLinx by using the Service Items from QuickBooks. Service items are typically entered under Lists > Item List in QuickBooks. The Item Name/Number field determines the Cost Codes's name upon import.

Importing Expenses

Non-Inventory Parts in QuickBooks can be imported into ExakTime as expenses. Non-inventory parts are typically entered under Lists > Item List in QuickBooks

Additional Settings & Options

In SyncLinx, under Tools > Options there are additional settings to manipulate SyncLinx behavior when running certain functions. Settings found here are not unique to a SyncLinx/QuickBooks connection, thus all settings are not recommended or used.

General

Under the General tab, there are two options.

SLX_General.png

  • Logging Level - Used by Product Support for troubleshooting. Regardless of export method, you will not need to adjust this setting.
  • Show last screen on start-up - Enabling sets SyncLinx to open and show the last used screen

Update

Options here define what elements of ExakTime Connect Employees, Locations, and Cost Codes can be updated when choosing the update option for any entity in the "Already in ExakTime" section.

SLX_-_Options_-_Updates_-_00.png

For all three sections, names cannot be updated in this manner. Changing the name (either in Connect or in QuickBooks) breaks the matching, thus forces them to appear as two different unmatched entities.

Employee

  • Address - Updates the employee's address using the QuickBooks "Home Address" field under Address & Contact
  • Hourly Wage - Not available for import from QuickBooks
  • Number/ID - Not available for import from QuickBooks
  • Email - Fills in the employee's email address using the "Main Email" field in QuickBooks under Address & Contact

Location

  • Number/ID - Not available for import from QuickBooks
  • Contact/Customer - Not available for import from QuickBooks
  • Address - Populated by "Address Details" in QuickBooks
  • Description/Notes - Not available for import from QuickBooks
  • Phone - Not available for import from QuickBooks
  • Certified - Not available for import from QuickBooks

Cost Code

  • Number/ID - Not available for import from QuickBooks
  • Description - Not available for import from QuickBooks

Employee

The Employee tab changes the imported employees' user access levels within ExakTime Connect.

SLX_-_Options_-_Employees_-_00.png

Security Role Options

  • Import Employee as ExakTime X User - On import, set the employee's ExakTime Connect Security Role to the chosen Role. For more information about ExakTime Connect security roles, you can refer to the following article.
  • Import Employee as Mobile X User -  On import, set the employee's ExakTime Mobile Security Role to the chosen Role. For more information about ExakTime Mobile security roles, you can refer to the following article.

PIN

  • Import Employee ID/Number as PIN# - Pulls the employees's QuickBooks ID and imports it as their ExakTime Mobile pin. It is not recommended to use this option as the ID field pulled cannot be edited within QuickBooks and returns a value not compatible with the ExakTime Mobile Pin restrictions
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