In-Depth: Using SyncLinx with QuickBooks

The following guide covers using SyncLinx in conjunction with the standard QuickBooks for desktop version to populate Employees, Locations and Cost Codes within ExakTime Connect.

Syncing QuickBooks to Connect with SyncLinx

What is SyncLinx?

SyncLinx is a complementary software to assist with bridging the gap between your accounting software and ExakTime Connect.

It is typically installed alongside AccountLinx, but a shortcut is not automatically generated. To create a desktop short, you'll need to navigate to the AccountLinx root folder:

C:\Program Files (x86)\Exaktime\AccountLinx

Once there, look for SyncLinx>. It will feature a SLX_Find.png purple icon; Right-click and select "Create Shortcut." When prompted to save to desktop, choose "Yes."

Before using, SyncLinx will need to be:

  1. Linked to an ExakTime Connect database
  2. Linked to a QuickBooks company file

Connecting SyncLinx to ExakTime

To link to ExakTime Connect, navigate to the AccountLinx root folder [C:\Program Files (x86)\Exaktime\AccountLinx] and open TimeSummit Utilities.

Note: If you've just finished installing AccountLinx/SyncLinx, on the Installation Complete screen there will be a button that states "Launch TimeSummit Utilities," click it.

Once the TimeSummit Utilities load, click the "Database Settings" option on the left and then use credentials provided by ExakTime Support to copy and paste into the fields as labeled.

TS_Utilities_2.png

Once the information is pasted, use the "Test Connection" button to confirm it is able to connect. If it fails, try adding quotation marks " around the password.

After pressing the Test Connection button, you may receive a message saying Connection tested successfully, but your database is out of date. Please see the status window for further information; this message can be safely ignored.

After successfully testing, click the "Save" button. At this point, it is okay to close the TimeSummit Utilities screen.

Connecting SyncLinx to QuickBooks

For this connection to work, SyncLinx will need to have been installed in the same environment as QuickBooks. To establish a connection to QuickBooks:

  1. Open QuickBooks
    1. Sign-in and open the desired company file; the sign-in used will need to be an Administrator
    2. Put QuickBooks into Single-User mode if it is not already (File>Switch to Single User Mode)
  2. Open SyncLinx
  3. In SyncLinx, go to Tools>Select Data Source...
    1. From the list of sources, select QuickBooks

      Data_Source.png

  4. Click "OK"
    1. If prompted, confirm the Security Certificate prompt in QuickBooks to allow SyncLinx access
    2. After clicking "OK,"and addressing the security prompt, the QuickBooks Settings menu will appear; confirm the correct company file is listed. It should match the name of the currently open QuickBooks company file

      QuickBooks_Settings.png

  5. Save.

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

Importing into ExakTime Connect

By using the top toolbar, SyncLinx can look into QuickBooks and export certain entities as Employees, Locations, or Cost Codes into ExakTime Connect.

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

When importing, note the four sections detailed below:

  • Import_Sections.png
  1. QuickBooks Employees/Cost Code/Locations: This section will list employees, service items or customers added in QuickBooks but not yet synced into ExakTime Connect.
  2. Already in TimeSummit: Employees/Cost Codes/Locations entered in QuickBooks then imported to ExakTime Connect via SyncLinx will appear here. If an employee is created separately in ExakTime Connect and QuickBooks but match, they will also appear here.
  3. Ignored in Import: Employees/Cost Codes/Locations marked under "Ignore" in section one will be moved to this section after doing an import. They remain here and are ignored during all subsequent import sessions until marked for "Add to import"
  4. Exist in TimeSummit but not Matched (Deactivate): This section shows employees, locations, or Cost Codes existing in ExakTime connect but do not match a corresponding QuickBooks employee, customer, or service item. This could be an employee who was entered in manually on the Connect side or had their name edited in either QuickBooks or Connect without updating the other software.

Importing Employees

In order to see Employees from QuickBooks available for import, select "Get Employees". This will populate the four sections of the SyncLinx using Employees you have created via the Employee Center in QuickBooks.

To import all available QuickBooks employees at once...

  • Check the box above the Import column to select all employees, then select "Begin Import"

To import individual employees...

  • Check the bubble in the import column next to their name, then select "Begin Import". You can select as many as needed.

SLX-Selecting.gif

SyncLinx also allows you to ignore entities, like employees, from further import sessions. If you have active employees in QuickBooks who, for the foreseeable future, do not need to be imported into ExakTime Connect, they can be marked under ignore. This minimizes the need to consistently deselect those individuals from future import sessions.

To ignore:

  • Select the bubble next the individual(s) name(s) under the Ignore column, then click "Begin Import". Like importing, you can ignore select individuals or everyone at once

Note: It is possible to import vendors from QuickBooks as Employees. To do this, go to Tools>QuickBooks Settings... and check the box for "Include vendors in employee list"

Importing Locations

SyncLinx populates Locations for ExakTime Connect using Customers & Jobs entered in QuickBooks via the Customer Center. The Customer Name fields determines the name of the Location after the Customer/Job is imported. To see which Customer & Jobs are available for import, select "Get Locations".

To import all available QuickBooks Customer & Jobs at once...

  • Check the box above the Import column to select all locations, then select "Begin Import"

To import individual Customer & Jobs...

  • Check the bubble in the import column next to the customer/job name, then select "Begin Import". You can select as many as needed.

Like Employees, you can set certain customers and jobs to be ignored from being imported as Locations. To ignore...

  • Select the bubble next the individual(s) name(s) under the Ignore column, then click "Begin Import". As before, you can ignore select customers or all simultaneously.

Note: In the event you have one customer with multiple jobs in QuickBooks, each job will import as an individual Location.

Importing Cost Codes

Cost Code or tasks can be imported via SyncLinx by taking entities entered under Lists>Item List in QuickBooks. The Item Name/Number field determines the Cost Codes's name upon import. To see which Service Items are available for import, select "Get Cost Codes".

To import all available QuickBooks Service Items as Cost Codes at once...

  • Check the box above the Import column to select all Cost Codes, then select "Begin Import"

To import individual Service Items as Cost Codes...

  • Check the bubble in the import column next to the item name, then select "Begin Import"

As before, Service Items can be exempted from showing as available for import by setting them to be ignored. To ignore...

  • Select the bubble next the item(s) under the Ignore column, then click "Begin Import". All the same, it is possible to ignore select service items or all of them at once

Additional Settings & Menus

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 TimeSummit" section.

SLX_Update.png

Note: 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_Employee.png

Security Role Options

  • Import Employee as TimeSummit ____ User: On import, set the employee's ExakTime Connect Security Role to the chosen Role
  • Import Employee as Mobile ____ User: On import, set the employee's ExakTime Mobile Security Role to the chosen Role

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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