Using SyncLinx/AccountLinx with QuickBooks Online

With the latest version of QuickBooks Online, they have made changes to how third-party applications communicate with a QuickBooks Online company file. To ensure compatibility, you will want to update AccountLinx/SyncLinx to version 4.7.5+.

Installing SyncLinx/AccountLinx

If you do not have AccountLinx/SyncLinx, you can refer to the following dedicated article to help you get everything installed.

Connecting SyncLinx to QuickBooks Online

When first connecting AccountLinx/SyncLinx with your QuickBooks Online company file you will be prompted to enter your QuickBooks Online username and password. 

  • Go to Tools and click Data Source.
    SLX_-_QuickBooks_Online_-_Menu_-_01.png
  • Select QuickBooks Online and click OK.
    SLX_-_QuickBooks_Online_-_Data_Source_-_00.png
  • You should see a window to enter your QuickBooks Online credentials. Enter your credentials and click Sign In.
    • It is highly advised to log in with a user that is an "Admin" or "Master Admin" as they will have the necessary permission to allow AccountLinx/SyncLinx to communicate with your company file. 
    • ALX_-_QuickBooks_Online_-_00.png
  • Select a company file from the drop-down menu of associated company files and click Next.QBO_Connect.png

Using SyncLinx

Now that SyncLinx has been connected to your QuickBooks Online company file, you should be ready to import some of your QuickBooks Online data into ExakTime Connect. When importing your data, please be mindful of what your QuickBooks Online data will relate to.

  • QuickBooks Employees/Vendors = ExakTime Employees
  • QuickBooks Customer/Jobs = ExakTime Locations
  • QuickBooks Services = ExakTime Cost Codes

For information about the basic use of SyncLinx, refer to the following dedicated article.

SyncLinx Import Options

When importing your data, there are two options available that can depend on how your QuickBooks Online account is set up.

  • Go to Tools and click QuickBooks Online Settings....
    SLX_-_QuickBooks_Online_-_Menu_-_02.png
  • Enable/select your options and click Save.
    • Include vendors in employee list - Enable if you have set up your vendors to be used like employees in QuickBooks Online.
    • Address Type - Specify which address should be imported for customer/job as a customer can have a location based on the billing or shipping address.
      ALX_-_QuickBooks_Online_-_Reset_-_00.png

Connecting AccountLinx to QuickBooks Online

  • Go to Tools and click Exporter Settings.
    SLX_-_QuickBooks_Online_-_Menu_-_01.png
  • Click Select Exporter.
  • Select QuickBooks Online and click OK.
    SLX_-_QuickBooks_Online_-_Data_Source_-_00.png
  • You should see a window to enter your QuickBooks Online credentials. Enter your credentials and click Sign In.
    • It is highly advised to log in with a user that is an "Admin" or "Master Admin" as they will have the necessary permission to allow AccountLinx/SyncLinx to communicate with your company file. 
    • ALX_-_QuickBooks_Online_-_00.png
  • Select a company file from the drop-down menu of associated company files and click Next.QBO_Connect.png

Mapping Entities

Mapping is a required process that allows you to specify what an entity in ExakTime relates to in QuickBooks Online to help create your QuickBooks Online reporting and paychecks.

For information about mapping your data in AccountLinx, refer to the following dedicated article.

Mapping Considerations

Employee Mapping

When mapping employees, you are only able to map a single ExakTime employee to a single equivalent QuickBooks employee/vendor. 

Location Mapping

When mapping locations, it is possible for multiple ExakTime locations to be mapped to a singular QuickBooks customers/jobs. This allows you to track detailed locations in ExakTime, but have it all funnel to singular customers if the detail is not needed in QuickBooks.

For example, you may have a shopping complex entered as a QuickBooks customer, but do not have jobs for the customer. You can create multiple locations in ExakTime to track time intimately there, but have it all funnel into the shopping complex customer in QuickBooks. Please be aware that you cannot do the reverse of this with a single ExakTime location going into multiple QuickBooks customers.

Cost Code Mapping

Similar to locations, it is possible for multiple ExakTime cost codes to be mapped to a singular QuickBooks service item. This allows you to track detailed cost codes in ExakTime, but have it all funnel to singular service items if the detail is not needed in QuickBooks.

For example, you may have a simple "Labor" service item entered in QuickBooks. You can create multiple cost codes in ExakTime to track time intimately there, but have it all funnel into the "Labor" service item QuickBooks. Please be aware that you cannot do the reverse of this with a single ExakTime cost code going into multiple QuickBooks service items.

Additional Configuration

AccountLinx offers a few additional settings and options to further tune AccountLinx to suit your business needs.

Exporting Time Data with AccountLinx

Now that AccountLinx has been connected to your QuickBooks Online company file and you have mapped your data, you should be ready export your ExakTime time data into QuickBooks Online.

For information about the basic use of AccountLinx, refer to the following dedicated article.


Possible Errors and Troubleshooting

When giving us permission to connect to your company file, you may encounter any of the following connection messages/errors.

Uh Oh, There's a Connection Problem/Oops Can't Connect

QBO_Error_1.png

If you encounter this message, it generally means:

  • The QuickBooks Online user does not have permission to let us connect to the company file.
    • Try to login with an "Admin" or "Master Admin" user as they should have sufficient permission to let AccountLinx/SyncLinx connect to your company file.
  • The company file is not active or is expired.
    • Double-check that the company file that you are trying to connect AccountLinx/SyncLinx with is active.

Set Up Payroll

QBO_Error_2.png

  • This generally means that the company file is missing a necessary module or a module has not been activated (such as Accounting/Time Tracking).

Apps Already Connected To...

QBO_Error_3.png

  • This generally means that AccountLinx/SyncLinx has already been connected to the company file and may require resetting the connection.
    • Reset the connection with the QuickBooks Online configuration menu in AccountLinx/SyncLinx. The steps can be found below.

Resetting AccountLinx Connection

  • Go to Tools
  • Go to Exporter Settings
  • Go to Configure...
  • Click Reset QuickBooks Online Connection.

ALX_Reset_Connection.png

Resetting SyncLinx Connection

  • Go to Tools
  • Go to QuickBooks Online Settings...
  • Click Reset

SLX_Reset_Connection.png

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