Configuration > General Ledger > General Ledger configuration > Changing accounting software to use QuickBooks Online

Access: Configuration > General Ledger > Accounting software

This procedure applies if you have already configured an accounting software and henceforth wish to use QuickBooks Online.

Things to remember

▪Note that Google ChromeTM or Mozilla FirefoxTM are the recommended browsers for optimal performance of the QuickBooks Online software.

▪This accounting software cannot be selected if the company is structured according to work number.

▪Non-accounted quantities cannot be managed by the QuickBooks Online software.

▪Once the configuration is finished, you will no longer be able to process accounting entries for previous periods generated by your current software.

Select the accounting software

1If you have more than one company, select the desired Company, see Selecting a company.

2On the right side of the Accounting software section, click on the Change accounting software button.

3Under Selection of accounting software, click on the QuickBooks Online icon. You will be redirected to the first of three steps to change software, unless the breakdown is empty, in which case the configuration is done in only two steps.

Step 1: Correspondence of the company

Important

Before you start, define your chart of account in QuickBooks, indicating an account number for each description..

4Click on Connect to QuickBooks to associate your QuickBooks Online company to your company.
Once the association is done, you will be redirected to the Step 1: Correspondence of the company screen.

5Ensure that the company displayed is the correct one. If not, click on Change to modify the association.

6Click on Next to continue to the next step.

Step 2: Accounting transactions tracking

7Select the Follow-up category. If you select By location or By class, the selected structure level descriptions will feed the Location or Class fields in QuickBooks.

8Under Apportionment level, select the desired structure levels for entry distribution.

Things to remember

▪When adding an accounting software, the structure levels displayed correspond to the existing structure levels in the company (Configuration > Business > Organizational structure). When converting an accounting software to QuickBooks, the levels previously used are selected by default.

▪If a structure level has more than one element, click on View list to view the content. This list is offered to clients using the payroll application.

Important

If you remove an accounting entry level, once you click on Confirm in the message that appears, the existing breakdown will be completely deleted in the payroll application (regular entries, accrual entries, calculations to be made, and service fees).

If the accounting entries breakdown is empty, QuickBooks configuration is complete and you will need to do the account breakdown using the functions under the Breakdown menu.

9Click on Next.

Step 3: Account association

10For each payroll application account displayed under the Accounts and Description columns, under New accounts, select the QuickBooks account associated to it. You can interrupt the association of accounts and continue later by clicking on Save and continue later. However, certain General Ledger functions will be blocked until the configuration has been completed.

11Click on Synchronize if needed, to import any updates that were made to the QuickBooks chart of accounts.

12Click on Save once the account association is done to complete the configuration of QuickBooks Online.

Things to remember

▪All active accounts with a number in QuickBooks will be included in the General Ledger. See Configuring a chart of accounts.

▪You must then proceed with the account breakdown using the functions under the General Ledger menu (General Ledger > Breakdown). For more information regarding the breakdown, refer to the following procedures:

oBreakdown of regular entries

oBreakdown of accrual entries

oBreakdown of calculations to be made

oBreakdown of service fees

For more information

Configuring general ledger parameters

General Ledger Interface - Additional information