Switching to QuickBooks Online from QuickBooks Desktop: Difference between revisions

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This user manual explains the steps required to switch from QuickBooks Desktop to QuickBooks Online in CommitCRM.
This guide explains the steps required to switch from integrating RangerMSP with QuickBooks Desktop to integrating with QuickBooks Online.


NOTE: As you already have all your customers and items record in CommitCRM and, probably, in QuickBooks Online you should match CommitCRM records with QuickBooks Online records instead of importing the records. Iporting the records in this case will only create duplicates in your database and therefore it should be avoided.
IMPORTANT NOTE: QuickBooks Online internals are entirely different than the desktop edition and when migrating your QuickBooks Desktop data to QuickBooks Online all internal identifiers of customer and item records are changed.
This means that you '''must re-link''' your RangerMSP Accounts to QuickBooks Online Customers and RangerMSP Items to QuickBooks Online Items.
Do '''not''' import customers and items from QuickBooks Online before linking existing records first, otherwise duplicate records will be created.




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==Installation Instructions==
==Installation Instructions==
To connect to your '''QuickBooks Online''' company please follow [[QuickBooks_Online_Link_Configuration_Instructions|QuickBooks Online Link Configuration Instructions]].
To connect to your '''QuickBooks Online''' company please follow [[QuickBooks_Online_Link_Configuration_Instructions|QuickBooks Online Link Configuration Instructions]].
We strongly recommend to '''backup''' CommitCRM data before configuring the QuickBooks Online Link.  
We strongly recommend to '''backup''' RangerMSP data before configuring the QuickBooks Online Link.  
You should backup <server>\CommitCRM\DB folder including all files while no one is using CommitCRM.  
You should backup <server>\RangerMSP\DB folder including all files while no one is using RangerMSP.  


==Accounts==
===Link Account To QuickBooks Online Customer/Job/Vendor Record===
This option enables you to link between an existing record in CommitCRM and an existing record in QuickBooks Online.


This option is very useful when the same customer already exists in CommitCRM and also exists in QuickBooks Online. It tells the system that both these records are actually the same contact and there should be a link between them when synchronizing data. Also, when generating QuickBooks Online invoices from CommitCRM the link tells CommitCRM to which customer to link the invoice to.
==Link RangerMSP Account To QuickBooks Online Customer, Job or Vendor Record==
This option lets you to link between an existing Account record in RangerMSP and an existing record in QuickBooks Online.


To link between an existing Account record in CommitCRM and an existing Customer/Job/Vendor in QuickBooks Online, go to the Accounts window and select '''''Link Account To QuickBooks Customer/Job/Vendor Record''''' on the QuickBooks drop down toolbar mhttps://www.commitcrm.com/wiki/Switching_to_QuickBooks_Online_from_QuickBooks_Desktopenu.
This option is very useful when the same customer already exists in RangerMSP and also exists in QuickBooks Online. It tells the system that both these records are actually the same and there should be a link between them when synchronizing data. Also, when generating QuickBooks Online invoices from RangerMSP the link tells RangerMSP to which customer to link the invoice to.


[[File:commitcrm_link account_to_quickbooks_online_record.png|center]]
To link between an existing Account record in RangerMSP and an existing Customer, Job or Vendor in QuickBooks Online, go to the Accounts window and select '''''Link Account To QuickBooks Customer/Job/Vendor Record''''' on the QuickBooks drop down toolbar menu.
 
[[File:link_account_to_quickbooks_online_record.png|center]]


The QuickBooks Customer/Job Selection dialog box will appear:
The QuickBooks Customer/Job Selection dialog box will appear:


[[File:commitcrm_quickbooks_online_customer_selection_window.png|center]]
[[File:quickbooks_online_customer_selection_window.png|center]]
 
Type the name of the QuickBooks Customer/Job/Vendor in the Name field in QuickBooks, and click Find. The relevant records in QuickBooks will be displayed. Select the record that matches the record in CommitCRM and click OK.
 
 
===Create New Record in QuickBooks Online Based on CommitCRM Account===
This option allows you to create a new Customer/Vendor in QuickBooks Online based on the existing Account in CommitCRM, instead of retyping all the information again in QuickBooks. It also creates a link between the record in CommitCRM and the newly created corresponding record in QuickBooks.
 
This option is useful when a new Account record was created in CommitCRM and you want to add it to QuickBooks, without having to type the Account details again in QuickBooks Online.
 
To create a new Customer/Vendor in QuickBooks Online based on an existing CommitCRM Account, select the relevant record in the Accounts window in CommitCRM and then select '''''Create New Record in QuickBooks Based on CommitCRM Account''''' in the QuickBooks menu.


[[File:commitcrm_new_record_in_quickbooks_online_based_on_account.png|center]]
Type the name of the QuickBooks Customer/Job/Vendor in the Name field in QuickBooks, and click Find. The relevant records in QuickBooks will be displayed. Select the record that matches the record in RangerMSP and click OK.


The Account record will now be transferred to QuickBooks Online as a Customer/Vendor. You can open QuickBooks Online and view the newly created record.


[[File:commitcrm_new_customer_in_quickbooks_online.png|center]]
==Link RangerMSP Item To QuickBooks Onlince Products/Services ==
You can create a link between an existing Item in RangerMSP with an existing Item in QuickBooks Online.<br>This option is useful when the same Item already exists in both RangerMSP and QuickBooks Online. The linking function tells the system that these records are the same Item and they should e synchronized with each other.


To link between an existing Item record in RangerMSP and an existing Item in QuickBooks Online, select '''''Link Item To QuickBooks Item''''' on the QuickBooks drop down toolbar menu.


==Items==
[[File:link_item_to_quickbooks_online_record.png|center]]
 
===Link Item To QuickBooks Onlince Products/Services ===
You can create a link between an existing Item in CommitCRM with an existing Item in QuickBooks Online.<br>This option is useful when the same Item already exists in both CommitCRM and QuickBooks Online. The linking function tells the system that these records are the same Item and they should e synchronized with each other.
 
To link between an existing Item record in CommitCRM and an existing Item in QuickBooks Online, select '''''Link Item To QuickBooks Item''''' on the QuickBooks drop down toolbar menu.
 
[[File:commitcrm_link_item_to_quickbooks_online_record.png|center]]


The QuickBooks Online Item Selection window will appear:
The QuickBooks Online Item Selection window will appear:


[[File:commitcrm_quickbooks_online_item_selection_window.png|center]]
[[File:quickbooks_online_item_selection_window.png|center]]
 
Type the name of the Item in the Name field in QuickBooks Online, and click ''Find''. The relevant Items in QuickBooks Online will be displayed. Select the Item that matches the Item in CommitCRM and click OK.<br>Done! You have created the link between the two records. Updates in CommitCRM to this Item can now be synchronized with to QuickBooks Online, and vice versa.


Type the name of the Item in the Name field in QuickBooks Online, and click ''Find''. The relevant Items in QuickBooks Online will be displayed. Select the Item that matches the Item in RangerMSP and click OK.<br>Done! You have created the link between the two records. Updates in RangerMSP to this Item can now be synchronized with to QuickBooks Online, and vice versa.


===Create New Item In QuickBooks Online Based on CommitCRM Item===
This option enables you to create a new Item in QuickBooks Online based on an existing Item in CommitCRM. It also creates a link between the record in CommitCRM and the newly created corresponding record in QuickBooks Online.


This option is useful when a new Item record was created in CommitCRM and you want to add it to the QuickBooks Online, without having to type the Item details again in QuickBooks Online.


To create a new Item in QuickBooks Online based on an already existing CommitCRM Item, select the relevant Item in the Items window in CommitCRM and then select the '''''Create New Item In QuickBooks Based on CommitCRM Item''''' on the QuickBooks drop down toolbar menu.


The following types of CommitCRM Items will be created as the following QuickBooks Online Items:
==Setting invoice numbers automatically by QuickBooks Online==
<br>Labor items in CommitCRM will be created as Service Items in QuickBooks.<br>
In order QuickBooks Online will number the invoices automatically, you should '''turn off''' the option '''''Custom transaction numbers''''' under the QuickBooks Online company settings page and as a result invoices generated from RangerMSP will get automatically numbered.
Products/Parts Items in CommitCRM will be created as Inventory or Non-Inventory Item in QuickBooks. <br>
Expense Items in CommitCRM can be linked to the QuickBooks Online Items.  


[[File:commitcrm_new_record_in_quickbooks_online_based_on_commitcrm_item.png|center]]
#Go to the Gear icon and select '''Account and Settings'''.
#Click the '''Sales''' tab. Then select '''Edit'''  in the Sales form content section.
#Tap '''Custom transaction numbers''' and turn off the option.
#Hit '''Save''' and then '''Done'''.


The Item record will now be transferred to QuickBooks. You can open QuickBooks and view the newly created record.
Note: RESTART RangerMSP after changing the settings in QuickBooks Online in order to clear any local caches and then generate the invoice again.  


[[File:commitcrm_new_item_in_quickbooks_online.png|center]]
[[File:Quickbooks_online_company_settings_invoice_number.png]]


==See Also==
==See Also==

Latest revision as of 10:05, 18 July 2022

This guide explains the steps required to switch from integrating RangerMSP with QuickBooks Desktop to integrating with QuickBooks Online.

IMPORTANT NOTE: QuickBooks Online internals are entirely different than the desktop edition and when migrating your QuickBooks Desktop data to QuickBooks Online all internal identifiers of customer and item records are changed. This means that you must re-link your RangerMSP Accounts to QuickBooks Online Customers and RangerMSP Items to QuickBooks Online Items. Do not import customers and items from QuickBooks Online before linking existing records first, otherwise duplicate records will be created.


Installation Instructions

To connect to your QuickBooks Online company please follow QuickBooks Online Link Configuration Instructions. We strongly recommend to backup RangerMSP data before configuring the QuickBooks Online Link. You should backup <server>\RangerMSP\DB folder including all files while no one is using RangerMSP.


Link RangerMSP Account To QuickBooks Online Customer, Job or Vendor Record

This option lets you to link between an existing Account record in RangerMSP and an existing record in QuickBooks Online.

This option is very useful when the same customer already exists in RangerMSP and also exists in QuickBooks Online. It tells the system that both these records are actually the same and there should be a link between them when synchronizing data. Also, when generating QuickBooks Online invoices from RangerMSP the link tells RangerMSP to which customer to link the invoice to.

To link between an existing Account record in RangerMSP and an existing Customer, Job or Vendor in QuickBooks Online, go to the Accounts window and select Link Account To QuickBooks Customer/Job/Vendor Record on the QuickBooks drop down toolbar menu.

The QuickBooks Customer/Job Selection dialog box will appear:

Type the name of the QuickBooks Customer/Job/Vendor in the Name field in QuickBooks, and click Find. The relevant records in QuickBooks will be displayed. Select the record that matches the record in RangerMSP and click OK.


Link RangerMSP Item To QuickBooks Onlince Products/Services

You can create a link between an existing Item in RangerMSP with an existing Item in QuickBooks Online.
This option is useful when the same Item already exists in both RangerMSP and QuickBooks Online. The linking function tells the system that these records are the same Item and they should e synchronized with each other.

To link between an existing Item record in RangerMSP and an existing Item in QuickBooks Online, select Link Item To QuickBooks Item on the QuickBooks drop down toolbar menu.

The QuickBooks Online Item Selection window will appear:

Type the name of the Item in the Name field in QuickBooks Online, and click Find. The relevant Items in QuickBooks Online will be displayed. Select the Item that matches the Item in RangerMSP and click OK.
Done! You have created the link between the two records. Updates in RangerMSP to this Item can now be synchronized with to QuickBooks Online, and vice versa.



Setting invoice numbers automatically by QuickBooks Online

In order QuickBooks Online will number the invoices automatically, you should turn off the option Custom transaction numbers under the QuickBooks Online company settings page and as a result invoices generated from RangerMSP will get automatically numbered.

  1. Go to the Gear icon and select Account and Settings.
  2. Click the Sales tab. Then select Edit in the Sales form content section.
  3. Tap Custom transaction numbers and turn off the option.
  4. Hit Save and then Done.

Note: RESTART RangerMSP after changing the settings in QuickBooks Online in order to clear any local caches and then generate the invoice again.

See Also

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