QuickBooks Link Account Options: Difference between revisions

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{{usermanualsquickbookslink}}
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Your company has ongoing interactions with customers, vendors, business partners, friends, leads, and so on. In CommitCRM, each of these types of contacts is called an [[Accounts|Account]]. You can manage your Account contact data and all other related data in the Accounts window.
This is the appendix section for the [[QuickBooks Link|RangerMSP-QuickBooks Link]] user manual.


In Accounts, related data is any information related to the Account that is presently being managed in CommitCRM, such as scheduled Appointments, open Tasks, Phone Call monitoring, Ticket/incident [[history]], [[Assets]] (customer equipment and software licenses), [[Charges]], linked [[Documents]] (MS-Word, emails, Excel etc.), [[Sales|Sales Opportunities]] and so on.


Account information is organized in separate information tabs that display different types of data.
===Changing Path/Company File===
If you have made changes to your QuickBooks company file and it is set to synchronize with RangerMSP, or if you have modified the path to where your current QuickBooks company file is stored (i.e. by moving the QuickBooks installation from the local drive to the network), you need to change the path/company file in RangerMSP.


To view all information related to an Account, open the Accounts window, locate the required Account, and browse through its data by clicking on the information tabs.
Please follow the instruction below to 'Change Path/Company':


Accounts can be easily imported from [[QuickBooks Link|QuickBooks]], and changes can be synchronized between both systems.
<u>Important Note:</u> We strongly recommend you '''backup''' RangerMSP's data prior to changing the company file (note that all users should not be using RangerMSP while you perform the backup).<br>RangerMSP data is stored in <server>\RangerMSP\DB folder.


In RangerMSP, go to Tools > Options > QuickBooks menu, and click on Change Path/Company.


__TOC__
[[File:Options_quickbooks_tab3.png|center]]


==Actions in CommitCRM-QuickBooks Link==
The following wizard will open.
Aside from importing your Customers into CommitCRM, the [[QuickBooks Link|CommitCRM-QuickBooks Link]] includes many other useful functions.


You can view all of the synchronization options that are available between Account records in CommitCRM and Customers/Vendors in QuickBooks in the Accounts window under the QuickBooks drop down toolbar menu.
[[File:Reselect_quickbooks_company_file.png|center]]


There you will see one of the following two menus:
Click on Click to Select New File to select the new QuickBooks company file. The file browser will display.


The first menu is displayed when a selected Account is not linked to the parallel Customer/Vendor in QuickBooks.
[[File:Select_qb_company_file2.png|center]]


[[File:quickbooks_options_in_accounts_window1.png|center]]
Select the new QuickBooks company file or the new path for the existing QuickBooks company file, and click Open.


The second menu is displayed when a selected Account is already linked to the parallel Customer/Vendor record in QuickBooks.
You can now see the path and name of the current QuickBooks company file and the path and name of the newly selected QuickBooks company file.


[[File:quickbooks_options_in_accounts_window2.png|center]]
[[File:New_company_file_selected.png|center]]


All the options are accessible from the Accounts window, so it is not necessary to open the QuickBooks Company while those actions are being performed (although if QuickBooks is open you may notice performance improvements).
Click Next.


In the next stage you'll be asked to select whether the file you have selected is:


==Create Invoice==
#'a new path for the SAME company file'<br>or
This option enables you to create a QuickBooks invoice from CommitCRM for the selected Account, based on billable charges entered in CommitCRM that haven't been billed yet. You can also include not-billable charge in the invoice, without it affecting the invoice total amount.
#'a DIFFERENT QuickBooks company file'


[[QuickBooks Link Invoice Creation Options|Click Here for a detailed step–by-step guide on how to manage invoices.]]
Please see the following sections for a detailed description of each option.


====Option 1. "a new path for the SAME company file"====
Select this option when:


==Link Account To QuickBooks Customer/Job/Vendor Record==
#You moved your original QuickBooks company file from one location to another, i.e. from your local drive to a shared drive on your server.
This option enables you to link between an existing record in CommitCRM and an existing record in QuickBooks.
#You restored the QuickBooks company file from a backup, and it is almost identical to the original file.
#It is an exact copy of the original QuickBooks company file, and the Customers, Items and invoices are the same or almost the same as the original company file.


This option is very useful when the same customer already exists in CommitCRM and also exisst in QuickBooks. 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 invoices from CommitCRM the link tells CommitCRM to which customer to link the invoice to.
<u>Note:</u> if you have imported data from one QuickBooks company file to another QuickBooks company file, RangerMSP sees the second file as a different QuickBooks company file, since the Customers, Items etc receive new record ID numbers in the second file.


To link between an existing Account record in CommitCRM and an existing Customer/Job/Vendor in QuickBooks, go to the Accounts window and select Link Account To QuickBooks Customer/Job/Vendor Record on the QuickBooks drop down toolbar menu.
After you selected the new company file, the following window will open. Read the instructions carefully.


[[File:link_account_to_quickbooks_record.png|center]]
[[File:new_path_for_same_company_file.png|center]]


The QuickBooks Customer/Job Selection dialog box will appear:
Select 'a new path for the SAME company file' and click Next.


[[File:quickbooks_customer_selection_window1.png|center]]
A window will open warning you that the replacement may take time. Click Yes to confirm that you would like to proceed.


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.
[[File:Replacement_warning.png|center]]


==Create New Record in QuickBooks Based on CommitCRM Account==
If the new company file is not identical to the original one, you will receive the following message:
This option allows you to create a new Customer/Vendor in QuickBooks 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.
[[File:Replacement_warning2.png|center]]


To create a new Customer/Vendor in QuickBooks 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.
If you are sure that the selected file is the same as the current QuickBooks company file, click Yes.<br>If you've selected a different company file than the current one, click No.


[[File:new_record_in_quickbooks_based_on_account.png|center]]
[[File:Replacement_of_quickbooks_company_file_finish.png|center]]


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


[[File:new_customer_in_quickbooks.gif|center]]
Done! You have successfully replaced the QuickBooks company file RangerMSP syncs with. RangerMSP now has the new path to the QuickBooks company file.


Once you have completed selecting the new company file, you will be returned to the Options window. Click OK to close it.


==Update Linked QuickBooks Record with CommitCRM Account Data==
[[File:Options_quickbooks_tab4.png|center]]
You can update a linked QuickBooks Customer/Job/Vendor with CommitCRM Account data. This option is useful when you've updated an Account in CommitCRM and want to automatically transfer these updates to the corresponding linked Customer/Job/Vendor in QuickBooks.


To update a linked Customer/Job/Vendor in QuickBooks with CommitCRM Account data, select the relevant Account in the Accounts window in CommitCRM and then select Update Linked QuickBooks Record with CommitCRM Account Data on the QuickBooks drop down toolbar menu.
====Option 2. "a DIFFERENT QuickBooks company file"====
You should select this option when you no longer want to synchronize with the currently selected QuickBooks company file, and you want to begin synchronizing with a different QuickBooks company file.


[[File:update_quickbooks_record_with_accounts_data.png|center]]
<u>Note:</u> this function is irreversible. Once you have selected to sync with another QuickBooks company file, the link between RangerMSP and the old (currently selected) QuickBooks company file is lost forever. If you choose to reselect the currently selected company file for synching with RangerMSP at a future time, all the current sync settings will not be recognized. For example, if you import/sync Customer records from QuickBooks into RangerMSP, duplicate records in RangerMSP will be created.


The relevant Customer/Job/Vendor will be automatically updated in QuickBooks. You can open QuickBooks and view the updated information.
<u>Important Note:</u> We strongly recommend you backup RangerMSP's data prior to changing the company file (note that all users should not be using RangerMSP while you perform the backup).<br>RangerMSP data is stored in <server>\RangerMSP\DB folder.


[[File:updated_customer_in_quickbooks.gif|center]]
After you selected the new company file, the following window will open. Read the instructions carefully.


The two images above, show that a 'Fax' number that was added in to the record in CommitCRM and how it has been updated in the parallel record in QuickBooks after activating this option.
[[File:Different_quickbooks_company_file.png|center]]


<u>Note:</u> If the linked Customer/Job/Vendor in QuickBooks was also updated since the last synchronization took place, you will receive a system warning.
Select 'a DIFFERENT QuickBooks company file' only if you fully understand the meaning of this option, and you want RangerMSP to sync with a different QuickBooks company file. Click Next.


Now you will be asked to open the selected QuickBooks company file as a QuickBooks Administrator and in Single User mode. Follow these instructions carefully.


==Update Account Data from the Linked QuickBooks Record==
[[File:quickbooks_wizard_step5.png|center]]
You can update a linked CommitCRM Account with QuickBooks Customer/Job/Vendor data. This option is useful when you've updated a Customer/Job/Vendor in QuickBooks and want to automatically transfer the changes to CommitCRM.


In the following example, the E-mail field was updated in QuickBooks:
Follow the instructions in the above screenshot to log in to QuickBooks as an Administrator and in Single User mode. Then, click Next.


[[File:updated_customer_in_quickbooks2.gif|center]]
RangerMSP will now try to access the selected QuickBooks company file. QuickBooks will display a window requesting permission to allow access to the file. Grant RangerMSP all the relevant permissions.


To update the linked CommitCRM Account with the changed data from the parallel record in QuickBooks, select the relevant Account in CommitCRM and then select  Update Account Data from the Linked QuickBooks Record on the QuickBooks drop down toolbar menu.
[[File:quickbooks_permissions.gif|center]]


[[File:update_account_with_quickbooks_data.png|center]]
Make sure you select the correct settings as illustrated above:
#Yes, always allow access to RangerMSP even if QuickBooks is not running
#Login as user with Admin privileges.


The selected record in CommitCRM will be updated with the changes made in QuickBooks.
<u>Note:</u> The dialog box you see may slightly differ from the one above depending on your version/edition of QuickBooks.


[[File:updated_account.png|center]]
Click Continue. QuickBooks will then ask you to confirm that you grant the permissions to RangerMSP. Click Yes.


In the example above, you can see that the E-mail field in CommitCRM has been updated with the new information from the linked QuickBooks record.
The QuickBooks company file will now be replaced.


<u>Note:</u> If the linked Account in CommitCRM was also updated since the last synchronization took place, you will receive a system warning.
A window will open warning you that the replacement may take time. Click Yes to confirm that you would like to proceed.


[[File:Replacement_warning.png|center]]


==Remove Link Between the Account and QuickBooks Record==
You can remove the link between a CommitCRM Account and QuickBooks Customer/Job/Vendor. This feature is useful for removing links that were created by mistake, removing links to QuickBooks records that were deleted, or when you don't want to continue synchronizing data between records.


When you remove a link between records, you will no longer be able to synchronize changes between them. You can always link the records again in the future with the Link Account To QuickBooks Customer/Job/Vendor Record option on the QuickBooks drop down toolbar menu as described above.
[[File:backup_warning2.png|center]]


To remove the link between the records, select the relevant Account in CommitCRM and then select Remove Link Between the Account and QuickBooks Record on the QuickBooks drop down toolbar menu.
Click 'Yes, only if you have recently backup RangerMSP data.'


[[File:remove_link_between_accounts.png|center]]
[[File:Last_replacement_warning.png|center]]


Click 'Yes' to proceed.


==New Account in CommitCRM Based on a QuickBooks Record==
Done!
This option allows you to create a new Account record in CommitCRM based on an existing Customer/Job/Vendor in QuickBooks. It also creates a link between the record in QuickBooks and the newly created corresponding record in CommitCRM.


This option is useful when a new Customer/Job/Vendor record was created in QuickBooks and you want to add it to CommitCRM, without typing the details again in CommitCRM.
[[File:replacement_of_quickbooks_company_file_finish.png|center]]


To create a new Account in CommitCRM based on a Customer/Job/Vendor in QuickBooks, select New Account in CommitCRM Based on QuickBooks from the Accounts window in CommitCRM.
Click '''Finish'''.


[[File:new_account_based_on_quickbooks_record.png|center]]
Done! You have successfully replaced the QuickBooks company file RangerMSP syncs with. RangerMSP now has the new path to the QuickBooks company file.


The QuickBooks Selection dialog box will appear.
Once you have completed selecting the new company file, you will be returned to the Options window. Click OK to close it.


[[File:quickbooks_customer_selection_window2.png|center]]
[[File:options_quickbooks_tab4.png|center]]


Search for the Customer/Job/Vendor in QuickBooks that you want to use to create the new Account in CommitCRM.
===Starting a New Financial Year in QuickBooks===
Once a year, many businesses start a new financial year for their accounting purposes. This can be done in two ways in QuickBooks:


Enter the name of the Customer/Job/Vendor in the Name field in QuickBooks, and click Find. Any related QuickBooks Customers/Jobs/Vendor will be displayed. Select the relevant record and click OK.
#Create a new QuickBooks company file for each new financial year ('''Less recommended''' when working with RangerMSP).<br>OR
#Close your books at year-end, but this information stays in the same QuickBooks company file ('''recommended!''')


[[File:new_account.png|center]]
If you use the RangerMSP-QuickBooks Link, it is preferable to use the '''second option''' (i.e. continue using the same company file) in order to keep the sync settings and avoid repeating the long process of linking all your QuickBooks Customers, Vendors and Items with their corresponding records in RangerMSP (this is required when you start to use a completely new company file as described in option 1 above).


Done! The new Account will now be created in CommitCRM.
For your convenience, please find below some text copied from the QuickBooks Help file about closing your books at year-end. You should also read the 'QuickBooks Year-End Guide' for more information.


<u>Important Note:</u> When performing any year-end procedures, follow the instructions found in your QuickBooks documentation rather than the instructions below, since they may not suit your version/edition of QuickBooks.
You should also consult with your accountant.


==Import New Records / Update Linked Records from QuickBooks==
Taken from QuickBooks Help:
If you have added or updated any Customers/Vendors/Jobs in QuickBooks, you can import these changes into CommitCRM using the same function as the one you used initially to import all the records from QuickBooks into CommitCRM.


Using this option after the initial import enables you to import all the QuickBooks records that have been added to QuickBooks after the initial import. It also syncs all updates performed to records in QuickBooks and applies them to the corresponding linked records in CommitCRM.


During the first import, all the relevant Account records from QuickBooks will be imported into CommitCRM.
'''''About closing your books at year-end'''<br>You can choose whether to close your books at the end of the year or not. QuickBooks doesn't require you to do so.''


From the second import and on:
'''''Advantages to closing your books'' (less recommended when working with RangerMSP)'''
#All the new records in QuickBooks that were created during the period between the last import and the current import, will be imported to CommitCRM as new records.
*''Restricted access: You can set a password to restrict access to data from the prior accounting period, including the details of every transaction. Transactions can't be changed without your knowledge. To modify or delete a transaction in a closed period, a user must know the closing date password and have the appropriate permissions.
#All the records in QuickBooks that were updated during the period between the last import and the current import, will be updated in CommitCRM as well.


Please note, that Jobs are not imported in the batch import from QuickBooks to CommitCRM. You can import the jobs on one by one basis using the 'New Account in CommitCRM Based on QuickBooks' option. However, updates to Jobs that have been are already linked to CommitCRM Accounts will be synchronized and will update the corresponding record in CommitCRM.
*''Reporting: Any changes made after the closing date to transactions dated on or before the closing date will appear in the 'closing date exception report'.''


To sync/import all the records, go to Accounts window > QuickBooks drop down toolbar menu and select the option 'Import New Records / Update Linked Records from QuickBooks...'
'''''Advantages to NOT closing your books'' (recommended when working with RangerMSP)'''
*''Detail: You always have easy access to last year's data, including the details of every transaction.''


[[File:importing_accounts_from_qb.gif|center]]
*''Reporting: You can create comparative reports between this year and last year.''


'''''Year-end adjustments QuickBooks makes automatically'''<br>QuickBooks performs certain year-end adjustments, based on your fiscal year start month.''
*''QuickBooks adjusts your income and expense accounts at year-end to zero them out. Therefore, you start your new fiscal year with a zero net income.''
*''QuickBooks makes an adjusting entry to your net income. For example, if your profit for the year was $12,000, on the last day of your fiscal year the equity section of your Balance Sheet would show a line for net income of $12,000.''
*''On the first day of the new fiscal year, QuickBooks increases your Retained Earnings equity account by the previous year's net income ($12,000 in this example) and decreases your net income by the same amount. This way, you start each new fiscal year with a net income of zero.''
===Introduction to RangerMSP Service Tickets===
As an IT service provider, you provide support to your customers, or Accounts. The services you provide vary and may include installation of new PCs, router setup, anti-virus updates, server administration, printer repair, phone support, fixing network configuration problems, and more. Each incident, problem, or job you handle for a given Account is managed in RangerMSP using a Ticket record.
Use the Tickets window to view and manage all your Tickets.
Each Ticket record is linked to a selected Account, and has a unique Number, Description, Type, Assigned Employee and Status. A Ticket can also be linked to an Account Asset (such as hardware, or software licenses owned by the customer).
The Ticket Status field allows you to check whether a ticket has just been opened, whether it was scheduled with a technician, whether it is awaiting information from a customer, or whether it was resolved and closed.
While viewing Ticket information, you can see all data related to the ticket. This includes scheduled technician visits, open tasks that must be completed in order for the ticket to be closed, special service notes, information regarding the Account's service contract, linked documents, charges for labor, expenses and parts, etc.
The Ticket information is organized on separate tabs, with each tab displaying different information about the Ticket.
The Tickets window is often the window that is most used during day-to-day operations. It helps you keep track of all tasks and issues that need attention.
To each Ticket you can add as many Charge records as you need (for more information, see the chapter about Charges). Charge records help you log all your activity on a single ticket. You can add Labor Charges for work you've performed, Parts Charges to track parts used to solve the problem and Expense Charges to charge for travel time, special deliveries etc.
You can bill you customers for charges collected in RangerMSP by easily generating a QuickBooks invoice from RangerMSP based on all the billable charges.
Here's a screen shot of the Tickets main window:
[[File:Tickets_window_sample.png|center]]
===Introduction to Contracts===
As a computer services business, you probably use service contracts that describe the service terms you provide to your customers. Use RangerMSP's Contract records to manage your service contracts and track their status.
Note that using the Contracts tool is optional. If you don't have special contract terms with your customers and you bill according to the activity performed (such as labor, expenses, and parts), you can use the default system contract that is automatically created for each Account, and avoid creating and managing contracts yourself.
Each Contract record you open in RangerMSP is linked to a selected Account, and has a unique Code, Start and End Date, Type, and Status.
RangerMSP Contracts are categorized according to type: Standard, Block of Time, Block of Tickets and Block of Money. The contract type is set when you create a new Contract, and the system automatically tracks the status of contracts according to their type.
You can create and manage several contracts for each Account and use them concurrently; for example, one contract can be for phone support, another for a one-time network installation project, and another for managing warranties.
Every Ticket and Charge in RangerMSP is created under one of the Account Contracts. When you create a Ticket under an active Contract, the system will warn you if the contract terms are obsolete – e.g. if the block of time allocated has already been used, if the end date has passed, etc.
You can easily generate QuickBooks invoices from RangerMSP based on Charges logged in RangerMSP. You can generate an invoice at the Contract level where all unbilled billable charges related to that contract will be included in the invoice regardless of the Ticket records they are related to (you can also generate invoices at the Ticket level).
When a contract has terminated, change its status to Completed. You can also use the status to indicate that a contract has been suspended or canceled.
Here's a screen shot of the Contracts main window:
[[File:Contracts_window_sample.png|center]]
===Detailed Installation Instructions for RangerMSP-QuickBooks Link===
Follow the detailed instructions below to set up RangerMSP-QuickBooks Link. This procedure is only required once.
<u>Note:</u> during installation, you may be asked to download files from the Internet.
[[File:options_menu.png|center]]
From RangerMSP's main menu select Tools > QuickBooks > Sync Options.
[[File:quickbooks_options.png|center]]
Select the country your edition of QuickBooks belongs to, and click ''Connect'.
[[File:quickbooks_wizard_step1.png|center]]
Click Next.
[[File:quickbooks_wizard_step2.png|center]]
Click Next
You may be asked to install QBFC.
To integrate with QuickBooks, RangerMSP uses the latest direct API technologies offered by Intuit/QuickBooks, known as QBFC. QBFC should be installed on every PC on your network which will be using the RangerMSP-QuickBooks Link.
[[File:install_qbfc_question.png|center]]
QBFC must be installed in order to use RangerMSP-QuickBooks Link. Click Yes to install QBFC.
If you do not have the QBFC installation file, you may download it [http://{{SERVERNAME}}/quickbooks_downloads/ here]. Instructions for downloading the file from the RangerMSP site will appear. Follow these instructions, and then continue with the setup process.
The entire synchronization process takes place between RangerMSP and a QuickBooks company file which you select.<br>Continue following the wizard until you are asked to select the QuickBooks company file you wish RangerMSP to sync with.
If a window pops up with a security message about the QBFC7_0Installer.exe file, allow all security warnings, and run the file.
The QBFC installation will begin:
[[File:qbfc_wizard_step1.gif|center]]
[[File:qbfc_wizard_step2.gif|center]]
[[File:qbfc_wizard_finish.gif|center]]
Click Finish. The QBFC installation is complete.
You should now continue with the RangerMSP-QuickBooks Link wizard.
[[File:quickbooks_wizard_step3.png|center]]
Click Next.
[[File:quickbooks_wizard_step4a.png|center]]
Click on Select to select your QuickBooks company file.
[[File:select_qb_company file.png|center]]
Select the company file and click Open.
[[File:quickbooks_wizard_step4_after.png|center]]
Click Next.
In the following screen, you will be asked to run QuickBooks and open the selected QuickBooks company file as a QuickBooks Administrator user and in Single User mode. Follow these instructions carefully to ensure a smooth installation of the RangerMSP-QuickBooks Link.
[[File:quickbooks_wizard_step5.png|center]]
Follow the instructions in the image displayed above.<br>After logging in to QuickBooks as an Administrator and in Single User Mode, click Next.
RangerMSP will now try to access the selected QuickBooks company file. QuickBooks will display a window requesting permission to allow access to the file. Grant RangerMSP all the relevant permissions.
[[File:quickbooks_permissions.gif|center]]
This QuickBooks window may be displayed in order for you to allow RangerMSP to use QuickBooks.<br>Make sure you select the following settings as illustrated above:
#Always allow access even if QuickBooks is not running
#Login as user with Admin privileges.
<u>Note:</u> The dialog box you see may slightly differ from the one above depending on your version/edition of QuickBooks.
The following confirmation dialog box may be displayed.
[[File:quickbooks_confirm_permissions1.gif|center]]
Click Yes to grant access.
Finally, the Access Confirmation window is displayed.
This is the last confirmation needed to allow RangerMSP to access your firm's QuickBooks data file.
[[File:quickbooks_confirm_permissions2.gif|center]]
Click Done.
[[File:quickbooks_wizard_finish.png|center]]
Click Finish.
[[File:Options_quickbooks_tab2.png|center]]
You will return to the Options window. Confirm by clicking OK.
Done! The RangerMSP-QuickBooks Link setup is now complete.


==See Also==
==See Also==
*[[QuickBooks Link|CommitCRM-QuickBooks Link]]
*[[QuickBooks Link|RangerMSP-QuickBooks Link]]
*[[Accounts]]


[[Category:User Manuals]]
[[Category:User Manuals]]
[[Category:QuickBooks]]
[[Category:QuickBooks]]

Revision as of 13:24, 8 July 2020

User Manuals > QuickBooks Link > QuickBooks Link Account Options

This is the appendix section for the RangerMSP-QuickBooks Link user manual.


Changing Path/Company File

If you have made changes to your QuickBooks company file and it is set to synchronize with RangerMSP, or if you have modified the path to where your current QuickBooks company file is stored (i.e. by moving the QuickBooks installation from the local drive to the network), you need to change the path/company file in RangerMSP.

Please follow the instruction below to 'Change Path/Company':

Important Note: We strongly recommend you backup RangerMSP's data prior to changing the company file (note that all users should not be using RangerMSP while you perform the backup).
RangerMSP data is stored in <server>\RangerMSP\DB folder.

In RangerMSP, go to Tools > Options > QuickBooks menu, and click on Change Path/Company.

The following wizard will open.

Click on Click to Select New File to select the new QuickBooks company file. The file browser will display.

Select the new QuickBooks company file or the new path for the existing QuickBooks company file, and click Open.

You can now see the path and name of the current QuickBooks company file and the path and name of the newly selected QuickBooks company file.

Click Next.

In the next stage you'll be asked to select whether the file you have selected is:

  1. 'a new path for the SAME company file'
    or
  2. 'a DIFFERENT QuickBooks company file'

Please see the following sections for a detailed description of each option.

Option 1. "a new path for the SAME company file"

Select this option when:

  1. You moved your original QuickBooks company file from one location to another, i.e. from your local drive to a shared drive on your server.
  2. You restored the QuickBooks company file from a backup, and it is almost identical to the original file.
  3. It is an exact copy of the original QuickBooks company file, and the Customers, Items and invoices are the same or almost the same as the original company file.

Note: if you have imported data from one QuickBooks company file to another QuickBooks company file, RangerMSP sees the second file as a different QuickBooks company file, since the Customers, Items etc receive new record ID numbers in the second file.

After you selected the new company file, the following window will open. Read the instructions carefully.

Select 'a new path for the SAME company file' and click Next.

A window will open warning you that the replacement may take time. Click Yes to confirm that you would like to proceed.

If the new company file is not identical to the original one, you will receive the following message:

If you are sure that the selected file is the same as the current QuickBooks company file, click Yes.
If you've selected a different company file than the current one, click No.

Here click Finish.

Done! You have successfully replaced the QuickBooks company file RangerMSP syncs with. RangerMSP now has the new path to the QuickBooks company file.

Once you have completed selecting the new company file, you will be returned to the Options window. Click OK to close it.

Option 2. "a DIFFERENT QuickBooks company file"

You should select this option when you no longer want to synchronize with the currently selected QuickBooks company file, and you want to begin synchronizing with a different QuickBooks company file.

Note: this function is irreversible. Once you have selected to sync with another QuickBooks company file, the link between RangerMSP and the old (currently selected) QuickBooks company file is lost forever. If you choose to reselect the currently selected company file for synching with RangerMSP at a future time, all the current sync settings will not be recognized. For example, if you import/sync Customer records from QuickBooks into RangerMSP, duplicate records in RangerMSP will be created.

Important Note: We strongly recommend you backup RangerMSP's data prior to changing the company file (note that all users should not be using RangerMSP while you perform the backup).
RangerMSP data is stored in <server>\RangerMSP\DB folder.

After you selected the new company file, the following window will open. Read the instructions carefully.

Select 'a DIFFERENT QuickBooks company file' only if you fully understand the meaning of this option, and you want RangerMSP to sync with a different QuickBooks company file. Click Next.

Now you will be asked to open the selected QuickBooks company file as a QuickBooks Administrator and in Single User mode. Follow these instructions carefully.

Follow the instructions in the above screenshot to log in to QuickBooks as an Administrator and in Single User mode. Then, click Next.

RangerMSP will now try to access the selected QuickBooks company file. QuickBooks will display a window requesting permission to allow access to the file. Grant RangerMSP all the relevant permissions.

Make sure you select the correct settings as illustrated above:

  1. Yes, always allow access to RangerMSP even if QuickBooks is not running
  2. Login as user with Admin privileges.

Note: The dialog box you see may slightly differ from the one above depending on your version/edition of QuickBooks.

Click Continue. QuickBooks will then ask you to confirm that you grant the permissions to RangerMSP. Click Yes.

The QuickBooks company file will now be replaced.

A window will open warning you that the replacement may take time. Click Yes to confirm that you would like to proceed.


Click 'Yes, only if you have recently backup RangerMSP data.'

Click 'Yes' to proceed.

Done!

Click Finish.

Done! You have successfully replaced the QuickBooks company file RangerMSP syncs with. RangerMSP now has the new path to the QuickBooks company file.

Once you have completed selecting the new company file, you will be returned to the Options window. Click OK to close it.

Starting a New Financial Year in QuickBooks

Once a year, many businesses start a new financial year for their accounting purposes. This can be done in two ways in QuickBooks:

  1. Create a new QuickBooks company file for each new financial year (Less recommended when working with RangerMSP).
    OR
  2. Close your books at year-end, but this information stays in the same QuickBooks company file (recommended!)

If you use the RangerMSP-QuickBooks Link, it is preferable to use the second option (i.e. continue using the same company file) in order to keep the sync settings and avoid repeating the long process of linking all your QuickBooks Customers, Vendors and Items with their corresponding records in RangerMSP (this is required when you start to use a completely new company file as described in option 1 above).

For your convenience, please find below some text copied from the QuickBooks Help file about closing your books at year-end. You should also read the 'QuickBooks Year-End Guide' for more information.

Important Note: When performing any year-end procedures, follow the instructions found in your QuickBooks documentation rather than the instructions below, since they may not suit your version/edition of QuickBooks. You should also consult with your accountant.

Taken from QuickBooks Help:


About closing your books at year-end
You can choose whether to close your books at the end of the year or not. QuickBooks doesn't require you to do so.

Advantages to closing your books (less recommended when working with RangerMSP)

  • Restricted access: You can set a password to restrict access to data from the prior accounting period, including the details of every transaction. Transactions can't be changed without your knowledge. To modify or delete a transaction in a closed period, a user must know the closing date password and have the appropriate permissions.
  • Reporting: Any changes made after the closing date to transactions dated on or before the closing date will appear in the 'closing date exception report'.

Advantages to NOT closing your books (recommended when working with RangerMSP)

  • Detail: You always have easy access to last year's data, including the details of every transaction.
  • Reporting: You can create comparative reports between this year and last year.

Year-end adjustments QuickBooks makes automatically
QuickBooks performs certain year-end adjustments, based on your fiscal year start month.

  • QuickBooks adjusts your income and expense accounts at year-end to zero them out. Therefore, you start your new fiscal year with a zero net income.
  • QuickBooks makes an adjusting entry to your net income. For example, if your profit for the year was $12,000, on the last day of your fiscal year the equity section of your Balance Sheet would show a line for net income of $12,000.
  • On the first day of the new fiscal year, QuickBooks increases your Retained Earnings equity account by the previous year's net income ($12,000 in this example) and decreases your net income by the same amount. This way, you start each new fiscal year with a net income of zero.

Introduction to RangerMSP Service Tickets

As an IT service provider, you provide support to your customers, or Accounts. The services you provide vary and may include installation of new PCs, router setup, anti-virus updates, server administration, printer repair, phone support, fixing network configuration problems, and more. Each incident, problem, or job you handle for a given Account is managed in RangerMSP using a Ticket record.

Use the Tickets window to view and manage all your Tickets.

Each Ticket record is linked to a selected Account, and has a unique Number, Description, Type, Assigned Employee and Status. A Ticket can also be linked to an Account Asset (such as hardware, or software licenses owned by the customer).

The Ticket Status field allows you to check whether a ticket has just been opened, whether it was scheduled with a technician, whether it is awaiting information from a customer, or whether it was resolved and closed.

While viewing Ticket information, you can see all data related to the ticket. This includes scheduled technician visits, open tasks that must be completed in order for the ticket to be closed, special service notes, information regarding the Account's service contract, linked documents, charges for labor, expenses and parts, etc.

The Ticket information is organized on separate tabs, with each tab displaying different information about the Ticket.

The Tickets window is often the window that is most used during day-to-day operations. It helps you keep track of all tasks and issues that need attention.

To each Ticket you can add as many Charge records as you need (for more information, see the chapter about Charges). Charge records help you log all your activity on a single ticket. You can add Labor Charges for work you've performed, Parts Charges to track parts used to solve the problem and Expense Charges to charge for travel time, special deliveries etc. You can bill you customers for charges collected in RangerMSP by easily generating a QuickBooks invoice from RangerMSP based on all the billable charges.

Here's a screen shot of the Tickets main window:

Introduction to Contracts

As a computer services business, you probably use service contracts that describe the service terms you provide to your customers. Use RangerMSP's Contract records to manage your service contracts and track their status.

Note that using the Contracts tool is optional. If you don't have special contract terms with your customers and you bill according to the activity performed (such as labor, expenses, and parts), you can use the default system contract that is automatically created for each Account, and avoid creating and managing contracts yourself.

Each Contract record you open in RangerMSP is linked to a selected Account, and has a unique Code, Start and End Date, Type, and Status.

RangerMSP Contracts are categorized according to type: Standard, Block of Time, Block of Tickets and Block of Money. The contract type is set when you create a new Contract, and the system automatically tracks the status of contracts according to their type.

You can create and manage several contracts for each Account and use them concurrently; for example, one contract can be for phone support, another for a one-time network installation project, and another for managing warranties.

Every Ticket and Charge in RangerMSP is created under one of the Account Contracts. When you create a Ticket under an active Contract, the system will warn you if the contract terms are obsolete – e.g. if the block of time allocated has already been used, if the end date has passed, etc.

You can easily generate QuickBooks invoices from RangerMSP based on Charges logged in RangerMSP. You can generate an invoice at the Contract level where all unbilled billable charges related to that contract will be included in the invoice regardless of the Ticket records they are related to (you can also generate invoices at the Ticket level).

When a contract has terminated, change its status to Completed. You can also use the status to indicate that a contract has been suspended or canceled.

Here's a screen shot of the Contracts main window:

Detailed Installation Instructions for RangerMSP-QuickBooks Link

Follow the detailed instructions below to set up RangerMSP-QuickBooks Link. This procedure is only required once.

Note: during installation, you may be asked to download files from the Internet.

From RangerMSP's main menu select Tools > QuickBooks > Sync Options.

Select the country your edition of QuickBooks belongs to, and click Connect'.

Click Next.

Click Next

You may be asked to install QBFC.

To integrate with QuickBooks, RangerMSP uses the latest direct API technologies offered by Intuit/QuickBooks, known as QBFC. QBFC should be installed on every PC on your network which will be using the RangerMSP-QuickBooks Link.

QBFC must be installed in order to use RangerMSP-QuickBooks Link. Click Yes to install QBFC.

If you do not have the QBFC installation file, you may download it here. Instructions for downloading the file from the RangerMSP site will appear. Follow these instructions, and then continue with the setup process.

The entire synchronization process takes place between RangerMSP and a QuickBooks company file which you select.
Continue following the wizard until you are asked to select the QuickBooks company file you wish RangerMSP to sync with.

If a window pops up with a security message about the QBFC7_0Installer.exe file, allow all security warnings, and run the file.

The QBFC installation will begin:



Click Finish. The QBFC installation is complete.

You should now continue with the RangerMSP-QuickBooks Link wizard.

Click Next.

Click on Select to select your QuickBooks company file.

Select the company file and click Open.

Click Next.

In the following screen, you will be asked to run QuickBooks and open the selected QuickBooks company file as a QuickBooks Administrator user and in Single User mode. Follow these instructions carefully to ensure a smooth installation of the RangerMSP-QuickBooks Link.

Follow the instructions in the image displayed above.
After logging in to QuickBooks as an Administrator and in Single User Mode, click Next.

RangerMSP will now try to access the selected QuickBooks company file. QuickBooks will display a window requesting permission to allow access to the file. Grant RangerMSP all the relevant permissions.

This QuickBooks window may be displayed in order for you to allow RangerMSP to use QuickBooks.
Make sure you select the following settings as illustrated above:

  1. Always allow access even if QuickBooks is not running
  2. Login as user with Admin privileges.

Note: The dialog box you see may slightly differ from the one above depending on your version/edition of QuickBooks.

The following confirmation dialog box may be displayed.

Click Yes to grant access.

Finally, the Access Confirmation window is displayed.

This is the last confirmation needed to allow RangerMSP to access your firm's QuickBooks data file.

Click Done.

Click Finish.

You will return to the Options window. Confirm by clicking OK.

Done! The RangerMSP-QuickBooks Link setup is now complete.

See Also

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