Checklist

QuickBooks Desktop

QuickBooks Desktop – Getting Started

QB Tutorials: https://quickbooks.intuit.com/tutorials/all-quickbooks-tutorials/

This document covers how to setup the Sync process between ThermoGRID and QuickBooks Desktop. You will be following other documents depending on the sync method you choose and how you want to configure it.

Supported versions for the Sync from ThermoGRID to QuickBooks Desktop are:

QuickBooks Enterprise Solutions
QuickBooks Premier (2002 or later)
QuickBooks Pro (2002 or later)
QuickBooks Simple Start (2006 or later)
QuickBooks Point of Sale (v.4.0 or later)

Any questions regarding this process should be sent to [email protected].

Steps:

1. by installing the Intuit QuickBooks Desktop Web Connector. Follow the “Install Intuit Web Connector” link to download the file (tg_qbd_install_webconnector.docx).

2. connect your ThermoGRID company account to QuickBooks Desktop. Follow the “Link ThermOGRID to QuickBooks Desktop” link to download the fie (tg_qbd_link_apps.docx).

3. on which sync method you choose, your next document will be different. These documents will go over setting up the sync method and explain how to get data to sync.

Chart of Accounts – Items

Orders are synced using Service Catalog Items from ThermoGRID that are added to the Products and Services area in QuickBooks and link to specific Accounts from the Chart of Accounts. Use this method if you would like to keep track of individual items, do reporting on them, etc. If you would to use this method, follow the “Sync Method – Chart of Accounts – Items” link to download the file (tg_qbd_sync_method_coa_items.docx).

Chart of Accounts – References

Orders are synced using direct references in the Products and Services area in QuickBooks that match specific Accounts/Sub-Accounts from the Chart of Accounts. Use this method if you would rather limit the entries to the Products and Services area and don’t need to keep track of or report on individual items. If you would to use this method, follow the “Sync Method – Chart of Accounts – References” link to download the file (tg_qbd_sync_method_coa_references.docx).

Export & Transfer Clients QBD

Download document with pictures - QBD Client Export HERE

In QBD, click on "Reports" in the menu bar, then click "List", then choose "Customer Contact List".
On the Customer Contact List pop-up, click the "Customize Report" button.
On the Modify Report: Customer Contact List popup, scroll through the list of fields on the left and make sure each item below is checked. Click the OK button when done.
- Customer
- Balance Total
- Notes
- Company
- First Name
- MI
- Last Name
- Main Phone
- Mobile
- Main Email
- Street1
- Street2
- City
- State
- Zip
- Ship To Street1
- Ship To Street2
- Ship To City
- Ship To State
- Ship To Zip
Then click on the "Excel" button at the top right and select "Create New Worksheet".
Save the file and look over this export thoroughly as you only get one import into TG. Make sure it has all that the information you want and compare to clients in the system to make sure the items you checked off for the report is giving you the correct info. When you are ready, email the file to the ThermoGRID team so they can process and import your data.

Install Web Connector QBD

QuickBooks Desktop – Install Web Connector

Download Document with Pictures Install Intuit Web Connector

This document covers the download and installation of the QuickBooks Web Connector. You will go to the Intuit website, download and extract the compressed file, and then run the installation wizard. Configuration with ThermoGRID is done in a later document. Make sure you are referencing the Getting Started guide to know what documents you need to follow.

Any questions regarding this process should be sent to [email protected].

Steps:

1. If you currently have QuickBooks open and/or running, close it now.
2. Go to the Intuit site by following this link:

https://developer.intuit.com/docs/0200_quickbooks_desktop/0100_essentials/quickbooks_web_connector

Click on the “Download, unzip and install the QuickBooks Web Connector” link.
Download the zip file to an easily accessible location like your desktop.
Open the zip file and double click on QBWebConnectorInstaller.exe.
If you get a pop up asking if you would like to extract files, click the “Extract all” button.
Extract the files in an easily accessible location like your desktop.
Open the folder you just extracted. Then right click on the QBWebConnectorInstaller.exe and choose the “Run as administrator” option. If you get a pop up that asks if you want to allow the app to make changes on your computer, click “Yes”.
Click “Next” on the first part of the install wizard.
Select “I accept the terms in the license agreement” and click “Next”.
Click the final “Install” button to begin the installation.
Wait for the install to complete. You can follow the progress bar to monitor the progress.
Click “Finish” to close the installation wizard.
You are now finished with the installation of the Web Connector.

Connect Web Connector to ThermoGRID QBD

QuickBooks Desktop – Connect ThermoGRID to QBD

Download Document With Pictures Connect ThermoGRID to QuickBooks Desktop

This document covers setting up the link from ThermoGRID to QuickBooks Desktop. You will be enabling QBD, saving a sync password, and adding ThermoGRID to your Web Connector using a custom configuration file. Make sure you are referencing the Getting Started guide to know what documents you need to follow.

Any questions regarding this process should be sent to [email protected].

Steps:

1. Sign into ThermoGRID using your administrator account. Then click on the Administration tab.
2. Click on the “Company Settings” button to go to the company settings page.
3. Click the “Edit” button so you can modify the settings.
4. Scroll down until you see the “Quickbooks Desktop” section. Then check the “Enabled” checkbox.
5. After it loads, the system should enable QuickBooks Desktop and provide you with a “Configuration File” link and a “Password”. Take note that the password will only be shown to you once so you’ll need to copy it for later where you will enter it into Quickbooks. The password will get saved so you won’t need it again after that. Highlight the password, right click, then select “Copy”.
6. Then open up notepad or similar program like Microsoft Word, then paste the password.
7. Then click on the “Download File” link to download the customized configuration file.
8. Download the file in an easily accessible location like your desktop.
9. Open Quickbooks Desktop and click on “File” in the header bar, then choose the “Update Web Services” option. This will open up the QuickBooks Web Connector.
10. Click on “File” in the header bar, then choose the “Add an Application” option.
11. Select the configuration file you downloaded then click the “Open” button. After this, you will get an Authorize New Web Service pop up window.
12. Click “OK” on the Authorize New Web Service pop up. After this, you will get a Certificate pop up.
13. Select the “Yes, whenever this QuickBooks company file is open” option, then click “Continue”.
14. After you add the ThermoGRID application enter or copy and paste the password you saved earlier in the “Password”field. You should get a pop up asking if you want to save the password, select “Yes”.
15. You are now finished linking ThermoGRID to QuickBooks Desktop.

QuickBooks Sync Methods

General Sales Account

QuickBooks Online – Sync Method – General Sales Account

Download Document with Pictures Sync Method - General Sales Account

This document covers setting up the configuration for the “General Sales Account” Sync method and how the sync gets performed. You will be setting your sync method. Make sure you are referencing the Getting Started guide to know what documents you need to follow.

Any questions regarding this process should be sent to [email protected].

Steps:

Using your ThermoGRID administrator account, click on the Administration tab in the Navigation Bar.
Click on the “Company Settings” button to go to the company settings page.
Click the “Edit” button so you can modify the settings.
Scroll down until you see the “Quickbooks Online” section. Select the “General Sales Account” option under the “Sync Income to” drop down.
To sync an order, start by first filling it out and then submitting it by clicking the “Submit” tab.
Check the “I verify...” checkbox then click the “Submit Order” button.
Click on the “View Outputs” tab to view the outputs links.
Click on the “Job Costing” link at the top to go to the job costing page.
Perform your normal job costing processes, then click the “Mark Complete” button when done.
Lastly, confirm you want to mark the job costing complete.
Every 10 minutes, ThermoGRID will automatically run a job that will sync any orders that have job costing marked completed with your QuickBooks Online account. If an order doesn’t come over after a while, please review the instructions again for your specific sync method as it is likely something was missed. If you still are having issues, you can contact [email protected] for additional help.

Chart of Accounts Items

QuickBooks Online – Sync Method – Chart of Accounts – Items

Download Document with Pictures Sync Method - Chart of Accounts - Items

This document covers setting up the configuration for the “Chart of Accounts – Items” Sync method and how the sync gets performed. You will be setting your sync method, exporting your service catalog, and ensuring the data matches QuickBooks. Make sure you are referencing the Getting Started guide to know what documents you need to follow.

Any questions regarding this process should be sent to [email protected].

Steps:

Using your ThermoGRID administrator account, click on the Administration tab in the Navigation Bar.
Click on the “Company Settings” button to go to the company settings page.
Click the “Edit” button so you can modify the settings.
Scroll down until you see the “Quickbooks Online” section. Select the “Chart of Accounts - Items” option under the “Sync Income to” drop down.
Now you will need to make sure your service catalog departments match your QuickBooks Accounts. Go back to the Administration page then click on the “Manage Service Catalog” button to go to the service catalog page.
Click on the gear at the top-right corner of the page, then click “Export Catalog” under the menu.
Select a location to save the exported catalog, then click Save.
Open up QuickBooks Online, open your Chart of Accounts, and review all of your Income Accounts.
Open up the exported service catalog speadsheet in Microsoft Excel, Libre Office Calc, or similar program. Then go through the document and make sure that each record has a department that matches one of the Income Accounts in your Chart of Accounts in your QuickBooks Online Account. No record can be blank or you will experience sync issues. Make sure you go through every sheet in the document.
Once you are done, save the document then go back to ThermoGRID. On the Service Catalog page, click on the gear in the top-right corner of the windows, then click “Import Catalog” under the menu.When on the Import Catalog page, click on the green “Add files” button.
When on the Import Catalog page, click on the green “Add files” button
Select the service catalog file, then click Open.
Click on the blue “Start” button to begin the upload of the file.
Click the blue “Validate File” button to begin the process that will validate the data in the file.
Once validated, you will see the status. Click the green “Import File” to then update the catalog data.
Once the import is complete, you will see the status.
To sync an order, start by first filling it out and then submitting it by clicking the “Submit” tab.
Check the “I verify...” checkbox then click the “Submit Order” button.
Click on the “View Outputs” tab to view the outputs links.
Click on the “Job Costing” link at the top to go to the job costing page.
Perform your normal job costing processes, then click the “Mark Complete” button when done.
Lastly, confirm you want to mark the job costing complete.
Every 10 minutes, ThermoGRID will automatically run a job that will sync any orders that have job costing marked completed with your QuickBooks Online account. If an order doesn’t come over after a while, please review the instructions again for your specific sync method as it is likely something was missed. If you still are having issues, you can contact [email protected] for additional help.

Chart of Accounts References

Download Document with Pictures Sync Method - Chart of Accounts - References

QuickBooks Online – Sync Method – Chart of Accounts – References

This document covers setting up the configuration for the “Chart of Accounts – References” Sync method. You will be setting your sync method, and adding accounts that match QuickBooks. This document will also cover how to select accounts for order line items before they get synced. Make sure you are referencing the Getting Started guide to know what documents you need to follow.

Any questions regarding this process should be sent to [email protected].

Steps:

Using your ThermoGRID administrator account, click on the Administration tab in the Navigation Bar.
Click on the “Company Settings” button to go to the company settings page.
Click the “Edit” button so you can modify the settings.
Scroll down until you see the “Quickbooks Online” section. Select the “Chart of Accounts - References” option under the “Sync Income to” drop down.
Open QuickBooks Online and go to the Chart of Accounts. Then review your Income Accounts and any Sub-Accounts as you will need to add these to ThermoGRID.
Back in ThermoGRID, click on the “Show Accounts” button under the Accounts section.
Click on the “Add Account” button to add an account.
Type the name of the Account in the text box.
To add a Sub-Account, click on the plus button on the side of an Account.
Type the name of the Sub-Account in text field.
Repeat Steps 6-10 for each of your Income Accounts and Sub-Accounts in QuickBooks. These Accounts and Sub-Accounts must match exactly what is in QuickBooks or you will have sync issues. Also note that Account and Sub-Account names must be unique.
To delete an Account or Sub-Account, click the trash button next to any of the lines.
The system will use the “Department” in each service catalog item as the default Account or Sub-Account when it syncs with QuickBooks Online. You can override each line item on an order when job costing.
To sync an order, start by first filling it out and then submitting it by clicking the “Submit” tab.
Check the “I verify...” checkbox then click the “Submit Order” button.
Click on the “View Outputs” tab to view the outputs links.
Click on the “Job Costing” link at the top to go to the job costing page.
On the Job Costing page, click on the “Equipment & Tasks” plus button to expand the section.
For each line item, select the Account or Sub-Account.
Perform your normal job costing processes, then click the “Mark Complete” button when done.
Lastly, confirm you want to mark the job costing complete.
Every 10 minutes, ThermoGRID will automatically run a job that will sync any orders that have job costing marked completed with your QuickBooks Online account. If an order doesn’t come over after a while, please review the instructions again for your specific sync method as it is likely something was missed. If you still are having issues, you can contact [email protected] for additional help.

Classes

Download Document with Pictures Class Tracking

QuickBooks Desktop – Class Tracking

This document covers setting up and configuring the Class Tracking feature in QuickBooks Desktop with ThermoGRID. You’ll enable Class Tracking in QBD and add the classes in QBD and ThermoGRID. This document also goes over, how to select classes for order lines items and how to report on them.

Any questions regarding this process should be sent to [email protected].

Steps:

Follow the steps below to enable your ThermoGRID account to use QuickBooks Desktop Class Tracking when syncing orders.

Open up your QuickBooks Desktop installation and click on “Edit” in the menu bar, then click on the “Preferences” option in the drop down.
On the Preferences pop-up, select the “Accounting” option in the list on the left, then click on the “Company Preferences” tab on the right.
Make sure that the “Use class tracking for transactions” checkbox is checked, then click OK.
Click on the “Lists” button in menu bar, then click on the “Class List” option in the drop down.
On the Class List pop-up, click on the “Class” drop down button, then select the “New” option.
On the New Class pop-up, enter the name of the Class you need. In this example, we used “Commercial”. Click the OK button when done. Repeat this step for all of the Classes you need.
Sign into ThermoGRID using your administrator account. Then click on the Administration tab.
Click on the “Company Settings” button to go to the company settings page.
Click the “Edit” button so you can modify the settings.
Scroll down until you see the “QuickBooks Classes” settings under “Quickbooks Settings”.
Click on the drop down array to expand the section.
Click on the “Add Class” button in the “QuickBooks Classes” section.
Then type in the name of your class you want. All classes MUST match QuickBooks Desktop.
Repeat this step for every class you created in QuickBooks Desktop.
Your QuickBooks Desktop Class Tracking setup is complete. To use the Class Tracking feature, you will need to select a class for each line item on an order when going through the Job Costing.
To select Classes for an order, start by clicking on the “Job Costing” link after an order is submitted.
Click on the Plus sign next to “Equipment & Tasks” to expand the section.
For each line item on the order, select the Class from the drop down under the column on the right.
After selecting the classes and job costing, submit the order by clicking the “Mark Complete” button.
After selecting the classes for the line items on an order and submitting it, you should be able to run reports in QuickBooks Desktop for those classes.
To view the class on each line item from an invoice, first open up an invoice. Then click on the “Formatting” tab at the top and click on the “Customize Data Layout” button in the toolbar.
On the Additional Customization pop-up check both “Class” checkboxes and click OK.
Now, you’ll notice there is a Class column in the table when viewing an invoice.
To get a report on the income of specific Classes, one method is to use the “Sales by Item Summary” report. Open the reports window and click on the Sales tab on the left. Scroll down until you see the Sales by Item support report, then click on the “Run” button.
After opening up the report, click on the “Customize Report” button in the window’s toolbar.
On the Modify Report pop-up, open up the “Filters” tab, then select “Class” in the available filters on the left. Next, select which class you would like to report on in the “Class” drop down and click OK.
Now, you’ll notice the report has been filtered. You can also add additional filters if needed.

Payment Transfer to QuickBooks Options

Go to:

Administration
Company Settings
Edit
QuickBooks Settings

Then you can choose which sync invoice payment option you want for "Sync Invoice Payments" and "Sync Membership Payments as":

Sync Invoice Payments

Enabled = This means if a client made a down payment of $2,000 on a $10,000 sales the $2000 payment will automatically transfer to QuickBooks. Or if the client paid in full it will transfer through as paid in full.

Also, you can setup payment method to transfer either Cash, Check, or Credit Card.

To do this click:

Administration
Financial Settings
Payment Methods
Edit

Now you can choose the type to match what it is Cash, Check, and Credit Card. This will have it auto transfer the payment type to QuickBooks

Done

Don't Sync Invoice Payments= This means even if there was a down payment on the order estimate page or it was paid in full it will still transfer as an invoice with no payments or not paid so someone will need to receive payment in QuickBooks to clear it from AR. This can provide an extra level of security and checks and balances for larger companies.

Sync Membership Payments as

Don't Sync Membership Payments = This will not sync anything to QuickBooks, meaning you will need to setup a reoccurring invoice in QuickBooks as well as ThermoGRID.

Invoice = This will sync an invoice to QuickBooks so you will need to click receive payment for all agreements invoices.

Sales receipt = This option is by far the easiest way to manage agreements. When you set up your Service Agreement you have the credit card in for the client and once the credit card payment clears it will transfer to QuickBooks as paid.

QB Sync Order Paid Status

Changes:
QBO and QBD Sync Process
- When orders are paid in full in QuickBooks, ThermoGRID will automatically pull in the order status and mark them as paid.
- This can happen after ThermoGRID syncs payments to an order, or after you add payments manually.
- If you were previously doing this manually, you no longer need to do so.
- Orders are considered paid in full when the amount due of an order is 0.
- For QBO, order paid status is updated on a nightly job.
- For QBD, order paid status is updated during every sync.

Challenges:
- My order paid status isn't being updated after it gets synced.
1) Look at the logs and verify that the payments synced successfully.
2) Make sure that the payment has the full amout of the order total due and the order is marked as paid in QB.
3) If using QBO, orders won't be updated until this nightly process.

QuickBooks Errors QBD

Error Codes - QuickBooks Desktop (QBD)

ERROR: Unable to add New Customer record to QBD - (3070) : The string "****** ****** (******)" in the field "****" is too long.

This error occurs when you are trying to sync data that is too large for QBD.
Check the error message for the specific field, then update the data in TG.
Manually run or wait for the next sync and check again.

ERROR: Unable to Add Item to QBD - (3140) : There is an invalid reference to QuickBooks Account "" in the Item Non-Inventory.

This error occurs when you did not select an account when job costing the order.
Go back to the job costing page for this order, and select the account for each line item.
Manually run or wait for the next sync and check again.
To help eliminate the issue with this item from happening again, you can also edit the item in the service catalog and set the department field to the QBD account you need. This will set the default account on future orders and you won’t need to manually select the account on the job costing page.

ERROR: Unable to Add Invoice to QBD - (3140) : There is an invalid reference to QuickBooks Item "TGS-*******" in the Invoice line. QuickBooks error message: Invalid argument. The specified record does not exist in the list.

This error occurs when TG references a chart of account's item that does not exist in QBD.
First check to make sure the chart of accounts mapping in TG is correct and that each Income type account or sub account in QBD you want to use is in TG in the exact format.
If there are any inconsistencies, this will likely be your issue. Manually run or wait for the next sync and check again.
If the mapping looks okay, the chart of accounts item in QBD that was being referenced by TG most likely got deleted.
Because an item in TG can only be synced to QBD once, you will need to remove the item from the service catalog and re-add it.
Then go to the order, and remove the item that was causing the issue, and re-add it to the order using the newly added item from the service catalog.
TG will then insert a new item record into QBD and will start to keep track of that record’s ID.
Manually run or wait for the next sync and check again.

ERROR: Unable to Add Invoice to QBD - (3240) : Object "********-**********" specified in the request cannot be found.

This error occurs when an object record in QBD gets deleted that is being referenced by the order. This may be from any action in QBD that destroys the record.

This error is most commonly caused by the customer record being deleted.
Open the client for this order in TG by using the order number above this error message.
While on the client page, expand the QuickBooks accordion at the bottom of the page and click the “Reset ID” button under the QBD section.
This will force TG to search QBD for a new customer record in QBD or insert a new one if none is found.
Manually run or wait for the next sync and check again.
If you continue to receive errors, contact ThermoGRID Support and we can help to narrow down what object in QBD was deleted. General Issues: Clients are being duplicated. This issue can happen when a client you already had setup in QB has a Display Name format that did not match up with TG. (“fname lname (id)”). TG Is unable to find the customer in QB when syncing an order so it creates a new record. To fix this duplicated client, first start by merging in the newly created customer account in QB to the old customer record. Go to this client’s edit page, expand the QuickBooks accordion at the bottom of the page, and click the “Reset ID” button under the correct QB section. This will force TG to search QB for the customer next time there is an order to sync. To make sure TG finds the correct customer this time, copy the customer’s Display Name field from QB and paste it intto the client’s Display Name field in TG. The next time an order is synced, TG should find the customer record in QB using the Display Name field that you entered and use that to sync the order.

ERROR: Unable to add New Customer record to QBD - (3180) : There was an error when saving a Customers list,

Someone have that client record open or was editing it at the time of the sync.

This may also be a bug with QBD.

Doing some research I found that:

"This error occurs often when you try edit a list object, and for some reason QuickBooks thinks that the list of objects has been modified by another user. As far as I can tell this is some sort of internal locking issue or locking bug with QuickBooks or with the SDK".

Make sureyou don't have any records open when you are syncing or if you do, those records might get picked up on the next sync.

ERROR: Line # (1) is missing it's QuickBooks Reference ID and it couldn't be added

This message is from QuickBooks and it is saying someone went in to quickBooks and edited the client where the ID was altered. You can not see the ID and I believe they don't even state was causes the ID to change but this is what it is.

To fix go into ThermoGRID:

Click Clients Tab
Search for the client with the Client with the error
Click the pencil (edit)
Scroll down to the bottom of the page
Click QuickBooks
Click Reset ID

If you are not sure who the client is copy the order number from the error log and paste in on the orders tab under order#.

Please note... if you change client info in QB this can continue to happen.

Videos QBD

Connect to QuickBooks Desktop

Error Log

QuickBooks Online

QuickBooks Online – Getting Started

QB Tutorials: https://quickbooks.intuit.com/tutorials/all-quickbooks-tutorials/

This document covers the general procedures on setting up the Sync process between ThermoGRID and your QuickBooks Online Account. You will be following several other documents depending on which sync methods you choose and how you want to configure it.

Any questions regarding this process should be sent to [email protected].

Steps:

1. Start by connecting your ThermoGRID company account to QuickBooks Online Account. Follow the “Link ThermoGRID to QuickBooks Online” link to download the fie (tg_qbo_link_apps.docx).

2. Depending on which sync method you choose, your next document will be different. These documents will go over setting up the sync method and explain how to get data to sync.

General Sales Account

Orders are synced to general sales and no specific Accounts from Chart of Accounts are used. Use this method if you don’t use Products and Services or the Chart of Accounts in QuickBooks. If you would to use this method, follow the “Sync Method – General Sales Account” link to download the file (tg_qbo_sync_method_general.docx).

Chart of Accounts – Items

Orders are synced using Service Catalog Items from ThermoGRID that are added to the Products and Services area in QuickBooks and link to specific Accounts from the Chart of Accounts. Use this method if you would like to keep track of individual items, do reporting on them, etc. If you would to use this method, follow the “Sync Method – Chart of Accounts – Items” link to download the file (tg_qbo_sync_method_coa_items.docx).

Chart of Accounts – References

Orders are synced using direct references in the Products and Services area in QuickBooks that match specific Accounts/Sub-Accounts from the Chart of Accounts. Use this method if you would rather limit the entries to the Products and Services area and don’t need to keep track of or report on individual items. If you would to use this method, follow the “Sync Method – Chart of Accounts – References” link to download the file (tg_qbo_sync_method_coa_references.docx).

3. If you would like to use the optional Class Tracking features of QuickBooks Desktop, follow the “Class Tracking” link to download the file (tg_qbo_class_tracking.docx).

Export & Transfer Clients QBO

Download document with pictures - QBO Client Export HERE

In QBO, click on the reports tab on the left, then search for "customer" in the search bar and select "Customer Contact List".
On the right, click the settings gear/cog wheel and check/uncheck the checkboxes to match the picture below. You may need to click "Show more" to view all columns. Then click on "Reorder columns".
Use the move buttons on each side of the checkbox to reorder them like the list below. Then click the "Run report" button.
- Customer
- First Name
- Last Name
- Company Name
- Phone Numbers
- Email
- Phone
- Note
- Billing Street
- Billing City
- Billing State
- Billing Zip
- Shipping Street
- Shipping City
- Shipping State
- Shipping Zip
Then click on the export button at the top right and select "Export to Excel".
Save the file and look over this export thoroughly as you only get one import in to TG. Make sure it has all that the information you want and compare to clients in the system to make sure the items you checked off for the report is giving you the correct info. When you are ready, email the file to the ThermoGRID team so they can process and import your data.

Connect ThermoGRID to QuickBooks

QuickBooks Online – Connect ThermoGRID to QBO

Download Document with Pictures Connect ThermoGRID to QuickBooks Online

This document covers setting up the link from ThermoGRID to QuickBooks Desktop. You will be enabling QBD, saving a sync password, and adding ThermoGRID to your Web Connector using a custom configuration file. Make sure you are referencing the Getting Started guide to know what documents you need to follow.

Any questions regarding this process should be sent to [email protected].

Steps:

Sign into ThermoGRID using your administrator account. Then click on the Administration tab.
Click on the “Company Settings” button to go to the company settings page.
Click the “Edit” button so you can modify the settings.
Scroll down to the “Quickbooks Online” section and click the “Connnect to QuickBooks” button. This will take you to a QuickBooks Online application authorization area.
If you are not currently signed in to your QuickBooks Online account, you will be prompted to now. If you are already signed in, you can skip this step.
Then click on the blue “Authorize” button in the bottom-right corner of the screen to give ThermoGRID permission to access your QuickBooks Data. This process may take a minute or two to process.
Once the authorization process completes, you will be send back to ThermoGRID. If you go back to the company settings page, you will notice the connect button now shows “Disconnect from QuickBooks” indicating that you are currently connected. At this point you are finished setting up the connection from ThermoGRID to QuickBooks Online.

Sync Methods QuickBooks Online

General Sales Account

Download Document with Pictures Sync Method - General Sales Account

QuickBooks Online – Sync Method – General Sales Account

This document covers setting up the configuration for the “General Sales Account” Sync method and how the sync gets performed. You will be setting your sync method. Make sure you are referencing the Getting Started guide to know what documents you need to follow.

Any questions regarding this process should be sent to [email protected].

Steps:

Using your ThermoGRID administrator account, click on the Administration tab in the Navigation Bar.
Click on the “Company Settings” button to go to the company settings page.
Click the “Edit” button so you can modify the settings.
Scroll down until you see the “Quickbooks Online” section. Select the “General Sales Account” option under the “Sync Income to” drop down.
To sync an order, start by first filling it out and then submitting it by clicking the “Submit” tab.
Check the “I verify...” checkbox then click the “Submit Order” button.
Click on the “View Outputs” tab to view the outputs links.
Click on the “Job Costing” link at the top to go to the job costing page.
Perform your normal job costing processes, then click the “Mark Complete” button when done.
Lastly, confirm you want to mark the job costing complete.
Every 10 minutes, ThermoGRID will automatically run a job that will sync any orders that have job costing marked completed with your QuickBooks Online account. If an order doesn’t come over after a while, please review the instructions again for your specific sync method as it is likely something was missed. If you still are having issues, you can contact [email protected] for additional help.

Chart of accounts Items

Download Document with Pictures Sync Method - Chart of Accounts - Items

QuickBooks Online – Sync Method – Chart of Accounts – Items

This document covers setting up the configuration for the “Chart of Accounts – Items” Sync method and how the sync gets performed. You will be setting your sync method, exporting your service catalog, and ensuring the data matches QuickBooks. Make sure you are referencing the Getting Started guide to know what documents you need to follow.

Any questions regarding this process should be sent to [email protected].

Steps:

Using your ThermoGRID administrator account, click on the Administration tab in the Navigation Bar.
Click on the “Company Settings” button to go to the company settings page.
Click the “Edit” button so you can modify the settings.
Scroll down until you see the “Quickbooks Online” section. Select the “Chart of Accounts - Items” option under the “Sync Income to” drop down.
Now you will need to make sure your service catalog departments match your QuickBooks Accounts. Go back to the Administration page then click on the “Manage Service Catalog” button to go to the service catalog page.
Click on the gear at the top-right corner of the page, then click “Export Catalog” under the menu.
Select a location to save the exported catalog, then click Save.
Open up the exported service catalog speadsheet in Microsoft Excel, Libre Office Calc, or similar program. Then go through the document and make sure that each record has a department that matches one of the Income Accounts in your Chart of Accounts in your QuickBooks Online Account. No record can be blank or you will experience sync issues. Make sure you go through every sheet in the document.
Once you are done, save the document then go back to ThermoGRID. On the Service Catalog page, click on the gear in the top-right corner of the windows, then click “Import Catalog” under the menu.
When on the Import Catalog page, click on the green “Add files” button.
Select the service catalog file, then click Open.
Open up QuickBooks Online, open your Chart of Accounts, and review all of your Income Accounts.
Click on the blue “Start” button to begin the upload of the file.
Click the blue “Validate File” button to begin the process that will validate the data in the file.
Once validated, you will see the status. Click the green “Import File” to then update the catalog data.
Once the import is complete, you will see the status.
To sync an order, start by first filling it out and then submitting it by clicking the “Submit” tab.
Check the “I verify...” checkbox then click the “Submit Order” button.
Click on the “View Outputs” tab to view the outputs links.
Click on the “Job Costing” link at the top to go to the job costing page.
Perform your normal job costing processes, then click the “Mark Complete” button when done.
Lastly, confirm you want to mark the job costing complete.
Every 10 minutes, ThermoGRID will automatically run a job that will sync any orders that have job costing marked completed with your QuickBooks Online account. If an order doesn’t come over after a while, please review the instructions again for your specific sync method as it is likely something was missed. If you still are having issues, you can contact [email protected] for additional help.

Chart of Accounts References

Download Document with Pictures Sync Method - Chart of Accounts - References

QuickBooks Online – Sync Method – Chart of Accounts – References

This document covers setting up the configuration for the “Chart of Accounts – References” Sync method. You will be setting your sync method, and adding accounts that match QuickBooks. This document will also cover how to select accounts for order line items before they get synced. Make sure you are referencing the Getting Started guide to know what documents you need to follow.

Any questions regarding this process should be sent to [email protected].

Steps:

Using your ThermoGRID administrator account, click on the Administration tab in the Navigation Bar.
Click on the “Company Settings” button to go to the company settings page.
Click the “Edit” button so you can modify the settings.
Scroll down until you see the “Quickbooks Online” section. Select the “Chart of Accounts - References” option under the “Sync Income to” drop down.
Open QuickBooks Online and go to the Chart of Accounts. Then review your Income Accounts and any Sub-Accounts as you will need to add these to ThermoGRID.
Back in ThermoGRID, click on the “Show Accounts” button under the Accounts section.
Click on the “Add Account” button to add an account.
Type the name of the Account in the text box.
To add a Sub-Account, click on the plus button on the side of an Account.
Type the name of the Sub-Account in text field.
Repeat Steps 6-10 for each of your Income Accounts and Sub-Accounts in QuickBooks. These Accounts and Sub-Accounts must match exactly what is in QuickBooks or you will have sync issues. Also note that Account and Sub-Account names must be unique.
To delete an Account or Sub-Account, click the trash button next to any of the lines.
The system will use the “Department” in each service catalog item as the default Account or Sub-Account when it syncs with QuickBooks Online. You can override each line item on an order when job costing.
To sync an order, start by first filling it out and then submitting it by clicking the “Submit” tab.
Check the “I verify...” checkbox then click the “Submit Order” button.
Click on the “View Outputs” tab to view the outputs links.
Click on the “Job Costing” link at the top to go to the job costing page.
On the Job Costing page, click on the “Equipment & Tasks” plus button to expand the section.
For each line item, select the Account or Sub-Account.
Perform your normal job costing processes, then click the “Mark Complete” button when done.
Lastly, confirm you want to mark the job costing complete.
Every 10 minutes, ThermoGRID will automatically run a job that will sync any orders that have job costing marked completed with your QuickBooks Online account. If an order doesn’t come over after a while, please review the instructions again for your specific sync method as it is likely something was missed. If you still are having issues, you can contact [email protected] for additional help.

Classes

Download Document with Pictures Class Tracking

QuickBooks Online – Class Tracking

This document covers setting up and configuring the Class Tracking feature in QuickBooks Online with ThermoGRID. You’ll enable Class Tracking in QBO and add the classes in QBD and ThermoGRID. This document also goes over, how to select classes for order lines items and how to report on them.

Any questions regarding this process should be sent to [email protected].

Supported versions:

- QuickBooks Online Plus

Steps:

Sign in to your QuickBooks Online account and click the gear on the right side of the navigation.
Click on the “Account and Settings” option in the drop down.
Click on the “Advanced” tab on the Accounts and Settings menu.
Click on the edit pencil button on the right side of the Categories section.
Click the “Track classes” checkbox in the categories section to enable the Class Tracking feature.
Select the “One to each row in transaction” option in the Assign Class drop down then click Save.
After clicking the Save button, the “Track Classes” should be marked as On. Next click Done.
Click on the gear button on the right side of the navigation again.
Click on the “All Lists” option in the drop down.
Click on the “Classes” link on the right side of the list.
Click on the “New” button on the top right corner of the window.
Type in the name of your desired Class. In this example, we used “Commercial”. Then click Save.
Repeat this step for all of the Classes you need.
Sign into ThermoGRID using your administrator account. Then click on the Administration tab.
Click on the “Company Settings” button to go to the company settings page.
Click the “Edit” button so you can modify the settings.
Scroll down until you see the “QuickBooks Classes” settings under “Quickbooks Settings”.
Click on the drop down array to expand the section.
Click on the “Add Class” button in the “QuickBooks Classes” section.
Then type in the name of your class you want. All classes MUST match QuickBooks Online.
Repeat this step for every class you created in QuickBooks Online.
Your QuickBooks Online Class Tracking setup is complete. To use the Class Tracking feature, you will need to select a class for each line item on an order when going through the Job Costing.
To select Classes for an order, start by clicking on the “Job Costing” link after an order is submitted.
Click on the Plus sign next to “Equipment & Tasks” to expand the section.
For each line item on the order, select the Class from the drop down under the column on the right.
After selecting the classes and job costing, submit the order by clicking the “Mark Complete” button.
After selecting the classes for the line items on an order and submitting it, you should be able to run reports in QuickBooks Online for those classes.
To view the income from specific Classes, follow steps 8-10 to get to the Classes page then click on the “Run report” link on the Class you want to report on.
From the report page, you’ll find all of the income you’ve received from the specific Class. You can also further refine and filter the report if needed.

Payment Transfer to QuickBooks Option

Go to:

Administration
Company Settings
Edit
QuickBooks Settings

Then you can choose which sync invoice payment option you want for "Sync Invoice Payments" and "Sync Membership Payments as":

Sync Invoice Payments

Enabled = This means if a client made a down payment of $2,000 on a $10,000 sales the $2000 payment will automatically transfer to QuickBooks. Or if the client paid in full it will transfer through as paid in full.

Also, you can setup payment method to transfer either Cash, Check, or Credit Card.

To do this click:

Administration
Financial Settings
Payment Methods
Edit

Now you can choose the type to match what it is Cash, Check, and Credit Card. This will have it auto transfer the payment type to QuickBooks

Done

Don't Sync Invoice Payments= This means even if there was a down payment on the order estimate page or it was paid in full it will still transfer as an invoice with no payments or not paid so someone will need to receive payment in QuickBooks to clear it from AR. This can provide an extra level of security and checks and balances for larger companies.

Sync Membership Payments as

Don't Sync Membership Payments = This will not sync anything to QuickBooks, meaning you will need to setup a reoccurring invoice in QuickBooks as well as ThermoGRID.

Invoice = This will sync an invoice to QuickBooks so you will need to click receive payment for all agreements invoices.

Sales receipt = This option is by far the easiest way to manage agreements. When you set up your Service Agreement you have the credit card in for the client and once the credit card payment clears it will transfer to QuickBooks as paid.

QB Sync Order Paid Status

Changes:
QBO and QBD Sync Process
- When orders are paid in full in QuickBooks, ThermoGRID will automatically pull in the order status and mark them as paid.
- This can happen after ThermoGRID syncs payments to an order, or after you add payments manually.
- If you were previously doing this manually, you no longer need to do so.
- Orders are considered paid in full when the amount due of an order is 0.
- For QBO, order paid status is updated on a nightly job.
- For QBD, order paid status is updated during every sync.

Challenges:
- My order paid status isn't being updated after it gets synced.
1) Look at the logs and verify that the payments synced successfully.
2) Make sure that the payment has the full amout of the order total due and the order is marked as paid in QB.
3) If using QBO, orders won't be updated until this nightly process.

QuickBooks Errors QBO

Error Codes - QuickBooks Online (QBO)

ERROR: [2050] String length specified does not match the supported length. Min:*** Max:*** supported. Supplied length:*** (Field: *********).

This error occurs when you are trying to sync data that is too large or small for QBO.

Check the error message for the specific field, then update the data in TG to be under the max length and over the min length.

Wait for the next sync and check again. ERROR: [6250] The customer you have specified has been deleted. You cannot create or edit a transaction with a deleted customer.

This error occurs when you have deleted a customer or you performed a similar action that removes/disables the customer record in QBO.
Open the client for this order in TG by using the order number above this error message.
While on the client page, expand the QuickBooks accordion at the bottom of the page and click the “Reset ID” button under the QBO section.
If there is no record in QBO for this customer and you would like TG to insert a new customer, you are done and can skip the remaining steps. If you would like TG to sync the order to another customer record that already exists in QBO, continue the following steps.
Copy the customer’s Display Name field from QBO to the client’s Display Name field in TG.
Wait until the next sync and TG should search QBO for the customer record using the Display Name field that you entered and use that record for the sync.

ERROR: [6000] Business Validation Error: Make sure all your transactions have a GST/HST rate before you save. This error occurs if you are using a Non-US version of QBO.

Go to the company settings page and expand the QuickBooks Settings accordion. Under the QBO section, set the Country Version field to “Non-US”.
Expand the Tax Settings accordion and setup the tax rates to match your GST/HST rates. Also be sure to set the tax rate on your orders to the correct rates.
Wait until the next sync and check again if the order has synced.

ERROR: [2500] Invalid Reference Id : Something you're trying to use has been made inactive. Check the fields with accounts, customers, items, vendors or employees.

This error occurs when one of the objects that the order In TG is trying to reference was disabled in QBO. The record is usually an account on one of the items, an item itself, or the customer record.

Please check through the customer, items, and accounts referenced on the order and re-activate the records in QBO. You can also delete the order in TG and recreate with non inactive records.
Wait until the next sync and check again if the order has synced.

General Issues: Clients are being duplicated. This issue can happen when a client you already had setup in QB has a Display Name format that did not match up with TG. (“fname lname (id)”). TG Is unable to find the customer in QB when syncing an order so it creates a new record. To fix this duplicated client, first start by merging in the newly created customer account in QB to the old customer record. Go to this client’s edit page, expand the QuickBooks accordion at the bottom of the page, and click the “Reset ID” button under the correct QB section. This will force TG to search QB for the customer next time there is an order to sync. To make sure TG finds the correct customer this time, copy the customer’s Display Name field from QB and paste it intto the client’s Display Name field in TG. The next time an order is synced, TG should find the customer record in QB using the Display Name field that you entered and use that to sync the order.

ERROR: Line # (1) is missing it's QuickBooks Reference ID and it couldn't be added

This message is from QuickBooks and it is saying someone went in to quickBooks and edited the client where the ID was altered. You can not see the ID and I believe they don't even state was causes the ID to change but this is what it is.

To fix go into ThermoGRID:

Click Clients Tab
Search for the client with the Client with the error
Click the pencil (edit)
Scroll down to the bottom of the page
Click QuickBooks
Click Reset ID

If you are not sure who the client is copy the order number from the error log and paste in on the orders tab under order#.

Please note... if you change client info in QB this can continue to happen.

Accounts Receivable Error:Make sure the accounts receivable account is Accounts Receivable (A/R) exactly.

Videos QBO

Connect to QuickBooks Online & Transfer an order from ThermoGRID to QuickBooks

Error Log

Reconcile ThermoGRID to QB

ThermoGRID Accounting Process

This should be done Daily.

Go to the “Orders” page in ThermoGRID

1. Change status filter to “open” (no order should be listed as open)

Make sure all service orders are submitted… find out why service orders are open if they are, some may be open because they are not complete. (to submit, click the triangle next to the edit button (pencil) this will show a drop down of pages for the order, click submit at the bottom, then debrief and submit)
Make sure all sales orders that are sold are submitted… find out why sales orders are open if they are. If the order is not sold than change it to a no sale. (To change status to no sale, click the triangle next to the edit button (pencil) this will show a drop down of pages for the order, click change status and change order status to no sale)

2. Once these have been completed change status to “Submitted” and change costing filter to “not done”.

First verify the job is complete for the order.
Then click the triangle look over the order estimate and if it says no balance due make sure it was collected for.
Then go to the job costing page and edit data needing to be changed.

Job costing is comparing the price that we set for equipment, parts, labor, etc. this should be compared to the invoice received from the supplier and compared to time sheets for hourly techs. If items were added to a job such as electronic air cleaner, drop, etc. you should go to the order estimate and add them in. Also verify the sale price and payment method is correct.

Once everything is updated you can change payment status on the job costing page and mark complete.

You will be able to close the job(s) from here and the call if there are no other jobs tied to the call that need to stay open.

Now that the “Order” is costed, we can go through jobs and calls and ensure all statuses are correct… nothing should remain open.

To do this click on the jobs page and change status to open. Every job that has been completed that is still open can be closed. Click the pencil to edit and in the top left change the job status to closed. From here you can click “view call” and in the top right change status to closed.

Closing the job and the call typically should. Be done as you go or from the job costing screen for the most efficiency.

Reconciliation

ThermoGRID to QB Rec – This means verify all submitted/Costed orders in ThermoGRID are in QuickBooks and verify payments.
QB to Bank Rec – This means verify all received payments in QuickBooks are in the bank account. The AR must be less that 1% and less than 30 days.

Closing

Close the month by the 8^th or 5^th business day… no later than the 15^th

Example July should be closed by no later than Aug 15^th

Additional Job Flow Information Here

How TG matches clients in QB

If the client doesn't have a QB ID, it checks using the DisplayName if TG has one.

Then it tries first name and last name.

If just 1 record is found, it uses that client.

If more than 1 record is found, it tries to match on the email, then phone number.

If there are still multiple records, it creates a new record.

Tax Mapping

1. Find your tax Rates

https://www.avalara.com/taxrates/en/download-tax-tables.html?gclid=EAIaIQobChMIwZOog9bs3AIVh4bACh3b1ASZEAAYASAAEgKMlvD_BwE&CampaignID=7010b000001DgsXAAS&st-t=all_visitors&lso=Paid%20Digital&lsmr=Paid%20Digital&s_kwcid=AL!5131!3!228169792451!e!!g!!tax%20rates%20by%20state&ef_id=W2syXgAAATrvC258:20180814134213:s

2. Lable the city and county with each rate.

3. Setup grouping in QB.

QBD = Edit, Preferences, company prefernces, clickadd sales tax item (change to Sales Tax Group)

4. Put in a Group Name/Number... this is what will be entered into ThermoGRID with the combined tax rate.

5. Add Tax item... Enter each "City" "Sate" "County" tax rate seperately on each line.

6. Save by clicking OK.

Additional:

Tax Mapping

------- Setup Tax Items:

1. Find your tax Rates

https://www.avalara.com/taxrates/en/download-tax-tables.html?gclid=EAIaIQobChMIwZOog9bs3AIVh4bACh3b1ASZEAAYASAAEgKMlvD_BwE&CampaignID=7010b000001DgsXAAS&st-t=all_visitors&lso=Paid%20Digital&lsmr=Paid%20Digital&s_kwcid=AL!5131!3!228169792451!e!!g!!tax%20rates%20by%20state&ef_id=W2syXgAAATrvC258:20180814134213:s

2. In QuickBooks Desktop (QDB), Go to Edit > Preferences > Sales Tax > Company Preferences.

3. Click Add sales tax item and under type, select Sales Tax Item to add a sales tax item.

- Enter the Sales Tax Name using the city and county as the label.

- Then enter the Description (any text), Tax Rate, and Tax Agency.

- Do this for each sale tax item.

- - If you would like to use tax groups / combined taxes skip the following steps and continue onto the Setup Tax Groups / Combined Taxes section.

4. In ThermoGRID (TG), go to Administration > Company Settings > Tax Settings.

5. Click the Add Tax Rate button and enter each tax rate from QBD into TG.

- Enter the description (can be any text) and the tax percentage (must match QBD exactly).

6. Go through each tax rate, click the cog wheel next to the rate, then select "Add QBD Mapping".

- Enter the Sales Tax Name and Tax Agency fields from QBD into the Tax Name and Agency Name fields in TG.

7. You can also setup Postal Code mapping to help improve workflow effiency. See the Tax - Postal Code mapping section for instructions.

Setup Tax Groups / Combined Taxes:

------ 1. Follow the "Setup Tax Items" set of instructions above to setup the individual tax items in QuickBooks Desktop QBD.

2. If you aren't there already, in QuickBooks Desktop (QDB), Go to Edit > Preferences > Sales Tax > Company Preferences.

3. Click Add sales tax item and under type, select Sales Tax Group to add a sales tax group.

- Enter the Group Name/Number. Description can be any text.

- Then enter the Description (any text).

- Lastly, select each Tax Item needed for this group like "City", "State", "County" seperately on each line.

- Do this for each sale tax group.

4. In ThermoGRID (TG), go to Administration > Company Settings > Tax Settings.

5. Click the Add Tax Rate button and enter each tax group from QBD into TG.

- Enter the description (can be any text) and the tax percentage (must match the sum of all the individual percentages in the sales tax group in QBD exactly).

6. Go through each tax rate, click the cog wheel next to the rate, then select "Add QBD Mapping".

- Enter the Group Name/Number from QBD into both the Tax Name and Agency Name fields in TG.

7. You can also setup Postal Code mapping to help improve workflow effiency. See the Tax - Postal Code mapping section for instructions.

Tax - Postal Code Mapping

------ 1. Follow the "Setup Tax Items" or "Setup Tax Groups / Combined Taxes" set of instructions above to setup the individual tax items.

2. If you aren't there already, in ThermoGRID (TG), go to Administration > Company Settings > Tax Settings.

3. Go through each tax rate, click the cog wheel next to the rate, then select "Add Postal Code".

- Enter each postal code that belongs to this tax rate/group.

- Make sure that each postal code only belongs to 1 tax rate in TG.

4. When done, any order that gets created will attempt to prepopulate the correct tax rate by trying to reference this table using the zip code of the address on the order.

QuickBooks Transfer Log

Go to Administration then "Company Settings"

Locate the button called "View Log" by the version of QuickBooks you are using... Online or Desktop.

Add Income Account

ThermoGRID:

Add Income Account

Administration
QuickBooks Settings
Show Accounts
Add Account
Name it (Must be identical to name in QB)

Default Item to Account
- Administration
- Manage Service Catalog, Locate Item or add it
- Edit – Pencil (if it was already created)
- Type Name in as the Department
1. QuickBooks:
  1. Add Income Account
Settings (Top Right)
Chart
New (Top Right)
Account Type (Income)
Detail Type (Sales of Product Income)
Name (Must be identical to name in TG)

QuickBooks

Contents

Checklist

QuickBooks Desktop

Export & Transfer Clients QBD

Install Web Connector QBD

Connect Web Connector to ThermoGRID QBD

QuickBooks Sync Methods

General Sales Account

Chart of Accounts Items

Chart of Accounts References

Classes

Payment Transfer to QuickBooks Options

QuickBooks Errors QBD

Videos QBD

QuickBooks Online

Export & Transfer Clients QBO

Connect ThermoGRID to QuickBooks

Sync Methods QuickBooks Online

General Sales Account

Chart of accounts Items

Chart of Accounts References

Classes

Payment Transfer to QuickBooks Option

QuickBooks Errors QBO

Videos QBO

Reconcile ThermoGRID to QB

How TG matches clients in QB

Tax Mapping

QuickBooks Transfer Log

Add Income Account

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