NOTE: We recommend not performing a first sync on your own. 

A support agent will need to confirm your setup then will meet with you for your first sync.


Setup – Part 2 of 2


This is part two of the Accounting Preparation steps. Prior to completing the steps in this article, you must complete part one first as covered in the Accounting Export Preparation article.


NOTE:  This article is for the Windows version of QuickBooks Desktop ONLY. 


STEP 4 – Invoice Prefix & Numbering Format

If your QuickBooks has customer invoices you will need to complete this step so that CoreBridge doesn't create the same invoice numbers that are already in QuickBooks. 


Confirm that your existing invoice prefix/numbering format in QuickBooks does not match the numbering format in CoreBridge. Matching values will cause sync errors. If the format is the same, there is a potential that invoice numbers in CoreBridge may conflict with existing invoices in your QuickBooks. You may need to change the invoice prefix in CoreBridge to prevent this or choose a starting number that will not conflict.  

  • Check your prefix settings by navigating to Management Module > Locations > (select a location) > Location & Company to view your invoice prefix settings.
  • Check your starting invoice number by navigating to Management Module > Global Settings > Pricing Settings and make any adjustments as necessary.


STEP 5 – Review Employee Names

Review your entire Employee list in QuickBooks to be sure that no employee names match to any Customer names in CoreBridge. If you have sold to an employee that employee may have a customer account in CoreBridge. If there is an employee in QuickBooks with the same name as a customer in CoreBridge, the sync will fail. You can change the employee name in QuickBooks or change the Customer name in CoreBridge so that there isn't a match.



STEP 6 – Review Customer Names

Review your entire Customer list in QuickBooks and compare to the Customer list in CoreBridge. If a customer exists in both systems but the names do not match each other exactly, the sync will create a new customer in QuickBooks from the customer record in CoreBridge. All new transactions will post to this new Customer account in QuickBooks. If this does occur and there are existing transactions in QuickBooks for the original customer account, you'll need to merge the customer manually in QuickBooks to keep the customer history under a single record. If the wrong customer is merged after it has synced you will get sync errors.



STEP 7 – Review Vendor Names

If your subscription includes the Purchasing Module, review your entire Vendor list in QuickBooks and compare to the Vendor list in CoreBridge. If a vendor exists in both systems but the names do not match each other exactly, the sync will create a new vendor in QuickBooks from the vendor record in CoreBridge. All new transactions will post to this new Vendor account in QuickBooks. If this does occur and there are existing transactions in QuickBooks for the original vendor account, you'll need to merge the vendor manually in QuickBooks to keep the vendor history under a single record. If the wrong vendor is merged after it has synced you will get sync errors.


STEP 8 – Review Item Names

Review your entire Item list in QuickBooks and compare to the Parts and Modifiers in CoreBridge. If a CoreBridge part exists as a QuickBooks item but the names do not match each other exactly, the sync will create a new item in QuickBooks from the part record in CoreBridge. All new transactions will post to this new Item in QuickBooks. If this does occur, and there are existing transactions in QuickBooks for the original item, you'll need to merge the item manually in QuickBooks to keep the item history under a single record.  If the wrong item is merged after it has synced you will get sync errors.


STEP 9 – Configure QuickBooks Application Settings

You'll need to configure your QuickBooks Desktop application as outlined in the QB Desktop - Application Settings for Sync article.



STEP 10 – Download and Install the QuickBooks Desktop Sync Tool

Follow the steps outlined in the QB Desktop - Sync Tool Installation article.


NOTE:  You do not need to configure the settings in the sync tool at this time. That will be done during your 1st Sync web meeting with a specialist from CoreBridge Support.



STEP 11 – Schedule a 1st Sync Web Meeting

The 1st Sync to your accounting application should be performed with a CoreBridge Support specialist via a web meeting.


NOTE: We recommend not performing a first sync on your own. A support agent will need to confirm your setup then will meet with you for your first sync.


IF YOU ELECT TO ATTEMPT A 1ST SYNC ON YOUR OWN, YOU MAY INCUR ADDITIONAL SUPPORT FEES SHOULD ERRORS OCCUR.


BEFORE YOU SCHEDULE A 1ST SYNC MEETING:

  • You MUST be Live! in CoreBridge (entering real orders and payments) PRIOR to scheduling a 1st Sync meeting.
  • You should have reviewed all relevant CoreBridge accounting support articles.
  • You should have an understanding of the fundamentals of accounts receivable management in CoreBridge.
  • You must have completed at least one Reconciliation.
  • You must have completed all steps in this article and the preceding one.
  • Plan on having at least 2 hours available for the meeting.


PRIOR TO THE 1ST SYNC MEETING:

  • Create a backup of your QuickBooks company file.
  • Make sure you can connect to the web meeting using the details provided to you in the invitation.
  • Join the meeting on the same computer that QuickBooks is installed on.
  • QuickBooks must be open in single-user mode.
  • QuickBooks must be logged into with an Admin account.
  • QuickBooks cannot have Accountant's Copy restrictions.
  • QuickBooks cannot have a closing date after your Go Live date.


DURING THE 1ST SYNC MEETING WE WILL:

  • Adjust any required preferences in QuickBooks.
  • Run the 1st Sync with you.
  • Help to correct any sync errors that may come up.


Think you're ready?

Contact the CoreBridge Support team at support@corebridge.net and we'll work with you to get your accounting export setup completed!