How Does The Setup Process work?

  1. Review these instructions as well as the Related Articles.
  2. Complete the setup steps.
  3. Let support know that the setup has been completed.
  4. A support agent will review your system.
  5. Once your system is ready a support agent will send a link to schedule a web meeting.
  6. A support agent will join you on a web meeting to perform your 1st sync.


Overview

This article will guide you through the process of setting up QuickBooks Desktop and CoreBridge to prepare for a data sync. 


Please note: 

  • If you have not Gone Live! with CoreBridge you can still perform these setup steps, however, the actual sync will not occur until you are Live and the sync requirements have been met.
  • We recommend working with our support team for your first sync to QuickBooks. This helps ensure that all of the settings are correct which reduces the likelihood of any erroneous data being synced to QuickBooks.
  • If you are entering orders or payments in a program other than CoreBridge, we recommend not entering that data again in CoreBridge so that you don't get duplicate data in QuickBooks.
  • If you are entering payments in a program other than CoreBridge, we recommend keeping those bank deposits separate from your CoreBridge deposits.
  • If your CoreBridge system has more than one Location, data from all locations will sync to the same QuickBooks company file. If you need to sync individual CoreBridge locations to individual QuickBooks company files please contact support for help with determining the best way to accomplish that.
  • The sales tax report from QuickBooks will not work with Lump Sync. The CoreBridge sales tax reports will need to be used when preparing sales tax forms.



Table of Contents



Sync Requirements

  • QuickBooks Desktop for Windows 2014 or newer. LINK: Accounting Export Options
  • The Lump Sync export method is being used.
  • QuickBooks Desktop is installed on a local computer. The software required for the sync will be installed on the same computer that QuickBooks is installed on. The sync software running on a hosted server is not supported. Your QuickBooks company file does not have to be on the same computer that QuickBooks is installed on.
  • Your system must be live.
  • One or more Completed orders.
  • One or more payments.
  • One or more Reconciliations that contain both payments and income.


Related Articles

Please take a few minutes to review the articles below as they will help to provide additional details on the sync process.



E-Commerce Integration Requirements

  • CoreBridge E-Commerce: there are no special requirements
  • Pressero: Lump Tax Agencies option must be selected (Step 5)
  • XMPie: Lump Tax Agencies option must be selected (Step 5)



STEP 1 – Perform a CoreBridge Reconciliation


Each Reconciliation contains the data that will be used to create the QuickBooks journal entry. Without Reconciliations there will be no data to export. The data will sync to QuickBooks as a journal entry and will contain income, payments, and other financial data needed to manage your books.


A Reconciliation should be performed at the end of each business day to capture that day's data and to catch any payment entry errors. If wrong payment amounts are captured on the Reconciliation the wrong amounts will sync to QuickBooks.


Performing Reconciliations daily produces the following results:

  • Payment entry errors are caught the same day they happen so that they can be corrected in a timely manner, especially errors that are in the customer's favor.
  • Credit card payments are captured for the day which is how your merchant likely batches them for a deposit. When you deposit the day's credit card payments in QuickBooks they will match the merchant deposit on your bank statement. The only difference will be any merchant fees. You want as many matches as you can get to your bank statement so that a monthly bank reconciliation is easier to perform.
  • You get a clean break between months in QuickBooks when you compare income between QuickBooks and CoreBridge.


Please refer to these articles for instructions:


STEP 2 – Configure QuickBooks Preferences

Follow the steps in this article to properly configure QuickBooks: QB Desktop - Application Settings for Sync



STEP 3 – Match Income & Cost of Goods Sold Accounts


NOTES


Accounts need to match between CoreBridge and QuickBooks for the sync to be successful. Account number, account name, and account hierarchy have to match exactly.


The only accounts needed for the sync are the accounts in CoreBridge. Be sure not to add your entire Chart of Accounts to CoreBridge.


If there is an account in CoreBridge that does not exist in QuickBooks, it will be created automatically in QuickBooks during your 1st sync so there is no need to add it manually. The new account in QuickBooks will be created exactly as displayed in CoreBridge (account number, account name, hierarchy). If you want to have an account created automatically, any parent account noted in CoreBridge will need to either be created by the sync or must already exist in QuickBooks. If you prefer to add an account manually to QuickBooks, be sure it matches exactly to CoreBridge. 


Account Naming and Structure

  • Special characters may cause sync errors. Some examples are $, &, and quote symbols. Please use only letters and numbers for account names. If a special character causes a sync error, the account name will need to be changed in both CoreBridge and QuickBooks for the sync to be successful.

  • The name "Shipping" should not be used as an account name. Names like "Shipping Income" or "Shipping Expense" can be used instead.

  • Accounts can have 3 levels.

Parent > Child > Child

  • If your existing Income and COGS accounts that will be used in CoreBridge have more than 3 levels please adjust them accordingly in QuickBooks before matching them to CoreBridge.

  • Each account must have a unique account number and a unique name. Numbers and names cannot be the same among Income accounts (this step), COGS accounts (this step) and Reconciliation accounts (step 6). If you want the sync to create an account for you in QuickBooks during the 1st sync, be sure that an account doesn't already exist in QuickBooks with the number or name of the account that will be created.

INSTRUCTIONS


Review your QuickBooks chart of accounts to check for duplicate account names. Each account in QuickBooks should have a unique name. If there is an account in CoreBridge with the same name as two or more accounts in QuickBooks with the same name, the sync may fail or may change your chart of accounts in QuickBooks to something you aren't expecting. For Example:
  • One CoreBridge Account: 4000 Banner Income
  • Two QuickBooks Accounts: 4000 Banner Income, 4500 Banner Income
  • You will need to change 4500 so that is has a unique name


3-A. Income Accounts

The QuickBooks account type needs to be "Income". Using type "Other Income" will create sync errors causing data to not export.


In CoreBridge, navigate to Accounting Module > Manage Accounts > Income Accounts tab.


  • The column headings can be used to sort accounts. If the accounts have account numbers, try clicking GL Code once or twice to put the accounts in number order. If the accounts don't have numbers, sorting by Account Name may make the matching process easier.

  • Once sorted, start with the first account in CoreBridge. Compare it to QuickBooks. Account number, account name, and account hierarchy must match between CoreBridge and QuickBooks. If the CoreBridge account matches exactly to QuickBooks move on to the next account in CoreBridge. (You don't want to start with the first account in QuickBooks because all of your accounts in QuickBooks don't need to be in CoreBridge)

  • If the CoreBridge account represents an account in QuickBooks but it doesn't match exactly, change the account in either QuickBooks or CoreBridge to get them to match. 
    • If you are a Franchisee, CoreBridge is populated with the Franchisor master Chart of Accounts so any change may need to be made in QuickBooks.
    • The goal is to get the account to match perfectly between CoreBridge and QuickBooks. Account number, account name, and account hierarchy must match.

  • If a CoreBridge account needs to be changed, click edit, make any needed changes, then click save before moving to the next account.

  • If the account being matched is a child account in QuickBooks be sure to select the parent account in CoreBridge so that the account hierarchy matches. If a parent account does not exist in CoreBridge it must be created.

  • To create a new account use this section of the page:
    • If you are a Franchisee, your accounts may be locked preventing new accounts from being created.

3-B. COGS Accounts

The QuickBooks account type needs to be "Cost of Goods Sold". Using type "Expense" will create sync errors causing data to not export.


Costs from CoreBridge do not sync but the accounts themselves will sync only if:

  • Your subscription includes the Purchasing Module AND
  • You choose the option to sync purchase orders
When a support agent reviews your accounts, notes will be made for COGS accounts even though they do not sync by default. This is done so that your COGS accounts match if you were to ever choose to sync purchase orders so that you don't get sync errors. 


In CoreBridge, navigate to Accounting Module > Manage Accounts > COGS Accounts tab.


Follow the same instructions as Income Accounts.



STEP 4 – Select an Accounting Export Option in CoreBridge


IF YOU HAVE ALREADY SYNCED

If you have already synced with a different accounting application than QuickBooks Desktop or a with a different export method, stop here and contact CoreBridge support. Changing this option after data has been synced will create erroneous data in QuickBooks if a sync is performed with the new setting.


IF YOU HAVE NEVER SYNCED

Proceed with the setup. 


If you have been in contact with a support agent this step will probably have been done for you.

  1. In CoreBridge, navigate to Accounting Module > Accounting Export.
  2. Select the following options:
    • Select Export Type: Sync with Desktop Application
    • Application Name: QuickBooks
    • Sync Type: Lump Data Sync
  3. Click the Save button. A warning dialogue may appear. Since you have never synced you can safely click OK.



STEP 5 – Choose Sync Options


In CoreBridge, navigate to Accounting Module > Accounting Export > Account Setup tab. 


5-A. Lump Tax Agencies 

This option controls whether or not CoreBridge sales tax gets posted to a single account or multiple accounts.
  • If the option is selected:
    • Sales Tax will post to a single account regardless of the number of Tax Agencies in CoreBridge.
      • We recommend selecting this option if all sales tax is paid to a single taxing authority.
  • If the option is not selected:
    • A unique G/L account can be matched to each Tax Agency.
    • Each time a new Tax Agency is added to CoreBridge you will need to click Sync Tax Agencies then match the new agency to an account in QuickBooks. (See Step 6)
    • We recommend not selecting this option if sales tax is paid to various taxing authorities and you want each to have it's own account in QuickBooks.
  • If either of these integrations are being used now or will be used in the future, Lump Tax Agencies must be selected.
    • Pressero
    • XmPie



5-B. Ignore non-completed orders

This option controls whether or not these 3 accounts post on the journal entries that get created in QuickBooks from each CoreBridge Reconciliation.
  • WIP (Asset)
  • Built (Asset)
  • Orders Not Complete (Liability)


Do you want to see WIP and BUILT values in QuickBooks?

  • If No, select this option
  • If Yes, do not select this option 


This option is a one-time choice before your 1st sync. If you want WIP and BUILT values in QuickBooks you need to have starting balances. Un-selecting the option after your 1st sync will not provide QuickBooks with the values from prior Reconciliations which are needed for the account balance to match between CoreBridge and QuickBooks.


STEP 6 – Match Reconciliation Accounts


In CoreBridge, navigate to Accounting Module > Accounting Export > Account Setup tab.


6-A. Sync Tax Agencies

If the Lump Tax Agencies option was selected in Step 5, skip this and proceed to 6-B: Match Accounts.

INSTRUCTIONS

  1. Click the Sync Tax Agencies button and wait for the web page to refresh.

  2. This pulls in all tax agencies with non-zero rates from the Management Module so that they can be matched to QuickBooks accounts. 
  3. If no Tax Agencies exist or they all have a 0% rate nothing will happen.


6-B. Match Accounts


NOTES


Accounts need to match between CoreBridge and QuickBooks for the sync to be successful. Account number, account name, and account hierarchy have to match exactly. 


If there is an account in CoreBridge that does not exist in QuickBooks, it will be created automatically in QuickBooks during your 1st sync so there is no need to add it manually. The new account in QuickBooks will be created exactly as displayed in CoreBridge (account number, account name, hierarchy). If you want to have an account created automatically, any parent account noted in CoreBridge with a colon will need to exist in QuickBooks. If you prefer to add an account manually to QuickBooks, be sure it matches exactly to CoreBridge. 


Account Naming and Structure

  • Special characters may cause sync errors. Some examples are $, &, and quote symbols. Please use only letters and numbers for account names. If a special character causes a sync error, the account name will need to be changed in both CoreBridge and QuickBooks for the sync to be successful.

  • Accounts can have 3 levels. 

        Parent:Child:Child

  • If your existing accounts that will be used in CoreBridge have more than 3 levels please adjust them accordingly in QuickBooks before matching them to CoreBridge.

  • Each account must have a unique account number and a unique name. Numbers and names cannot be the same among Income accounts (step 2), COGS accounts (step 2) and Reconciliation accounts (this step).


The account type in QuickBooks must be a specific type. This section contains the internal names for accounts along with the account type. This section in CoreBridge is for reference only to show what Account Type to use when matching accounts.


ACCOUNT TYPE CROSS-REFERENCE
IN COREBRIDGE
IN QUICKBOOKS
Expense
Expense (not Other Expense)
Accounts Receivable
Accounts Receivable
Liability
Other Current Liability
Tax
Other Current Liability












This section in CoreBridge contains the accounts that need to be matched to QuickBooks. 


INSTRUCTIONS

  1. Under the My Accounting Software Accounts section
    • Compare each account to QuickBooks. 
    • If the CoreBridge account represents an account in QuickBooks but it doesn't match exactly, change the account in either QuickBooks or CoreBridge to get them to match.
    • If a CoreBridge account needs to be changed, click edit, make any needed changes, then click save.
    • If the account being matched is a child account be sure to follow the directions on the page to properly match the account hierarchy. The parent/child hierarchy for Reconciliation accounts follows the QuickBooks method of using a colon to delineate parent and child accounts. For example, Bad Debts as a child of Expenses.
      • Expenses:Bad Debts
    • OPTIONAL – If you want to keep your CoreBridge accounts separate from existing accounts you can create new accounts. This can be helpful if you are in the process of closing out a previous POS system and don't want to commingle numbers in a single account.
      Examples:
      • CB A/R (instead of Accounts Receivable)
      • CB Deposits (instead of Deposits)
      • CB Bad Debt (instead of Bad Debt)


6-C. Tax account

If you are matching to the QuickBooks built-in Sales Tax account, there is a specific setting that must be addressed on the sync tool. A support agent will handle this for you on your 1st sync meeting. If you would like to know the details of how this works or you want to address the setting on the sync tool yourself. please refer to the following support article. It will explain how to determine if the account is the built-in account or not and will show which setting needs to be addressed.


For a detailed explanation of these CoreBridge Reconciliation accounts, please review the following support article:  Reconciliation Account Details


STEP 7 – Download and install the QuickBooks Desktop Sync Tool

Follow the steps in this article to download and install the software required for the sync: QB Desktop - Sync Tool Installation


The software must be installed on the same computer that QuickBooks is installed on.


If Windows does not have the required component installed that the software will need, you will be prompted to download and install it from a Microsoft website. This may require a computer restart.


NOTE:  Once the software has been downloaded and installed the settings do not need to be configured at this point. The settings will be configured during your 1st Sync web meeting.



STEP 8 – Notify Support That All Setup Steps Have Been Completed


Once the entire setup has been completed, notify support by replying back to your "sync setup" ticket. 


The agent assigned to your ticket will review your system to ensure that you have a successful First Sync. If any issues are found during the review that will cause the sync to fail, the agent will let you know what the issues are so that they can be fixed. Once the review is successful the agent will send a scheduling link that you will use to arrange your First Sync meeting. 


The 1st Sync to QuickBooks Desktop will be performed with a CoreBridge Support specialist on the scheduled meeting.


We recommend not performing a first sync on your own. 



Meeting Requirements:

  • Create a backup of your QuickBooks company file (optional)
  • 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.
  • Since Tax Groups are reviewed on a sync meeting we recommend that the user signed in to CoreBridge has access to the Management Module.


During the 1st Sync Meeting we will:

  • Perform the 1st Sync with you.
  • Help to correct any sync errors that may come up.