How Does The Sync/Export Process work?

1. Review this entire article as well as any linked 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 import.
   
   

Overview

This article will guide you through the process of setting up QuickBooks Desktop and CoreBridge to prepare for an IIF import using the Summary Sync export method.

• If you have not Gone Live! with CoreBridge you can still perform these setup steps, however, the actual import will not occur until you are Live and the sync requirements have been met.
• A CoreBridge support agent will perform the first import with you on a web meeting. We don't recommend performing the first import on your own.
• We recommend working with our support team for your first import to QuickBooks. This helps ensure that all of the settings are correct which reduces the likelihood of any erroneous data being imported 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, each location will have it's own IIF file since each location has it's own CoreBridge Reconciliation. If both locations will be imported to the same QuickBooks file a unique Class should be created in QuickBooks in order to separate locations. Instructions are provided below.

Sales Tax

• The sales tax report in QuickBooks will not work with Summary Sync. 
• It doesn't work because the report doesn't pull sales numbers from journal entries.
• The CoreBridge sales tax reports will need to be used when preparing sales tax forms.

Table of Contents

• Sync Requirements
• Related Articles
• E-Commerce Integration Requirements
• STEP 1 – Perform a CoreBridge Reconciliation
• STEP 2 – Configure QuickBooks Preferences
• STEP 3 – Match Income Accounts
• STEP 4 – Select an Accounting Export Option in CoreBridge
• STEP 5 – Choose Sync Options
• STEP 6 – Match Reconciliation Accounts
• STEP 7 – Create Classes
• STEP 8 – Create New Customer
• STEP 9 – Notify Support That All Setup Steps Have Been Completed

Export Requirements

Before the export can happen the following requirements must be met.

• QuickBooks Desktop. LINK: Accounting Export Options
• The Summary Sync export method is being used.
• Your system must be live.
• One or more Completed orders.
• One or more payments.
• One or more Reconciliations that contain payments.
• One or more Reconciliations that contain 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.

• How Summary Sync Works
• How Summary Sync Works – QuickBooks Example
• FAQ & Best Practices - CoreBridge Accounting Sync

3rd Party Integration Requirement

• Pressero: Lump Tax Agencies option must be selected (Step 5)
• XMPie: Lump Tax Agencies option must be selected (Step 5)
• TaxJar: Lump Tax Agencies option must be selected (Step 5)
  
• Avalara: Lump Tax Agencies option must be selected (Step 5)
  

STEP 1 – Perform a CoreBridge Reconciliation

Is this step optional or required? Required
If your system is live and you have already been performing daily reconciliations, please review READ ME then proceed to Step 2. 

READ ME

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

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 those wrong amounts will import 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.

INSTRUCTIONS

Please refer to these articles for instructions:

• Reconciliations - Completing, Viewing, Reporting
• Reconciliations In CoreBridge

STEP 2 – Configure QuickBooks Preferences

INSTRUCTIONS

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

STEP 3 – Match Income Accounts

READ ME

The only accounts needed for the import 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, the account must be created in QuickBooks before importing. If the account is not created, the journal entry will import successfully but the accounts will not post properly. 

ACCOUNT NAMING AND STRUCTURE

• Special characters may cause import errors. Some examples are $, &, and quote symbols. Please use only letters and numbers for account names. If a special character causes an import problem the account name will need to be changed in both CoreBridge and QuickBooks for the import to be successful.
  
  
• The name "Shipping" should not be used as an account name. The name "Shipping Income" can be used instead.
  
  
• Accounts can have 3 levels.
  • Parent > Child > Child
  • If your existing Income 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 between Income accounts and Reconciliation accounts (step 6).
  
  

INSTRUCTIONS

DUPLICATE ACCOUNTS

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

ACCOUNT MATCHING

• Match Income accounts between CoreBridge and QuickBooks. 
• Account number, account name, account hierarchy, and account type must match exactly.
• The QuickBooks account type needs to be "Income". Using type "Other Income" may cause the import to post to an erroneous account.
• In CoreBridge, navigate to Accounting Module > Manage Accounts > Income Accounts tab.
  
  

WORKING WITH ACCOUNTS

• 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. 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.
    
    
• 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.
    
    

STEP 4 – Select an Accounting Export Option in CoreBridge

Is this step optional or required? Required only if a support agent has not already saved the setting for you.
If an agent has already saved the setting for you, skip this step and proceed to Step 5.

IF YOU HAVE ALREADY SYNCED

If you have already imported or 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/exported will create erroneous data in QuickBooks if a sync/export is performed with the new setting.

INSTRUCTIONS

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. Selectthe following options:
   • Select Export Type: Manual File Export
   • File Type: Quickbooks Interchange Format: IIF
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

INSTRUCTIONS

In CoreBridge, navigate to Accounting Module > Accounting Export

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 having this option not selected 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
  • TaxJar
  • Avalara

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

INSTRUCTIONS

In CoreBridge, navigate to Accounting Module > Accounting Export

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.

1. Click the Sync Tax Agenciesbutton and wait for the web page to refresh.
   • This pulls in all tax agencies with non-zero rates from the Management Module so that they can be matched to QuickBooks accounts. 
   • If no Tax Agencies exist or they all have a 0% rate nothing will happen.

6-B. Match Accounts

READ ME

Accounts need to match between CoreBridge and QuickBooks for the import to be successful. If there is an account in CoreBridge that does not exist in QuickBooks, the account must be created in QuickBooks before importing. Account number, account name, and account hierarchy have to match exactly. 

ACCOUNT NAMING AND STRUCTURE

• Special characters may cause import errors. Some examples are $, &, and quote symbols. Please use only letters and numbers for account names. If a special character causes an erroneous import, the account name will need to be changed in both CoreBridge and QuickBooks for the import 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 between Income accounts (step 3) 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 is for reference only to show what Account Type to use when matching accounts.

This section contains the accounts that need to be matched to QuickBooks.
The account numbers shown in the screenshot are completely random. Use of the numbers shown is not required.

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)
2. Sales Tax account
   • The QuickBooks built-in tax liability account cannot be used with the export. The tax account that is matched to CoreBridge should be a standard Other Current Liability account. If you are not sure if the account you want to match to CoreBridge is the QuickBooks built-in account a support agent will address this issue during the system review.
     
     
3. Undeposited Funds account
   • When matching the Undeposited Funds account between CoreBridge and QuickBooks, the account in QuickBooks must be the built-in system account designated by QuickBooks.
   • If the account is not the system account, you will not be able to record deposits in QuickBooks.
     
     
   • How to tell if it's the system account when in QuickBooks:
     • Edit the account.
     • If the Account Type is grayed out, it's the system account.
     • If the Account Type is not grayed out, it's not the system account.
   • How to tell if it's the system account by using the Chart of Accounts IIF export:
     • The column titled EXTRA will read "UNDEPOSIT"

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

STEP 7 – Create Classes

Is this step optional or required? Required if you want your journal entries to have a Class assigned in QuickBooks to keep track of multiple locations.

INSTRUCTIONS

In CoreBridge, navigate to Management Module > Locations > (select a location)

1. Create a Class in QuickBooks with the same Location Name from CoreBridge. If your system has multiple locations be sure to create multiple Classes in QuickBooks.
   
   Screenshot from CoreBridge showing the Location Name
   Screenshot of the IIF data showing the Class name
   Screenshot of Class in QuickBooks

STEP 8 – Create New Customer

Is this step optional or required? Optional but highly recommended if you want an easy way to find your CoreBridge journal entries in QuickBooks

READ ME

INSTRUCTIONS

In QuickBooks, create a customer with this specific name: CoreBridge Import

• Screenshot of the IIF data showing the Customer name

STEP 9 – 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 import. If any issues are found during the review 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 Import to QuickBooks Desktop will be performed with a CoreBridge Support specialist on the scheduled meeting.

We do not recommend performing a first import on your own.