Overview

This article is for centers that have gone through a 1st sync and are switching from QuickBooks Desktop to QuickBooks Online using the Full Sync export method.

If you have not gone through a 1st sync this article does not apply. 


Switching to QuickBooks Online isn't as simple as enabling the option. There is a process that must be followed which is outlined in this support article.


What to expect

The setup is a bit involved so please read the entire article before performing any of the instructions or importing your Desktop file to QuickBooks Online. If the requirements cannot be met you will need to continue using QuickBooks Desktop.


Performing the prerequisite step before importing your Desktop file to QuickBooks Online will probably save you some time. It is optional but highly recommended.


When the setup is complete you will perform your own 1st sync to QuickBooks Online. 


Table of Contents



A. For Review

Please review this support article which provides details and limitations on the QuickBooks Online Full Sync. The Online Sync has limitations that the Desktop sync doesn't so you want to be prepared for the results. 


B. QuickBooks Requirements

  • Since QuickBooks Online Full Sync creates Purchase Orders in QuickBooks Online, you must have a version that includes these features if your CoreBridge subscription includes the Purchasing module and you wish to sync Purchase Orders to QuickBooks Online:
    • Create and send purchase orders
    • Track inventory

  • If any of your CoreBridge parts or modifiers are type "Inventoried Part", you must have a version of QuickBooks Online that includes the "Track Inventory" feature.

  • The QuickBooks Online Automated Sales Tax feature will not work with Full Sync because it doesn't allow the manual creation of Tax Agencies and Tax groups. If the feature is being used or it cannot be disabled, you will need to continue using QuickBooks Desktop.

  • Sales tax must be assigned at the Order level. If your version of QuickBooks Online assigns tax at the Line Item level, Lump Sync must be used. This is usually the case with the following taxes. If your QuickBooks Online country is not listed below, please send to CoreBridge support an invoice from QuickBooks Online so that a determination can be made as to whether or not your QuickBooks Online version can use Full Sync.
    • UK VAT
    • Australia GST
    • Singapore GST

  • If your CoreBridge system has more than one Location, you must have a version of QuickBooks Online that supports "Class Tracking". Each Location name from CoreBridge will be used to create a Class in QuickBooks so that you are able to separate each location(store) on reports. Without that feature you will not be able to separate financials by location(store). The "Location" feature in QuickBooks Online is not used for the sync.

  • Closing Date: If a transaction needs to be created or edited and the transaction date is prior to the QuickBooks closing date, the transaction will fail. The closing date restriction will need to be removed or you will need to manually update QuickBooks for any failing transaction. If QuickBooks needs to be updated manually, you will need to provide CoreBridge support with the failed records so they can be stopped from syncing and creating sync errors.

C. 3rd Party Integration Requirements

  • If you are not using or don't plan to use the Pressero, XMPie, Avarala, or TaxJar integration this section can be ignored.

  • If you are currently using or will be using the Pressero, XMPie, Avalara, or TaxJar integration you may want to continue using the Desktop version because those integrations are not compatible with QuickBooks Online Full Sync. 
  • There is a setting on the desktop sync tool that allows the integration to work:
    • This setting is not available with QuickBooks Online. If an order syncs to QuickBooks Online when using one of the integrations, the sales tax value may not be correct causing the tax liability in QuickBooks Online to not match your actual liability from CoreBridge.



D. Resetting Your System

  • The CoreBridge sync relies on specific information from your QuickBooks database to know where to save data. When you import your Desktop company to Online, that information is no longer available. In order for the sync to know where to save data in your new QuickBooks Online database, the sync needs to gather the information from QuickBooks Online. To do that, your entire CoreBridge system will be reset to sync again. Depending on how much data exists in CoreBridge, the initial sync may take many hours. As you will see below, we recommend starting the sync after business hours because it will slow down CoreBridge for your users.

  • We reset all of your CoreBridge data to sync again including Customers, Invoices, Items, Payments, Vendors, etc. Your existing data won't exist twice in QuickBooks. It just has to sync again to acquire the information needed from the new Online database.

  • If there are records that synced to the Desktop version that were deleted they will get created again. 
  • If there are records that synced to the Desktop version that were manually changed, the changes will be overwritten.

  • DATE-RELATED TRANSACTIONS
    Not all records sync again. The following record types are date-based. These records will only sync again based on your new Sync Start Date:
    • Orders
      • Orders with a Completed Date on or after the Sync Start Date will sync.
    • Payments
      • Payments with a date on or after the Sync Start Date will sync. 
      • If the payment date is before the Sync Start Date, the payment will sync anyway if an order syncs that needs a payment with a date prior to the Sync Start Date.
    • Purchase Orders
      • Purchase Orders with a date on or after the Sync Start Date will sync.

  • The Sync Start Date controls when an order syncs again based on Completed Date. If an order is not in CLOSED status, it will sync anyway and ignore that date. That prevents having a payment sync at a future date without having an invoice be to applied to.

  • Syncing 1000's and 1000's of records will take some time and will usually result in a successful sync. However, there are times that you may encounter sync errors. We will work with you as quickly as possible to troubleshoot and fix any errors.

  • If QuickBooks has a closing date and there are records prior to the closing date that need to sync, the closing date will need to be removed or changed in order to allow the record to sync. If it isn't possible to change a closing date, you will need to review the records in question and determine how to handle those manually in QuickBooks. Support can stop specific records from syncing but since there is usually a reason a record needs to sync we recommend reviewing the record to determine the best course of action before requesting that the record is stopped from syncing.

  • We recommend switching and performing your 1st Online sync when you can afford to have some down time in QuickBooks. You won't want to switch during tax time, you won't want to switch the week you need to handle sales taxes, etc.

  • For U.S. Region QuickBooks companies only: If you are willing to provide access to your QuickBooks Online company, CoreBridge Support can perform the 1st sync to QuickBooks Online for you once "E. Prerequisite - Taxes" and "F. Setup Instructions" have been completed.

E. Prerequisite - Taxes


    OVERVIEW

Be sure that all Tax Groups and Tax Agencies match between CoreBridge and QuickBooks Desktop. If this not done now, any missing records will need to be added manually in QuickBooks Online once the import has completed. The QuickBooks Online sync does not sync tax agencies and tax groups like the QuickBooks Desktop sync does. All tax groups must be created and updated manually in QuickBooks Online. It is easier to sync Tax items to QuickBooks Desktop than it is to manually create them in QuickBooks Online.



    NOTES

Due to field name length limits in QuickBooks Desktop, Tax Groups and Tax Agencies that have synced from CoreBridge may have text similar to the following appended to the name: " - 2". 


Example:

  • Full name in CoreBridge: Clover County Dept of Revenue
  • Shortened name in QuickBooks Desktop: Clover County - 2


The shortened name will import to QuickBooks Online and will conflict with the full name during a sync causing the sync to fail. If any records exist in QuickBooks desktop like this, don't change them. They will need to be changed manually after the Desktop file has been imported to Online.


    INSTRUCTIONS

  1. Request this report from Corebridge.
    • A complete listing of CoreBridge Tax Groups and Tax Agencies.
  2. CoreBridge Support will send you a list to compare to QuickBooks Desktop.
  3. Compare the list to QuickBooks Desktop. If any records on the list are not in QuickBooks Desktop please let CoreBridge Support know so that we can set them to sync again.
    • Tax Groups in CoreBridge = Sales Tax Groups in QuickBooks
    • Tax Agencies in CoreBridge = Sales Tax Items in QuickBooks


F. Setup Instructions


  1. Perform a final CoreBridge Reconciliation.

  2. Perform a final sync to QuickBooks Desktop with no sync errors. 
    • If you get sync errors they should be resolved before proceeding. If they are not resolved and carry over to QuickBooks Online, they may take longer to address if you are not familiar with using the QuickBooks Online interface.

  3. Do not perform a sync to QuickBooks Desktop again after performing a final sync. 
    • The sync tool does not sync to QuickBooks Online.
    • If a sync is performed to QuickBooks desktop after the final sync that will cause sync errors because QuickBooks online will be missing data.

  4. Make note of the date you ran a final sync. This date will be used for the QuickBooks Online sync. If the wrong sync start date is used you will be missing transactions in QuickBooks Online.

  5. Import your QuickBooks desktop company file to QuickBooks Online.

  6. Using the Tax Group and Tax Agency list provided in "E. Prerequisite - Taxes", be sure that everything on the list matches to QuickBooks Online. If you aren't familiar with sales tax in QuickBooks Online, please refer to the following support article and noted setup step:
    • QuickBooks Online Sync Setup - Full Sync
    • STEP 3 – Setup Tax Groups and Tax Agencies

    • Be sure that all records from the list exist in QuickBooks. They should exist if the Prerequisite was performed.
    • If a record does not exist in QuickBooks it must be created manually.
    • Be sure that the Tax Group name from the report matches the Tax Group name in QuickBooks. Tax Groups names are checked each time a sync is performed. If the names don't match the sync will fail.
    • If a shortened Tax Group name was imported, it will need to be changed to match the full name on the report. 
    • Be sure that the tax groupings from the list match the groupings in QuickBooks.
    • Be sure that the rates from the list match the rates in QuickBooks.

  7. Once the import to QuickBooks Online has finished successfully please notify CoreBridge Support.
    • Do not attempt a sync at this time

  8. CoreBridge Support will reset your CoreBridge system to sync again.
    (This requires your ticket to be escalated which may result in longer than usual ticket response times.)

  9. CoreBridge Support will set the Export Type on your CoreBridge system for you to QuickBooks Online Full Sync.

  10. Do not proceed until you have been informed that Step 8 and 9 have been completed by CoreBridge Support.

  11. Configure QuickBooks Online Settings
    1. Follow the steps in this article to properly configure QuickBooks Online: QuickBooks Online – Application Settings for Sync

    2. Configure these additional settings in QuickBooks Online.
      (The screenshots are from QuickBooks Online)

    3. In QuickBooks choose the Gear icon > Company Settings (or Accounts and Settings)

    4. Click Sales from the menu on the left. In the section titled "Sales form content":
      • Turn "Custom transaction numbers" On
      • Turn "Discount" On

    5. Click Advanced from the menu on the left. In the section titled "Automation":
      • Turn "Automatically apply credits" Off

  12. Authorize CoreBridge with QuickBooks Online.
    CoreBridge must be authorized with QuickBooks online to perform Step 14.

    NOTES: 
    You must use the default URL assigned to your CoreBridge system. It is in this format: (xxx.corebridge.net). Custom URLs will result in an error.

    The authorization process stores a security token from QuickBooks on your CoreBridge system allowing CoreBridge to create and edit data in QuickBooks. As long as the security token remains valid, a sync can be performed. When the token expires, the authorization process must be completed again so that a new token gets stored. You will know when the token expires when you get an error during the sync. The error will be a "401-Authorization" error. When you see that error during a sync, complete this authorization process again.

    INSTRUCTIONS
    1. In CoreBridge navigate to the Accounting Module, then to the Accounting Export page, then click the Setup tab.
    2. Click the Connect To QuickBooks button. 

    3. An authorization window will open. Sign in to QuickBooks then select the QuickBooks Online company you will sync data to.
      • If you have access to more than one QuickBooks company be sure to select the one that you will sync to. The sync will remember the company until authorization has expired or until you perform the authorization process again.

    4. Once the company has been selected click "Connect" in the authorization window. The authorization window will close bringing you back to Corebridge.


    5. Click the Continue… button under Step 2.
    6. Wait for the web page to refresh. 
    7. After the page refreshes continue to the next step.

  13. Confirm/Create Accounts

    The following accounts need to exist in QuickBooks. Be sure that the accounts exist and the Category Type and Detail Type are set as noted. If an account does not exist or is not set correctly Step 14 will fail.
    1. Default Bank Account
      • An account of type "Bank"
      • UK QuickBooks only: Type is "Cash at bank and in hand"

    2. Primary A/R account, one for each CoreBridge location.
      • An account of type "Accounts receivable (A/R)"
      • UK QuickBooks only: Type is "Debtors"

      • A/R Accounts should never be changed once the sync is set up. Don't change the name, account number, or hierarchy in QuickBooks. Don't change the account in CoreBridge to a different A/R account. Changes to A/R accounts may create a great deal of extra labor in QuickBooks to manually clean up transactions. You may need to go through every transaction where the account changed. Just changing it back to how it was set up initially won't correct the issues that happened during the change period.
    3. Default income account when none is assigned
      • An account type of "Income"
    4. Default COGS account when none is assigned
      • An account type of "Cost of Goods Sold"
      • UK QuickBooks only: Type is "Cost of sales"

      • The account must have "Supplies & Materials - COGS" as the Detail Type (see screenshot from QuickBooks)


    5. Default asset account when none is assigned. Asset accounts are used on Purchase Orders 
      • An account type of "Other Current Assets"
      • UK QuickBooks only: Type is "Current assets"

      • A Detail Type of "Inventory"
      • UK QuickBooks only: Type is "Stock"


    6. Account for Customer Refunds
      • Recommended account is your Default Bank Account
      • Refunds will post directly to this account.

    7. Account for Bad Debt
      • Must be Type "Expenses" and not "Other Expense"

  14. Select Accounts
    1. In CoreBridge navigate to the Accounting Module, then to the Accounting Export page, then click the Account Setup tab.

    2. Click the Refresh button. This process pulls in existing accounts from QuickBooks. The process can take a minute or longer.

    3. Use the drop-downs to select your desired accounts. The accounts that need to be selected are the ones you just Confirmed/Created in Step 13.

    4. If Refresh doesn't pull in a required account, any missing account must be set up in QuickBooks. You can use the "circle with arrows" icon to pull in individual accounts.

    5. When all accounts have been selected, click Save Account Setup. The process can take a minute or longer. The save process confirms the accounts. If an account is not the correct Type or Detail Type the save will fail.
    6. The Sync Start Date field can remain empty for now.

    7. If saving settings results in failure, Payment Types should be created manually in QuickBooks.
      • Cash
      • Check
      • Credit Card (online)
      • Credit Card (offline)
      • EFT
      • Other 
      • Bad Debt
      • (any other custom types in the Management Module in CoreBridge)
    8. Once the save process has completed successfully continue to the next step.

  15. Using the date noted in Step 4:
    1. In CoreBridge navigate to Accounting Module > Accounting Export > then click the Account Setup tab.

    2. Enter the Sync Start Date using the calendar drop-down. If you don't have the exact date that a final sync was performed to QuickBooks desktop, use a date that is far back enough so that you aren't missing any transactions.

    3. Click Save Account Setup. The process can take a minute or longer. Once the save process has completed successfully continue to the next step.



G. Syncing to QuickBooks

    This is where you perform your own 1st sync to QuickBooks Online.


    NOTES

  • Since all records need to be mapped again to your new QB Online database, the sync could take several hours to complete. 
  • You will want to start the sync after the close of business because it will slow down your CoreBridge system for users.
  • If the sync has errors, do not manually cancel the sync. Be sure to let the sync finish on its own with the errors.
  • If the sync has errors, use the Troubleshoot Problems button to submit a new ticket.
  • Since every record that has synced before will sync again (not including date-related transactions) you may get errors. If the entire setup has not been completed you may get many errors. We will help you get through the errors. Depending on the quantity and type of errors, it may take several days to clear everything.

    INSTRUCTIONS

  1. Follow the instructions in this article to perform a sync: QuickBooks Online - How to Sync
    • You have already gone through a 1st Sync with QB Desktop so you can ignore the note in the article.

  2. Once the sync has completed, perform this action in QuickBooks.


H. After the Sync

    Once the sync has completed successfully we highly recommend performing these actions.

  1. Compare A/R balances between CoreBridge and QuickBooks
  2. Compare Income between CoreBridge and QuickBooks